Primary Department: Harris County Resources for Children and Adults
Primary Department Head/Elected Official: Joel Levine, Executive Director
Managing Department: Harris County Resources for Children and Adults
Managing Department Head/Elected Official: Joel Levine, Executive Director
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Harris Youth Shelter Kitchen Equipment Replacement
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: $41,336
Total Estimated Project Cost: $41,336
Request Summary:
title
Request for approval of a Final Investment Memo for the Harris Youth Shelter Kitchen Equipment Replacement project, for an amount of $41,3365 and initial commercial paper funding in the amount of $45,000.
end
Project Description:
The requested funds will be used to replace and upgrade aging food service equipment that has either surpassed or is nearing the end of its useful lifespan. Properly functioning equipment is essential for maintaining food at safe temperatures, ensuring compliance with health standards, and supporting efficient food storage and preparation.
This project aims to reduce recurring repair and maintenance costs and ensure all equipment remains in optimal working condition. The equipment to be replaced includes:
• One reach-in freezer
• One reach-in refrigerator
• One electric convection oven
• One electric drop-in hot food well unit
• One refrigerator drop-in cold food well unit
• One cube-style ice maker
The total project cost includes both the purchase and installation of all units.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Reach-in freezer |
$6,937.90 |
May 30, 2025 |
|
Reach-in refrigerator |
$4,113.25 |
May 30, 2025 |
|
Electric convection oven |
$11,714.85 |
May 30, 2025 |
|
Electric drop-in hot food well unit |
$3,775.83 |
May 30, 2025 |
|
Refrigerator drop-in cold food well unit |
$4,053.59 |
May 30, 2025 |
|
Cube-style ice maker |
$5,349.17 |
May 30, 2025 |
|
Contingency of 15% |
$5,391.69 |
|
|
Total |
$$41,336.28 |
|
Justification & Alternatives:
Properly functioning equipment is essential for maintaining food at safe temperatures, ensuring compliance with health standards, and supporting efficient food storage and preparation. The uncertainty of when equipment may become inoperable-due to frequent repairs and exceeding its useful lifespan-poses a significant risk to food safety.
Currently, the only alternative is to continue repairing outdated equipment, hoping it can be fixed in a timely manner and will continue functioning long enough to meet food safety requirements. However, this approach is neither sustainable nor reliable for ensuring the consistent and safe preparation of food.
Failure to fund this project increases the risk of non-compliance with food safety requirements and will lead to higher costs associated with the frequent repairs and maintenance of outdated equipment.
Anticipated Impact on Other Funds (If Applicable): N/A
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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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$- |
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Total |
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$- |
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County Strategic Plan Goal: 4. Improve physical and mental health outcomes across all communities.
County Strategic Plan Objective: P: Improve children’s health outcomes.
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N2: Increase food/nutrition education and access to healthier food.
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Decision Analysis Matrix Score (rubric on last page): 19
Previous Court Action: N/A
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Action Taken |
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Address: N/A
Precinct(s): Countywide
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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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$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$ |
$45,000 |
$45,000 |
$ |
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$ |
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Total Additional Budget Request |
$ |
$45,000 |
$45,000 |
$ |
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Total Funding Request |
$ |
$45,000 |
$45,000 |
$ |
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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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- |
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Total Personnel |
- |
- |
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- |
Anticipated Court Date: 4/10/2025
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 3/31/2025
Department Approval by: Trudy-Ann N. Durace, Director, Financial and Business Services - Harris County Resources for Children and Adults
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 3/31/2025
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Commercial Paper Request (For OMB use only):
Receiving Department: Harris County Resources for Children and Adults
Project PeopleSoft ID: TBD
CP Series Description: Commercial Paper Series D-2 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 Harris Youth Shelter Kitchen Equipment Replacement 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
Decision Analysis Matrix scoring tool - Commissioners Court has approved the rubric below for scoring capital projects. Please complete the last two rows for OMB review.
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Scoring option |
Strategic Plan alignment (3x weighting) |
Evidence base |
Impact on outcomes |
Cost effectiveness |
Ease of implementation |
Collaboration / partnerships |
Environmental sustainability |
Equity |
Total |
|
-1 |
Antithetical to one or more aspects of the Strategic Plan |
Evidence shows net negative impact on the intended goal |
Impact is clearly negative |
Costs expected (or shown) to outweigh benefits |
County has no/limited existing capabilities and dependencies are likely to impede |
Could negatively impact relationships with partners |
Negatively impacts environment and/or climate change mitigation efforts |
Inequitable |
n/a |
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0 |
Does not align to a Strategic Objective |
Evidence base is not well defined or measurable |
Size of impact on one or more strategic outcomes is negligible or unclear |
Net comparison is unclear |
County has no/limited existing capabilities or dependencies are likely to impede |
Does not involve collaboration with partners |
Net neutral impact on environment and/or climate change mitigation efforts |
Does not consider equity to a meaningful degree |
n/a |
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1 |
Aligns to a Strategic Objective but not to a Strategic Initiative |
Limited evidence-based research on outcomes; may have qualitative/theoretical support |
Outcomes are defined but without target levels and/or expected impact is moderate |
Moderate direct/indirect benefit relative to costs |
County has existing capability to implement, or dependencies are unlikely to impede |
Moderately expands County leverage through collaboration with partner(s) |
Marginally positive impact on environment and/or climate change mitigation efforts |
Considers equity to a meaningful degree, but not comprehensively |
n/a |
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2 |
Aligns to a Strategic Objective and a Strategic Initiative |
Outcomes are directly supported by evidence base or credible research supports anticipated outcomes |
Outcomes are clearly defined and include target levels; expected impact on outcomes is high |
Significant direct/indirect benefit relative to costs |
County has existing capability to implement, and dependencies are unlikely to impede |
Significantly expands County leverage through collaboration with partner(s) |
Positively impacts environment and/or climate change mitigation efforts |
Considers equity meaningfully and comprehensively |
n/a |
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Score (-1,0,1,2) |
6 |
2 |
2 |
2 |
2 |
1 |
2 |
2 |
19 |
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Rationale |
Aligns to Goal 4, Objective P, and initiative N2 |
Properly functioning equipment is essential for maintaining food at safe temperatures, ensuring compliance with health standards, and supporting efficient food storage and preparation. |
Properly functioning equipment is essential for maintaining food at safe temperatures, ensuring compliance with health standards, and supporting efficient food storage and preparation. |
Reduces the cost of frequent repairs and maintenance |
Does not require additional resources for implementation |
Moderately expands County leverage through collaboration with partner such as Juvenile Probation and TRIAD services |
Newer equipment is more energy efficient |
Linked to services provided to diverse clientele |
n/a |