Legislation Details

File #: 26-5855    Version: 1 Name:
Type: Investment Memo Status: Agenda Ready
File created: 9/2/2026 In control: Commissioners Court
On agenda: 9/17/2026 Final action:
Title: Request for approval of a Final Investment Memo for the IFS Equipment Replacement (continuous) project, for an incremental amount of $4,633,927 for a total FY2027 authorization of $6,633,927.
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Primary Department: Institute of Forensic Sciences

Primary Department Head/Elected Official: Pramod Gumpeni, Chief Medical Examiner

 

Managing Department: Institute of Forensic Sciences

Managing Department Head/Elected Official: Pramod Gumpeni, Chief Medical Examiner

 

Regular or Supplemental RCA: Regular RCA

Type of Request: Investment Memo

Investment Memo Type: Final Investment Memo

 

Project Name: IFS Equipment Replacement

Project ID (if applicable): N2001

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): N/A - Not a grant item

 

Incremental Authorization Requested: $4,633,927

Total Estimated Project Cost: $15,529,727 (FY27 to FY31)

 

Request Summary:

 

title

Request for approval of a Final Investment Memo for the IFS Equipment Replacement (continuous) project, for an incremental amount of $4,633,927 for a total FY2027 authorization of $6,633,927.

end

 

Project Description:

 

The Harris County Institute of Forensic Sciences (HCIFS) requires specialized equipment to continue providing comprehensive and timely Medical Examiner and Crime Laboratory Services. HCIFS was asked by Commissioners Court to provide an equipment replacement plan detailing the Department’s schedule for adding or replacing certain equipment. HCIFS has been maintaining and updating the 5-year equipment replacement plan each year and this memo specifically outlines progress with Year 5 amended requests (FY2026) of the original 5-year plan, as well as requesting additional equipment needs for FY2027.  The updated anticipated 5-year spend is shown below.

 

FY27 (Oct 26-Sept 27)

FY28 (Oct 27-Sept 28)

FY29 (Oct 28-Sept 29)

FY30 (Oct 29 - Sept 30)

FY31 (Oct 30 - Sept 31)

5 Year Total

$6,633,927

$3,368,800

$1,543,100

$642,800

$3,341,100

$15,529,727

 

Project Scope:

 

The HCIFS 5-year funding request includes routine replacement of needed equipment due to service warranty expiration, age, and overall deterioration, including morgue body racks, lab instruments, computers and servers, microscopes, cameras, and death investigation vehicles. The schedule also includes new equipment that will allow HCIFS to be more efficient, ensuring HCIFS can meet its various accreditation requirements as well as reduce testing turnaround times and address any case backlogs that may develop. During FY2026, HCIFS was able to completely accessorize the decedent transport vehicles and replace aging computers and other IT hardware.  HCIFS was also able to purchase equipment for Medical Examiner Services such as a scissor lift and digital microscopes. HCIFS Crime Laboratory Services were able to acquire new firearms comparison microscopes, a centrifuge, and thermocyclers as well as upgrade several instruments to be compatible with the newest operating systems. 

 

 

 Table 1. Purchases to be completed in Q4 FY2026

Division

Equipment Name

Equipment Description

Remaining Cost ($)

Status

Case Management System

All

Case Management System

HCIFS is currently using two separate case management systems, neither of which meets all process requirements of the Medical Examiner and Crime Laboratory services.  Neither system is supported by the vendors any longer due to age, meaning a system collapse could lead to the loss of information related to thousands of pieces of evidence and decedents.  It is an urgent requirement of HCIFS that these systems be replaced with a new secure and comprehensive system that will maintain evidence chain of custody while creating system efficiencies and less reliance on paper for HCIFS scientists and staff.  A new system will also allow for greater availability and more timely reporting of testing results to the many criminal justice stakeholders who rely on the information provided by HCIFS.  The total cost of the new system is estimated at $1,200,000, with approximately $300,000 remaining from the previous HCIFS request.  (This does not include the hardware additions that will be required.)

$        1,001,636

PO issued, waiting on delivery vendor to begin work

Building and Facilities Related

Facilities

Building Automation System

The HCIFS facility utilizes a building automation system that automatically regulates HVAC / venting functions.  The current system / vendor has been unreliable and has proved not able to meet the vigorous requirements required by the specialized nature of the building.  A replacement system is required to lower service costs and ensure air quality requirements are met.

$        750,000

PO issued, waiting vendor to complete work

Vehicles

Investigations

Transport Van Accessories

HCIFS utilizes cargo vans to transport decedents from scenes / hospitals to the morgue in a timely manner.  HCIFS requires replacement of 5 decedent transport vans due to excessive mileage, continued maintenance issues, and general wear-and-tear.   Each van with specialized interior accessories (lights, refrigeration, body racks) to be $100,000.

$       20,037

PO issued, waiting on verification of completion

Lab Equipment

Morgue

Fingerprinting System

HCIFS requires direct access to the HCSO database via desktop AFIS terminals to facilitate identification of decedents. Existing equipment and software are at the end of life and connectivity and support are currently limited.

$         16,700

PO issued, waiting on delivery.

Toxicology

Liquid Chromatography Tandem Mass Spectrometry (LC/MS/MS)

This is a new request for the HCIFS Toxicology Division for a LC/MS/MS instrument to identify and analyze complex toxicological substances -- some substances respond to the LC better than the GC.  This new request is made to expand test offerings to the Medical Examiner's Office and various County law enforcement agencies to detect drugs that cannot be detected with current equipment.  HCIFS Toxicology is also requesting the replacement of a current LC/MS/MS nearing end-of-life. Moved 2027 purchase to 2028 given capacity for new method development/validation projects.

$         295,685

PO issued, waiting on delivery.

Trace Evidence

Windows 11 Instrument and Equipment Upgrades

Universal Services is requiring an upgrade of the Windows Operating system.  In order to upgrade all the computers many of the instruments will also need upgrades as well to be compatible. 

$       24,065

PO Issued, waiting on delivery

Table 1. Total

$   2,108,123

 

 

 

 

Table 2. Purchases to be completed in FY2027

Division

Equipment Name

Equipment Description

Cost ($)

Case Management System

All

Case Management System

Current HCIFS case management systems are not supported by the vendor any longer due to age, and neither meets the process requirements of the Medical Examiner and Crime Laboratory services.  Due to risk of catastrophic data loss, a new comprehensive case management system is required and is a top HCIFS priority to maintain evidence chain of custody while creating system efficiencies and less reliance on paper for HCIFS scientists and staff.  New systems will also allow for greater availability and more timely reporting of testing results to the many criminal justice stakeholders who rely on the information provided by HCIFS.  The total cost of designing and purchasing a customized system that HCIFS will then own is estimated at $2,500,000, with $1,001,363 already encumbered in Table 1 above.

$          1,498,364

Technology

Computer Replacement and Hardware related to Case Management System

Estimated conclusion of the case management system build is late FY2026.  New computer hardware will be required at that time to implement the new system.  (Carryover from FY2025)

$             325,963

Technology Related Activities

NVR (Security Camera Recorders)

NVR (Security Camera Recorders)

HCIFS requires 3 replacement security camera recorders to record and retain footage from the many security cameras located throughout the facility.  These recorders will replace current recorders that are nearing end-of-life

$          75,000

Storage NAS (Backups)

Storage NAS (Backups)

HCIFS requires a new data storage area to ensure redundant back-up security and retention of laboratory data.  This will replace a current back-up storage device that is nearing end-of-life

 $          25,000

Local data hub

Local data hub

Investing in an IFS-located Data Hub will establish a critical disaster recovery platform, ensuring continuity of essential services in the event of building isolation or network disruption. Beyond disaster recovery, this investment will also help build the foundation to enhance our overall technology resiliency - enabling reliable backups, cost-effective virtualization, and secure hosting for both critical and custom applications. This solution strengthens day-to-day operations, mitigates risk, and directly supports business continuity while improving our long-term technology posture.

$          450,000

Security Cameras

Security Cameras

Due to the nature of work performed at HCIFS, a robust security system is required to meet accreditation requirements and ensure proper testing and evidence management. This includes several security cameras throughout the building and externally. The current security camera hardware was installed in 2016 as part of building construction. Based on vendor recommendations, current hardware reached end of life in 2022, and the warranty expired in 2021 and should be replaced.

$          550,000

Morgue/Investigations

Fingerprinting System

HCIFS has coordinated with HCSO for many years through direct access to the HCSO fingerprint database via desktop AFIS computer terminals to facilitate identification of decedents. Existing equipment and software are at the end of life, and connectivity and support are currently severely limited.  $16,700 is already encumbered in Table 1 above.

$          133,300

Building and Facilities

Facilities

Break and Wellness Room

As part of the HCIFS master plan expansion and relocation of certain laboratories, in coordination with Engineering, HCIFS is planning a new/larger breakroom as well as a wellness room. HCIFS will be responsible for purchasing new equipment/ instrumentation

$             200,000

Facilities

Building batteries

The HCIFS facility must be operational 24/7/365.  In order to ensure the building maintains power, regardless of circumstances outside the County's control, the building maintains large batteries that will take over in the event of loss of power.  The batteries are on a 5-year replacement cycle and will require replacement soon.

$        95,000

Facilities

Roof privacy fencing

The roofs of the HCIFS main building and Morgue contain various mechanical/electrical / plumbing equipment that requires fencing to hide the equipment and match the aesthetic of the Texas Medical Center buildings now surrounding HCIFS.  HCIFS is requesting new construction to implement privacy fencing.

$        700,000

Facilities

Restroom Countertops

To reduce the spread of germs and bacteria while focusing on improving the facility's energy and water consumption, the proposed faucet replacement project will improve these efforts.

$        350,000

Facilities

Water Fountains

To reduce the spread of germs and bacteria while focusing on improving the facility's energy and water consumption, the proposed faucet replacement project will improve these efforts.

$        250,000

Facilities

9th Floor Electrical Renovation

Renovation of current electrical outlets and installation of additional emergency electrical outlets are required to accommodate future needs for long-term cold evidence storage.

$        300,000

Facilities

Cold Evidence Storage

Existing coolers are consistently under repair and maintenance, potentially leading to compromised evidence.  Replacement coolers and flooring repairs are needed to reduce repair costs and mitigate the risk of compromised evidence.

$        600,000

Investigation Vehicles

Investigations

Vehicles (investigation SUVs)

HCIFS utilizes SUVs for its investigators to dispatch to scenes for statutorily required death investigations.  HCIFS requires replacement of its investigation vehicles due to excessive mileage, continued maintenance issues, and general wear-and-tear at a rate that is higher than the US annual replacement program.  Funding above that allocated amount is required for five replacement vehicles to replace the old SUVs.  Three in FY27 and 2 in FY28.  The standard SUV is estimated at $70,000, but the interior accessories (lights, supply vault, rubber mats) add $35,000 to each unit. 

$           315,000

Laboratory Equipment

Drug Chemistry

Direct Analysis in Real Time-Time of Flight Mass Spectrometer (DART/TOF)

The HCIFS Drug Chemistry Division is requesting an upgrade to an instrument already in use that will analyze seized drugs as it measures a wide range of analytes - solids, liquids, and gases - in their native form, including many that don't ionize well with other methods.  The current DART (Direct Analysis in Real Time / Time of Flight Mass Spectrometer) is not compatible with Windows 10 or subsequent Windows versions, so the instrument must be upgraded.

$          250,000

Firearms

Comparison Microscopes

Comparison Microscopes

$             100,000

Forensic Genetics

Artel pipette calibration system upgrade

The HCIFS Forensic Genetics Division is requesting a replacement pipette calibration system, which will replace a current instrument that is nearing end-of-life and will also be an upgrade to the current instrument.

$             80,000

Forensic Genetics

3-Door Freezers

The HCIFS Forensic Genetics Division is requesting the replacement of some of our 3 Door Freezers that function for our long-term extract storage.

$       13,000

Imaging

JVC Video Camera

HCIFS requires replacement of a video camera used for training and evidence documentation purposes.  The current camera is nearing end-of-life and having maintenance issues due to excessive use

$             6,000

Morgue

Two Commercial Dryers

HCIFS Morgue requires commercial laundry equipment to sanitize towels that are exposed to biohazard materials during the course of forensic post-mortem examinations.  Two (2) commercial dryers are requested at $10,000 each.

$       20,000

Morgue

Stackable commercial washer/dryer

The HCIFS Morgue Division utilizes commercial laundry equipment (specialized equipment that can reach a very high water temperature) to clean and sanitize scrubs/uniforms/towels that are exposed to biohazard materials.  This is a replacement request for two units (washer & dryer in one unit).  The current units are having maintenance issues and are nearing end-of-life.

$         33,000

Pathology

Microscope

HCIFS requires replacement microscopes (1 replacement each year for next 4 years) used by Pathologists to review histology/tissue samples necessary to classify decedent cause and manner of death.  Each year, the oldest microscope currently in use will be replaced.

$             10,200

Pathology

Microscope with Digital Camera

HCIFS requires replacement microscopes with digital cameras (1 replacement each year for next 4 years) for Pathologists to review histology/tissue samples necessary to classify decedent cause and manner of death and to capture images for use in court proceedings.  Each year, the oldest microscope with digital camera currently in use will be replaced

$             17,100

Toxicology

Refrigerator

The HCIFS Toxicology Division requires replacement of its large refrigerators to store biological evidence long-term, with 2 refrigerators being replaced each year for the next 2 years, and 1 replaced in a subsequent year.  The oldest refrigerators will be replaced as new ones are being purchased to ensure continued confidence that evidence storage temperatures can be maintained.

$             6,000

Toxicology

Freezer

The HCIFS Toxicology Division uses a freezer to store drug standards - pure solutions of drugs used to identify/quantify drugs in evidence samples.  These standards must be frozen due to stability issues.  The freezer currently being used is nearing end-of-life and is having maintenance issues

$             10,000

Toxicology

Computers + Programming

The HCIFS Toxicology Division has several instruments requiring an upgrade to Windows 11 operating systems.  Consequently, the instrument programming  must also be upgraded to be compatible with the new operating system. 

$             85,000

Trace Evidence

Energy Dispersive X-Ray (EDS) detectors

The HCIFS Trace Evidence Laboratory will require a replacement of 2 EDS detectors which are nearing the end of the service life and may no longer be supported by the vendor.  These detectors are essential for identification of the elemental composition of particles during gunshot residue analysis, and they are compatible with the software upgrades purchased in FY26.

$            136,000

Table 2. Total

$       6,633,927

 

 

 

 

Anticipated Project Expenditures and Timeline:

Project Scope Breakdown

Estimated Cost

Estimated Completion

Technology Related Activities

$1,100,000

2nd Quarter FY26

Laboratory Equipment

$899,600

2nd Quarter FY26

Building and Facilities

$2,495,000

3rd Quarter FY26

Vehicle Purchase

$315,000

3rd Quarter FY26

Case Management System

$1,824,327

4th Quarter FY27

FY 2027 Total Authorization

$6,633,927

 

Unspent/Unencumbered amount from FY2026

$(2,000,000)

 

Incremental Authorization needed for FY 2027

$4,633,927

 

 

Justification & Alternatives:

 

HCIFS provides statutorily-mandated services that most closely align to Goal 1 of the County Strategic Plan - Make Harris County safer and more just.  Furthermore, every task performed by the Medical Examiner and Crime Laboratory Services is intended to fulfill the Objectives of reducing criminal legal system exposure that does not advance public safety and increasing efficiency across the legal system; and Initiatives of increasing the jail deflection and diversion rate, modernizing data and technology architecture across the legal system, and decreasing time to disposition by implementing case workflow improvements in line with recommendations from the National Center for State Courts.  The Measurable Results of the statutorily required services performed by HCIFS include a decrease in the detention / incarceration rate, decreased time to disposition, increased percentage of cases that start on their first scheduled date, and increased percentage of cases managed in a standardized manner.

 

To provide accurate evidence testing results that can be relied on by criminal justice stakeholders and the community, as well as in court settings, HCIFS requires quality equipment. This equipment is used continuously to process evidence samples in the Crime Laboratory, including DNA analysis of sexual assault kits and various other biological samples, toxicology analysis of Medical Examiner and local law enforcement blood evidence, firearms processing of guns submitted by law enforcement for identification and inclusion in the federal IBIS database, trace analysis for gunshot residue and fire debris, and drug chemistry analysis to identify and quantify controlled, non-controlled, and dangerous drugs.  The Medical Examiner Services also rely on quality equipment to determine cause and manner of death for those deaths that are statutorily within the HCIFS jurisdiction.  This equipment includes reliable vehicles for death investigators to use to travel to scenes and retrieve decedents, stretchers and body trays used to transfer and hold decedents in the morgue, cameras to document death scenes and autopsies, and microscopes to analyze samples.

 

It’s imperative that HCIFS has fully functional equipment to prevent diminished turnaround times in Medical Examiner and Crime Laboratory Services, ensure HCIFS staff remain safe, and provide reliable and timely information to stakeholders, decedent families, and the community.  Once the equipment is no longer covered under a maintenance contract, cannot be cost effectively repaired, or cannot otherwise be guaranteed to work properly, it must be replaced.  Any lack of reliable equipment causes delays in the evidence testing, and death investigation and examination process, which impacts the efficiency and reliability of the entire criminal justice system risking the outcomes of the County’s strategic goals and objectives.

 

The rising caseload experienced by HCIFS, both in the Crime Laboratory and Medical Examiner Services, accelerates the usual wear-and-tear of equipment and requires HCIFS to request additional funding each year to replace equipment as it begins to fail.  (For data on the HCIFS caseload, please review the Department’s 2025 Annual Report.)  Additionally, the caseload is expected to increase in FY2027 due to the funding already promised to the District Attorney’s Office, HCSO, and other law enforcement agencies for additional staffing and salary adjustments leading to increased evidence submissions and accelerated court disposition.  Replacing aging equipment and obtaining additional new equipment allows HCIFS to continue to foster collaboration among the various partners and stakeholders within the justice system as their needs and demands increase.

 

In addition, HCIFS is currently using two separate antiquated case management systems, neither of which meets process requirements of the Medical Examiner and Crime Laboratory Services, and neither is supported by the vendor any longer due to age, meaning a system collapse could lead to a catastrophic loss of information related to thousands of pieces of evidence and decedents.  It is an urgent requirement of HCIFS that these systems be replaced with a new secure and comprehensive system that will maintain evidence chain of custody while creating system efficiencies and less reliance on paper for HCIFS scientists and staff.  A new system will also allow for greater availability and more timely reporting of test results to the many criminal justice stakeholders and the public who rely on the information provided by HCIFS.

 

HCIFS will continue to have equipment needs due to the age and condition of existing equipment, with a general lack of part availability and expiring maintenance contracts for older equipment, HCIFS relies heavily on County funding to ensure its equipment is functional, reliable, and meets all scientific accreditation standards HCIFS is required to meet.  If HCIFS is unable to replace equipment as a part of this ongoing project, equipment will be requested on an ad hoc basis based on emergencies which will lead to increased testing and reporting turnaround times.  It is preferred that HCIFS have pre-approved funding, allowing time to ensure thoughtful decision-making and quote gathering, as well as coordination with other county departments such as Purchasing, Universal Services, and Engineering.

 

 

Anticipated Impact on Other Funds (If Applicable):

Fund Code

Description

Estimated Cost

Funding Method  (Existing or Future Budget Request Required)

Estimated Date of Needs

 

 

$-

 

-

 

 

$-

 

-

Total

 

$-

 

-

 

County Strategic Plan Goal:  1. Make Harris County safer and more just.

County Strategic Plan Objective: B: Reduce criminal legal system exposure that does not advance public safety.

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

 

Previous Court Action:

Date

Agenda Item #

Action Taken

4/9/2019

14

HCIFS Equipment Replacement $600,000

2/11/2020

Budget Meeting

HCIFS Equipment Replacement (Initial Request at budget time)

3/10/2020

14

Follow up and placement on Court Agenda for request for approval of Capital Funds $1,037,874

4/7/2020

4.f.

Allocated CP funding in the amount of $225,000

5/19/2020

25.b.4

Allocated CP funding in the amount of $815,000

10/27/2020

12.b

Authorized Project in the amount of $775,000

11/10/2020

4.g.1

Allocated CP funding in the amount of $775,000

9/28/2021

21-5189

CIM approved, Allocated CP funding in the amount of $605,000

2/22/2022

22-1301

FIM approved in the amount of $1,850,500

3/8/2022

22-1756

Allocated CP funding approved in the amount of $1,855,000

9/13/2022

22-5245

FIM for FY23 authorization (no additional allocation) $1,748,427

8/8/2023

23-4269

FIM for FY24 Authorization of $2,777,560 ($873,833 Incremental)

10/10/2023

23-5841

CIM approved, Allocated CP funding in the amount of $350,000

5/26/2024

24-1528

CIM approved, Allocated CP funding in the amount of $525,000

10/08/2024

24-6112

FIM for FY25 Authorization of $3,866,963 ($3,136,000 Incremental)

01/09/2025

#758

CIM approved, Allocated CP funding in the amount of $1,000,000

04/10/2025

#816

CIM approved, Allocated CP funding in the amount of $1,000,000

08/07/2025

25-4540

FIM for FY26 Authorization of $13,628,859 ($6,013,859 Incremental)

4/16/2026

#1036

CIM approved, Allocated CP funding in the amount of $2,500,000

 

Address: Old Spanish Trail, Houston, Texas 77054

Precinct(s): Countywide                     

 

 

 

 

 

 

 

 

 

 

 

 

Fiscal and Personnel Summary

Service Name

 

 

 

Current Fiscal Year Cost

Annual Fiscal Cost

 

Labor

Non-Labor

Total

Recurring Expenses

 

 

 

 

 

Funding Sources

 

Existing Budget

 

 

 

 

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Total Current Budget

$

$

$

$

Additional Budget Request

 

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Total Additional Budget Request

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Total Funding Request

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Personnel (Fill out section only if requesting new PCNs)

 

Current Position Count for Service

-

-

-

-

Additional Positions Request

-

-

-

-

Total Personnel

-

-

-

-

 

Anticipated Court Date: 9/17/2026

Anticipated Implementation Date (if different from Court date): 10/1/2026

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, 7/29/2026

Department Approval by: Julie Spence Prine, JD, MFS, Chief of Staff and Chief Operating Officer, 9/2/2026

OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 9/2/2026

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Commercial Paper Request (For OMB use only):

Receiving Department: N/A Choose an item.

Project PeopleSoft ID: N/A

CP Series Description: N/A

OMB Financial Management contact: N/A