Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Managing Department: Purchasing
Managing Department Head/Elected Official: Kimberly J. Williams, JD
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Purchasing Offices & Conference Room Renovation
Project ID (if applicable): TBD
Vendor Legal Name (if applicable):
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: $295,162
Total Estimated Project Cost: $295,162
Request Summary:
title
Request for approval of a Final Investment Memo for the Purchasing Offices & Conference Room Renovation, for an amount of $295,162, and request for approval of commercial paper funding in the amount of $300,000.
end
Project Description:
Purchase and installation of Training room AV and furnishings, along with Office suite renovations to accommodate staff onsite attendance and in-person congregations.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
1111 Fannin, 12th Floor Building Renovations |
$ 187,500 |
8/31/2026 |
|
Office & Conference Room Furniture & Installation |
$ 39,479 |
8/31/2026 |
|
Training & Conference Room AV & Installation |
$ 29,684 |
8/31/2026 |
|
15% Contingency |
$ 38,499 |
- |
|
Total |
$ 295,162 |
8/31/2026 |
Justification & Alternatives:
This project advances the Office of the Purchasing Agent’s operational target model and compliance responsibilities by operationalizing a conference and training space for county and community-wide procurement activities and establishing secure office space for leadership functions. The conference and training room will support in-person pre-bid conferences, vendor engagement, and required policy and procedure training for departments and end users, strengthening communication, improving vendor participation, and supporting compliant procurement execution. Modular furnishings allow flexible configurations for training and public-facing procurement events. Offices will mitigate confidentiality risk and operational inefficiencies by securing sensitive procurement planning, personnel discussions, and financial strategies. The buildout ensures secure handling of sensitive information and appropriate separation for confidential discussions with increased onsite activity driven by conference and training operations.
This project supports compliance by improving information security, oversight, and training capacity. Federal and state requirements require secure handling of procurement information and consistent training of personnel. 2 CFR § 200.303 necessitates effective internal controls, and 2 CFR § 200.318 requires documented procurement procedures and oversight. Texas Local Government Code Chapter 262 establishes requirements for competitive procurement, and Texas Government Code Chapter 552 governs public information and record protection. Project supports Harris County Strategic Goal 1 to make Harris County safer and more just:
• J: Grow the number and size of MWBEs.
o J3: Strengthen enabling support and processes for MWBE programming.
By enhancing in-person procurement operations through pre-bid conferences, expanded training, and strengthened engagement with end users and vendors, the County improves communication, accountability, and vendor participation. This increased onsite activity requires enclosed offices for leadership to ensure confidential discussions and secure handling of sensitive procurement and personnel information within a controlled environment.
Alternatives considered included maintaining the current layout, using shared spaces, or hosting trainings offsite. These options do not address confidentiality risks, limit training capacity, and introduce ongoing costs. Failure to proceed will result in continued inefficiencies, increased risk to sensitive information, and reduced ability to meet procurement and training requirements.
Stakeholders:
The primary stakeholders are the Purchasing Division staff, all Harris County departments, and community members to include vendor community. Universal Services, Building Operations Services, and Fire Marshall’s Office have been consulted to evaluate space and safety of the project scope to ensure compliance with County standards and alignment with operational needs.
Anticipated Impact on Other Funds (If Applicable):
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Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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- |
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$- |
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- |
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Total |
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$- |
|
- |
County Strategic Plan Goal: 1. Make Harris County safer and more just.
County Strategic Plan Objective: J: Grow the number and size of MWBEs.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): J3: Strengthen enabling support and processes for MWBE programming.
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:
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Date |
Agenda Item # |
Action Taken |
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Address: 1111 Fannin, 12th Floor, Houston, TX, 77002
Precinct(s): Precinct 1
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Fiscal and Personnel Summary |
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Service Name |
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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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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$ |
$300,000 |
$300,000 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$300,000 |
$300,000 |
$ |
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Total Funding Request |
$ |
$300,000 |
$300,000 |
$ |
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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: 5/14/2026
Anticipated Implementation Date (if different from Court date): 5/14/2026
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,
4/28/2026
Department Approval by: Kimberly J. Williams, JD
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 4/30/2026
Commercial Paper Request (For OMB use only):
Receiving Department: Purchasing
Project PeopleSoft ID: TBD
CP Series Description: Commercial Paper Series D 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 Purchasing Offices & Conference Room Renovation 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