Department: Institute of Forensic Sciences
Department Head: Luis A. Sanchez, MD, Executive Director & 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
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Managing Entity: Harris County Institute of Forensic Sciences
Incremental Authorization Requested: $3,136,000
Total Estimated Project Cost: $6,265,963 for FY25 and FY26
Request Summary:
title
Request for approval of a Final Investment Memo for the IFS Equipment Replacement (continuous) project for additional incremental authorization of $3,136,000 for a total FY 2025 authorization of $3,866,963.
end
Project Description:
The Harris County Institute of Forensic Sciences (HCIFS) requires specialized equipment to continue providing comprehensive and efficient 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 already provided an anticipated 5-year equipment replacement plan. This memo specifically outlines progress with Year 4 requests of the 5-year plan.
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, 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. During FY2024, HCIFS was able to purchase building window shades, replace wall moldings, replace a secure external wall and gate, replace aging computers, AI phones, projectors, and other IT hardware, and obtain replacement floor cleaners. HCIFS was also able to purchase equipment for Medical Examiner Services, such as a CT Scanner, new X-ray room flooring, digital microscopes, a tissue processor, and a cassette printer. HCIFS Crime Laboratory Services were able to acquire new balances, centrifuges, and a mass spectrometer.
HCIFS entered into an agreement in 2021 with LabLynx, Inc to build a new case management system to replace and upgrade the current systems used to track decedents and evidence processing. After repeated delays by LabLynx, a Notice to Cure was sent by the Purchasing Agent’s Office in May 2024 with a subsequent Agreement Termination Notice drafted by the County Attorney’s Office sent in July 2024. Based on the extraordinary need for HCIFS to have a fully functioning case management system, HCIFS is working with Universal Services to draft an updated RFP to hopefully begin the bid process again within the next few months. Based on this, HCIFS is requesting to retain the current funding allocated to case management system implementation and request additional funding to begin the process with a new vendor in the next fiscal year. It is hoped the county will be able to recoup funds already spent on the terminated vendor, but HCIFS can’t wait for that process to play out before requesting additional funding. A case management system replacement is an urgent need of the Department and needed as soon as possible.
Requests for FY2025 are included in Tables 1 and 2 below.
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Table 1. Purchases started in FY2024 to be completed in FY2025 (Requesting Authorization) |
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Division |
Equipment Name |
Equipment Description |
Remaining Cost ($) |
Status |
|
IT Related Activities |
|
Information Technology |
Computer Replacement |
HCIFS started a replacement plan for portions of its computers each year. This will allow for employee computers to be updated and replaced at more appropriate times in the future. This also includes replacing computers for instruments as needed. |
$ 130,000.00 |
PO issued, Universal Services to assist with Install |
|
Information Technology |
Hardware related to Case Management System |
HCIFS will utilize this remaining funding for hardware needed for a new case management system once a new vendor is chosen. |
$ 130,630.00 |
Release of a new RFP is expected by the end of FY24. |
|
Information Technology |
Morgue and Lab Cart replacements related to Case Management System |
HCIFS will utilize this remaining funding for hardware needed for a new case management system once a new vendor is chosen. |
$ 65,333.00 |
Release of a new RFP is expected by the end of FY24. |
|
Case Management System |
|
All |
Case Management System |
HCIFS will utilize this remaining funding for a new case management system once a new vendor is chosen. |
$ 305,000.00 |
Release of a new RFP is expected by the end of FY24. |
|
Vehicle Purchase |
|
Investigations |
Vehicles |
HCIFS was able to purchase two investigation vehicles, one as a new vehicle for investigators and one as a replacement vehicle. The cost is for vehicles (SUVs) and emergency equipment (lights). |
$ 100,000.00 |
These vehicles were purchased and delivered to HCIFS. Working with Universal Services on paying the invoices. |
|
Table 1. Total |
$ 730,963.00 |
|
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Table 2. Equipment to be purchased FY2025 (Incremental Allocation and Authorization) |
|
Division |
Equipment Name |
Equipment Description |
Cost ($) |
|
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 a 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.) |
$ 900,000.00 |
|
IT Related Activities |
|
Information Technology |
Firewalls |
HCIFS requires 2 new data firewalls to segregate and protect laboratory data to ensure only those authorized can access sensitive data. |
$ 80,000.00 |
|
Information Technology |
Test Server |
HCIFS requires a new server to allow for testing and quality assurance of various data prior to moving the data into a production environment. |
$ 18,000.00 |
|
Imaging |
AV Equipment |
The HCIFS Executive Conference room AV equipment is at its end-of-life and requires replacement. |
$ 9,000.00 |
|
Morgue Cabinets and Racks |
|
Morgue |
Body Rack System |
The body racks currently in the HCIFS morgue coolers do not accommodate enough bodies due to their dimensions and weight capacity. A replacement rack system is required to allow for additional body storage. |
$ 430,000.00 |
|
Morgue |
Drying Cabinets |
This is a replacement request for the HCIFS Morgue Division for 5 drying cabinets that provide a secure, ventilated environment to process decedent clothing and other items retained as evidence. The current drying cabinets have maintenance issues and are nearing end-of-life. The 5 replacement cabinets are different sizes due to space constraints, and the cost will be spread out over the next five years. |
$ 27,000.00 |
|
Morgue |
Lodox Xmplar X-Ray Equipment |
HCIFS requires a functional x-ray machine to scan any decedent with trauma to assist the pathologist in determining cause and manner of death. A replacement is required as the current x-ray machine is nearing its end-of-life and has had increasing maintenance issues which prevents HCIFS from attempting to utilize the machine past its life expectancy. |
$ 473,000.00 |
|
Laboratory Equipment |
|
Trace |
108C Auto Carbon Coater |
The HCIFS Trace Evidence Laboratory requires a replacement 108C Auto Carbon Coater with a MTM-10 High Resolution Thickness Monitor System attachment to process gunshot residue analysis. The current equipment has reached its end-of-life and is nearing the end of an available service agreement with the vendor. |
$ 17,000.00 |
|
Histology |
Slide Stainer with Coverslipper |
The current equipment used by the HCIFS Histology Lab will all reach end-of-life soon and require replacement. The slide stainer colors tissues so the pathologists can see the tissue clearly and the attached coverslipper mounts glass on slide for use with a microscope. A replacement is required at vendor-specified end-of-life. |
$ 150,000.00 |
|
Histology |
Embedder and Cold Plate |
The embedder and cold plate (combo) embed human tissue into wax for cutting, prior to staining and mounting on glass. A replacement is required at vendor-specified end-of-life. |
$ 16,000.00 |
|
Histology |
Slide Scanner |
The HCIFS Histology Lab utilizes a slide scanner to digitally copy the stained glass slides which can then be viewed digitally for Pathologist analysis and also allows for remote viewing for specialist consultations if needed. The current slide scanner is at its end-of-life and requires replacement. |
$ 65,000.00 |
|
Toxicology |
Gas Chromatography Tandem Mass Spectrometry (GC/MS/MS) |
This is a replacement request for the HCIFS Toxicology Division for a GC/MS/MS instrument to identify and analyze complex toxicological substances. The current GC/MS/MS is at end-of-life and needs to be replaced. |
$ 205,000.00 |
|
Toxicology |
Refrigerator |
The HCIFS Toxicology Division requires the replacement of its large refrigerators to store biological evidence long-term, with 2 refrigerators being replaced each year for the next 3 years and 1 replaced in a subsequent year. The oldest refrigerators will be replaced as new ones are purchased to ensure continued confidence that evidence storage temperatures can be maintained. |
$ 10,000.00 |
|
Drug Chemistry |
Analytical balance |
This is a replacement request for the HCIFS Drug Chemistry Division for 9 precision measuring analytical balances used to determine the mass, necessary to determine the exact weight of confiscated/tested drugs. The current analytical balances are at end-of-life and no longer supported by the vendor. |
$ 108,000.00 |
|
Drug Chemistry |
Gas Chromatography Flame Ionization Detection (GC/FID) |
The HCIFS Drug Chemistry Division is requesting 8 replacement GC/FID instruments to analyze, separate, and quantify mixtures of organic compounds consisting of volatile components. The current GC/FID instruments are nearing end-of-life and replacements will be split up over the next five years, 2/3/3. |
$ 228,000.00 |
|
Vehicle Purchase |
|
Investigations |
Vehicles |
HCIFS utilizes cargo vans to transport decedents from scenes/hospitals to the morgue in a timely manner. HCIFS requires the replacement of its 4 decedent transport vans due to excessive mileage, continued maintenance issues, and general wear-and-tear. HCIFS requires a fifth new decedent transport van to accommodate the rising decedent caseload. Each van is estimated to cost $50,000, but the specialized interior accessories (lights, refrigeration, body racks) add $30,000 to each unit. |
$ 400,000.00 |
|
Table 2. Total |
$ 3,136,000 |
Justification:
To provide accurate evidence testing results that can be relied on in court settings, HCIFS requires quality equipment. This equipment is used continuously to process samples in the Crime Laboratory, including DNA analysis for biological samples, toxicology analysis of Medical Examiner and local law enforcement evidence, firearms processing, trace analysis for gunshot residue, and drug chemistry analysis to identify controlled, non-controlled, and dangerous drugs. Once the equipment is no longer covered under a maintenance contract or cannot otherwise be guaranteed to work properly, it must be replaced.
The Medical Examiner Services also rely on quality equipment to determine the cause and manner of death, including reliable vehicles for death investigators to use to travel to scenes and retrieve decedents, stretchers, and trays to transfer and hold decedents in the morgue, cameras to document death scenes and autopsies, and microscopes to analyze samples. A lack of reliable equipment causes delays in the entire death investigation and examination process, which impacts the criminal justice system and decedent families.
The recent 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 to replace equipment as it begins to fail. The Medical Examiner received 12,698 reported cases in 2023, and Pathologists performed 5,317 decedent exams, with an average caseload of 14.6 cases per day. Over the last five years, HCIFS has also experienced an increase in the number of homicides (up 22%), suicides (up 9%), and accidents (up 40%) since 2019. 2022 drug toxicity deaths have increased by 65% since 2019. Crime Laboratory Services have seen the same similar levels of increase over the 5-year average, with the total number of cases received in 2023 at 21,844. Cases received by the HCIFS Drug Chemistry division totaled 5,847; DNA cases received were 2,203 (with 45% of those being sexual assault cases); 8,927 Toxicology cases were received; and Firearms cases received totaled 4,489. For more data on the HCIFS caseload, please review the Department’s 2023 Annual Report. Given the caseload increases, equipment is wearing down faster than usual and will need more frequent replacement.
As all HCIFS service areas are interrelated and Department processes involve multiple divisions, all equipment deficiencies are felt across the entire Department and impact all evidence processing. Ensuring HCIFS maintains functional equipment allows for expedient and safe crime scene attendance and decedent pick up, complete and timely autopsies and external exams, and fully analyzed evidence that can be relied upon in court. It’s imperative 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 information to stakeholders, decedent families, and the community.
In addition, 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.
Alternatives and Engagement:
HCIFS will continue to have equipment needs due to the age and condition of existing equipment. With a general lack of part availability and vendors not offering maintenance contracts for older equipment, HCIFS will not be able to continue providing reliable or expedient evidence processing. If new equipment is not acquired, HCIFS will not be able to accommodate its caseload, causing longer turnaround times and potentially causing additional criminal justice system delays. If HCIFS is unable to replace equipment as a part of an ongoing project, HCIFS will need to request equipment on an ad hoc basis based on emergencies. It is preferred that HCIFS have pre-approved funding, allowing time to ensure thoughtful decision-making and quote gathering.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
Vehicle Purchase |
500,000.00 |
1st Quarter FY25 |
|
IT Related Activities |
432,963.00 |
2nd Quarter FY25 |
|
Laboratory Equipment |
799,000.00 |
3rd Quarter FY25 |
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Morgue Cabinets and Racks and X-Ray Machine |
930,000.00 |
4th Quarter FY25 |
|
Case Management System |
1,205,000.00 |
4th Quarter FY25 |
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FY 2025 Total Authorization |
3,866,963.00 |
|
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Unspent/Unencumbered amount from FY24 |
(730,963.00) |
|
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Incremental Authorization needed for FY25 |
3,136,000.00 |
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Alignment with Goal(s):
X Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
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) |
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3/10/2020 |
14 |
Follow up and placement on Court Agenda for request for approval of Capital Funds $1,037,874 |
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4/7/2020 |
4.f. |
Allocated CP funding in the amount of $225,000 |
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5/19/2020 |
25.b.4 |
Allocated CP funding in the amount of $815,000 |
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10/27/2020 |
12.b |
Authorized Project in the amount of $775,000 |
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11/10/2020 |
4.g.1 |
Allocated CP funding in the amount of $775,000 |
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9/28/2021 |
21-5189 |
CIM approved, Allocated CP funding in the amount of $605,000 |
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2/22/2022 |
22-1301 |
FIM approved in the amount of $1,850,500 |
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3/8/2022 |
22-1756 |
Allocated CP funding approved in the amount of $1,855,000 |
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9/13/2022 |
22-5245 |
FIM for FY23 authorization (no additional allocation) $1,748,427 |
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8/8/2023 |
23-4269 |
FIM for FY24 Authorization of $2,777,560 ($873,833 Incremental) |
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10/10/2023 |
23-5841 |
CIM approved, Allocated CP funding in the amount of $350,000 |
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5/26/2024 |
24-1528 |
CIM approved, Allocated CP funding in the amount of $525,000 |
Address: 1861 Old Spanish Trail, Houston, Texas 77054
Precinct(s): Countywide
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Anticipated Court Date: 10/08/2024
Anticipated Implementation Date (if different from Court date): 10/08/2024
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 8/15/2024
Department Approval by: Julie Spence Prine, JD, MFS, Chief of Staff and Chief Operating Officer
OMB CIP Team Approval by: Wanwei Tang, Analyst - Capital Projects and Infrastructure, 8/15/24
Commercial Paper Request (For OMB use only):
Receiving Department: Choose an item.
Project PeopleSoft ID:
CP Series Description:
OMB Financial Management contact: