SUBJECT:
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Approval of a resolution authorizing the President & CEO, or her designee, to finalize and execute a contract with DOCUmation of San Antonio, LLC for On-Site Business Center Services for a base period of three years and three one-year option periods in an amount not to exceed $3,313,500.
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FISCAL IMPACT:
Funding for this action is available in the FY2026 Operating Budget.
STRATEGIC PLAN:
Strategic Goal Alignment:
☐ 1. Customer ☐ 2. Community
☒ 3. Workforce ☐ 4. Organizational Effectiveness
EXPLANATION OF STRATEGIC ALIGNMENT: Support through a productive business center provides essential services to employees to accomplish daily tasks such as printing, copying, document assembly and mail and courier services.
BUSINESS CASE: CapMetro has conducted a cost/benefit analysis on the alternative of performing the services currently provided through the on-site business center with directly employed staff as an alternative to contracting for these services. As a result of the analysis, it is recommended that we continue to contract for the business center operations to a company that specializes in business services rather than hiring additional direct staff to perform these functions. The direct costs of salaries and benefits for staffing the business center with CapMetro staff is projected to be similar to the staffing costs of the recommended contractor over the term of the contract. However, there are benefits of a turnkey operation for these support services that led to the recommendation to continue with the contract solution:
-On-site employees who are familiar with the leased equipment are trained by the equipment provider to troubleshoot issues;
- flexibility to supplement staff during high demand times or employee absences;
- management and oversight by experienced business center professionals.
COMMITTEE RECOMMENDATION: The item was presented and recommended for approval by the Finance, Audit and Administration Committee on December 10, 2025.
EXECUTIVE SUMMARY: The proposed contract with DOCUmation of San Antonio, LLC for On-Site Business Center Services is for a base period of three years and three one-year option periods in an amount not to exceed $3,313,500. The services to be provided under the contract include: lease of business center and self-service copiers and printers, staffing of the business center to perform printing, copying, scanning, document assembly, mail delivery services, delivery of lost and found items to the Transit Store, and management of ad hoc courier services.
SBE PARTICIPATION: A 0% SBE goal was assigned to this procurement, which did not include subcontract opportunities.
PROCUREMENT: On April 11, 2025, a Request for Proposals was issued and formally advertised. By the closing date of May 13, 2025, two (2) proposals were received. The evaluation team used the following factors in the evaluation of proposals:
(1) The offeror’s proposed plan for the performance of the work and the technical approach proposed by the offeror.
(2) Capabilities of the proposed project personnel on projects of a similar size, scope, complexity and nature.
(3) The offeror’s demonstrated technical background, past performance and relevant work experience on projects of a similar size, scope, complexity and nature.
The proposal from DOCUmation of San Antonio, LLC was determined to be the best value to the Authority, price and other factors considered. The contract is a fixed price contract. The term of the Contract is a base period of three years and an option period of three years, for pricing offered as follows.
|
Base Period (Years 1 - 3) |
$1,698,228 |
|
Option Period (Years 4 - 6) |
$1,615,272 |
|
GRAND TOTAL |
$3,313,500 |
RESPONSIBLE DEPARTMENT: Administration
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RESOLUTION
OF THE
CAPITAL METROPOLITAN TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS
STATE OF TEXAS
COUNTY OF TRAVIS
AI-2025-1684
WHEREAS, the Capital Metro Metropolitan Transportation Authority Board of Directors and Capital Metro management recognize the need for continuation of business center services.
NOW, THEREFORE, BE IT RESOLVED by the Capital Metropolitan Transportation Authority Board of Directors that the President & CEO, or her designee, is authorized to finalize and execute a contract with DOCUmation of San Antonio, LLC, for On-Site Business Center Services for a base period of three years and three one-year option periods in an amount not to exceed $3,313,500.
____________________ Date: ____________________
Secretary of the Board
Becki Ross