PenMedia RFP for Foster City December 2025 1
Pen Media
Bridget Michelsen
CEO / Owner
650-619-2699
[email protected]
Foster City, California
City of Foster City
Priscilla Schaus
[email protected]
610 Foster City Blvd.
Foster City, CA 94404
Request for Proposals
Video Technician Services
For City of Foster City
December 2025
PenMedia RFP for Foster City December 2025 2
PEN MEDIA for Foster City Meeting Video Coverage City of Foster City December 2025 610 Foster City Blvd, Foster City, 94404 Dear City of Foster City, Pen Media LLC, located in Foster City, California, is pleased to submit this letter of intent as part of our contract renewal packet. For more than six years—both as Pen Media and formerly as PenTV—we have had the privilege of providing video production and meeting coverage services to the City. We value this long-standing partnership and remain committed to supporting your communication and public transparency goals. Pen Media is a full-service production company with proven expertise in live streaming, live event support, video production, editing, and comprehensive content management. Our continued service ensures consistency, reliability, and the high-quality standards the City has come to expect. Our team consists of experienced professionals already familiar with your staff, workflows, and technical environments. • Bridget Michelsen, Chief Executive Officer • Mark Strathdee, Lead Engineer • Shuli Chen, Technician and primary on-site support This established team structure enables seamless coordination and uninterrupted service. Our knowledge of your meeting schedules, equipment, and operational needs allows us to deliver efficient, dependable coverage with minimal onboarding or transition time. Contract Renewal Options We are providing two meeting-hour package options for the upcoming contract period. Both options maintain the same professional service structure and hourly rate; the difference lies only in the total included meeting hours. Option 1: 275 Meeting Hours per Year You have 75 meetings scheduled, 3 hours per meeting minimum for billing, equals 225 hours. Some meetings for certain are longer. Option 2: 250 Meeting Hours per Year Some years you have more cancelations than others. If you think we may have less meetings this is an option.
PenMedia RFP for Foster City December 2025 3
We are flexible and able to adjust the total number of meeting hours to meet the City’s needs. While the hourly rate remains fixed as listed in the attached fee schedule, the annual cost will adjust proportionally based on the selected hour package. Given our experience, historical performance, and strong working relationship with the City, we believe Pen Media LLC is uniquely qualified to continue providing professional video coverage and production services under the renewed contract. Thank you for your consideration. We look forward to the opportunity to continue supporting the City of Foster City with dependable and high-quality media services. Sincerely, Bridget Michelsen Pen Media CEO [email protected] c. 650-619-2699
PenMedia RFP for Foster City December 2025 4
December 2025 Request for Proposals – Video Technician Services Section 3 3. Proposal Submittal Requirements Below are all the items that must be submitted by the Vendor. Any vendor who fails to include responses to the following requirements shall be deemed non-responsive. 3.2. Requirement A - General 3.2.1. Description of the service that will be provided for each Core Contract Scope of Work category Pen Media will provide (1) One operator to record and operate all required equipment for the listed city council and planning commission meetings along with any special meetings requested. (2) can be provided on request. 3.2.2. Notice required by Vendor to guarantee coverage or service completion (for instance, guaranteed staffing of special meetings or turnaround time for Bulletin Board slides) Pen Media will guarantee a staff person will attend all meetings on the schedule provided by the city. Pen Media will update the bulletin board slides within one business day of a request in most cases. CITY shall provide at 5 days advance notice of any special meeting to be covered that is not on the posted schedule. Meeting notice may be made by telephone, electronic mail, text message, or by any other means deemed acceptable by both parties. If such 5-day advance notice is not given, PenMedia shall make every reasonable attempt to cover such meeting, but it is not required to do so. 3.2.3. Cancellation requirements / penalty (if any) for late notice CITY shall incur a three-hour minimum charge for meeting cancellation with less than seventy-two (72) hours’ prior notice. The charge shall be detailed in the monthly report/invoice for payment by City.
PenMedia RFP for Foster City December 2025 5
3.2.4. Completed Fee Schedule, including fees for current and future years of a possible three-year contract, if the term is extended by City Includes city council, planning commission, special meetings taking place in the council chambers, and updates for the channel / guide. Option A: Based on 275 Meeting hours per year This option reflects your current service plan. You have a total of 75 meetings scheduled for the year. For each meeting, our team arrives one hour prior to the start time to complete all setup and preparation. We apply a minimum charge of three hours per meeting, which includes setup, meeting coverage, and breakdown. Contract Year Contract Date Meeting Rate Annual Rate Monthly Invoice Current May 2025- April 2026 $105 $28,884* $2,407 1 May 1, 2026 – Dec 31, 2026 *185 hours / 8 months $108* $19,976* 8 months $2,497 2 Jan 2027 – Dec 2027 $111.50* $30,660* $2,555 3 Jan 2028 – Dec 2028 $115.50* $31,764* $2,647 *2026 rates are for 185 hours / 8 months as our current agreement expires on April 30, 2026. This can be adjusted if needed. -OR- Option B: Based on 250 Meeting hours per year This option provides a reduced annual hour allocation of 250 meeting hours if you feel more meeting will be canceled. Contract Year Contract Date Meeting Rate Annual Rate Monthly Invoice 1 May 1, 2026 – Dec 31, 2026 166 Hours / 8 months $108* $17,928 8 months $2,241 2 Jan 2027 – Dec 2027 $111.50* $27,876 $2,323 3 Jan 2028 – Dec 2028 $115.50* $28,872 $2,406 *some numbers have been rounded to the nearest whole cent / dollar. *Meeting rate varies slightly in order to have whole numbers If you would prefer fewer than 250 meeting hours per year, we can adjust the agreement accordingly. Additional years would be at a 3-4% increase.
PenMedia RFP for Foster City December 2025 6
Invoicing Pen Media shall issue a monthly invoice to the City detailing the meeting hours utilized during the corresponding billing period. The monthly invoice amount shall remain fixed and is not contingent upon the number of hours used in any given month, as the total annual service cost is allocated in equal installments throughout the contract year. 3.2.5. Disclosure of any minimum charges A three-hour minimum shall apply to all meetings staffed under this contract or actual time if more than three hours. The minimum shall include set-up/preparation and post-meeting production time. Time is rounded up to the next half hour. A one hour minimum shall apply to engineering work done. Time is rounded up to the next half hour. 3.2.6. Complete contact information for questions related to the proposal Bridget Michelsen CEO Pen Media [email protected] 650-619-2699 3.2.7. Three (3) professional references See Attached 3.2.8. Signed copy of Terms and Conditions/Acknowledgement See Attached
PenMedia RFP for Foster City December 2025 7
See 3.3. Requirement B - Pricing Sheet 3.3.1. Base price for meeting coverage, including fees for current and future years of a three-year contract with two optional 2-year extensions billed annually. Including coverage and services as provided in Section 2.2, Meetings, Section 2.3 Core Contract Scope of Work A: Meeting Coverage: Option A: 275 meeting hours per year Includes city council, planning commission, special meetings taking place in the council chambers, and updates for the channel / guide. Term Annual Monthly Meeting Rate May 2026 - December 2026 188 hours / 8 months $19,976 $2497 $108 Jan – Dec 2027 $30,660 $2555 $111.50 Jan – Dec 2028 $31,764 $2647 $115.50 Option B: 250 meeting hours per year Includes city council, planning commission, special meetings taking place in the council chambers, and updates for the channel / guide. Term Annual Monthly Meeting Rate May 2026 - December 2026 166 hours / 8 months $17,928 $2241 $108 Jan – Dec 2027 $27,876 $2323 $111.50 Jan – Dec 2028 $28,872 $2406 $115.50 Additional years would be at a 3-4% increase.
PenMedia RFP for Foster City December 2025 8
B: Engineering Maintenance Maintenance work on the production system by Pen Media Engineer. This includes any system updates, software upgrades or equipment repairs needed by our Senior Engineer. Upon request from the City. 1 hour minimum. 2026-2028 Engineering and Maintenance services as requested $155 hour Minimum 1 hour. Increments of 30 minutes thereafter. Additional years would be at a 3-4% increase C. Special Meetings outside Council Chambers Cost varies depending on scope of event. Cost start at $1,000 include 1 Camera / record Options to add – More cameras, livestream and other details needed by the client. Quote to be given to client upon receiving the scope of an event. 3.3.2. Price per Special Event, (see item 3, Section 2.4 Additional Terms and Conditions). See next page.
PenMedia RFP for Foster City December 2025 9
Pen Media is a full production company and can offer our production services for other desired video projects. All projects will be discussed and quoted based on scope of work details. Additional equipment available to vendor for productions: Full production studio with multi camera and live switching. Sound, lights, set design Teleprompter Graphics 4k and HD quality available OTHER SERVICES RATE OFF SITE EVENT 2 CAMERAS / LIVESTREAM Starting at $2,000 SINGLE CAMERA / DAY RATE ½ DAY RATE $1,000 $500 EDITING Editing starts at $100 / hour
AUDIO SUPPORT $500 per event for use of pen media audio equipment. Set up time to be billed at Engineering rate. Event time to be billed Against meeting hours.
PRODUCTION OF PSA’S Starting at $2000. varies depending on scope of production. ADDITIONAL PRODUCTION SERVICES Varies based on scope of project ANIMATED AND SOCIAL MEDIA SHORTS Quote given based on scope of project.
DRONE SERVICES Pen Media has a licensed drone pilot and we can fly in foster City or other locations. Starting at $500
PenMedia RFP for Foster City December 2025 10
3.3.3. Hourly cost for additional hours, as needed. Year Hourly Rate 2026 $108 2027 $111.50 2028 $115.50 Additional years would be at a 3-4% increase. 3.3.4. Any other charges, such as for minimums or cancellations that do not meet a minimum notice Minimum 72 hours’ notice for meeting cancelation. If less than 72 hours are given, 3 hours will be charged. A minimum of (3) hours will be charged for each meeting. 3.3.5. Charges for a one-month shadowing period prior to the start of the contract N/A
PenMedia RFP for Foster City December 2025 11
3.4. Requirement C - Vendor General Information The following information must be provided for the primary Vendor and for any of the Vendor’s partners or subcontractors: • Vendor Name Pen Media • Primary Vendor (Y/N) Yes • Local Address 722 Ranger Circle Foster City • Location of Headquarters 722 Ranger Circle Foster City • Number of years in the business 3 (+ 5 with previous agency) • Number of overall employees 6 • Number of local employees 6 • Has the company had a workforce reduction in the last five years (Y/N)? No • Have you provided service to a municipal organization, and if so, which one(s) and for how long? San Carlos, Redwood City, South San Francisco – 3+ years as Pen Media + years as PenTV 3.5. Requirement D Response to Section 2 Functional Requirements • Verify that Vendor can meet all requirements in Section 2 Yes, Pen Media can meet all the requirements in Section 2
PenMedia RFP for Foster City December 2025 12
Pen Media References 1. Crystal Mui, CMC San Carlos City Clerk 650-802-4219 San Carlos City Council and Planning Commission Meetings 2. Go2 Foundation for Lung Cancer Michele Zeh Manager, Patient and Support Services Mobile: 650-207-8052 Record and live stream monthly support group meetings “Living Room”. This is a remote production using PenMedia equipment. 3. Meet the Drapers Sarika Batra Producer / Show Runner Meet the Drapers 312-953-4328 Production of Television Show Meet The Drapers.
City of Foster City
November 5, 2025
REQUEST FOR PROPOSALS
Video Technician Services
2025–4-8
Request for Proposals – Video Technician Services
2 November 5, 2025
T
he City of Foster City is seeking proposals to provide Video Technician Services to record and cablecast City Council meetings and Planning Commission meetings, to maintain Foster City Television (FCTV) Bulletin Board content and functionality, to record and cablecast additional meetings in the City Council Chambers as requested, provide advisory input and technical troubleshooting on broadcast equipment serviceability, and other tasks associated with maintaining FCTV services.
T
he City invites you to submit a proposal to furnish services in accordance with the terms, conditions and specifications contained in this document.
P
lease note that interested vendors are required to attend a walk-through of the facilities and meeting with City staff in order to qualify to submit a proposal in accordance with the attached Request for Proposal. The meeting/walk-through is scheduled for Wednesday, November 19, 2025, at 4:00 PM in the City Council Chambers, 620 Foster City Boulevard, Foster City, CA.
Please RSVP your intent to attend this walk-through by contacting Communications Director/City Clerk Priscilla Schaus at 650-286-3253 or [email protected].
P
lease complete the proposal form as instructed below and return it to the specified e- mail address by the due date. No extensions to the deadline will be allowed. All responses must be e-mailed to:
T
O: Priscilla Schaus
[email protected]
Due Date: Wednesday, December 10, 2025 (5 PM)
Request for Proposals – Video Technician Services
3 This Request for Proposal includes the following Sections:
T
ERMS AND CONDITIONS
Section 1 Introduction / Background
Section 2 Project Services
Section 3 RFP Submittal Requirements
Section 4 Vendor Evaluation Process
T
ERMS AND CONDITIONS
DAT
E DUE: Wednesday, December 10, 2025 (5 PM)
1. Q
UESTIONS: Questions are to be submitted by any vendor to Communications Director/City Clerk Priscilla Schaus via e-mail at [email protected]. All responses to ques
tions/clarifications will be posted on the City’s website as addendums and any vendor who has provided an e-mail will be notified via -email of the posting. Vendors are required to pr
ovide an e-mail address to which we may send responses.
2. R
EPLY FORMAT: The Vendor’s proposal, including a signed acknowledgment of the terms and conditions herein, including all attachments, must be returned by the due date. Vendors are required to clearly identify any limitations or exceptions to the requirements defined in this RFP. Alternative approaches will be given consideration if the approach clearly offers increased benefit to the City. The City is not responsible for non- receipt or misdelivery and it is proposing vendor's responsibility to ensure the City receives all communication, including the proposal . The City’s e- mail system does not allow attachments larger than 5MB.
3. D
EADLINES TIME ZONE: All listed times are in the Pacific Time Zone.
4. R
ESPONSIVENESS AND SELECTION PROCESS: The City will select a proposal based on a combination of criteria, including: total cost (including ongoing operating costs); responsiveness to this RFP; reputation of the Vendor in delivering similar services, quality and completeness of the proposal; Vendor's ability to perform in a timely fashion; and the City’s perception of Vendor’s stability within the industry.
T
he City reserves the right to reject any and all proposals or to waive any minor errors, discrepancies, or irregularities in the selected proposal. The selection will be at the discretion of the City and may be made in any manner that best meets the needs of the City .
5. F
IRM PRICES: All quotes shall be held firm for a minimum of ninety (90) days after t he pr
oposal due date to allow adequate time for the City to consider each proposal and make a n aw
ard. All blanks for unit price and total price shall be completed. All prices shall include sales tax where applicable. Any charges for boxing, packing, crating, cartage, handling, insurance, unloading, inside delivery, and any other related charges shall be included in the bid price provided on the Bid Form. Any discrepancy between the unit price and the extended or total price shall be determined by taking the lower price. Upon receipt of this proposal by the City, the Vendor shall be presumed to be thoroughly familiar with all aspects of this work. The failur e
or
omission to examine any location, equipment, form, instrument or document shall in no way relieve Vendor from any obligation with respect to this proposal.
Request for Proposals – Video Technician Services
4 6. CANCELLATION CLAUSE: The City may terminate and cancel any purchase order or contract that results from this RFP without obligation at any time prior to receipt of the goods or services.
AC
KNOWLEDGEMENT
T
he undersigned has read and understands the foregoing terms and conditions of this Request for Proposal and proposes to provide services to the City for the stated prices in its response in accordance with the terms and conditions set forth in this document.
VEN
DOR/PROPOSER:
Company Name Street Address of Company
Signature of Officer City, State, Zip
Printed Name of Officer Telephone No./Fax Nbr.
Title of Officer Federal I.D. Tax Number
Pen Media 722 Ranger Circle, Foster City, CA 94404
Bridget Michelsen 650-619-2699
CEO / Owner 87-3951941
Request for Proposals – Video Technician Services
5 Section 1
1. Introduction / Background
T
he City of Foster City is seeking proposals to provide Video Technician Services to record and cablecast City Council meetings and Planning Commission meetings, to maintain the FCTV Bulletin Board content and functionality, to record and cablecast additional meetings in the City Council Chambers as requested, provide advisory input and technical troubleshooting on broadcast equipment serviceability, and other tasks associated with maintaining FCTV services.
Ten
tative schedule and dates:
Release RFP Wednesday November 5, 2025
Proposer Walk-Through Wednesday, November 19, 2025 (4 PM) Vendor Written Inquiries (on or before) Tuesday, November 25, 2025 (5 PM) City response to Written Inquiry (on or before) Friday, December 5, 2025, Proposals due from potential bidders Wednesday, December 10, 2025 (5 PM) Reference Check TBD
Award of Contract Tuesday, January 20, 2026
*Tentative First City Council Meeting Monday, February 2, 2026 *Tentative First Planning Commission Meeting Thursday, February 5, 2026 C
ontract Negotiation
The City will enter into price negotiations with the selected Vendor. The City’s standard vendor agreement, which is attached with this RFP in Appendix A, will be used. * T
entative dates are part of an anticipated date of initial meeting where vendor will provide services. The City anticipates period of overlap between existing vendor and v
endor awarded contract to allow the Video Technician to learn the current procedures.