DATE: January 20, 2026
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Priscilla Schaus, Communications Director/City Clerk DEPARTMENT: Communications/City Clerk
SUBJECT: AGREEMENT WITH PEN MEDIA FOR VIDEO TECHNICIAN
SERVICES FROM MAY 1, 2026 TO DECEMBER 31, 2028 FOR AN
INITIAL CONTRACT TERM OF THREE (3) YEARS, WITH THE
OPTION TO EXTEND THE AGREEMENT FOR AN ADDITIONAL
TWO 2-YEAR EXTENSIONS IN AMOUNTS NOT TO EXCEED
$40,000 ANNUALLY
RECOMMENDATION
It is recommended that the City Council approve: 1) an Agreement with Pen Media dated January 20, 2026 for Video Technician Services from May 1, 2026 to December 31, 2028 for the initial three-year term and authorize the Mayor to execute the Agreement; and 2) approve the option to extend the agreement for an additional two 2- year extensions, at the City’s sole discretion, in an amount not to exceed $40,000 in any given year and authorize the City Manager to execute any amendments to extend the term of the Agreement consistent with this Resolution.
EXECUTIVE SUMMARY
Video Technician services ensure the recording and cablecast of City Council and Planning Commission meetings, maintenance of the Foster City Television (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 FCTV services.
The previous agreement with Pen Media for video technician Services was set to end in 2025. On April 7, 2025, the City Council approved Contract Amendment No. 1 to extend the contract with Pen Media until April 30, 2026 to ensure continuity of services while staff went through the process for Request For Proposals (RFP).
Staff issued the RFP on November 5, 2025 on the City’s website and sent it to vendors that provide similar services regionally. Five (5) service providers attended the required walk-through of facilities, and three (3) providers submitted a proposal. Based on the submittal of a reasonable, responsive, and responsible proposal, staff recommends awarding the Video Technician Agreement to Pen Media from May 1, 2026 to December 31, 2028 for the initial three-year term, with options to extend the agreement for an additional two 2-year extensions in amounts not to exceed $40,000 annually.
BACKGROUND/ANALYSIS
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. FCTV'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 a one-year agreement for video technician services for an amount not to exceed $35,000 on March 21, 2022 for May 1, 2022 through April 30, 2023, with the option to extend for two additional one-year term extensions. The total contract amount for all three years was $105,000. City staff have utilized the two one-year extensions. On April 7, 2025, the City Council approved Contract Amendment No. 1 to extend the contract until April 30, 2026 to ensure continuity of services while staff went through the RFP process.
Five (5) service providers attended the required walk-through of facilities, and three (3) providers submitted a proposal. The three (3) service providers have performed similar work in neighboring cities, confirmed their ability to perform the work outlined in the Core Contract Scope of Work, and disclosed any noticing requirements. Below is a table illustrating the base cost of the proposal submittals:
Contractor Base Proposal
Amount – Year
1 Base
Proposal
Amount –
Year 2
Base
Proposal
Amount –
Year 3
Pen Media
(based on
250 meeting
hours/year)
$17,928
(prorated)
($108/hour)
$27,876
($111.50/hour)
$28,872
($115.50/hour)
Midpeninsula
Television
$44,100
($126/hour)
$45,423
(Year 1 Base
+ CPI)
$46,786
(Year 2 Base
+ CPI)
Pegasus
Studios
$99,600*
(flat rate)
N/A N/A
*The proposal from Pegasus Studios included having two technicians staffed for the meetings. City Staff has been satisfied with one technician and doesn’t see additional staffing as necessary.
Pen Media has been providing the City with video technician services for the past four years and City staff are satisfied with their services. Under a separate contract, they also installed the new A/V equipment in the Council Chambers last year, making them the most familiar with the current set up and able to address any technical issues if they arise.
Based on the submittal of a reasonable, responsive, and responsible proposal, staff recommends awarding the Video Technician Services Agreement to Pen Media. The quoted costs for each of the three (3) years are for up to 250 meeting hours, with any additional meeting hours billed at $108 per hour, engineering maintenance billed at $155 per hour the first year, and additional events billed separately. Additional extensions past the three years shown in the chart would include a 3-4% CPI increase.
Staff recommends executing the attached contract with the total not-to-exceed compensation set at $40,000 annually, to encompass the annual contract cost and the possibility of additional services/hours that may be needed for work such as assisting with review of equipment, additional meeting hours, or recording additional special events.
The current contract’s not-to-exceed pricing included 275 meeting hours per year, covering City Council regular and special meetings, Planning Commission meetings and study sessions held in the Council Chambers. The new contract includes 250 meeting hours per year as there have been fewer special meetings and other meetings needing video technician services compared to previous years. Additionally, the average length/duration of Council meeting times has been somewhat consistent in the past couple of years. In the event longer or additional meetings occur, staff recommends having an annual not-to-exceed amount of $40,000 to ensure adequate funds are available to cover the costs. If all the extensions are exercised, the base price in year seven (7) would be $33,776 and the not-to-exceed amount of $40,000 would be sufficient to cover additional hours/services.
California Environmental Quality Act
The approval of the contract 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
The fiscal impact associated with the award of this agreement is for an amount not to exceed $40,000 in any of the five years of service to be provided. Funds are budgeted annually in Account No. 001-0230-411-4251 – Video Technician Contract services.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
City Council Operations and Improved Community Engagement ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Agreement
Attachment 3 – Request for Proposal
Attachment 4 – Proposal from Pen Media