Approve an agreement with Advanced Systems Integration for the upgrade of broadcasting equipment in the City Council Chambers in the amount of $104,624.95.

Approve action as requested.

In 2017, broadcasting equipment from the former Shakopee City Hall council chambers was moved to the current facility. The broadcast system was installed alongside some new display equipment to create a patchwork system. Now, much of that relocated equipment has aged past its life expectancy and has contributed to a number of audio and video issues, both in the chambers and on broadcasts.

 In February 2021, staff was asked to look for ways to simplify the system, eliminate redundancies and ready the broadcasting system for end of cable service. City staff worked with two consultants to develop proposals for meeting these goals.

 After reviewing the quotes, Advanced Systems Integration (ASI) was determined to best meet the city’s needs. ASI’s proposal includes a redesign of the chambers system to upgrade equipment to current technology needs. ASI also designs, builds and supports products after installation and has worked with several south metro cities in their council chamber improvements, including the cities of Savage and Prior Lake.

 ASI’s proposal plans to:

•  Replace of Broadcast Pix Mica switcher. The switcher runs graphics and switches between various cameras for live broadcasts. This is a critical part of the broadcast system. The current unit was installed in 2016. These models typically have a four-year life cycle, and staff were planning to replace the unit in 2021 due to security concerns related to its outdated Windows operating system.
•  Replace aging equipment, including council chamber cameras, backup audio recorder and Crestron media switcher. This also includes moving the system to a direct over IP system and eliminating unnecessary cords and equipment.
•  Improve audio functionality in the council chambers. Three years ago, the city upgraded to digital sound, which has improved audio quality. However, ASI believes the room needs additional recalibration of the audio system and new chamber speakers to address ongoing issues. ASI has recommended adding three speakers to the front of the dais. These speakers would then be painted to match current aesthetics of the chamber.  
•  Remove redundant or unnecessary equipment. Over two years, several devices have been removed or altered in the system. ASI will provide the city with updated documentation of the full system, something currently lacking.
•  Simplify system to make the system more easily accessible by all staff. This includes installing more user-friendly interfaces, equipment and furniture in the control room.
•  Adapt to changing broadcast processes. The addition of virtual Zoom meetings and the unknown future of cable broadcasting makes it important the system can be easily adapted to the city’s changing needs.

The project cost is $104,624.95 to be paid out of the Shakopee Government Television fund. This is a special revenue fund that supports the acquisition and maintenance of equipment to produce city videos and meeting broadcasts. Revenues are collected through cable franchisees’ PEG fees.

As of March 2021, the city’s PEG Fund had a balance of $121,853.38 with an additional $30,000 in revenue anticipated in 2021.