Department: County Judge
Department Head: Lina Hidalgo, County Judge
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Countywide Fleet and Equipment Acquisition
Project ID (if applicable):
Vendor Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Managing Entity: Office of Homeland Security & Emergency Management
Incremental Authorization Requested: $41,000
Total Estimated Project Cost: $41,000
Request Summary:
title
Request for approval of the Final Investment Memo for the Countywide Fleet and Equipment Acquisition project for an amount of $41,000 and request for approval of commercial paper funding in the amount of $45,000.
end
Project Description:
The project aims to purchase a new vehicle and equipment for the Harris County Office of Homeland Security & Emergency Management to be utilized for community outreach and engagement. The addition of a new vehicle will empower our staff to promptly address the rising demand for community outreach, enabling them to effectively advocate for disaster preparedness within our community.
Project Scope:
The Fleet and Equipment Acquisition project is geared towards optimizing community outreach and engagement throughout the county. The anticipated fleet and equipment items, detailed below, have been strategically designed to elevate our performance and meet the community’s demands for engagement.
|
Vehicle/Equipment |
Estimated Cost |
|
Small Sport Utility Vehicle (SUV) & Equipment (safety lights, radio equipment/installation, lettering, etc) |
$40,000 |
|
Contingency - Equipment Cost Escalation and Other Unforeseen Circumstances (~3%) |
$1,000 |
|
TOTAL |
$41,000 |
Justification:
In alignment with the new County policy on non-voted commercial paper, we seek an allocation of $41,000 in FY24 for the acquisition of a vehicle and equipment to meet the demand for community outreach and engagement. The current equipment capacity falls short and relies staff member’s personal vehicles.
Alternatives and Engagement:
The alternative for not acquiring a new vehicle and equipment would be to continue utilizing staff’s personal vehicles to engage with the community and seek mileage reimbursement afterwards or simply being unable to fulfill the constituent’s request for outreach/engagement.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
Purchase of vehicle and equipment |
$40,000 |
September 2024 |
|
Contingency for increased costs |
$1,000 |
- |
|
Total |
$41,000 |
- |
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
X Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
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|
|
|
|
|
|
|
|
|
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Address: N/A
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
|
|
|
FY 24 |
FY 25 |
Next 3 FYs |
|
Incremental Expenditures (do NOT write values in thousands or millions) |
|
Labor Expenditures |
$ |
$ |
$ |
|
Non-Labor Expenditures |
$45,000 |
$ |
$ |
|
Total Incremental Expenditures |
$45,000 |
$ |
$ |
|
Funding Sources (do NOT write values in thousands or millions) |
|
Existing Budget |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Total Current Budget |
$ |
$ |
$ |
|
Additional Budget Requested |
|
Commercial Paper |
$45,000 |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Total Additional Budget Requested |
$45,000 |
$ |
$ |
|
Total Funding Sources |
$45,000 |
$ |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
Current Position Count for Service |
- |
- |
- |
|
Additional Positions Requested |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
Anticipated Court Date: January 30, 2024
Anticipated Implementation Date (if different from Court date):
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 1/24/24
Department Approval by: Samantha Kealoha, Chief of Staff, County Judge’s Office, 1/23/24
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects and Infrastructure, 1/24/24
Commercial Paper Request (For OMB use only):
Receiving Department: County Judge
Project PeopleSoft ID: TBD
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 Countywide Fleet and Equipment Acquisition project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
OMB Financial Management contact: Amy Perez, Deputy Executive Director, Office of Management and Budget