Primary Department: Commissioner, Precinct 4
Primary Department Head/Elected Official: Commissioner, Lesley Briones
Managing Department: Commissioner, Precinct 4
Managing Department Head/Elected Official: Commissioner, Lesley Briones
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Precinct 4 IT Equipment Upgrades
Project ID (if applicable): IT_EQUIP_UPG
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: $350,000
Total Estimated Project Cost: $350,000
Request Summary:
title
Request for approval of a Final Investment Memo for the Precinct 4 IT Equipment Upgrades project, for an amount of $350,000, and request for approval of commercial paper funding in the amount of $350,000.
end
Project Description:
This project involves the comprehensive replacement of all end-of-life laptops and desktops within our organization, ensuring staff are equipped with up-to-date, reliable hardware that supports current productivity and security standards. Devices being replaced include aging HP laptops and desktops. The refresh will transition staff to a mix of updated Windows laptops, Apple MacBooks, Microsoft Surface devices, and HP desktops, based on department needs and job function.
In addition to the device upgrade, this project will equip the offices with essential IT infrastructure. This includes the installation of fully equipped docking workstations to support employees using staff-assigned laptops, as well as hybrid conference rooms with modern audio-visual and video conferencing capabilities to enable seamless collaboration for both in-person and remote participants.
Anticipated Project Expenditures and Timeline: Project Breakdown
|
Unit Type |
Unit Count |
Unit Price |
Total |
Estimated Completion |
|
HP EliteBook G1i & 50 Docks |
50 |
$1,813 |
$90,650 |
March 2026 |
|
HP ZBook 8 G1i Mobile Workstation & Monitor |
20 |
$2,314 |
$46,280 |
March 2026 |
|
HP Elite 800 G9 Minicomputer & Monitors |
30 |
$1,235 |
$37,050 |
March 2026 |
|
HP EliteBook G1i w/o Docks |
30 |
$1,583 |
$47,490 |
March 2026 |
|
Apple MacBook Pro M4 |
10 |
$2,812 |
$28,120 |
March 2026 |
|
HP ZBook Fury 16 G11 Mobile Workstation |
5 |
$7,612 |
$38,060 |
March 2026 |
|
Microsoft Surface Pro 10 w/ Keyboard & Pen |
9 |
$2,040 |
$18,360 |
March 2026 |
|
Microsoft Surface Pro Twelve In w/ Keyboard & Pen |
1 |
$1,097 |
$1,097 |
March 2026 |
|
Logitech Rally Hybrid Conference Room Setup |
1 |
$9,510 |
$9,510 |
March 2026 |
|
Workstation Setup for Laptops |
13 |
$956 |
$12,428 |
March 2026 |
|
Contingency |
|
|
$20,955 |
|
|
Total |
|
|
$350,000 |
|
Justification & Alternatives:
The majority of existing devices have reached or are nearing their manufacturer-defined end-of-life thresholds, increasing the risk of security vulnerabilities, decreased performance, and hardware failures. Continuing to operate on outdated hardware compromises organizational efficiency and hinders IT’s ability to enforce modern security compliance standards. By proactively replacing these assets, we reduce risk, improve system performance, and ensure a consistent and modern computing experience for staff.
Additionally, there is an immediate need to provide a functional and technology-enabled workspace. Staff assigned laptops through the IT Equipment Upgrades will be able to work using standardized docking stations. Hybrid conference rooms will enable full integration into the organization’s hybrid work model and support department-level collaboration, meetings, and presentations.
Several alternatives were evaluated during the planning of this project. One option was to maintain the status quo by continuing to use existing EOL devices; however, this approach was deemed unsustainable due to increased security risks, hardware failures, and degraded performance, all of which would negatively impact staff productivity and IT support capacity. Modernizing and standardizing IT is essential to fully realize the project's goals and ensure a secure, efficient, and future-ready work environment.
Anticipated Impact on Other Funds (If Applicable):
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Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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Total |
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County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A Choose an item.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Decision Analysis Matrix Score (rubric on last page): N/A
Previous Court Action:
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Address: 1111 Fannin St. Houston, TX 77002
Precinct(s): Precinct 4
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Fiscal and Personnel Summary |
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Funding Sources |
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Existing Budget |
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$ |
$ |
$ |
$ |
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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 |
$ |
$350,000 |
$350,000 |
$ |
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$ |
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Total Additional Budget Request |
$ |
$350,000 |
$350,000 |
$ |
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Total Funding Request |
$ |
$350,000 |
$350,000 |
$ |
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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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- |
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Additional Positions Request |
- |
- |
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Total Personnel |
- |
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Anticipated Court Date: 8/26/2025
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, Special Assistant County Attorney, 8/14/2025
Department Approval by: Jonathan Castrejon, Director of Finance, July 29th, 2025
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 8/15/2025
Commercial Paper Request (For OMB use only):
Receiving Department: Commissioner, Precinct 4
Project PeopleSoft ID: IT_EQUIP_UPG
CP Series Description: Commercial Paper Series D-3 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 Precinct 4 IT Equipment Upgrades 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: Amy Perez, Deputy Executive Director, Office of Management and Budget