HomeMy WebLinkAbout05(C) - Resolution Approving an Agreement with CTI to Upgrade the Cablecast System Report
ITEM: 5C
CITY COUNCIL AGENDA REPORT
MEETING DATE: September 08, 2026
PREPARED BY: Heidi Simon, City Clerk
PRESENTED BY: Heidi Simon
AGENDA ITEM: Resolution Approving an Agreement with CTI to Upgrade the
Cablecast System
RECOMMENDED ACTION:
This item requests approval to engage in a contract with CTI to upgrade the City’s cablecast
system, which serves as the centralized control mechanism for broadcasting the City’s public
access channel and live streaming City meetings on the website. The project quote of $38,840.28
includes the purchase of equipment, labor, and training on the new system.
BACKGROUND:
The upgrade will enhance audio/visual quality, improve content distribution, and increase
automation features, including:
Adaptive bitrate streaming (HLS) to mobile, OTT platforms, and desktop for better viewing
quality
Built-in graphics/character generator software - lower-third crawl text and "bug" overlays
on the broadcast stream
Expanded input flexibility to adapt to newer camera/encoder formats
Cloud-based delivery (Reflect+), which eliminates the need to keep a firewall port open
for public streaming
Support for up to 3 simultaneous live channels
The proposal includes 500 hours of closed captioning service, plus full closed-captioning text
search with video indexing. Video indexing allows past meeting recordings to become text
searchable and is considered ADA compliant.
City staff do not have the technical expertise to manage this project, so an external consultant is
necessary. Located in Burnsville, CTI is an audio-visual company that designs, builds, and
supports audio visual systems across a variety of sectors. In 2024, CTI purchased Advanced
Systems Integration (ASI), the company that installed the City’s current system. The technician
working with staff on this upgrade was involved with the development and implementation of the
current system and, therefore, has the knowledge and proficiency to manage this project.
Because CTI is on State Contract A-203(5), No. 286559, the City is not required to seek written
quotes or issue a request for proposals (RFP) for this project per the City’s Purchasing Policy.
City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372
Item 5C
Page | 2
FINANCIAL IMPACT:
The cost of this project is $38,840.28 and will be funded out of the Cable Fund (fund 210). The
current Cable Fund balance is $121,000, and the City receives approximately $10,000 annually
from PEG Access Fees for this fund. This upgrade also initiates an annual subscription fee of
$5,000 starting in 2027 which will also be funded through the City’s cable fund.
ALTERNATIVES:
1. Motion and second, as part of the consent agenda, to approve CTI to upgrade the
Cablecast System.
2. Motion and second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
1. 26- CTI Cablecast System Upgrade Resolution
2. City of Prior Lake Cablecast Upgrade Proposal v2
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 26-
RESOLUTION APPROVING AN AGREEMENT WITH CTI TO UPGRADE
CABLECAST SYSTEM
Motion By: Second By:
WHEREAS,
the City’s current Cablecast System is outdated and can no longer be supported by
current technologies and equipment; and
WHEREAS,
the Cablecast System is the control mechanism for broadcasting the City’s public
access channel and live streaming of City meetings; and
WHEREAS,
the upgrade will enhance audio/visual quality, improve content distribution, increase
automation features, and provide video indexing for ADA compliance; and
WHEREAS,
CTI (formerly ASI) installed the City’s current system and has the knowledge and
proficiency to manage this project.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City Council authorizes an agreement with CTI in the amount of $38,840.28 from the Cable
Fund to upgrade the City’s Cablecast System.
th
Passed and adopted by the Prior Lake City Council this 8 day of September 2026.
VOTE Briggs Braid Churchill Lake Hellier
Aye
☐ ☐
☐ ☐ ☐
Nay
☐ ☐ ☐ ☐ ☐
Abstain
☐ ☐ ☐ ☐ ☐
Absent
☐ ☐ ☐ ☐ ☐
______________________________
Jason Wedel, City Manager
PROPOSAL
City of Prior Lake
Cablecast Upgrade 2026
DATE
Tuesday, 18 August 2026
PREPARED BY
Brandon Carleton
System Integration VP
Overview and Goals
At CTI, we ensure our technology, processes, and people are the most knowledgeable and
efficient resource to serve you as your solutions partner.
Dear Kevin Roach,
It was a pleasure to speak with you regarding your upcoming project. Thank you for the time to
review your needs and identify your requirements. Based on our needs analysis we have developed
a recommended solution for you. Conference Technologies, Inc. has the industry experience to
create customized solutions to meet today's technology challenges. These solutions include
consulting, design, implementation, and service.
Enclosed is a project proposal for your review and consideration that outlines scope, timelines,
deliverables, and our support plan to care for your investment. After review I will contact you to
discuss any questions you or your team may have about this solution. Our team is excited about the
opportunity to provide you with a fantastic experience and making your project a success.
Sincerely,
Brandon Carleton
System Integration VP
CTI
952-954-2367
brandon.carleton@cti.com
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 2
Scope of Work
Proposal Number: J26370279
Proposal Date: 8/18/2026
Prepared for: City of Prior Lake
Contract: CTI State Contract A-203(5), No. 286559
Attn: Kevin Roach Prepared by: Brandon Carleton
Phone: (952) 447-9812 Phone: 952-954-2367
Email: kroach@priorlakemn.gov Email: brandon.carleton@cti.com
Comprehensive Cablecast System Upgrade for 2026
Overview
The Cablecast Upgrade 2026 is designed to enhance the audiovisual capabilities of a multipurpose
broadcast environment. This system upgrade aims to deliver superior video and audio quality,
seamless control, and robust networking to support diverse broadcasting needs. Key design
objectives include improving content distribution, ensuring reliable performance, and enhancing user
experience through advanced control and automation features.
System Highlights
Violite Omni - Web-centric 1x1 Broadcast, VOD and Live Streaming Solution in a whisper quiet 2
RU chassis. Streams H.264 HLS Adaptive bitrate to mobile devices, OTT and desktops. Pulls in and
records NDI, RTP, RTMP, RTSP, SRT and HLS streams as well as SDI. Includes Cablecast
Automation
scheduling and CG Software. Includes graphics, crawl, bug, and bug text on streaming output.
Includes an 8TB Content drive.
5 year warranty cost for hardware included with the proposal
Gold Support Package includes 2 years of support. Same day email, phone and remote
login support. Includes all new software releases. Also includes premium features only
available with Gold or Platinum support. Software updates are customer installed with
guided instructions included, support assistance provided as needed. Cablecast can
perform software updates for an additional $300.
500 hours of closed captioning services are included on this proposal that expire in 5
years. Training and Installation Assistance are included on this proposal
Reflect+ Cloud - Annual Cloud-based REFLECTion+ service with cloud-based storage and
delivery operating in conjunction with both Cablecast Live and Cablecast VOD software. Content is
Ship to: City of Prior Lake
4646 DAKOTA ST SE
PRIOR LAKE, MN
55372-1776
Bill to: City of Prior Lake
4646 DAKOTA ST SE
PRIOR LAKE, MN
55372-1776
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 3
pushed to REFLECT+ eliminating the need to open a port in your Firewall. Includes full closed
captioning text search with video indexing. Includes annual Branded OTT and Mobile APP renewal
fees. Also includes 10TB of online storage. Additional storage available in 1TB increments (CBL-
REFLECT-PLUS-ADD-TB). Serves a virtually unlimited number of live and VOD streams over the
web, OTT and Mobile apps. Includes up to 3 live streaming Channels. Renews annually. The city
will need to work with CTI to renew subscription.
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 4
Your Investment
Below is the cost of this solution based on the outlined scope of work. If you have
questions about the complete solution, please let us know how we can help align this
investment with additional needs or changes in scope.
Proposal Summary
Description Price
Equipment $31,081.10
Implementation Services $2,460.00
P/T Services $1,976.02
Freight $1,694.72
CTI Complete $1,628.44
Subtotal $38,840.28
Tax $0.00
Grand Total $38,840.28
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 5
Why Us?
Our CTI Complete service is there for you 24/7 through our dedicated CTI Care
customer experience team. Through on-site technical service, recommended
programming upgrades, and quarterly reliability checks, your system is covered for the
unexpected, as well as planned maintenance. Your teams will be trained to operate
equipment with confidence. When critical meetings arise, we help ensure system
performance with proactive system testing and an on-site checklist, so your systems will
be ready when it matters most. Our managed services staff does more than diagnose
and repair failures, they help plan for system life cycles.
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 6
Bill of Materials
Cablecast Upgrade 2026 v2
Manufacturer P/N Description Qty Unit Cost Markup
%
Unit Price Ext. Price
General: $939.54
Cablecast CBL-SVC-
PH-HRLY One hour of online training 6 $135.00 16% $156.59 $939.54
Video Systems Equipment: $22,854.67
Cablecast
CBL-
VIOLITE-
OMNI-900
Web-centric 1x1 Broadcast,
VOD and Live Streaming
Solution in a whisper quiet 2
RU chassis. Streams H.264
HLS Adaptive bitrate to
mobile devices, OTT and
desktops. Pulls in and
records NDI, RTP, RTMP,
RTSP, SRT and HLS
streams as well as SDI.
Includes Cablecast
Automation, scheduling and
CG Software. Includes
graphics, crawl, bug, and
bug text on streaming
output. Includes an 8TB
Content drive. 3 year
hardware warranty, system
commissioning and one
year of Gold support
included. Rack rails not
included.
1 $14,361.00 16% $16,658.16 $16,658.16
Cablecast
CBL-
CAPTIONIN
G
500 hour block of the
Cablecast closed captioning
service - Expires in 5 years
from time of purchase
1 $3,188.00 16% $3,697.95 $3,697.95
Cablecast
CBL-
VIOLITE-
OMNI-HA
Annual hardware warranty 2 $1,077.00 16% $1,249.28 $2,498.56
Rack Accessories and Furniture: $7,286.89
Cablecast
CBL-
REFLECT-
PLUS
Annual cloud based
REFLECTION service 1 $3,690.00 16% $4,280.25 $4,280.25
Cablecast CBL-GOLD-
CH-1YR
Annual support subscription
per I/O 8 $324.00 16% $375.83 $3,006.64
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 7
Labor Plan
Description Labor
Hours
Labor Rates Ext. Price
Basic Installation Service 16.00 $123.00/hour $1,968.00
Design Services (P/T) 4.00 $150.00/hour $600.00
Build/Mock Up (In-House) - Off Site 4.00 $123.00/hour $492.00
Programming Services - In-House Commissioning (Off-Site)
(P/T)
4.00 $150.00/hour $600.00
Project Management Services - On-Site/Technical (P/T) 4.00 $150.00/hour $600.00
Project Management Services - Administrative Coordination
(P/T)
2.00 $88.01/hour $176.02
Labor: $4,436.02
Build/Mock Up (In-House) is a labor classification not listed on the Exhibit D Price Schedule and is disclosed here per Exhibit D,
Supplement 1 reporting requirements. This classification covers off-site, in-house pre-installation labor including equipment rack
wiring, rack assembly, fabrication, and DOA (dead-on-arrival) testing of equipment prior to on-site deployment. If a project does not
include rack fabrication, individual devices are still DOA tested prior to installation.
Programming Services – In-House Commissioning includes firmware/software updates, functional testing of programmed control logic,
and documentation of issues to be resolved during on-site commissioning.
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 8
Standard Disclaimer
CTI provides for twelve (12) months of CTI Complete on all system purchases. CTI warrants the
system implemented is free from defects in material and workmanship, in accordance with the
contract, drawings, specifications, alterations and additions thereto, for a period of twelve (12)
months from the date of commencement of use, substantial completion, or date of notice of
completion, whichever occurs first. This coverage does not protect against consumables, severe
weather, and acts of God.
Terms
Terms are NET 30 with approved credit.
This proposal is valid until September 30, 2026.
Installation Description and Requirements
Provided by CTI: If installation is purchased, CTI will install all A/V components. CTI will also
perform all programming, alignments, and end-user training. CTI will provide A/V project
management, and provide drawings as required. This install price assumes a Monday through
Friday 8:00am to 5:00pm install time. Room availability must be in consecutive 8-hour blocks.
Any required changes or rushes may affect the final price.
Estimated Delivery: Consistent with CTI's on-time ordering policy, equipment procurement will be
scheduled to align with the confirmed installation timeline rather than initiated immediately upon
receipt of order, minimizing pre-installation storage and ensuring current firmware/hardware
revisions at time of build. Equipment will be received at CTI's facility for rack assembly,
fabrication, and DOA testing in advance of the confirmed installation date, with final delivery to
the project site coordinated to align with the agreed installation schedule.
Estimated Installation Schedule: A mutually agreed installation schedule, including
commencement date and substantial completion milestones, will be established with the Ordering
Entity's assigned CTI Project Manager following Purchase Order issuance, consistent with Exhibit
D, Supplement 1 requirements.
Provided by Others
Electrical requirements are to be provided by others unless specifically included in CTI Scope of
Work.
Statement
This system proposal is the property of CTI and is delivered with the sole intent of being viewed
by management of City of Prior Lake for evaluation purposes only. This proposal or any part of
this proposal is not to be presented to, or viewed by any other party, vendor, or CTI competitor
without the written consent of CTI Any effort to do so will be considered a violation of copyright
law.
CONFIDENTIAL | WWW.CTI.COM
412 Gateway Blvd Burnsville, MN 55337 J26370279 | 9
Next Steps
1. Upon Notice to Proceed, CTI will begin executing the project plan with an internal handoff of
the project to our operations team.
2. If you have questions about the process as we move forward, please contact me at
brandon.carleton@cti.com or 952-954-2367.
3. You will be contacted by a CTI Project Manager to schedule a project kickoff meeting to
review the project scope and schedule.
A Project Manager will be formally assigned to this project upon Notice to Proceed and
internal handoff to CTI's operations team. The Customer will receive a welcome letter
identifying the assigned Project Manager and their direct contact information at that time,
consistent with the Contractor's Project Manager requirement under Exhibit D, Supplement
1.
Total
J26370279 - $38,840.28
Customer Signature
CTI Signature
Printed Name
Printed Name
Title
Title
Date
Date