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HomeMy WebLinkAboutRes 2025-03-1751 Contract with Ford AV for Upgrade to of Council Chambers Audio Visual EquipmentCITY OF ANNA, TEXAS RESOLUTION NO. Z025 -03 - 1-15 � A RESOLUTION OF THE CITY OF ANNA, TEXAS AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH FORDAV AUDIO AND VISUAL EQUIPMENT FOR THE UPGRADE TO THE MUNICIPAL COMPLEX COUNCIL CHAMBERS AUDIO VISUAL EQUIPMENT IN THE AMOUNT NOT TO EXCEED SIXTY THOUSAND AND ZERO CENTS ($60,000). WHEREAS, the City of Anna Municipal Complex Council Chambers audio and visual equipment has met end of life, and: WHEREAS, FordAV provides the audio-visual systems that meet many of the City's technology requirements at a reasonable cost through the DIR cooperative purchasing agreements of which the City is a member. and, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS THAT: Section 1. Recitals Incorporated. The recitals above are incorporated herein as if set forth in full for all purposes. Section 2. Approval and Authorization of Agreement. The City Council of the City of Anna, Texas, authorizes the City Manager to award the contract for audio and visual equipment in an amount not to exceed $60,000 on behalf of the City of Anna, Texas. PASSED AND APPROVED by the City Council of the City of Anna, Texas on this 25t day of March 2025. APPROVED: ATTEST: 1aI i 11 /12 MIN Mayor Pete Cain ` --�S City Secretary Carrie Land force REVISED March 6, 2025 Mr. Chris Talbot City of Anna 101 North Powell Anna. TX 75409 RE: Council Chambers AV Dear ;fir. Talbot: 1V �QGZtcl�Gfr2CCa rc / Ford Audio -Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers the details of the system requirements in the following outline: A. Introduction B. Description of Work and Responsibilities C. Installation Schedule D, Equipment List E. Cost Sununary and Terms F. Guarantees and Limitations of Warranty G. Training and Documentation H. Building Construction and Installation I. Acceptance The proposed systems are based upon our understanding of your requirements as conununicated to us during our meetings and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our systems with any other: in quality, price, and professionalism of installation, we are second to none. This proposal contains confidential pricing. design, and installation information that is proprietary to Ford and utilizes Ford Audio -Video Systems, LLC's DIR Contract #DIR-CPO-5054. It is provided for your private use, and is not to be disclosed, in part or in whole. without the express, written authorization of Ford. Please let us know if any questions arise. We look forward to serving you. Sincerely. FORD AUDIO -VIDEO SYSTEMS, LLC bl("�_ Uriel Carrasco Senior Account Manager Voice: 972-241-9966 Email: carrur forday.com Website: «,%,vw.forday.conr FORD AUDIO -VIDEO SYSTEMS. LLC Mathew Scott Hall Senior Vice President 4901 Statesman Drive: Irving, TX 75063 972-241-9966 www.forday.com Citv of Anna Council Chambers AV ROOSED March 6. 2025 Proposal For City of Ana, Ana, TX A. INTRODUCTION Ford Audio -Video Systems. LLC Submitted By: Uriel Carrasco, Senior Account'Manager Pace ? of 17 This proposal provides a description of the technology incorporated into the systems, lists the major equipment and components, and states the terms, conditions, and responsibilities. Individual components and quantities may be changed, deleted, added. or designated as optional to be added to the system at a future date. B. DESCRIPTION OF WORK Ford shall provide and install the following systems for the City of Anna, TX (Customer) in their upgrade project: 1. COUNCIL CHAMBERS a. EQUIPMENT RACK 1) Ford shall cleanup and organize the cable -management in the owner furnished equipment (OFE) equipment rack as required. b. AUDIO SYSTEM 1) Seven (7) existing gooseneck microphones shall be removed from the Dias. 2) One (1) microphone discussion system with 7" capacitive touch for video. meeting content, and internet access and NFC reader shall be provided and installed at the Mayoral seat of the Dias. a) One (1) Ultimate Perpetual voting licenses shall be provided with the discussion uric unit. b) One (1) unidirectional 18" gooseneck microphone shall be provided and installed on the base unit. 2) Six (6) microphone discussion systems with 4.3" capacitive touch screen and built in NFC reader shall be provided and installed at the six delegate seats of the Dias. a) Six (6) ultimate perpetual voting licenses shall be provided with the discussion mic units. b) Six (6) unidirectional 18" gooseneck microphones shall be provided and installed on the base units. (, f-mfs-0l.forday.com sales'Sales'03 D.AI.'C MUCity of Anna (CATX-UNN) Cotmcil Chambers AV (306S63),Proposal-Fuial sckm-CARRU-C?aTXkti1-306S63-Council Chambers AV.Revl.dccx. 3 6 202= 3:24 M Page 2 of 17 PROPRIETARY I\FOR\LATION. The information contained herein is for use by authorized employees of the parties hereto and is riot for general distribution within or outside their respective companies. City of arena Council Chambers AV REVISED March 6. 2025 2 Ford audio -Video Systems. LLC Submitted B%: Uriel Carrasco, Senior Account Manager Page 3 of 17 3) One (1) table -top discussion conferencing microphone shall be provided and installed at the podium for audience speakers. a) No license shall be provided for the podium discussion unit. b) One (1) unidirectional 18" gooseneck microphone shall be provided and installed on the base unit. 4) One (1) pre -configured Windows OS server shall be provided and installed in tite equipment rack for the audio processing of the discussion microphones. 5) One (1) 30-port 1 GB managed network switch shall be provided and installed under the Dias to route audio from the discussion system to the OFE DSP. 6) One (1) audio processor shall be provided and installed in the equipment rack for AEC, feedback suppression, and EQ of the discussion system. 7) One (1) OFE onsite existing DSP shall be integrated into the new AV system. 8) Six (6) OFE onsite existing gooseneck microphones on the adjacent tables to the Dias shall be integrated into the new AV system. 9) One (1) OFE 24-port managed 1GB switch shall be integrated into the new system for audio and control routing. C. CONTROL SYSTEM 1) One (1) OFE onsite existing control system processor shall be reused. ?) One (1) OFE onsite existing 10" wired touch panel and UI shall be repurposed. Ford shall add the following controls to the UI: a) Dias Mic 1 (up/down/mute/ummute) b) Dias Mic ? (up/down/mute/ummute) c) Dias Mic 3 (up/down/mute/ummute) d) Dias Mic 4 (up/down/mute/ummute) e) Dias Mic 5 (up./down/mute/umnute) f) Dias Mic 6 (up/down/mute/umnute) g) Dias Mic 7 (up/down/mute/umnute) OPTION ADD -ON 1- COUNCIL CHAMBERS a. AUDIO SYSTEM {• f-mfs-01_ford2v.com sales• Sales'•.03 D.AL,C_4RRU City of Anna (CATxANN)`Council Chambers AV (306863),Proposal-Final'•sckm-CARRU-Ca1XA\''-3o6863-Council Chambers AV.Revl.docx. 3. 6 2025 3:24 P-M) Page 3 of 17 PROPRIETARY INTORNIATIO\. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies_ Cite of Anita Ford Audio -video Systems. LLC Council Chambers AV Submitted By: Uriel Carrasco, Senior .account -Manager REVISED March 6, 202S Page 4 of 17 1) The OFE onsite existing IR onsite existing assisted listening system shall be umnstalled. 2) One (1) RF assisted listening system shall be provided and installed. Assisted listening system shall have the following components: a) One (1) AL S DSP b) One (1) RF transmitter c) One (1) RF receiver d) Eight (8) universal ear speakers e) Eight (8) RF receivers 0 Two (2) intelligent neck loops for compatibility with hearing aids Nvith integrated T-coils. g) One (1) ADA notification sign h) One (1) 12-unit charging tray b. CONTROL SYSTEM 1) One (1) OFE Wad shall be integrated into the new system. The Customer is responsible for purchasing the iPad and purchasing the Crestron app. 2) One (1) OFE onsite existing 10" Nvired touch panel and UI shall be repurposed. Ford shall add the following controls to the UI. a) Podium Mic (up/down/mute/unmute) b) Dias Master Mic control (up.%down/mute/unmute) 3) The Customer and Ford will work together to identify UI controls and/or buttons that are not used and/or not needed and remove them from the UI. 3. OPTION ADD -ON 2 - CITY STAFF SEATS DISCUSSION SYSTEMS a. AUDIO SYSTEM 1) Six (6) table -top discussion conferencing units shall be provided and installed at the podium for audience speakers. 2) Six (6) 18" gooseneck microphones shall be provided and installed on the discussion system base. a) No licenses shall be provided for the six units. ( f-ntfs-01.forday.com'sales SalevU DAL C_ARRU•City of Artna (CATYLAN )'Council Chambers AV �'306563)•Propo5al-Fi W%sckm-CARRU-CATX-�-\1-306S63-Cotutcil Chambers 9V.Revl.docx, 3: 6; 2025 3:24 P\•I) Page 4 of 17 PROPRIETARY LNFOMLMON. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution Within or outside their respective companies. Citv ofAnm Ford Audio -Video Systems, LLC Council Chambers AV Submitted By: tiriel Carrasco: Senior account Manager REVISED March 6, 2025 Page 5 of 17 4. THE CUSTOMER SHALL BE RESPONSIBLE FOR: a. The Customer shall have a representative (one [1] person selected by the Customer) available throughout the installation to make decisions on behalf of the Customer concerning the installation. The purpose is to ensure that communication between the Customer and Ford is accurate and responsive in the event of questions or problems that may arise during installation. When the Customer's IT network is to be the interface for the operation of AV and control systems, the network must be fitlly operational at the time of Ford's arrival at the job site for installation. Failure to provide a fitlly operational network(s) could delay the installation and require a change order for completion. C. The Customer shall clear the rooms involved in the installation of all activities during the period of installation. Ford will work with the Customer to schedule the installation. Hours or days of work lost by the installation crew due to the inability to work as planned will be charged to the Customer based on the extra labor and expenses required. Ford reserves the right to modify payment terns of this Agreement if equipment is ordered and received by Ford for this project and tine project is delayed. postponed, or canceled, for any reason. Ford will invoice the Customer for the equipment that has been received, or any custom ordered items, based on pricing established in this Agreement. d. The Customer shall provide a facility that is prepared for the installation of electronic equipment. This includes a clean, dust -free. and air-conditioned environment that is secure and quiet. The Customer is responsible for providing a secure job site and for the cost of loss or damage to audio, video. and lighting equipment delivered by Ford to the job site. Existing or Customer provided conduit and raceway must be in good condition for use and be sized appropriately for the requirements of the project. f. Electrical Power In the event that electrical power is required to be installed or conduit systems are required to support the audio/video systems, it is the responsibility of the Customer, at their expense, to provide complete and adequate electrical power and conduit. unfless otherwise noted. g. Providing and preparing adequate space for the location of all equipment included in the system. If AV equipment is installed in a finished ceiling or wall, tine Customer is responsible for the refinishing. h. Providing a clear area with adequate ventilation and air conditioning that maintains a room temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by sound/audio./video/lighting equipment racks. Sound. audio. video, and lighting equipment produces heat which must be dissipated by ventilation or air conditioning. Prolonged operation at room temperatures above 75 degrees Fahrenheit will shorten the life of electronic equipment leading to premature failure of components. The Customer is responsible for the installation and registration of all software on OFE computers. Ford will provide the Customer with the system requirements for Ford provided (• f-tnfs-01.forday.com sales Sales 03 DAL CARRli City of Anna (CATXkN_\) Council Chamber. AV (306S63)•Proposal-Final sckm-CAM-CaT7C.\?N-306863-Courici] Chambers AV.Revl.docx, 3.6 20-15 3`24 P\I) Page 5 of 17 PROPRIETARY INrORNLATIO\. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of eta Ford Audio -Video Systems, LLC Council Chambers AV Submitted By: Uriel Carrasco, Senior AccountManager REVISED March 6. 202; Pave 6 of 17 software, but the Customer is responsible for installing it on the OFE PC's and/or OFE network. All software -related customer support shall be directly_ provided by the software manufacturer. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety standards and be satisfactory to meet the needs of the Ford installation personnel. In the event the Customer flirnnislned scaffolding or lifts are unacceptable. Ford will present a change request detailing the additional cost and time extension required to complete the project. k. Ford is not licensed for and does not perform any electrical, structural. or mechanical engineering: in addition, Ford does not provide carpenny, painting, masonry, ceiling. or carpet laying work. The Customer shall advise Ford in writing prior to signing a contract agreement regarding the existence of asbestos in any area that Ford may be required to work. The Ford safety policy does not allow any employee to perform work if any asbestos hazard exists. If asbestos is detected, Ford employees will be removed from the location until the location can be made safe in compliance with OSHA standard (1926.1101), Any incurred expenses related to the stoppage of work will be the responsibility of the Customer. FORD SHALL BE RESPONSIBLE FOR: Providing line drawings for systems and equipment manuals electronically at no cost Fabrication and installation of audio,' systems Providing recommendations for electrical power and conduits. to be provided and installed by the electrical contractor. for the audio systems Installation of low voltage audio wiring for systems e. Electronic testing of audio systems f. Tuning of audio processors g Training h. Warranty service i. Providing as -built drawings with wire numbers and labels C. INSTALLATION SCHEDULE Ford will provide system drawings. purchase and fabricate equipment. program control software, and do in -shop testing. The in -shop work will take approximately six (6) to eight (8) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on - site installation, test out. and conunissioning of this project will take three (3) weeks. The total time required to complete the project is approximately eleven (11) weeks from agreement execution. ( f-mfs-01.forday.com sales Sales03 DAL CARRU City of Anna (CATXAN )`Council Chambers AV (30603) Proposal -Final sekm-CARRI-C--ITX-�\'\-306S63-Council Chamber AV.Reyl.docx, 3 6 20-1 3:24 P\r) Page 6 of 17 PROPRIETARY I\TOK\LaTION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Anna Council Chambers A`- RE�ISED March 6_ _10_15 Ford audio -Video Systems_ LLC Subrnitted By: I:riel Carrasco. Senior -account Manager Pace 7 of 17 The completion of Ford's work depends upon the facility being secure, dust -free, air-conditioned, and quiet. Due to the ongoing delays in the equipment supply chain, delays in the scheduled installation of AV systems can occur. Ford will keep you informed if scheduling changes become necessary. For Ford to meet the above completion schedule, it is important the Customer warrants there are no interruptions in the availability of the -job site for Ford to perform its work. Additionally. a failure of the Customer to respond timely to Ford's written requests for information or Customer -approval of submittals will delay the project. Ford schedules its workforce weeks in advance in order to meet installation completion dates. The Customer sliall notify Ford's Project Manager in the event the Customer changes the schedule or the Customer's other contractors fall behind in completing their portion of the work. D. EQUIPMEN'T LIST BASE-RACK,POWERACCESSORIES (DIR CONTRACT #DIR-CPO-5054) Quantity Description Price Extension 7.00 BOSC.DCNMLPUPE PARTICIPANT ULTIMATE PERPETUAL 242.00 1.694.00 8.00 BOSC.DCNM-MILL MIC.LONG STEM MICROPHONE 18" 175.00 1,400.00 1.1250.00 WEST 254246EZBK 4P,23G,CAT6,PLNM,BLAC'K .30 375.00 Sub Total 3,469.00 BASE -AUDIO (DIR CONTRACT #DIR-CPO-5054) Quantity Description Price Extension 1.00 BOSC.DCNM-APS2 MULTIMEDIA AUDIO POWERING SWIT 2,107.00 2,107.00 1.00 BOSC.DCNM-D DICENTIS DISCUSSION BASE NOMIC 487.00 487.00 6.00 BOSC.DCNM-DE MIC.DICENTIS 4.3"TOUCH DEVICE 822.00 4.932.00 1.00 BOSC.DCNM-MMD2 MULTIMEDIA DEVICE GEN 2 NO MIC 1.787.00 1.787.00 1.00 BOSC.SERVER3 WINDOWS SERVER PRE -INSTALLED A 3,063.00 3.1063.00 BASE -CONTROL (DIR CONTRACT #DIR-CPO-5054) Quantity Description Sub Total 12376.00 Price Extension 1.00 NETG.GSM4230P10 DATA,24P.POE+,300W?P,4SFP 1,050.00 1.050.00 Sub Total 1.050.00 BASE -NON -CONTRACT Quantity Description Price Extension 7.00 CABLES & CONNECTORS 16.00 DATA PANELS & CABLES 5.00 MOUNTING HARDWARE 33.00 231.00 40.00 640.00 33.00 165.00 ( f-mfs-0Lforday.com,sales Sales 03 DAL CaRRUCity of Anna (CATMANN) Council Chambers AV (306563) Proposal -Final s lam-CARRU-CATX-�-N-..N-306363-Council Chambers AX.Revl.docx, 3, 6 2033 3:24 PM) Page 7 of 17 PROPRIETARY I\F ORNLaTIO\. The information contained herein is for use by authorized employees of the parries hereto and is not for general distribution mthin or outside their respective companies. City of Anna Council Chambers AV REVISED March 6. 2025 Ford Audio -Video Systerns, LLC Submitted By: Uriel Catrasco, Senior Account \Tanager Paze S of 17 4.00 WIRE MANAGEMENT 33.00 132.00 1.00 OFE QSC CORE IOF-V2 .00 .00 1.00 OFE ARAKNIS AN-310-SW-R-24-PO .00 '00 6.00 OFE DESKTOP MIC .00 .00 Sub Total 1.168.00 SYSTEM INTEGRATION (DIR CONTRACT #DIR-CPO-505=1) Quantity Description Price Extension DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION. COMMISSIONING, TRAINING AND WARRANTY 14.417.00 14.417.00 Sub Total 14.417.00 Merchandise: 18,063,00 Integration: 14,417.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 32.480.00 OPTION ADD -ON 1: C'OUNCIL CHAMBERS OPTION -AUDIO (DIR CONTRACT 4DIR-CPO-5054) Quantity Description Price Extension 4.00 LIST.LA-401 ASSI.EAR,SPEAKER 18.00 72.00 4.00 LIST.LR5200072 ASSI,ADVANCED,IDSP.RF,RECEI�'ER 209.00 836.00 1.00 LIST.LS-58-072 ASSI.SYS.IDSP,NECKLOOP.EARBL'D 2.244.00 2,244.00 Sub Total 3,152.00 OPTION -NON -CONTRACT Quantity Description Price Extension 2.00 CABLES & CONNECTORS 33.00 66.00 1.00 MOUNTING HARDNVARE 33.00 33.00 1.00 WIRE MANAGEMENT 33.00 33.00 Sub Total 132.00 f-mfs-Ol.fordav_com sales Sales 03 DAL CARRU City of Anna (CAT VL�1 j C'outtcil Chambers AV (306863),Proposal-Final sckm-CARRU-CATX-kN7�-306863-Council Chambers AV.Recl.docx, 3 6 2025 3:24 P\I) Pave 8 of 17 PROPRIETARY IN -FORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. Cite- of Anna Ford -audio-Video SN stems; LLC Council Chambers AV Submitted By: tiriel Carrasco, Senior Account Manager REVISED \larch 6, 2025 Page 9 of 17 SYSTEM INTEGRATION (DIR CONTRACT #DIR-CPO-5054) Quantity Description Price Extension DESIG\. ENGINEERING, FABRICATION. PROJECT MANAGEMENT, INSTALLATION. COMMISSIONING. TRAINING AND WARRANTY 6.499.00 6.499.00 Sub Total 6.499.00 Merchandise: 3,284.00 Integration: 6.499.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 9.783.00 OPTION ADD -ON 2: CITY STAFF SEATS DISCUSSION SYSTEMS STAFF MICS OPTION -AUDIO (DIR CONTRACT #DIR-GPO-5054) Quantity Description Price Extension 6.00 BOSC.DCNM-D DICENTIS DISCUSSION BASE NOMIC 487.00 21.922.00 6.00 BOSC.DCNM-MILL MIC.LONG STEM tiIICROPHONE 18" 175.00 1 t05O.00 Sub Total 3.972.00 STAFF MILS OPTION -NON -CONTRACT Quantity Description Price Extension 2.00 CABLES & CONNECTORS 33.00 66.00 1.00 MOUNTING HARDWARE 33.00 33.00 1.00 WIRE MANAGEMENT 33.00 33.00 Sub Total 132.00 SYSTEM INTEGRATION (DIR CONTRACT 4DIR-CPO-5054) Quantity Description Price Extension DESIGN. ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COiMMISSIONING. TRAINING AND WARRANTY 1.990.00 1.990.00 Sub Total 1.990.00 ( f-refs-01_forday.com sales Sales03 D_U CA.RRti City- of Anna (CATX-LNN) Council Chambers AV (306963)+Proposal-Final sckm-C.AMt-C..1TX.\T--306S63-Council Chambers A%'.Revl.docx, 3.6 20'; 3:24 PNI) Page 9 of 17 PROPRIETARY IN-FORNtATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution tt Ain or outside their respective companies. Cini of Anna Council Chambers AV REVISED \larch 6, 2025 E. COST SUMMARY AND TERMS PROPOSED TOTAL: OPTION ADD -ON 1: COUNCIL CHAMBERS: Ford Audio -Video Systems, LLC Submitted By: tiriel Carras o, Senior Account Manager Page 10 of 17 Merchandise: 4,104.00 Integration: 1.990.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 6.094.00 S32,480.00 S9,783.00 OPTION ADD -ON 2: C'ITY STAFF SEATS DISCUSSION SYSTEMS: S6.094.00 TAXES: No taxes have been included in the project 'Total Amount,' unless specifically shown on the 'Sales Tax' lisle. All taxes are the responsibility of the Customer. If a tax is charged to Ford, the Customer will be responsible for reimbursing Ford for the cost. TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of the DIR Contract #DIR-CPO-5054. 1009,6 invoiced upon completion. All invoices are due Net 30. Cooperative agreement fees are inclusive of the price listed above. EXTENDED NVARR NTY: In addition to Ford's Standard Warranty, Ford offers a two and three-year extended warranty on the equipment and installation provided by Ford. The same warranty guarantees and limitations described in Section F of the proposal apply. With the purchase of the extended warranty. Ford will perform one (1) pre -scheduled preventative maintenance service call during the second year of tine Extended Warranty and another in the third year of the Extended Warranq-, if selected. The purpose of conducting this routine preventative maintenance (PM) visit is to check the general operation of the equipment and repair the systems if needed. This PM service call shall be scheduled in advance with the Customer. between 8:00 am and 5:00 pm. Monday through Friday. excluding holidays. and does not include expendable materials used (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.), system programming, or updating firinware. Year 2 only: Extended Warranty S2.190.00 Year 2 & 3: Extended Warranty S4.420.00 { f-mfs-Ol.fordat:com sales Sales 03 DAL CARRli Cin. of Anna (CATXA\N) Council Chambers AV (306S63)Proposal-Fatal 5clatt-C-ARRt-C?TX-�—'\1-306S63-Counci1 Chambers AV.Revl .docx. 3 6 2023 3:24 P\n) Page 10 of 17 PROPRIETARY I\ F OR\LATIO\. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution ndthut or outside their respective companies. City of Anna Council Chambers AV REVISED March 6, 2025 Ford Audio -Video Systems, LLC Submitted Bv: L:riel Carrasco. Senior account Manager Page 11 of 17 Additional service needs can be scheduled by emailing service(dforday.com, or by calling 1-800-654-6744. The Year 2 and Year 3 Extended Warranties for separately priced options have not been included in the Extended Warranty totals above. Upon acceptance, the Extended Warranty for the options can be added by informing your Ford Account Manager. ALTERNATIVE LEASING: Leasing options are available. Please contact your Ford Account Manager for more information. CC: Unless othenvise prohibited by law, a 3% bank interchange fee will be charged for using a credit card for payment. PRICE: The price stated above for this project is based upon the complete system being purchased and installed at one time. In the event the Customer selects to purchase less than the total project, delays purchase of any portion of the system, requires that the system be installed in phases. or delays the installation. Ford reserves the right to charge for additional labor. travel, and overhead. The price is valid for thirty (30) days from the date of this proposal. It is agreed that the estimated duration of Ford's portion of this project is eleven (11) weeks from the proposal acceptance date. hi the event of a delay or extension of time, through no fault of Ford, Ford shall be entitled to receive a change order for the additional cost of overhead and other costs resulting from the delay. In addition, any outstanding Customer unpaid invoices and unbilled costs incurred by Ford shall become due and payable regardless of contract scheduled payments. COMMENCEMENT OF WORK: Ford must receive the enclosed contract signed by the Customer and/or a Customer provided and Ford approved purchase order that specifically accepts and includes ALL terms and conditions outlined in this proposal, along with any payment terms and provisions included in this proposal before the agreement will be considered frilly accepted and executed by Ford. Receipt of the above -mentioned documents and payments is a condition precedent to Ford's obligation to perform any work contemplated under this contract, including engineering the system, purchasing the equipment and scheduling the work crews for installation. In the event the Customer fails to pay Ford within the terms above, Ford reserves the right to stop work on the project until all payments are received by Ford in accordance with the terns. CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior to execution by Ford and are subject to the credit terns of this Agreement. ( f-mfi-Q 1 -fbrday.com% sales,Sales 03 DAL•C-ARRU City of Alma (CATXANT-N) Council Chambers AV (306S63)•Proposal-Final'sckm-C.ARRti-CaTXANN-306S63-Council Chambers X%-.Revl.docx, 3 6:202i 3:24 PNI) Page 11 of 17 PROPRIETARY INFOR\LATIOV. The information contained herein is for use ln- authorized emploN ees of the parties hereto and is not for general distribution within or outside their respective companies. Cily of Arena Council Chambers AV REVISED March 6. 2025 NON -SOLICITATION: Ford Audio -Video Systems. LLC Submitted By: tiriel Carrasco. Senior account -Manager Page 12 of 17 The Customer and Ford mutually agree, because of the high cost of training an employee, that neither party shall solicit the employment of any employee of the other party. and shall not employ any employee or any person who was an employee of the other party at any time during the relationship between the parties or for a period of one (1) year following the termination of any relationship between the parties. In the event of a breach of this section. the breaching party agrees to pay the other party an amount equal to the hired employee's annual wages as an agreed upon cost to replace the employee. F. GUARANTEES AND LMITATIONS OF WARRANTIES FORD GUARANTEES THE FOLLOWING: Equipment will be new. unless noted otherwise. 2. STANDARD WARRANTY" Equipment and installation provided by Ford in this proposal will be free of defects and will be repaired or replaced, free of charge, for a period of one (1) year from the date of substantial completion or the first date of beneficial use of the system, whichever date occurs first. Substantial completion shall be defined as the point where the work, or designated portion thereof, is sufficiently complete so that the system can be used for its intended purpose. b. Equipment and materials provided by Ford that were manufactured by other companies will be warranted under tine warranty terms of the original manufacturer. The warranty does not include or cover expendable materials used with the system installation (e.g.. light bulbs, lamps, light fixture lamps, fuses. batteries, portable connection cables, etc.). d. The warranty does not cover the updating of firmware in any device. Ford is not responsible for the reliability of systems that communicate using wireless teclunology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "dropouts". distortion. and loss of connectivity from time to time. Interference from other forms of radio frequency transmissions, such as radio and television broadcasts. cell phones. and computer wireless networks, is probable, and should be expected. f. Ford is not responsible for the performance, testing. or configuration of owner -punished data networks that are used to transmit audio, video, and lighting program data and control signal data. IP-based videoconferencing systems rely upon data networks that can provide consistent bandwidth for the transmission. Videoconferencing that is transmitted over the Internet is subject to the intermittent and unreliable nature of the public network. In the event that the Customer's network is found to be the cause of defects ill the quality of the audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L system and Ford's network engineers are required to troubleshoot or configure the Customer's network. the cost of this service will be invoiced to the Customer. ( f-mfs-Ol.forday.com sales Sales 03 DALC.4RRU,City of Arena (CATX4NN)'Council Chambers AV (306863) Proposal-Final`sckm-C.ARF -CATX-�-\7N-306S63-Council Chambers AV.Revl.docx. 3 6 2025 3:24 PM) Page 12 of 17 PROPRIETARY LKFORNLATIO\. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. cit'of_Anna Council Chambers AV REXTSED March 6. 202: Ford Audio -Video Systems, LLC Submitted By: I;riel Carrasco, Senior _account Manager Page 13 of 17 g. Systems installed by Ford use network protocols to transmit content and data for audio, video. and control. Army modifications to the network, including. but not limited to, firmware updates, readdressing endpoints. or changes in hardware, including replacing audio, video, and control components, can cause the systems to fail. Failures, such as the ones listed. are not warranty issues and therefore not covered under the Ford warranty described herein. h. The term "Software" as used in this document includes all editable source files, un-editable compiled files, graphical user interface files and functionality-. audio digital signal processor (DSP) files, in whole and in part, produced under the terms of this agreement. Unless otherwise expressly agreed in writing, all Software created by Ford remains the property of Ford, and the Customer is hereby provided a license to use the Software for this project only. The Software may not be used on any other project, nor used for any purposes outside of this project. nor shared nor disclosed to anyone who is not an employee of the Customer's company without prior approval from Ford. Procedures such as routine preventative maintenance filnctions (e.g., keeping filters clean. keeping system environment free from foreign materials, etc.) are the responsibility of the Customer and is not included within this warranty agreement. Failure on the part of the Customer to perform these routine maintenance functions shall void this warranty-. Ford will not be responsible for damages or cost of repairs due to modifications, adjustments, or additions to the system. or changes to the Software performed by personnel not authorized by Ford during the warranty period. Doing so will invalidate the warranty. k. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. OINNER-FURNISHED EQUIPMENT (OFE): Ford's intent is to provide a complete system including all equipment. In some cases. the Customer may own equipment which they desire to be included with the installation. Ford identifies this as OFE. b. The use of OFE is solely for the convenience of the Customer and is not included in the warranty or guarantee provided. Ford shall take reasonable care in handling OFE and install it according to standard industry practices, however, Ford takes no responsibility for the operation, performance, appearance. or effects of OFE before, during, or after its integration into the system. Ford reserves the right to accept or reject OFE based on the equipment's service record, or lack thereof, poor condition, or out of date softvareifrniNvare. Ford will not accept OFE that is purchased by the Customer to replace equipment that is specified in this proposal. d. In the event that OFE does not function properly. Ford shall notify the Customer to determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer. c ) the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to {• f-mfs-0I forday.cornsales Sates 03 D-AL•CARRU.Ciry of ?dung (CAUCAVN) Council Chambers aw (306S63)'Proposal-Final-sckm-CARRT-CATX.-Av1-306863-Council Chambers Aw.Revl.docx, 3 6 2025 3:24 P\I) Page 13 of 17 PROPRIETARY ENTORUATIO\_ The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Anna Ford Audio -Video Systems, LLC Council Chambers AV Submitted By: tiriel Carrasco, Senior Account Manager REVISED %larch 6, 202; Page 14 of 17 the Customer for the work to be done. The Customer will authorize any additional costs to the job. The existing equipment, removed as a courtesy by Ford, that is not being reused. shall be handed over to the Customer. Ford is not responsible for the existing equipment or its condition when received by the Customer. G. TRAINING AND DOCUMENTATION TRAINING INCLUDED: Ford will host a trailing session near the completion of installation. All system users and interested people should attend this trailing so that all questions can be answered during this training. b. During the training, if requested. Ford personnel will attend the initial first use of the system and assist the Customer's operators and users in the operation of the Ford -installed system. Ford shall provide a training agenda for scheduled trailing. d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic, brief description of how to operate the system. One (1) copy of a laminated document, for each room type. shall be provided to the Customer. ADVANCED TRAINING - OPTIONAL: Ford is cominitted to providing the highest quality and most modern training experience possible to its Customers. In addition to the training included with this project, for an additional fee. Ford offers multiple, customizable options to fit the needs of any Customer. The possible programs include: a. Ford shall supply a training video consisting of a visual tutorial or tutorials, if multiple room type videos are purchased. that will explain how to operate specific AV systems. This trailing tutorial, narrated by a Ford trainer, is a self -paced, always -available, online video. viewable on any mobile device which gives the learner a step-by-step process on how to use the technology. b. In consultation with the Customer. Ford will develop and execute a custom curriculum and curriculum schedule. C. Ford will provide in -person presentation(s). as needed, including presentation materials such as PowerPoint or Prezi presentation. d. Ford will develop a custom Orientation & Operations Handbook, which shall include detailed. user-friendly information on solutions, functionality, troubleshooting, curriculum. and other useful reference materials. The Ford Training Center also highly recommends follow-up training sessions six months to a year following the initial session(s) to ensure that all concepts are anchored and being (•f-mfs-01.forday.comsales Sales'•03 DALCARRUCitm of Anna (CATXANN).Council Chambers AV (306S63)Proposal-Final`sckm-C.AMT:-CATX��`-306S63-Council Chambers AV.Revl.docx, 3;6 202= 3:24 PM) Page 14 of 17 PROPRIETARY DZFOR\LATIO\_ The information contained herein is for use be authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. city of Anna Ford Audio -Video Systems, LLC Council Chambers AV Submitted By: Uriel Carrasco, Senior Account Manager REVISED March 6. 2025 Page I of 17 employed by each user as well as providing opportunities for new employees to receive the same level and style of training existing employees received. The Ford Training Center will work with customers to develop a long-term training strategy and/or ongoing training curriculum. f. Additional materials include documents in electronic format, additional hard and/or laminated copies of Quick -Start Guides and Orientation & Operations Handbooks, as well as digital copies of these curriculum materials. Q. All training curriculum and components will be developed and executed by a Ford Master Trainer. h. The components of the optional training are to be determined by the Customer. Account Manager, and Ford Master Trainer to meet the needs of the Customer. The cost of the additional materials and training is based on the desired program. i. Please contact Ford to receive a customized price quote on the Advanced Training Program option. H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION VISUAL INSPECTION: This proposal is based upon a visual inspection of the site conditions. It is agreed that some buildings may have inherent design and/or construction that is not visibly recognizable and is outside of normal standard and customary building procedures. If the walls. floors or ceiling are found to be constricted in a manner that wire cannot be pulled or equipment cannot be mounted or otherwise installed without labor or materials in excess Of those anticipated by both parties and proposed herein, the Customer agrees to be responsible for any adjustments in the labor and materials required to perform the installation. EXISTING CONDITIONS: Acoustics and Noise In facilities where Ford is providing a sound or audio system. the Customer is responsible for providing an environment free of ambient noise and excessive reverberation and echoes. 1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and Air Conditioning). plumbing, or other mechanical systems in the building. In general, Ford recommends that the ambient noise sound pressure level not exceed NC35 (Noise Criteria) or 35 dB A scale. 2) Long reverberation times and echoes are normally the result of hard wall. floor, and ceiling surfaces found in some rooms. Typically, Ford recommends that the reverb time does not exceed 1.5 seconds where the primary use is the communication of speech. The production of other types of music may require longer reverberation times. In the event that echoes exist, absorptive or diffusive f-mfs-0Lforday.com•sales SalevO D.AL•C MUCity of Anna (CATXkNN0Council Chambers AV (306S63)Proposal-Fumalsclmn-C_ARRU-C?TY-kN7-306S63-Council Chambers AV.Reml.docx. 3 6202: 3:24 Pl•n Page 13 of 17 PROPRIETARY L\ZFOR\LATTO\. The information contained herein is for use b}- authorized employees of the parties hereto and is not for general distribution Within or outside their respective companies. Cin of Anna Council Charnbers AV REVISED'March 6, 2025 Ford.Audio-video Systems. LLC Subrnitted By: tiriel Carrasco, Senior Account \Tanager Page 16 of 17 wall and ceiling panels may be required to eliminate or minimize the detrimental effects of the echoes. 3) Ford is not responsible for any costs related to reducing the ambient noise or modifying the acoustics of the Customer's facilities. Vibrations caused by HVAC units, pumps. environmental issues (loud adjacent spaces. traffic, airplanes, etc.), or general construction materials and methods, can cause unwanted audio intelligibility issues and image issues with cameras, video projectors. flat panel displays. and direct view LED video wall walls. Issues such as these typically require specialized engineers and contractors and are not the responsibility of Ford. ACCEPTANCE The Customer's personnel will be Notified by Ford upon completion of the installation. Demonstration of system performance will be during the training session. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Anna who are authorized to accept the system as complete and make final payment. This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. If a purchase order is required by the Customer, it must be transinitted with the signed install agreement for review and acceptance. This proposal contains confidential pricing, design. engineering, and installation information that is proprietary to Ford. It is provided for your private use, and is not to be disclosed. in part or in whole. without the express, written authorization of Ford. We appreciate the opportunity to work with you on this project. If you have any questions or need additional information, please contact me at 972-241-9966. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Uriel Carrasco Senior Account Manager Voice: 972-241-9966 E-mail: carllt)forday.com Website: «.iNv.forday.com { f-mfs-01.forday.com sales Sales 03 DAL CARRU Cin- of Anna (CATYL\ ) Council Chambers AV (306563) Proposal -Final sckm-CARRti-CATX-�\1-306S63-Council chambers ay.Revl.docx: 3 62023 3:24 P\r) Page 16 of 17 PROPRIET.IRY I\rOR\LATIOti_ The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution mthin or outside their respective conmpantes. Citv of Anna Ford Audio -Video Systems. LLC Council Chamber AV Submitted By: tiriel Carrasco, Senior account \Tanager REVISED \larch 6, 2025 Page 17 of 17 SYSTEM INSTALLATION AGREEMENT Behveen CITY OF ANNA and FORD AUDIO -VIDEO SYSTE7\1IS, LLC This is to signify that City of Anna and Ford Audio -Video Systems, LLC have entered into a contract, in the amount of S32,480.00. for the purchase and installation of equipment and services described in the attached proposal. OPTION ADD-ON1: COUNCIL CHAMBERS: S9.783.00 Customer Accepts OPTION ADD -ON _":CITY STAFF SEATS S6.094.00 DISCUSSION SYSTEMS Customer Accepts Add Year 2 only Extended Warranty: S2.190.00 Customer Accepts OR Add Year 2 & 3 Extended Warranty: S4.420.00 Customer Accepts City of Anna and Ford Audio -Video Systems, LLC, by and through thew respective signatories to the Agreement, each represent to the other that they are authorized to enter into this Agreement. We do both agree to abide by the terms and conditions of this Agreement. F(ORDD AUDIO -VIDEO SYSTEMS, LLC CITY OF ANN A Uriel Carrasco Au lorized Signature Senior Account Manager Mathew Scott Hall Senior Vice President 3.18.2025 Date �46%^ A Print d Name and Title 6 31'512o'�5 Date ( f-an3Es-01.fcrday.com sales Sales 03 DAL CARRti City of Anna (CATXk\7N) Council Chambers AV (306863)'Proposal-Final sclan-C.ARRti-CATX-N\-306863-Council Chambers AF.Revl.docx, 3 6 2023 3:23 P\I) Page 17 of 17 PROPRIET_AR1 INFORMATION_ The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies.