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RESOLUTION NO. __________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FOSTER CITY AUTHORIZING THE MAYOR TO EXECUTE CONTRACT AMENDMENT NO. ONE (1) TO EXTEND THE TERM AN ADDITIONAL YEAR (FROM MAY 1, 2025 TO APRIL 30, 2026) FOR AN AMOUNT NOT TO EXCEED $35,000 WITH PEN MEDIA, LLC FOR
VIDEO TECHNICIAN SERVICES
CITY OF FOSTER CITY
WHEREAS, 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 up to four (4) 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; and WHEREAS, the City entered into an agreement with Pen Media, LLC for Video Technician Services on March 21, 2022 from May 1, 2022 through April 30, 2023, with the option to extend for two additional one-year term extensions; and WHEREAS, the City has utilized the two extensions and the current agreement’s final term is set to end on April 30, 2025; and
WHEREAS, to ensure continuity of services, staff recommends executing Contract Amendment No. 1 with a not-to-exceed amount of $35,000 with Pen Media, LLC for video technician services from May 1, 2025 through April 30, 2026; and WHEREAS, Contract Amendment No. 1 will include service at a rate of $28,884 for up to 275 meeting hours annually and allow for additional meeting hours to be billed at $105/hour, engineering support at $165/hour, and recording of additional special events as needed; and
WHEREAS, Contract Amendment No. 1 will ensure there are no breaks in providing services to the City as Pen Media, LLC currently staffs all City Council and Planning Commission meetings and can effectively troubleshoot any equipment issues from the recent equipment update in the Council Chambers; and
WHEREAS, Pen Media is currently under contract to perform an equipment upgrade for the Council Chambers, and the project is not yet complete and in order to maintain continuity through the completion of the project, staff is recommending a contract amendment to extend the current agreement by one year; and WHEREAS, funds are budgeted annually in Account No. 001-0230-411-4251 – Video Technician Contract; and
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WHEREAS, 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.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Foster City does hereby authorize the Mayor to execute Contract Amendment No. 1 in an amount not to exceed $35,000 to the agreement dated March 21, 2022 with Pen Media, LLC for Video Technician Services from May 1, 2025 to April 30, 2026.
PASSED AND ADOPTED as a resolution of the City Council of the City of Foster City at the regular meeting held on the 7th day of April, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
STACY JIMENEZ, MAYOR
ATTEST:
PRISCILLA SCHAUS, CITY CLERK