Primary Department: Purchasing
Primary Department Head/Elected Official: Paige McInnis
Secondary Department: Universal Services
Secondary Department Head/Elected Official: Sindhu Menon
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Award
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): Carahsoft Technology Corporation
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: Exempt - Interlocal/Cooperative Agreement
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Request for approval of an award on the basis of only quote and that the County Judge execute a State of Texas Department of Information Resources (DIR) Cooperative Contract agreement with Carahsoft Technology Corporation in the amount of $375,745 for Information Technology (IT) asset management system for Universal Services for the period of August 26, 2025 - August 25, 2028 with two (2) one-year renewal options, Justification for 0% MWBE Participation Goal: Exempt - Interlocal/Cooperative Agreement.
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Background and Discussion:
HCUS is seeking approval of an agreement for an Information Technology (IT) Management Solution beginning upon Commissioners Court approval for an initial three (3) year term.
Expected Impact:
Focus on optimizing the cost, risk, and value of digital technology assets throughout their lifecycle including:
• Lifecycle Management: Ensuring efficient processes for managing hardware and software technology assets from acquisition to disposal.
• Policy Development: Creating strategies and policies for Software Asset Management (SAM), Hardware Asset Management (HAM), and IT Asset Disposition (ITAD).
• Data Analysis: Gathering and analyzing data related to asset lifecycles to support budgeting and decision-making.
• Compliance: Responding to software vendor license audits and ensuring adherence to asset management policies.
• Inventory Management: Monitoring inventory levels and optimizing warehouse operations for IT assets.
Alternative Options:
Without an enterprise class IT asset management tool to centralize the tracking and management of IT assets, the county is using spreadsheets and low code applications that can lead to inefficiencies and duplication of data.
County Strategic Plan Goal: N/A
County Strategic Plan Objective: Choose an item.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Additional notes related to the Strategic Plan:
Prior Court Action (if any): N/A
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Address (if applicable): N/A
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Current Fiscal Year Cost |
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Existing Budget |
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1000 - General Fund |
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$375,745 |
$375,745 |
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Total Existing Budget |
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$375,745 |
$375,745 |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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$ |
$ |
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Total Additional Budget Request |
$ |
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Total Funding Sources |
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$375,745 |
$375,745 |
$ |
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Grants - Proposed Budget (For Grants Items only) |
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Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
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Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
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Additional Positions Request |
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Total Personnel |
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Anticipated Court Date: 8/26/2025
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Elizabeth Lo, Chief Operating Offer for Universal Services; John Dyess, Director of Special Projects for Universal Services; Jorge Geronimo, Sr. Manager of Contract Compliance for Universal Services-Azadeh Rahmdel, Sr. Contract Manager, Purchasing
Attachments (if applicable): Letter, agreement