Primary Department: Universal Services
Primary Department Head/Elected Official: Sindhu Menon, Executive Director/CIO
Managing Department: Universal Services
Managing Department Head/Elected Official: Sindhu Menon, Executive Director/CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Contract Lifecycle Management System
Project ID (if applicable): NI053
Vendor Legal Name (if applicable): Agiloft
MWBE Contracted Goal (if applicable): N/A
MWBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Incremental Authorization Requested: $941,800
Total Estimated Project Cost: $2,061,800
Request Summary:
title
Request for approval of a Final Investment Memo for the Contract Lifecycle management project, for an incremental amount of $941,800 for a total authorization of $2,061,800 and request for approval of commercial paper funding in the amount of $945,000 for a total amount of $2,065,000.
end
Project Description:
The Contract Lifecycle Management System (CLMS) project is a countywide initiative to establish a centralized, standardized, and fully integrated contract management platform for Harris County departments. The system, powered by Agiloft, is designed to serve as the single source of truth for contracts, supporting end-to-end workflows including contract intake, drafting, review, approvals, execution, and storage. The project aims to streamline contract processes across departments, reduce administrative burden, and increase compliance, transparency, and visibility throughout the contract lifecycle.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Initial platform configuration and development |
$579,800 |
7/31/26 |
|
On premise agents and servers |
$62,000 |
7/31/26 |
|
US Developer (Contract term no more than 12 months) |
$120,000 |
10/31/26 |
|
Integration Engineer (Contract term no more than 9 months) |
$80,000 |
10/31/26 |
|
US System Administrator (Contract term no more than 12 months) |
$100,000 |
10/31/26 |
|
Total |
$941,800 |
- |
Justification & Alternatives:
The initial licensing required to configure and develop the CLMS platform is categorized as an implementation cost.
Recent project updates have highlighted a key challenge: the need for an on-premises agent to connect the CLMS platform with PeopleSoft (STARS) and LawBase. Supporting these on-premises integrations requires specialized technical expertise. Unlike cloud-based systems that integrate through Workato’s hub, on-premises systems such as PeopleSoft and LawBase require installation, configuration, and ongoing maintenance of a dedicated on-premises agent. This has created a significant resource gap, as the project currently lacks a developer or programmer with the necessary skills to manage on-premises integrations, resolve connectivity issues, and ensure stable data pipelines.
Beyond integration needs, the CLMS platform also requires continuous administrative support to manage configurations, user access, workflow updates, issue resolution, and enhancement coordination. As additional departments onboard, the absence of a dedicated System Administrator limits the project’s ability to maintain operational readiness and respond quickly to system or user needs.
To address these challenges and support successful implementation, the project requires both 1.5 developer resources and a CLMS System Administrator. These roles will accelerate decision-making, mitigate risks related to integration delays, and enhance system readiness for user testing, deployment, and long-term operations.
Anticipated Impact on Other Funds (If Applicable):
|
Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
|
1000 |
Initial platform configuration and development |
$239,000 |
Future |
October 2026 |
|
|
|
$- |
|
- |
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Total |
|
$- |
|
- |
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
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.
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
9/19/2024 |
269 |
Request for approval of a project scheduled for advertisement and consent for Request for Proposal for contract lifecycle management system for Harris County (240266). |
|
8/26/2025 |
305 |
Request for approval of an award on the basis of best proposal meeting requirements and that the County Judge execute an agreement with Agiloft, Inc. for contract lifecycle management system for Harris County for the period of August 26, 2025 - August 25, 2027 with four (4) one-year renewal options (240266), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible. |
|
8/26/2025 |
138 |
Request for approval of the Final Investment Memo for the Contract Lifecycle Management System project for a total authorization of $1,120,000 and commercial paper funding in the amount of $1,120,000. |
Address:
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Service Name |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$ |
$945,000 |
$945,000 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$945,000 |
$945,000 |
$ |
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Total Funding Request |
$ |
$945,000 |
$945,000 |
$ |
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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 |
- |
- |
- |
- |
Anticipated Court Date: 7/9/2026
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
Legal funding compliance confirmed by: Paige Abernathy, First Assistant County Attorney-Legal Operations,
6/26/2026
Department Approval by: Heather Merkel, Budget Director, Universal Services, 6/29/2026
OMB CIP Team Approval by: Wanwei Tang, Analyst - Capital Projects & Infrastructure, 6/29/2026
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: NI053
CP Series Description: Commercial Paper A-1 is used to (1) pay contractual obligations incurred or to be incurred for the construction of and the purchase of fixtures, equipment and machinery for or in connection with the County's criminal and civil justice centers, the County's firefighter training facility, (2) pay contractual obligations incurred or to be incurred for the purchase of automobiles and other vehicles, equipment and machinery, including computers, materials and supplies for the operations of the County precincts and departments and other authorized needs and purposes including services provided by engineers, architects, attorneys, auditors, financial advisors.
Commercial Paper is being requested for the Contract Lifecycle Management System project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
Note: Commercial Paper is issued in increments of $5,000 and the excess is not available to be spent by the department.
OMB Financial Management contact: Fahad Gulzar, Deputy Executive Director, Office of Management and Budget