4912-1343-4503 v1
RESOLUTION NO. __________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FOSTER CITY
AUTHORIZING THE MAYOR TO EXECUTE AN 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 FOUR YEARS IN AMOUNTS NOT TO EXCEED $40,000 ANNUALLY
CITY OF FOSTER CITY
WHEREAS, 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 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 FCTV services; and WHEREAS, staff issued a Request for Proposals on November 5, 2025 and proceeded with the contractor selection process for Video Technician Services for an initial term of three years with a start of May 1, 2026, with the option of extending the contract for two additional 2-year terms for a total extension of up to four years, at the City’s sole discretion; and
WHEREAS, five (5) service providers attended the required walk-through of facilities, and three (3) providers submitted a proposal; and WHEREAS, Pen Media submitted the lowest proposal for three years of service at rates of $17,928 (prorated) in the first year, $27,876 in the second year, and $28,872 in the third year; and
WHEREAS, Pen Media’s quoted rates include up to 250 meeting hours annually; and
WHEREAS, Pen Media has been providing the City with video technician services for the past four years and City staff are satisfied with their services; and WHEREAS, based on the submittal of a reasonable, responsive, and responsible proposal, staff recommends awarding the Video Technician Services Agreement to Pen Media from May 1, 2026 to December 31, 2028 for the initial three-year term, with the option to extend the agreement for an additional two separate 2-year long extensions; and WHEREAS, staff recommends executing the agreement with Pen Media with a not- to-exceed amount of $40,000 annually to allow for additional hours, engineering support, and recording of additional special events that may be needed. 4912-1343-4503 v1
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Foster City does hereby approve:
1. The agreement dated January 20, 2026 with Pen Media 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, on the City’s behalf.
PASSED AND ADOPTED as a resolution of the City Council of the City of Foster City at the regular meeting held on the 20th day of January, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ART KIESEL, MAYOR
ATTEST:
PRISCILLA SCHAUS, CITY CLERK