Primary Department: Universal Services
Primary Department Head/Elected Official: Sindhu Menon, Executive Director
Managing Department: Universal Services
Managing Department Head/Elected Official: Sindhu Menon, Executive Director
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Change Investment Memo
Project Name: Countywide Asset Management Program
Project ID (if applicable): NI048
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: $1,006,800
Total Estimated Project Cost: $2,120,550
Request Summary:
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Request for approval of the Change Investment Memo for a Countywide IT Asset Management Program project for an incremental authorization of $1,006,800 for a total authorization of $2,120,550.
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Project Description:
Harris County Universal Services has initiated an Asset Management Program that will optimize IT spend across different assets, including Computers, Software licenses, Telecom, and others. The asset management program will also help with risk mitigation of software and hardware assets at the County. The project will be executed in phases to improve the chances of success and to help the departments to streamline their onboarding.
To continue the implementation of the countywide asset management program, Universal Services has been able to purchase computers using volume purchases and price agreements. By onboarding new departments, resources have been identified to support the departmental rollout and management of devices. This project supports the Budget Policy for Countywide computer purchases and aligns with the IT Asset Management Policy adopted by Harris County Universal Services.
With the first phase of the Enterprise Technology Asset Management Program, Harris County Universal Services achieved the goal of standardizing laptops and computer assets from 70+ devices to 7 devices, which will optimize the IT spend across different assets, including Computers, Software licenses, Telecom, and others. The second phase optimized the license spend of Microsoft Office 365 licenses. The County realized $1.4M in direct savings included in the annual Microsoft renewal.
The next phase of the Enterprise Technology Asset Management Program involves systematic rollout and deployment of the remaining County-wide enterprise hardware for 11,000+ IT devices (including laptops, desktops, docking stations, and associated peripheral items) for 35 departments.
In addition to resources, funds have been included to retrofit existing space within Universal Services, including security cameras and access control in order to monitor and safeguard the inventory of hardware and peripheral devices.
The Asset Management Tool has been approved and procured as well. The implementation is estimated to kick off in FY2026 Q1, with an estimated implementation of the Asset Management Tool in FY2026 Q3.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Asset Management Project Resources Contractor (6) |
$706,000 |
2026 |
|
Asset Management Project Resources PCNs (2) |
$197,000 |
2026 |
|
Security Cameras / Access Control |
$12,800 |
2026 |
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Contingency (10%) |
$91,000 |
2026 |
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Total |
$1,006,800 |
- |
Justification & Alternatives:
Projections of Harris County's available General Funds suggest that, in most scenarios, unless action is taken, spending will exceed available resources within the next 5 years. Harris County’s financial outlook, presented by Harris County’s Office of Management and Budget, identifies potential cost and revenue levers that would alleviate projected headwinds. Six priority areas were shared with the Commissioners Court in June 2024 and were voted unanimously in favor of moving towards detailed planning & implementation.
To support the deployment of laptops, desktops, and monitors across multiple departments under the Asset Management Program, contractor and PCN resources are required for planning and implementation. These resources will validate and configure devices and track financial and asset status throughout the asset lifecycle.
Alternatives to this project would include leaving software and hardware purchases as they are currently done in a very inefficient manner. The duplication of efforts that results in wastage of resource time and significantly high payments to the vendor will continue, thus resulting in increased risk and costs to the County. This will also cause unwarranted delays due to outdated architecture.
Anticipated Impact on Other Funds (If Applicable):
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County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
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.
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
8/26/25 |
296 |
Approval to award contract for an asset management tool |
|
2/6/25 |
115 |
To direct Universal Services to continue building the Enterprise Technology Asset Management program, and to enhance existing IT policies and processes with the ETAM-specific improvements |
|
11/12/24 |
131 |
Approval to implement asset management program for an asset lifecycle management tool and project resources. |
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11/12/24 |
128 |
Item 24-0780, Countywide Hardware Purchase Approval |
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8/27/24 |
157 |
Approval to develop the County-wide Software and Hardware Asset Management Program |
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8/6/24 |
372 |
To direct Universal Services to standardize the endpoint security and implement required security operations center integration to strengthen endpoint security of laptop and other end use devices. |
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8/6/24 |
30 |
Approval of the Budget Policy for Countywide Computer (laptop, desktop, and tablet) purchases. |
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3/26/24 |
225 |
Approval of the eight (8) IT policies including the Information Technology Asset Management Policy |
Address: Multiple
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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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 |
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Anticipated Court Date: 9/18/2025
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, 9/9/2025
Department Approval by: Heather Merkel, Director of Budget, Universal Services, 9/10/2025
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 9/9/2025
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Commercial Paper Request (For OMB use only):
Receiving Department: N/A
Project PeopleSoft ID: N/A
CP Series Description: N/A
OMB Financial Management contact: N/A