DATE: April 7, 2025
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Priscilla Schaus, Communications Director/City Clerk Katherine Estrada, Deputy City Clerk
DEPARTMENT: Communications/City Clerk
SUBJECT: CONTRACT AMENDMENT NO. 1 WITH PEN MEDIA, LLC IN THE AMOUNT NOT TO EXCEED $35,000 FOR VIDEO TECHNICIAN
SERVICES FROM MAY 1, 2025 TO APRIL 30, 2026
RECOMMENDATION
It is recommended that the City Council approve the attached resolution to authorize the Mayor to execute Contract Amendment No. 1 with Pen Media, LLC (Pen Media) to extend the term to an additional year (from May 1, 2025 to April 30, 2026) for an amount not to exceed $35,000 for video technician services.
EXECUTIVE SUMMARY
Video technician services ensure the recording and cablecast of City Council and Planning Commission meetings, maintenance of the FCTV Bulletin Board content and functionality, the recording and cablecast of additional events using the vendor's own equipment outside of the City Council Chambers, advisory input and technical troubleshooting on broadcast equipment serviceability, and other tasks associated with maintaining Foster City Television (FCTV) services.
On March 21, 2022, the City entered into an agreement with Pen Media for video technician Services from May 1, 2022 through April 30, 2023 for an amount not to exceed $35,000, with the option to extend for two additional one-year term extensions for a maximum not to exceed amount of $35,000 each additional one-year term extension. The total contract amount for all three years is $105,000. City staff have utilized the two extensions, and the agreement’s final term is set to end on April 30,
2025. To ensure continuity of services, City staff is recommending the Council authorize Contract Amendment No. 1 (CA #1) with Pen Media in the amount not to exceed $35,000 to extend the agreement until April 30, 2026 for video technician services. Pen Media is currently under contract to perform an equipment upgrade for the Council Chambers, and the project is not yet complete. To maintain continuity through the completion of the project, staff is recommending a contract amendment to extend the current agreement by one year. This will allow Pen Media to complete the equipment upgrade, while staying on as the video technician as they will be able to effectively troubleshoot any equipment issues while staffing the meetings.
In early 2026, staff plans to prepare and issue a Request for Proposal (RFP), review proposals, and present a new multiyear agreement for City Council approval.
BACKGROUND/ANALYSIS
Foster City Television (FCTV) is Foster City's Government Access Cable Television Channel, providing local information to Foster City since 1986. FCTV can be found on Comcast Channel 27, AT&T Channel 99 or streaming on YouTube and the Foster City website. Foster City TV's mission is to serve the people of Foster City by providing accurate and current information about policies, services, and activities of the City government and local events. As an essential part of FCTV, City Council and Planning Commission meetings are recorded and cablecast, with additional regularly scheduled replays. The recording and cablecasting of meetings, as well as other City events, has been provided through a video technician agreement since 2012, following the elimination of a video technician staff position.
The Council Chambers has a well-equipped control room where live City meetings are directed and recorded. All live meetings are typically broadcasted by one (1) Video Technician. This video technician has remote control over six (6) high-definition cameras to capture all of the proceedings inside the Council Chambers – five (5) pan/tilt/zoom cameras plus one (1) ceiling mounted zoom document camera. The video technician also has the capability of monitoring and controlling eleven (11) fixed microphones and up to four (4) wireless microphones. The video technician coordinates audio/visual (A/V) needs for the meeting participants using the Crestron Control system, as well as directs the video switching and monitors audio levels for broadcast and recording. The video technician also maintains the FCTV bulletin board content and functionality, provides advisory input and technical troubleshooting on broadcast equipment serviceability, and other tasks associated with maintaining FCTV services.
The City entered into an agreement for video technician services on March 21, 2022 for May 1, 2022 through April 30, 2023, with the option to extend for two additional one- year term extensions. City staff have utilized the two one-year extensions, and the agreement will end on April 30, 2025.
City staff is recommending the approval of CA #1 with Pen Media to extend the agreement in an amount not to exceed $35,000 for continued video technician services through April 30, 2026, which includes the cost for up to 275 meeting hours, with any additional meeting hours billed at $105/hour, engineering maintenance billed at $165/hour, and additional events billed separately. Staff requested a proposal from Pen Media for a one-year extension and has determined the updated cost is reasonable, reflecting a standard CPI increase. The $35,000 amount reflects the flat rate and extra meeting or engineering maintenance hours that may be needed.
Since Pen Media currently staffs each City Council and Planning Commission meeting, the contract amendment would ensure there are no breaks or issues in providing the services to the City. Pen Media also recently installed new A/V equipment in the Council Chambers, making them the most familiar with the current set up and can easily address any technical issues if they arise.
If staff were to issue an RFP at this time, it would take a significant amount of time for a new vendor to understand the City’s needs, the equipment set up and have cross training between the current and new vendor. In early 2026, staff plans to return to the City Council with a request to issue an RFP for a new multiyear video technician services agreement. Staff would then review proposals and bring back a new agreement for City Council approval.
California Environmental Quality Act
The approval of Contract Amendment No. 1 with Pen Media is not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including without limitation, Public Resources Code section 21065 and California Code of Regulations 15378 as this is not a “project” that may cause a direct, or reasonably foreseeable indirect, physical change in the environment.
FISCAL IMPACT
Sufficient funds are currently available in Account No. 001-0230-411-4251 for the remainder of FY 2024-25 for the recommended Contract Amendment No. 1 (CA #1).
Additional appropriation in FY 2025-26 will be requested through budget process.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
City Council Operations and Improved Community Engagement ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Contract Amendment No. 1
Attachment 3 – Pen Media Proposal