CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 7 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 26-11134 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: June 15, 2026
SUBJECT:
Cablecasting and Channel Management Services – Agreement RECOMMENDATION:
Adopt a Resolution to use an alternative purchasing method to enter into an agreement with Millbrae Community Television (MCTV) for cablecasting and management of the City’s public, education, and government (PEG) channel, technology maintenance, and engineering support services in an amount not to exceed $57,000 per year for a three-year period beginning fiscal year 2026-27 through fiscal year 2028-29, with cost of living adjustments for a total amount not to exceed $166,000; establish a contingency reserve in the amount of $16,600; and authorize the City Clerk to execute the contract in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The City requires professional services to support the cablecasting and streaming of live, public meetings. Currently, City Council, Planning Commission, and Sustainability and Infrastructure Commission meetings are held in the City Hall Council Chamber, which is equipped with the technology necessary for concurrent online viewing and remote participation. The audiovisual facets of these public meetings are provided by Millbrae Community Television (MCTV), a 501(c)(3) non-profit community media center that provides local video production, livestreaming, and broadcast services for the City of San Mateo and other local agencies.
Since 2006, the City has contracted with MCTV to provide professional broadcast and operational support for the City’s public, education, and government (PEG) channel. MCTV has consistently delivered reliable meeting coverage, along with maintenance and technical support for the Council Chamber’s audiovisual system, including repairs, documentation, and on-call assistance. In January 2026, MCTV aided in the City Hall Council Chamber audiovisual upgrade effort and supported off-site broadcasting and streaming of public meetings at the San Mateo Main Library during the temporary Council Chamber closure. This partnership is critical to ensure continuity and efficient public meeting operations. In addition to routine meeting support, the City also engages MCTV for as-needed video production services to cover various City programs and events.
The proposed scope of work includes professional public meeting broadcasting, livestreaming, and playback administration, as well as comprehensive support for the PEG channel. The agreement term is three years. Based on MCTV’s specialized knowledge of the City’s equipment and systems, staff recommends the use of an alternative purchasing method to contract with MCTV. San Mateo Municipal Code Section 3.60.050(b) authorizes renewal without a competitive bidding process when bidding would be impracticable, unavailing, or impossible. Staff therefore recommends approval of an alternative purchasing procedure for this agreement to avoid potential service disruptions that could result from a transition, which would adversely impact the City’s ability to conduct, broadcast, and stream public meetings.
The contract includes cost-of-living adjustments of up to 3%, for a total contract amount not to exceed $166,000. A 10%
CITY OF SAN MATEO
contingency of $16,600 is also recommended to account for the addition of unanticipated meetings, cloud applications and storage services, and potential additional video production services.
BUDGET IMPACT:
The City Clerk's Office has included a request for the proposed fiscal year 2026-27 to cover the costs of these services. A subsequent request for the required funds will be submitted for fiscal years 2027-28 and 2028-29. If approved, during the June 15, 2026, budget adoption hearing, the City Clerk's Office will have sufficient funds to cover the costs associated with the first year of this agreement.
ENVIRONMENTAL DETERMINATION:
This agreement is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Erin Fellers, Management Analyst I
[email protected]
(650) 522-7066