Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: County Engineer
Secondary Department Head/Elected Official: Milton Rahman
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Award
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): Carahsoft Technology Corporation
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: Exempt - Interlocal/Cooperative Agreement
Grant Indirect Costs Rate (if applicable): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
title
Request for approval of a State of Texas Department of Information Resources (DIR) Cooperative Contract award on the basis of low quote and for the County Judge to execute an addendum to an agreement with Carahsoft Technology Corporation in the amount of $62,789 for full compensation for services provided from November 11, 2024 – September 17, 2025 for Granicus Software products and services for the Office of the County Engineer for the period of September 18, 2025 – September 17, 2026 with four (4) one-year renewal options, Justification for 0% MWBE Participation Goal: Exempt - Interlocal/Cooperative Agreement.
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Background and Discussion:
The Office of the County Engineer (OCE) uses GovQA to manage all open records requests in compliance with the Texas Public Information Act. GovQA also serves as the platform for receiving and processing interagency and internal requests. Approximately 95% of the Records Division’s work is handled through GovQA, allowing us to efficiently receive, track, and fulfill requests, including the secure transfer of large files.
Expected Impact:
Without GovQA, the Records Division would face a significant increase in manual workload to track and manage open records requests. GovQA is essential for issuing invoices, receiving payments, and providing a more streamlined experience for customers. It also ensures accurate payment tracking for audit purposes. Since approximately 95% of the division’s work is conducted through GovQA, losing this system would greatly hinder efficiency and accountability.
Alternative Options:
An alternative option would be to develop an internal system; however, this would significantly increase manual workload, staff hours, and administrative burdens
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Additional notes related to the Strategic Plan: N/A
Prior Court Action (if any): N/A
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Location: N/A
Address (if applicable): 1111 Fannin
Precinct(s): Precinct 1
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Fiscal and Personnel Summary |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
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Recurring Expenses |
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Funding Sources |
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Existing Budget |
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1000 - General Fund |
$ |
$ |
$62,789.17 |
$ |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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Total Existing Budget |
$ |
$ |
$62,789.17 |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$ |
$ |
$ |
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Total Funding Sources |
$ |
$ |
$ |
$ |
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Grants – Proposed Budget (For Grants Items only) |
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Total |
No. of Grant Years |
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Local Match Source - Existing Budget:
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$ |
$ |
$ |
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Local Match Source - Additional Budget Request:
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$ |
$ |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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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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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
Contact(s) name, title, department: Debjani Chakravarty, Director, PMO & Contracts, Office of the County Engineer; Sheila Rodriguez, Senior Buyer, Purchasing.
Attachments (if applicable): Letter, addendum