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: Regular RCA
Type of Request: Contract - Award
Project ID (if applicable): 250210
Vendor/Entity Legal Name (if applicable): Sharp Electronics Corporation
MWBE Contracted Goal (if applicable): 0%
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 for approval of an award on the basis of best proposal meeting requirements and that the County Judge execute an agreement with Sharp Electronics Corporation for leasing of photocopier equipment and managed print services for Harris County for the period of June 12, 2026 - June 11, 2027 with four (4) one-year renewal options (250210), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
end
Background and Discussion:
Harris County relies on a large fleet of photocopier and multifunction devices to support daily operations across numerous departments. These devices are essential to administrative work, public‑facing services, and internal recordkeeping. As service demands increase and technology evolves, the County requires a more reliable, secure, and efficient print environment.
The agreement establishes a comprehensive, County‑wide managed print services program designed to modernize and standardize how print equipment is deployed, supported, and maintained. It provides structured service expectations, including guaranteed technician response times, minimum uptime requirements, proactive preventative maintenance, and automated monitoring to reduce downtime and service disruptions.
The program also strengthens information security and operational consistency by ensuring devices meet County standards for data protection, secure printing, network integration, and accessibility. It provides flexibility for departments through structured processes for ordering, relocating, upgrading, and maintaining equipment as needs change. Overall, the agreement is intended to provide a more predictable service model, reduce operational interruptions, and support long‑term fleet optimization across all County locations.
Expected Impact:
• Greater reliability and reduced downtime through guaranteed response times, high uptime standards, and proactive preventative maintenance.
• Improved operational efficiency with standardized equipment, modern capabilities, and consistent support across all departments.
• Enhanced security and compliance by ensuring devices incorporate encryption, secure print release options, user authentication, and audit‑ready logging.
• Better transparency and data‑driven decisions using detailed monthly reporting on usage, performance, and device health.
• Long‑term adaptability through structured processes for equipment changes, allowing departments to align devices with evolving operational needs.
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):
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Date |
Agenda Item # |
Action Taken |
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12/11/2025 |
279 |
Permission to Advertise |
Location: N/A
Address (if applicable): N/A
Precinct(s): Countywide
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Grant Funds Applied for/Awarded (Total) |
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Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
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County Attorney’s Office Legal Review (for Harris County Code Items only) |
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CAO Reviewer Name and Title |
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CAO Review Completion Date |
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Anticipated Court Date: 6/11/2026
Anticipated Implementation Date (if different from Court date):
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Matthew McGarrity, Sourcing Manager, Purchasing.
Attachments (if applicable): Letter, Amendment