HomeMy WebLinkAbout4.F.5. Authorization to Purchase Playback System Upgrade for Access Channels City of Shakopee � �� ��
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Memorandum
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TO: Mayorand CityCouncii ����`������
Mark McNeill, City Administrator
FROM: John Peterson, Telecommunications Coordinator �"
SUBJECT: Authorization to Purchase Playback System Upgrade for Access Channels
DATE: April 2, 2012
Introduction
The Tightrope playback system which operates our Government and Public Access channels is due for an
upgrade. The Council is asked to approve the project as recommended by the Telecommunications
Advisory Commission (TAC) at a cost not to exceed $27,500.
Background
At its March 28, 2012 meeting, the TAC reviewed staff's recommendation for purchase of a Tightrope
Playback System upgrade from Alpha Video, plus a new uninterruptable power supply and associated
cabling, at a total project cost not to exceed $27,500.
The Tightrope system is a digital computer based playback system used to play back the video files and
display the bulletin board announcements seen on Public Access Channel 15 and Government Access
Channel 16. The current Tightrope system is used full-time, 24/7/365 and was purchased in 2006.
The project includes the following components:
1. Moving and consolidating equipment. Currently the two channels each have their own
playback system. Now that both are being operated out of City Hall, we have the option to
combine them into one system. One of the main reasons to consolidate equipment is to
eliminate some of the costs that would be incurred from continuing to manage two
separate systems. The City will save $9,500 in upgrade costs just by eliminating a second
video server.
2. Tightrope Hardware and Software Upgrades.
3. Additional network cables installed in the control room.
4. Purchase of a more robust uninterruptable power supply.
Budget
Funding for the playback system upgrade would come from the Public, Educational, and Government
Access (PEG) fund, which has a current balance of $45,680. The PEG fund will continue receiving
additional funds from upcoming second, third, and fourth quarter collections of PEG fees.
Quotes were received from two qualified Tightrope vendors (Alpha Video and VSI). Alpha Video had the
lowest cost quote at $22,135 (not including tax and shipping). This quote includes equipment relocation,
data migration, phone support, Tightrope Hardware upgrades, and the Tightrope Silver Assurance to get
the bulletin board and web-streaming computers up to date with the most current software. The actual
servers for the bulletin board and web-stream are not being upgraded at this time —just the software on
those servers.
In total this project will not exceed $27,500.
One additional item the Council should be aware of is the potential future need to install a small, wall-
mounted cooling unit in the Chamber control room, which houses all of this equipment. We currently
struggle to keep the room from overheating given the amount of electronic equipment stored and
running in this small space. The addition of the equipment necessary to run the Public Access Channel
may bring the issue to a head in the near future. Staff is not asking for authorization to install the
cooling unit now, but plans to wait until the new Tightrope system is in place and operating before
determining whether the cooling unit is necessary. Similar cooling units can be found in the IT closets of
the City's various buildings. If a cooling unit becomes necessary, the estimated cost is $8,000. This item
would be brought back for Council approval at a later date if necessary.
Recommendation
The TAC is recommending to the City Council the purchase of a Tightrope Playback System from Alpha
Video, plus a new uninterruptable power supply and associated cabling, at a cost not to exceed $27,500.
Action Requested
The Council is asked to approve the purchase of a Tightrope Playback System upgrade from Alpha Video,
plus a new uninterruptable power supply and associated cabling, at a total project cost not to exceed
$27,500.
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