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)
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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.
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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
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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.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
