Primary Department: Tax Assessor-Collector
Primary Department Head/Elected Official: Annette Ramirez
Managing Department: Tax Assessor-Collector
Managing Department Head/Elected Official: Annette Ramirez
Regular or Supplemental RCA: Supplemental RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: HCTO Voter Registration System
Project ID (if applicable): TBD
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: $845,000
Total Estimated Project Cost: $845,000
Request Summary:
title
Request by the Tax Assessor-Collector for approval of a Final Investment Memo for the HCTO Voter Registration System project, for an amount of $845,000, and request for approval of commercial paper funding in the amount of $845,000.
end
Project Description:
In August 2025, the Harris County Tax Assessor-Collector and Voter Registrar’s Office (HCTO) voter registration system vendor went insolvent and could no longer provide support, security updates, or maintenance. As a result, HCTO initiated efforts to procure a replacement voter registration system that meets the functional and technical requirements necessary for HCTO to carry out its voter registration responsibilities.
HCTO solicited proposals from voter registration system vendors through cooperative purchasing agreements, including Buy Board. After an extensive evaluation of the proposal submissions, Tenex was identified as the selected vendor, having received the highest overall score and demonstrating strong capability and capacity to perform the required services based on their experience, technical solution, and overall qualifications.
HCTO is requesting authorization to utilize commercial paper funding for the implementation of the new voter registration system software. This project is necessary due to the insolvency of the current voter registration system vendor, which has resulted in the loss of ongoing support, updates, and maintenance. As a result, the existing system can no longer be sustained as a reliable long-term solution.
Implementation of a new system will ensure continued compliance with state requirements, improve system reliability, and support operational continuity. The new voter registration system will also modernize business processes by introducing enhanced functionality, including integrated GIS capabilities, which will improve data accuracy and efficiency.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Implementation/Configuration/Project Management |
|
- |
|
- Project Management |
$200,000 |
Q2 of FY 27 |
|
- Project Kickoff |
$20,000 |
Q3 of FY26 |
|
- System Configuration |
$75,000 |
Q4 of FY 26 |
|
- Data Migration/Data Mapping |
$300,000 |
Q4 of FY 26 |
|
- IT Services |
$250,000 |
Q2 of FY27 |
|
Total |
$845,000 |
|
Justification & Alternatives:
This request is driven by the need to replace an unsupported voter registration system following the insolvency of the current vendor. Without continued vendor support, the existing system is not a viable long-term solution and limits HCTO’s ability to operate efficiently and may risk noncompliance with state-mandated requirements. The proposed solution provides a modernized platform that improves operational efficiency and ensures continuity of services.
There is no alternative option at this time as the HCTO needs to procure a new voter registration system for voter registration.
Anticipated Impact on Other Funds (If Applicable): N/A
|
Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
|
1000 |
Recurring Voter Registration System software costs |
$1,600,000 |
Recurring VR system costs are funded by general funds and included in FY27 CLSS |
10/01/2026 |
|
|
|
$- |
|
- |
|
Total |
|
$1,600,000 |
|
- |
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
Previous Court Action: N/A
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Agenda Item # |
Action Taken |
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Address: N/A
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Service Name |
HCTO Voter Registration System |
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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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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$ |
$845,000 |
$845,000 |
$ |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$845,000 |
$845,000 |
$ |
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Total Funding Request |
$ |
$845,000 |
$845,000 |
$ |
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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: 4/16/2026
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, 4/7/2026
Department Approval by: Samantha Kealoha, Chief of Staff, Harris County Tax Office, 4/8/2026
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 4/8/2026
Commercial Paper Request (For OMB use only):
Receiving Department: Tax Assessor-Collector
Project PeopleSoft ID: TBD
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 HCTO Voter Registration System project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
Note: Commercial Paper is issued in increments of $5,000 and the excess is not available to be spent by the department.
OMB Financial Management contact: Fahad Gulzar, Acting Deputy Executive Director, Office of Management and Budget