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HomeMy WebLinkAboutRES 23-012RESOLUTION NO. 23-012 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Council hereby approves the purchase for'the replacement of the Council Chambers audio system from Ford Audio -video Systems, LLC, of Houston, Texas for the use in the recording City Council meetings, in the amount of $67,308.00 as shown in Exhibit "A" attached hereto; and, BE 1T FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute all related documents relating to the purchase of the above described equipment from Ford Audio -video Systems, LLC, of Houston, Texas in the amount of $67,308.00. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, .Texas Government Code, Chapter 551, PASSED BY THE CITY COUNCIL of the City of Beaumont this the 10th day of January, 2023. � M Mayor Robin Mouton eaaaeR I IIrr��II��NNIImm II �h911W))11D���) 1 I h REVISED November 18, 2022 Mr. Terry LaFleur City of Beaumont 801 Main Street Beaumont, TX 271793 RE: Council Chambers Audio System Dear Mr. LaFleur: 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 Summary 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 communicated 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 BuyBoard Contract #644-21. 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 Dca las Hill Senior Account Manager Voice: 713-690-0555 Email: hilld@forday.com Website: www.forday.com FORD AUDIO -VIDEO SYSTEMS, LLC Christopher Ford, E.E. Division Manager 4380 Blalock Road, Houston, TX 77041 713-690-0555 www.forday.com City of Beaumont Council Chamber Audio System REVISED November 18, 2022 Proposal For City of Beaumont, Beaumont, TX A. INTRODUCTION Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 2 of 14 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 Beaumont, Texas (Customer) in their remodel project: 1. THE COUINCIL CHAMBERS a. EQUIPMENT RACK 1) One (1) existing owner furnished equipment (OFE) 44-space equipment rack shall remain and be reused in the project. b. AUDIO SYSTEM 1) The existing audio system, including the amplifier, digital signal processor, Council Chambers in -ceiling speakers, gooseneck microphone system and all associated wiring shall be removed and handed to the Customer. 2) Seven (7) 8" 2-way speakers shall be provided and flush mounted in the ceiling to provide audio reinforcement above the Dais, City Desk, and Lectern locations each with an independent input for mix minus configuration. 3) Six (6) 8" 2-way speakers shall be provided and flush mounted in the ceiling to provide audio reinforcement above the council chambers audience as a single zone. 4) One (1) 1280 watt, 8-channel at 70-volt, audio amplifier shall be provided and installed in the equipment rack to power the speakers. 5) Two (2) 12-input x 8-output digital signal processor (DSP), with three (3) 4-port logic expanders shall be provided and installed in the equipment rack for audio signal routing, equalization, feedback suppression, echo cancellation, and compression as needed. 6) Fifteen (15) 21" gooseneck condenser microphones with mute buttons and dual activity indicator lights, one on the base, and one at the mic capsule, shall be (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 2 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 3 of 14 provided and installed in the locations of the current mics on the Dais, City Desk, and the OFE lectern. One (1) shall be used as a spare microphone in inventory. 7) One (1) remote mute button shall be provided and installed at the mayor's location on the Dais to enable muting of the lectern microphone. 8) Some existing OFE equipment shall remain and be incorporated into the system, including: a) One (1) Shure QLXD wireless audio receiver b) One (1) Crestron DMPS AV switcher c) One (1) Tascam Recorder shall receive an audio output d) One (1) network switch e) One (1) The Swagit Streaming System shall receive an audio output f) One (1) Tricaster 2 Elite shall have analog audio input and output connected to the Ford provided DSP for Zoom Calls. The existing HDMI input to the DMPS HDMI 2 shall remain. i. The Zoom configuration and licensing are the responsibility of the Customer. C. CONTROL SYSTEM 1) The existing OFE Crestron control system, as part of the existing OFE DMPS media switcher and controller, shall remain with the existing OFE wireless Crestron Touch Panels. Ford shall provide one (1) instance of X-Panel control to be installed on one (1) OFE computer for use by the technical team to control the system as needed. 2) Two (2) existing OFE wireless Crestron touch panels shall remain and be reused. Ford shall provide one (1) instance of X-Panel control to be installed on one (1) OFE computer for use by the technical team to control the system as needed. The touch panel and X-Panel shall be programmed to control the following: a) Projector screen - up/down b) Projector -power on/off c) System Volume — up/down/mute d) Microphone —channel up/down/mute e) Source Selection — City Clerk Desk, Podium, wireless presentation device, Tricaster for Zoom calls (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 3 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 d. OPTIONAL ADVANCED TRAINING VIDEOS Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 4 of 14 1) Ford shall video record, edit, and deliver three (3) to four (4) short vignettes highlighting basic operational functions of the AV control system. The topics of the training videos shall be determined by the Customer in conjunction with Ford AV. e. OPTIONAL SECONDARY TRAINING REFRESH VISIT 1) Ford shall retrain the end user in one training session to be scheduled approximately six (6) months after the initial training. The training refresh visit shall review the initial training, and answer any specific questions or concerns about the operation of the control system. f. OPTIONAL EXTENDED WARRANTY 1) Ford provides a one (1) year warranty on Ford provided equipment and workmanship as described in section F.1. of this agreement. Ford offers an extended warranty for the Ford provided equipment and workmanship. The offer is for two (2) additional years, bringing the total to three (3) years. 2. THE CUSTOMER SHALL BE RESPONSIBLE FOR: a. The Customer shall have a representative (one [ I] 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. b. The Customer shall clear the rooms involved in the installation of all activities during the periods 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. C. 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. d. Existing or Customer provided conduit and raceway must be in good condition for use and be sized appropriately for the requirements of the project. e. 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, unless otherwise noted. (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 4 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 5 of 14 f. Providing and preparing adequate space for the location of all equipment included in the system. In the event AV equipment is installed in a finished ceiling or wall, the Customer is responsible for the refinishing. g. 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. h. 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 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. i. 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 furnished scaffolding or lifts are unacceptable, Ford will present a change request detailing the additional cost and time extension required to complete the proj ect. j . Ford is not licensed for and does not perform any electrical, structural, or mechanical engineering; in addition, Ford does not provide carpentry, painting, masonry, ceiling, or carpet laying work. 3. FORD SHALL BE RESPONSIBLE FOR: a. Providing line drawings for systems and equipment manuals electronically at no cost b. Fabrication and installation of audio systems c. Providing recommendations for electrical power and conduits, to be provided and installed by the electrical contractor, for the audio systems d. 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 (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 5 of 14 PROPRIETARY 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. City of Beaumont Ford Audio -Video Systems, LLC Council Chamber Audio System Submitted By: Douglas Hill, Senior Account Manager REVISED November 18, 2022 Page 6 of 14 4. PREVENTATIVE MAINTENANCE a. Ford shall perform one (1) pre -scheduled service call, prior to the end of the warranty period, for the purpose of conducting routine preventative maintenance (PM) to check the general operation of equipment. 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.) or system programming. This service will renew and be billed in advance on an annual basis unless the Customer notifies Ford of its intent to cancel. The Customer may cancel at any time prior to the work being performed. PM visits are subject to adjustments based on the age of the equipment and Ford's labor cost. b. The Customer will provide a contact person that is authorized to answer questions and obligate the Customer if additional services are requested. The contact will be personally available to meet with the Ford technician and have knowledge of the equipment and systems to be inspected. The contact person will provide access to all areas and equipment rooms requiring inspection. C. INSTALLATION SCHEDULE 1. Ford will provide system drawings, purchase and fabricate equipment, program control software, and do in -shop testing. The in -shop work will take approximately ten (10) to twelve (12) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -site installation, test out, and commissioning of this project will take two (2) weeks. The total time required to complete the project is approximately fourteen (14) weeks from agreement execution. The completion of Ford's work depends upon the facility being secure, dust -free, air- conditioned, and quiet. Due to the ongoing presence of the Covid 19 virus and 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. 2. 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 work force weeks in advance in order to meet installation completion dates. The Customer shall 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. EQUIPMENT LIST COUNCIL CHAMBER-RACK/POWER/ACCESSORIES (BUYBOARD CONTRACT #644-21) Quantity ------------------------------------------------------------------------------------- Description Price Extension ------------------------------------------------------------------------------------- 13.00 CABLES & CONNECTORS 29.00 377.00 13.00 MOUNTING HARDWARE 29.00 377.00 13.00 SMALL SPEAKER SUPPORT 12.00 156.00 10.00 WIRE MANAGEMENT 29.00 290.00 2.00 MIDD.PD-915R-SP 9 OUTS, 15A SERIES SURGE 450.00 900.00 (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 6 of 14 PROPRIETARY 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. City of Beaumont Ford Audio -Video Systems, LLC Council Chamber Audio System Submitted By: Douglas Hill, Senior Account Manager REVISED November 18, 2022 Page 7 of 14 1,500.00 WEST.25225B WIRE,2C,16G,PLENUM,GRAY .22 330.00 31000.00 WEST.25291B 2,COND,22,7X30,BARE,SHLD,CMP .10 300.00 Sub Total 21730.00 COUNCIL CHAMBER -AUDIO (BUYBOARD CONTRACT #644-21) ------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------- Quantity ------------------------------------------------------------------------------------- Description Price Extension ------------------------------------------------------------------------------------- 15.00 AUDI.ES925C24FM 21" 5-PIN GOOGENECK MIC HALO 367.00 51505.00 1.00 AUDI.LCB 1 LOGIC CONTROL BUTTON FLUSH 138.00 138.00 3.00 BIAM.EX-LOGIC DSP,TESIRA POE 16GPIO LOGIC EX 412.00 11236.00 2.00 BIAM.TESFORAVVT DSP,12X8,AEC VOIP/POTS,AVB 21588.00 51176.00 13.00 COMM.D8 SPEA,DIST DESIGN 8-INCH CEILIN 224.00 21912.00 1.00 LEAP.CONNECT 168 AMP,8CH X 160W 11691.00 11691.00 Sub Total 16, 65 8.00 COUNCIL CHAMBER-OFE ------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------- Quantity ------------------------------------------------------------------------------------- Description Price Extension ------------------------------------------------------------------------------------- 1.00 OFE SHURE QLXD WIRELESS HH .00 .00 Sub Total .00 INTEGRATION SERVICES (BUYBOARD CONTRACT #644-21) ------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------- Quantity ------------------------------------------------------------------------------------- Description Price Extension ------------------------------------------------------------------------------------- DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY 401988.00 401988.00 Sub Total 40,988.00 Merchandise: 191440.00 Integration: 401988.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 601428.00 (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 7 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 E. COST SUMMARY AND TERMS Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 8 of 14 PROPOSED TOTAL: $601428.00 PREVENTATIVE MAINTENANCE: $31100.00 OPTIONAL ADVANCED TRAINING VIDEOS: $493 5 6.00 OPTIONAL SECONDARY TRAINING REFRESH VISIT: $842.00 OPTIONAL EXTENDED WARRANTY: $3,780.00 TAXES: No taxes have been included in the project 'Total Amount,' unless specifically showing on the 'Sales Tax' line. 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 BuyBoard Contract #644-21. 100% invoiced upon completion. All invoices are due Net 30. CC: Unless otherwise 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. 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 fully 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 terms. 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. (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 8 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 9 of 14 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 terms of this agreement. NON -SOLICITATION: 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 LIMITATIONS OF WARRANTIES 1. FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. b. All workmanship provided by Ford will be free of defects and will be repaired, 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. C. All equipment and materials provided by Ford that were manufactured by other companies will be warranted under the standard warranty terms of the original manufacturer. d. The warranty does not include nor cover expendable materials used with the system installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.). e. Ford is not responsible for the reliability of systems that communicate using wireless technology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "drop outs", 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 -furnished 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 in 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\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System. Rev3. docx, 11/18/2022 10:45 AM) Page 9 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 10 of 14 g. 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. Ford shall provide a copy of the un-compiled control system source code for storage on the customer's server, for the customer record only. h. Any adjustments made by the Customer or the Customer's agent(s), other than routine operational adjustments, including adjustments or changes to the Software, will not be covered under this warranty statement. Re -calibration of settings will be considered by Ford to be billable time to the Customer at Ford's standard engineering rates. i. Procedures such as routine preventative maintenance functions (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. j . If warranty work is necessary within the warranty period, Ford will, at its option, repair the defective equipment or return it to the manufacturer for repair. k. Repairs, modifications, or other work performed by personnel not authorized by Ford during the period of warranty on any equipment of the system, including any changes to the Software, will invalidate the warranty. 1. Ford will not be responsible for damages or cost of repairs due to modifications, adjustments, or additions to the system performed by personnel not authorized by Ford prior to acceptance of the system by the Customer. M. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. 2. OWNER -FURNISHED EQUIPMENT (OFE): a. 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. C. 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 (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System.Rev3.docx, 11/18/2022 10:45 AM) Page 10 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 11 of 14 thereof, poor condition, or out of date software/firmware. 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 the Customer for the work to be done. The Customer will authorize any additional costs to the job. e. 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 1. TRAINING INCLUDED: a. Ford will host a training session near the completion of installation. All system users and interested persons should attend this training 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. C. Ford shall provide a training agenda for scheduled training. 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. 2. ADVANCED TRAINING - OPTIONAL: Ford is committed 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 training tutorial, narrated by a Ford trainer, is a self -paced, always -available, online video, viewable on any mobile device which give 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. (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System.Rev3.docx, 11/18/2022 10:45 AM) Page 11 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 12 of 14 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. e. 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 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 along -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 CDs or DVDs of these curriculum materials. g. 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 1. VISUAL INSPECTION: a. 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 constructed 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. 2. EXISTING CONDITIONS: a. 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. (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System.Rev3.docx, 11/18/2022 10:45 AM) Page 12 of 14 PROPRIETARY 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. City of Beaumont Council Chamber Audio System REVISED November 18, 2022 I. ACCEPTANCE Ford Audio -Video Systems, LLC Submitted By: Douglas Hill, Senior Account Manager Page 13 of 14 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 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. 1. The Customer's personnel will be notified by Ford upon completion of the installation. 2. Demonstration of system performance will be during the training session. 3. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Beaumont 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 transmitted 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 713-690-0555. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC )'ouglas Hill Senior Account Manager Voice: 713-690-0555 E-mail: hilld@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposal-Final\sckm-HILLD-CBTXBEAI-271636-Council Chambers Audio System.Rev3.docx, 11/18/2022 10:45 AM) Page 13 of 14 PROPRIETARY 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. City of Beaumont Ford Audio -Video Systems, LLC Council Chamber Audio System Submitted By: Douglas Hill, Senior Account Manager REVISED November 18, 2022 Page 14 of 14 SYSTEM INSTALLATION AGREEMENT Between CITY OF BEAUMONT and FORD AUDIO -VIDEO SYSTEMS, LLC This is to signify that City of Beaumont and Ford Audio -Video Systems, LLC have entered into a contract, in the amount of $60,428.00, for the purchase and installation of equipment and services described in the attached proposal. PREVENTATIVE MAINTENANCE: OPTIONAL ADVANCED TRAINING VIDEOS: OPTIONAL SECONDARY TRAINING REFRESH VISIT: OPTIONAL EXTENDED WARRANTY: $3,100.00 Kenneth R. Williams Customer Accepts $4,356.00 Customer Accepts $842.00 Customer Accepts $3,780.00 Kenneth R. Williams Customer Accepts City of Beaumont and Ford Audio -Video Systems, LLC, by and through their 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. FORD AUDIO -VIDEO SYSTEMS, LLC f Douglas Hill Senior Account Manager Z' 4 0 Christopher Ford, E.E. Division Manager 1 /13/2023 Date CITY OF BEAUMONT Authorized Signature Kenneth R. Williams, City Manager Printed Name and Title y Dice (\f-mf�-0l.forday.00mwlcj�,Sttics\08 HOU\HILLD\CBTXBEAI 271636 Council Chambers Audio\Proposd-Finfd\sclfln4nLLI>CBTXBEAI-271636rCouncil Chambers Audio SystemRsv3,docx, l l/18/202210,45 AM) Page 14 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of die parties hereto and is not far general distribution within or outside their respective companies.