Project Information

Bid Title

Video Technician Services

Issuing Agency

City of Foster City

Location

California

Published Date

Nov 5, 2025

Closing Date

Dec 10, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Video Technician Services

Bid/RFP Status:

Open - accepting bids and proposals

Bid/RFP Due Date:

Wednesday, December 10, 2025 - 5:00pm

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The 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.

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 Request for Proposal linked below.

Proposals are due by 5 PM on Wednesday, December 10, 2025.

Supporting Documents

Video Technician Services RFP (374 KB)

Attachment Preview

City of Foster City

November 5, 2025

REQUEST FOR PROPOSALS

Video Technician Services

2025–4-8

Request for Proposals – Video Technician Services

November 5, 2025

The 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.

The City invites you to submit a proposal to furnish services in accordance with the terms,

conditions and specifications contained in this document.

Please 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 clerk@fostercity.org.

Please 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:

TO: Priscilla Schaus

clerk@fostercity.org

Due Date: Wednesday, December 10, 2025 (5 PM)

2

Request for Proposals – Video Technician Services

This Request for Proposal includes the following Sections:

Section 1

Section 2

Section 3

Section 4

TERMS AND CONDITIONS

Introduction / Background

Project Services

RFP Submittal Requirements

Vendor Evaluation Process

TERMS AND CONDITIONS

DATE DUE: Wednesday, December 10, 2025 (5 PM)

1. QUESTIONS: Questions are to be submitted by any vendor to Communications Director/City

Clerk Priscilla Schaus via e-mail at clerk@fostercity.org. All responses to

questions/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

provide an e-mail address to which we may send responses.

2. REPLY 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. DEADLINES TIME ZONE: All listed times are in the Pacific Time Zone.

4. RESPONSIVENESS 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.

The 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. FIRM PRICES: All quotes shall be held firm for a minimum of ninety (90) days after the

proposal due date to allow adequate time for the City to consider each proposal and make an

award. 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 failure

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.

3

Request for Proposals – Video Technician Services

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.

ACKNOWLEDGEMENT

The 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.

VENDOR/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

4

Request for Proposals – Video Technician Services

Section 1

1. Introduction / Background

The 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.

Tentative schedule and dates:

Release RFP

Proposer Walk-Through

Vendor Written Inquiries (on or before)

City response to Written Inquiry (on or before)

Proposals due from potential bidders

Reference Check

Award of Contract

*Tentative First City Council Meeting

*Tentative First Planning Commission Meeting

Wednesday November 5, 2025

Wednesday, November 19, 2025 (4 PM)

Tuesday, November 25, 2025 (5 PM)

Friday, December 5, 2025,

Wednesday, December 10, 2025 (5 PM)

TBD

Tuesday, January 20, 2026

Monday, February 2, 2026

Thursday, February 5, 2026

Contract 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.

* Tentative 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

vendor awarded contract to allow the Video Technician to learn the current procedures.

5

Commodity Codes

• NAICS 512110Motion Picture and Video Production

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