Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: County Clerk
Secondary Department Head/Elected Official: Teneshia Hudspeth
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Award
Project ID (if applicable): 250305
Vendor/Entity Legal Name (if applicable): US Imaging, Inc.
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable):
Justification for 0% MWBE Participation Goal: 0% - Non-Divisible
Grant Indirect Costs Rate (if applicable): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
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Request for approval of an award on the basis of only proposal and that the County Judge execute an agreement with US Imaging, Inc. for supplementary records indexing and imaging services for the County Clerk's Office for the period of May 14, 2026 - May 13, 2027 with four (4) one-year renewal options (250305), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
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Background and Discussion:
Harris County maintains one of the largest and most historically significant public records collections in the region, with documents dating back to the early 1800s. These records, spanning Real Property, Probate, Civil Courts, Commissioners Court and Personal Records, are essential to public access, and transparency.
Since 2018, US Imaging has partnered with the County to digitize and modernize its microfilm and book archives. While significant progress has been made, this remains an ongoing effort. Many records require digitization, additional image enhancement, and expanded indexing to meet current standards for digital access and usability.
Expected Impact:
Ensures continued digitization, high-quality image enhancement, accurate indexing, and secure tracking of records, improving public access, operational efficiency, and long-term digital preservation. By continuing the project with US Imaging it will minimize risk, maintain consistency, and guarantees system-ready records for both internal use and public viewing. The project directly supports compliance, preserves aging records, and enables future integration with our digital modernization initiatives.
Alternative Options:
Delaying or not continuing this digitization and modernization project would impede public access and increase operational burden. Transitioning to a new vendor introduces risks, potential delays, and inconsistencies, while in-house processing is cost-prohibitive given the scale and requirements.
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
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11/13/25 |
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Location: N/A
Address (if applicable): N/A
Precinct(s): Countywide
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Anticipated Court Date: 5/14/2026
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
Contact(s) name, title, department: Jason Knight, Director of Special Projects & Purchasing, County Clerk; Jeremy Woodard, Senior Sourcing Manager, Purchasing
Attachments (if applicable): Letter, Agreement