R2022-206 Resolution Authorizing Execution of Purchase Order Between City of Decatur, Illinois and Swagit for City Council Camera Upgrade Project

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MEMO DATE: December 5,2022 TO: Mayor Julie Moore Wolfe and City Council Members FROM: Scott Wrighton, City Manager Jon Kindseth,Deputy City Manager Ryan Huffer,Communications Coordinator SUBJECT: Resolution Accepting the Proposal from Swagit and Authorizing the Council Chambers Camera Upgrade Project. RECOMMENDATION: It is recommended by staff that this item be approved as presented and the upgrade project be authorized. BACKGROUND: City staff is proposing an upgrade to the cameras and recording equipment for the Council Chambers. The current three camera system only records in Standard Definition (SD) and is nearing end of life. The camera production switcher is degraded, with control buttons frequently sticking and joysticks at times not responding correctly. The attached proposal from Swagit is for the Avior HD Broadcast System and would include four High Definition(HD) cameras and a new production switcher in the form of a tablet, as opposed to the obsolete controller box with joysticks we currently have. The tablet would be mobile,which means an operator would not be restricted to the room behind the chambers. The three current cameras would be replaced, and staff suggests the addition of a fourth camera to be mounted behind the Mayor's seat to better capture community speakers at the podium as well as certain discussions (such as budget)where multiple individuals are at a table where the podium usually sits. We believe this project will improve the reliability and decrease technical issues that we have faced in the past recording and broadcasting the City Council meetings. The proposed one-time cost is $40,806 for the cameras and recording equipment, and $4,000 for on-site delivery and remote network configuration for a total of$44,806. The installation will be handled by IT staff. In addition to the camera and recording equipment, staff is proposing the addition of a transcript service with "sound search" capabilities. Once our system upgrade is completed, the City's new video hosting webpage will have an included text transcript of recorded meetings. Residents will also have the option to "sound search" where they can type in a topic they are interested in, and it will take them to when those words were spoken during the meeting. That cost is $3,600 annually. This service is recommended to aid in ADA compliance as we currently do not have a closed-captioning or transcript service. Closed-captioning services are still cost prohibitive and not included in this project,though staff will continue seek more cost-effective solutions as AI technology improves. STAFF REFERENCE: Should the City Council have any questions,they may contact Jon Kindseth at 450-2323 or jkindsethAdecaturil.gov,Ryan Huffer at 450-2249 or rhuffer(a-),decaturil.gov