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: Supplemental RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Enterprise Technology Asset Hardware
Project ID (if applicable): NI049
Vendor Legal Name (if applicable): N/A
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): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): Commissioners Court Office
Incremental Authorization Requested: $10,355,000
Total Estimated Project Cost: $23,710,00 (FY27-FY28)
Request Summary:
title
Request by Universal Services for approval of a Final Investment Memo for the Enterprise Technology Asset Hardware project for an incremental authorization of $10,355,000 for a total authorization of $11,855,000 for FY2027 and request for commercial paper funding in the amount of $5,700,000.
end
Project Description:
Harris County Universal Services has initiated an Asset Management Program that will optimize IT spend across different assets. Standardizing laptop and computer purchases for Harris County has been accomplished in the first phase of this program. The asset management program will also help with risk mitigation.
Through volume purchases and price agreements, Universal Services will be able to control expenditures. This project supports the Budget Policy for Countywide computer purchases and aligns with the IT Asset Management Policy adopted by Harris County Universal Services. To continue to onboard County departments into the ETAM Program, the request is to purchase and refresh laptops and desktops in alignment with a 4- or 5-year refresh cycle.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Q1 2027 Hardware - procurement and deployment of laptops/desktops & accessories |
$2,700,000 |
12/31/2026 |
|
Q2 2027 Hardware - procurement and deployment of laptops/desktops & accessories |
$2,800,000 |
3/31/2027 |
|
Q3 2027 Hardware - procurement and deployment of laptops/desktops & accessories |
$2,800,000 |
6/30/2027 |
|
Q4 2027 Hardware - procurement and deployment of laptops/desktops & accessories |
$2,800,000 |
9/30/2027 |
|
Contingency |
$555,000 |
9/30/2027 |
|
Project Manager |
$200,000 |
9/30/2027 |
|
FY27 Total Authorization |
$11,855,000 |
9/30/2027 |
|
Unencumbered existing project balance to carry into FY27 |
($1,500,000) |
|
|
Total |
$10,355,000 |
|
Justification & Alternatives:
Projections from the Harris County Office of Management and Budget indicate that General Fund expenditures are expected to exceed revenues within the next five years unless corrective actions are taken. In response, the Commissioners Court approved six strategic priority areas in June 2024, one of which is Technology Asset Management. The Countywide Enterprise Technology Asset Management (ETAM) Program directly supports this strategic priority by: • Centralizing IT purchasing and lifecycle tracking • Reducing redundancy and vendor-related cost inefficiencies • Minimizing operational delays due to outdated technology and inconsistent standards • Enhancing cybersecurity through proactive refresh cycles and asset visibility. Alternative approaches-such as continuing decentralized procurement and tracking-have already resulted in higher costs, inconsistent practices, and limited oversight. Without this investment, departments will remain vulnerable to security risks and operational inefficiencies caused by outdated systems
Anticipated Impact on Other Funds (If Applicable):
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Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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- |
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$- |
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- |
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Total |
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$- |
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- |
County Strategic Plan Goal: 2. Connect our community with safe, reliable, equitably distributed, and well-maintained infrastructure.
County Strategic Plan Objective: H: Improve the condition and resilience of County transportation, flood control, and other infrastructure.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): H3: Scale the HCFCD Asset Management Program to more strategically manage existing assets.
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 |
|
8/6/2024 |
30 <http://www.intra.cclerk.hctx.net/commctagenda/2024/08-06-2024/Items/0030_1_24-4675%20LaptopDesktopTablet%20purchases.pdf>Budget Policy for Countywide computer (laptop, desktop, and tablet) purchases |
|
|
11/12/2024 |
128 <http://www.intra.cclerk.hctx.net/commctagenda/2024/11-12-2024/Items/0128_0_Staff%20Report.pdf>Request for PIM for the Countywide Hardware Purchases project for an initial authorization of $2,100,000 and initial approval of commercial paper funding in the amount of $2,100,000 (Series D) |
|
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7/10/2025 |
25-4165 <http://www.intra.cclerk.hctx.net/commctagenda/2025/07-10-2025/Items/0073_0_Staff%20Report.pdf>Request for FIM for FY2026 authorization of $11,572,218.14, and approval of commercial paper funding in the amount of $6,072,218.14 (Series A-1) |
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3/19/2026 |
26-2022 <https://harriscountytx.legistar.com/LegislationDetail.aspx?ID=7950856&GUID=8CE5AB80-15E1-435B-9A13-990EC833320C&Options=ID|Text|Attachments|Other|&Search=NI049>Request by the Office of Management and Budget for approval of commercial paper funding for Universal Services for the Countywide Hardware Purchase project in the additional amount of $5,500,000 for a total CP funding of $13,672,218.14. |
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Address:
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Service Name |
Enterprise Technology Asset Hardware Program |
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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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$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$ |
$5,700,000 |
$5,700,000 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$5,700,000 |
$5,700,000 |
$ |
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Total Funding Request |
$ |
$5,700,000 |
$5,700,000 |
$ |
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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: 10/15/2026
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, 10/31/2024
Department Approval by: Heather Merkel, Director of Budget, Universal Services 7/31/2026
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 9/30/2026
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: NI049
CP Series Description: Commercial Paper Series D-2 can be used for (1) construction of public works, (2) the purchase of automobiles, equipment and machinery, including computers, materials and supplies for the operation of the County’s precincts and departments (3) Professional services, including services provided by engineers, architects, attorneys, auditors, financial advisors, and fiscal agents, in connection with the contractual obligations described in (1) and (2).
Commercial Paper is being requested for the Enterprise Technology Asset Hardware project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
OMB Financial Management contact: Fahad Gulzar, Deputy Executive Director, Office of Management and Budget