Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: Choose an item.
Secondary Department Head/Elected Official:
Regular or Supplemental RCA: Supplemental RCA
Type of Request: Contract - Amendment
Project ID (if applicable): 200328
Vendor/Entity Legal Name (if applicable): Vital Records Holdings, LLC
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: 0% - Non-Divisible
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Request by the Office of the Purchasing Agent that the County Judge execute an amendment to an agreement with Vital Records Holdings, LLC in the additional amount of $37,900 for additional services for recycling services and document destruction for Harris County for the extended period of October 1, 2026 - February 1, 2027 (200328), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
end
Background and Discussion:
Vital Records Holdings, LLC, also known as VRC (Vital Records Control), formerly Data Shredding Services of Texas, INC is essential to County operations as they provide a secure method of sensitive data destruction.
Expected Impact:
The service improves security, reduces risks, and streamlines the sensitive data disposal process.
Alternative Options:
N/A
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):
|
Date |
Agenda Item # |
Action Taken |
|
11/10/2020 |
21 d.1.e |
Advertisement Approval |
|
3/20/2021 |
289 |
Award Approval |
|
3/22/2022 |
186 |
Renewal 1 of 4 |
|
1/10/2023 |
204 |
Renewal 2 of 4 |
|
2/27/2024 |
307 |
Renewal 3 of 4 |
|
3/27/2025 |
385 |
Renewal 4 of 4 |
|
1/8/2026 |
262 |
Order of Assignment |
|
3/18/2026 |
27 |
1st Amendment |
Location: N/A
Address (if applicable): N/A
Precinct(s): Choose an item.
|
Fiscal and Personnel Summary |
|
Service Name |
Recycling Services and Document Destruction for Harris County |
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
1000 - General Fund |
$ |
$185,776 |
$185,776 |
$ |
|
1000 - General Fund |
$ |
$37,900 |
$37,900 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Existing Budget |
$ |
$223,676 |
$223,676 |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Sources |
$ |
$223,676 |
$223,676 |
$ |
|
Grants - Proposed Budget (For Grants Items only) |
|
|
Labor |
Non-Labor |
Total |
No. of Grant Years |
|
Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
|
|
Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
|
|
Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
|
|
Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
|
County Attorney’s Office Legal Review (for Harris County Code Items only) |
|
CAO Reviewer Name and Title |
|
CAO Review Completion Date |
Click or tap to enter a date. |
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
Contact(s) name, title, department: Michael Lanham (Director of Finance-Sheriff’s Office); Kun (Kristy) Qian (Contract Compliance Analyst - Harris County Universal Services); Martha Alvarez (Account Manager - Precinct 3); Tracy Hernandez (Manager, Financial Planning & Infrastructure Operations - Precinct 4); Mayvelyn Ferguson (Budget Analyst - Financial & Business Services Department I Harris County Resources for Children and Adults); Jason Knight (Director of Special Projects and Purchasing - Harris County Clerk’s Office); Cinthia Lora (Contract Services Manager - Office of the County Engineer); Tanesha Stennis (Procurement Coordinator - Office of Annette Ramirez, Tax Assessor-Collector & Voter Registrar); Sanford, Carmella (Executive Assistant - Harris County Auditor’s Office); Susan R. Norman (Tax Sales - Harris County Constable Precinct 7); Jose Camacho (Contract Manager - Purchasing)
Attachments (if applicable): Letter, Amendment