Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: County Clerk
Secondary Department Head/Elected Official: Teneshia Hudspeth
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Amendment
Project ID (if applicable): 200328
Vendor/Entity Legal Name (if applicable): Vital Records Holdings, LLC
MWBE Contracted Goal (if applicable): N/A
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 that the County Judge execute an amendment to an agreement with Vital Records Holdings, LLC in the additional amount of $145,320 to extend the Master Agreement’s terms for additional recycling services and document destruction for Harris County for the extended period of March 30, 2025 - September 30, 2026 (200328), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
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Background and Discussion:
Vital Records Holdings, LLC, also known as VRC (Vital Records Control), formerly Data Shredding Services of Texas, INC is essential to County operations as they provide a secure method of sensitive data destruction. Vital Records Holdings, LLC provides a cost-effective and time-saving method for destruction of bulk paper-based records, plastics, and electronic media.
Expected Impact:
This service significantly reduces the risk of sensitive information from being recovered or misused. It supports compliance with privacy laws, lowers liability, and frees internal teams from managing secure disposal of bulk sensitive data. The service improves security, reduces risks, and streamlines the sensitive data disposal process.
Alternative Options:
N/A
County Strategic Plan Goal: Choose an item.
County Strategic Plan Objective: 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.
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
11/10/2020 |
21 d.1.e |
Request for approval of projects scheduled for advertisement |
|
3/20/2021 |
289 |
Award Approval |
|
3/22/2022 |
186 |
Renewal 1 of 4 |
|
1/10/2023 |
204 |
Renewal 2 of 4 |
|
2/27/2024 |
307 |
Renewal 3 of 4 |
|
3/7/2025 |
385 |
Renewal 4 of 4 |
|
1/8/2026 |
262 |
Order Permitting the Assignment |
Location:
Address (if applicable):
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
Recycling Services and Document Destruction for Harris County |
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Choose an item. |
$ |
$ 185,776 |
$ 185,776 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Existing Budget |
$ |
$ 185,776 |
$ 185,776 |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Sources |
$ |
$ 185,776 |
$ 185,776 |
$ |
|
Grants - Proposed Budget (For Grants Items only) |
|
|
Labor |
Non-Labor |
Total |
No. of Grant Years |
|
Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
|
|
Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
|
|
Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
|
|
Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
|
County Attorney’s Office Legal Review (for Harris County Code Items only) |
|
CAO Reviewer Name and Title |
|
CAO Review Completion Date |
Click or tap to enter a date. |
Anticipated Court Date: 3/31/2026
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
Contact(s) name, title, department: Shannon Pleasant (Sr. Manager, Contracts & Compliance - Universal Services); Martha Alvarez (Account Manager - HC Precinct 3); Dana Arosell (Assistant Chief Clerk - HC Precinct 4); Mayvelyn Ferguson (F&L Manager - Harris County Resources for Children and Adults); Jason Knight (Assistant Chief Clerk - County Clerks Office); Jose Camacho (Contract Manager - Purchasing)
Attachments (if applicable): Letter, Amendment