Title
Resolution to Approve the Professional Services Agreement with Heartland Video Systems, Inc. for the Purchase and Installation of Two (2) Cablecast Vio 4 Servers and Appropriate Funding (ITB #4778; $75,087.11) (8 Votes Required)
Memorandum
The attached resolution authorizes the purchase of two (2) Cablecast Vio 4 Servers from Heartland Video Systems, Inc. of Plymouth, Wisconsin, for use by the Community Television Network (CTN) staff.
The new servers will replace the existing servers which run the four (4) CTN cable channels, have been in operation for over five (5) years, are beyond their expected life (5 years) and warranty, and have started experiencing some issues. The new servers will provide improved scheduling software, more storage for programming, new bulletin board software, and expanded closed captioning services which will help satisfy new ADA requirements known as Web Content Accessibility Guidelines (WCAG) 2.1, including captioning for all live streaming and video-on-demand programs.
Bids were solicited for the servers through ITB #4778 issued by the City and opened on October 22, 2025. Heartland Video Systems, Inc. provided the lowest bid, even with the inclusion of optional items such as extended warranty, support, training and installation services. The price of the new servers is $49,640.63 and including the optional items the cost will be $75,087.11.
Budget/Fiscal Impact: Funding for this purchase is available in the Community Television Network fund balance.
Heartland Video Systems complies with the requirements of the City’s non-discrimination ordinances.
Staff
Prepared by: Greg McDonald, CTN Manager
Reviewed by: Steve Kilar, Communications Director
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City issued ITB #4778 in September 2025 for the Community Television Network (CTN) Unit to purchase replacement servers for the CTN channels playback system;
Whereas, Heartland Video Systems, Inc. was the lowest bidder to ITB #4778;
Whereas, The funds for the purchase of these servers and their installation are available in the Community Television Network fund balance; and
Whereas, Heartland Video Systems, Inc. complies with the requirements of the City’s non-discrimination ordinances;
RESOLVED, That the City Council approve the Professional Services Agreement with Heartland Video Systems, Inc. for the purchase and installation of Cablecast Vio 4 Servers per ITB #4778 in the amount of $75,087.11;
RESOLVED, That City Council appropriates $75,087.00 to the FY 2026 Community Television Network fund expenditure budget from the fund balance of the Community Television Network fund;
RESOLVED, That all amounts herein are without regard to fiscal year; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution, including termination upon its terms if deemed necessary.