Primary Department: Institute of Forensic Sciences
Primary Department Head/Elected Official: Luis A. Sanchez, MD, Executive Director & Chief Medical Examiner
Managing Department: Institute of Forensic Sciences
Managing Department Head/Elected Official: Luis A. Sanchez, MD, Executive Director & Chief Medical Examiner
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: IFS Equipment Replacement
Project ID (if applicable): N2001
Vendor Legal Name (if applicable): N/A
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: $6,013,859
Total Estimated Project Cost: $13,628,859 (FY26 to FY30)
Request Summary:
title
Request for approval of a Final Investment Memo for the IFS Equipment Replacement (continuous) project, for an Incremental amount of $6,013,859 for a total FY2026 authorization of $8,313,859.
end
Project Description:
The Harris County Institute of Forensic Sciences (HCIFS) requires specialized equipment to continue providing comprehensive and timely Medical Examiner and Crime Laboratory Services. HCIFS was asked by Commissioners Court to provide an equipment replacement plan detailing the Department’s schedule for adding or replacing certain equipment. HCIFS has been maintaining and updating the 5-year equipment replacement plan each year and this memo specifically outlines progress with Year 5 amended requests (FY2025) of the original 5-year plan, as well as requesting additional equipment needs for FY2026. The updated anticipated 5-year spend is shown below.
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FY26 (Oct 25-Sept 26) |
FY27 (Oct 26-Sept 27) |
FY28 (Oct 27-Sept 28) |
FY29 (Oct 28-Sept 29) |
FY30 (Oct 29 - Sept 30) |
5 Year Total |
|
$8,313,859 |
$3,726,000 |
$716,000 |
$817,000 |
$56,000 |
$13,628,859 |
Project Scope:
The HCIFS 5-year funding request includes routine replacement of needed equipment due to service warranty expiration, age, and overall deterioration, including morgue body racks, lab instruments, computers and servers, microscopes, cameras, and death investigation vehicles. The schedule also includes new equipment that will allow HCIFS to be more efficient, ensuring HCIFS can meet its various accreditation requirements as well as reduce testing turnaround times and address any case backlogs that may develop. During FY2025, HCIFS was able to purchase decedent transport vehicles and accessories, replace aging computers and other IT hardware, and a new floor cleaner. HCIFS was also able to purchase equipment for Medical Examiner Services such as a slide scanner, decedent cooler body racks, evidence drying cabinets, and digital microscopes. HCIFS Crime Laboratory Services were able to acquire centrifuges, a large nitrogen tank, and a rapid DNA machine.
HCIFS entered into an agreement in 2021 with LabLynx, Inc to build a new case management system to replace and upgrade the current systems used to track decedents and evidence processing. After repeated delays by LabLynx, a Notice to Cure was sent by the Purchasing Agent’s Office in May 2024, with a subsequent Agreement Termination Notice drafted by the County Attorney’s Office and sent in July 2024. Based on the urgent need for HCIFS to have a fully functioning case management system, HCIFS is working with Purchasing to advertise an updated RFP to hopefully begin the bid process again within the next few months. Based on this, HCIFS is requesting to retain the current funding allocated to case management system implementation and hardware, and requesting additional funding to begin the process with a new vendor in the next fiscal year. Case management system replacement is an immediate need of the Department.
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Table 1. Purchases to be completed in Q4 FY2025 |
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Division |
Equipment Name |
Equipment Description |
Remaining Cost ($) |
Status |
|
Vehicle, Building and Facilities Related |
|
Investigations |
Transport Van Accessories |
Recently purchased transport vans require specialized accessories to transport decedents from death scenes and hospitals such as roof lights, comprehensive refrigeration, body racks / stretchers, and GPS location tracking. |
$ 234,656.00 |
PO issued, waiting on delivery |
|
Facilities |
Floor Cleaner |
Commercial maintenance equipment needed to keep lab and building floors clean. |
$ 7,918.00 |
PO issued, waiting on delivery |
|
Facilities |
Nitrogen Tank |
Large outdoor tank used to provide nitrogen to crime laboratories. |
$ 131,250.00 |
PO issued, waiting on delivery |
|
Morgue |
|
Morgue |
Body Rack System |
Updated decedent cooler body racks to accommodate more decedents than currently able to store in Morgue cooler. |
$ 380,628.00 |
PO issued, waiting on delivery |
|
Morgue |
Drying Cabinets |
Specialized cabinets used for postmortem evidence processing. |
$ 26,890.00 |
PO issued, waiting on delivery |
|
Morgue |
Lodox Xmplar X-Ray Equipment |
X-ray machine replacement required as current x-ray machine is nearing its end-of-life and has had increasing maintenance issues which delays decedent examination. |
$ 494,000.00 |
Validating equipment to finalize payment |
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Table 1. Total |
$ 1,275,342.00 |
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Table 2. Purchases to be completed in FY2026 |
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Division |
Equipment Name |
Equipment Description |
Cost ($) |
|
Case Management System |
|
All |
Case Management System |
Current HCIFS case management systems are not supported by the vendor any longer due to age and neither meets process requirements of the Medical Examiner and Crime Laboratory services. Due to risk of catastrophic data loss, new comprehensive case management system is required and is a top HCIFS priority to maintain evidence chain of custody while creating system efficiencies and less reliance on paper for HCIFS scientists and staff. New systems will also allow for greater availability and more timely reporting of testing results to the many criminal justice stakeholders who rely on the information provided by HCIFS. The total cost of designing and purchasing a customized system that HCIFS will then own is estimated at $2,500,000, with approximately $1,205,000 remaining from the previous HCIFS request. (This does not include required hardware additions listed in table 1 above) |
$ 2,500,000.00 |
|
Technology |
Computer Replacement and Hardware related to Case Management System |
Estimated conclusion of the case management system build is late FY2026. New computer hardware will be required at that time to implement new system. (Carryover from FY2025) |
$ 325,963.00 |
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Technology Related Activities |
|
Technology |
Firewalls |
2 new data firewalls to segregate and protect case data to ensure only those authorized can access confidential / sensitive data. (Carryover from FY2025) |
$ 80,000.00 |
|
Technology |
Local data hub |
An IFS-located data hub will establish a critical disaster recovery platform, ensuring continuity of essential services in the event of building isolation or network disruption. Beyond disaster recovery, this investment will also help build the foundation to enhance our overall technology resiliency - enabling reliable backups, cost-effective virtualization, and secure hosting for both critical and custom applications. This solution strengthens day-to-day operations, mitigates risk, and directly supports business continuity while improving our long-term technology posture. |
$ 450,000.00 |
|
Technology |
Security Cameras |
Due to the nature of work performed at HCIFS, a robust security system is required to meet accreditation requirements and ensure proper testing and evidence management. This includes several security cameras throughout the building and externally. The current security camera hardware was installed in 2016 as part of building construction. Based on vendor recommendations, current hardware reached end of life in 2022 and the warranty expired in 2021. |
$ 550,000.00 |
|
Morgue/Investigations |
Fingerprinting System |
HCIFS has coordinated with HCSO for many years through direct access to the HCSO fingerprint database via desktop AFIS computer terminals to facilitate identification of decedents. Existing equipment and software are end of life and connectivity and support are currently severely limited. |
$ 150,000.00 |
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Building and Facilities |
|
Facilities |
Building batteries |
The HCIFS facility must be operational 24/7/365. To ensure the building maintains power, regardless of circumstances outside the County's control, the building maintains large batteries that will take over in the event of loss of power. The batteries are on a 5-year replacement cycle and will require replacement in the next year. |
$ 95,000.00 |
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Facilities |
Building Automation System |
The HCIFS facility utilizes a comprehensive building automation system that regulates HVAC / venting functions. The current system has been unreliable and has proved not able to meet the vigorous requirements needed due to the specialized nature of the building. In cooperation with County Engineering, a replacement system is required to lower service costs and ensure laboratory air quality requirements are met. |
$ 1,600,000.00 |
|
Facilities |
Roof Privacy Fencing |
The roofs of the HCIFS main building and Morgue contain various mechanical / electrical / plumbing equipment that requires fencing to hide the equipment and match the aesthetic of the newly constructed Texas Medical Center buildings now surrounding HCIFS. |
$ 700,000.00 |
|
Investigation Vehicles |
|
Investigations |
Vehicles (investigation SUVs) |
HCIFS utilizes SUVs for its Investigators to dispatch to scenes for statutorily required death investigations. HCIFS requires replacement of its investigation vehicles due to excessive mileage, continued maintenance issues, and general wear-and-tear at a rate that is higher than the Universal Services annual replacement program. Funding above that allocated amount is required for five vehicles to replace the old SUVs - 3 in FY26 and 2 in FY28. The standard SUV is estimated at $70,000, but the interior accessories (lights, supply vault, rubber mats) add $35,000 to each unit. |
$ 315,000.00 |
|
Laboratory Equipment |
|
Drug Chemistry |
Liquid Chromatography Time-of-Flight Mass Spectrometer (LC/TOF) |
Current Drug Chemistry equipment, DART/MS (Direct Analysis in Real Time / Mass Spectrometer) is no longer compatible with other instruments due to a required Windows 10 upgrade, so the instrument must be replaced in its entirety or upgraded. A LC/TOF upgrade is a less expensive option for the same end capability. |
$ 330,000.00 |
|
Drug Chemistry |
Air Generator |
Current Drug Chemistry air generator replacement required due to age and end-of-life. |
$ 50,000.00 |
|
Firearms |
TopMatch Versa Portable scanner |
The HCIFS Firearms Identification Division purchased TopMatch equipment several years ago to allow for 3D image capture of cartridges. This additional piece would allow HCIFS to scan bullets as well, enhancing overall capabilities. |
$ 71,000.00 |
|
Forensic Genetics |
Rapid DNA instrument |
Used for unknown decedent identification. Can’t be utilized with evidence samples for CODIS entry. (Carry over from FY2025) |
$ 203,000.00 |
|
Imaging |
Alternate Light Source |
This equipment is a complete solution to the search, detection and capture of evidence including body fluids (semen, saliva, and urine etc.); blood on dark fabrics; fingerprints; gunshot residue; and traces of physical evidence (glass, fibers, hairs, etc.) |
$ 43,000.00 |
|
Histology |
Slide Stainer with Coverslipper |
Equipment used in Histology to prepare tissue slides for microscopic examination by Pathologists. (Carry over from FY2025) |
$ 150,000.00 |
|
Histology |
Slide Scanner |
Equipment used in Histology to prepare tissue slides for microscopic examination by Pathologists. (Carry over from FY2025) |
$ 83,896.00 |
|
Pathology |
Microscope |
HCIFS requires replacement microscopes (1 replacement each year for next 4 years) used by Pathologists to review histology / tissue samples necessary to classify decedent cause and manner of death. Each year, the oldest microscope currently in use will be replaced and surplussed. |
$ 10,000.00 |
|
Pathology |
Microscope with Digital Camera |
HCIFS requires replacement microscopes with digital cameras (1 replacement each year for next 4 years) for Pathologists to review histology / tissue samples necessary to classify decedent cause and manner of death and to capture images for use in court proceedings. Each year, the oldest microscope with digital camera currently in use will be replaced and surplussed. |
$ 17,000.00 |
|
Toxicology |
Refrigerator |
Large refrigerators used to store biological evidence long-term require replacement, with 2 refrigerators being replaced each year for the next 2 years, and 1 replaced in a subsequent year to ensure continued confidence that evidence storage temperatures are maintained. |
$ 10,000.00 |
|
Toxicology |
Nitrogen Evaporator |
The HCIFS Toxicology Division requires replacement of 2 nitrogen evaporators which use nitrogen to evaporate solvents used to isolate drugs from biological specimens before the specimens are tested. The current equipment is nearing end-of-life and requires replacement. |
$ 22,000.00 |
|
Toxicology |
Positive Pressure Manifold |
The HCIFS Toxicology Division is requesting 2 positive pressure manifolds to isolate certain drugs from biological fluids / tissues before specimens are tested. This new request will expand test offerings to the Medical Examiner's Office and various County law enforcement agencies. |
$ 11,000.00 |
|
Toxicology |
Liquid Chromatography Tandem Mass Spectrometry (LC/MS/MS) |
This is a new request for the HCIFS Toxicology Division for a LC/MS/MS instrument to identify and analyze complex toxicological substances to expand test offerings to the Medical Examiner's Office and various County law enforcement agencies to detect drugs that are not able to be detected with current equipment. |
$ 350,000.00 |
|
Trace Evidence |
Windows 11 Instrument and Equipment Upgrades |
Universal Services is requiring an upgrade of the Windows operating system countywide. Many of the instruments and equipment that utilize a Windows operating system will need upgrades to be compatible and function with the new operating system including 6 instruments in the Trace Evidence laboratory. |
$ 72,000.00 |
|
Trace Evidence |
Gas chromatograph/ mass spectrometer (GC/MS) |
The current GC/MS equipment used by the Trace Evidence Division for fire debris analysis was handed down from another HCIFS division when that division upgraded equipment. The equipment is now at its end-of-life and needs to be replaced. |
$ 125,000.00 |
|
Table 2. Total |
$ 8,313,859.00 |
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Vehicle Purchase |
$315,000 |
1st Quarter FY26 |
|
IT Related Activities |
$1,230,000 |
2nd Quarter FY26 |
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Laboratory Equipment |
$1,547,896 |
2nd Quarter FY26 |
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Building and Facilities |
$2,395,000 |
3rd Quarter FY26 |
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Case Management System |
$2,825,963 |
4th Quarter FY26 |
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FY 2026 Total Authorization |
$8,313,859 |
|
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Unspent/Unencumbered amount from FY2025 |
$(2,300,000) |
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Incremental Authorization needed for FY 2026 |
$6,013,859 |
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Justification & Alternatives:
HCIFS provides statutorily-mandated services that most closely align to Goal 1 of the County Strategic Plan - Make Harris County safer and more just. Furthermore, every task performed by the Medical Examiner and Crime Laboratory Services is intended to fulfill the Objectives of reducing criminal legal system exposure that does not advance public safety and increasing efficiency across the legal system; and Initiatives of increasing the jail deflection and diversion rate, modernizing data and technology architecture across the legal system, and decreasing time to disposition by implementing case workflow improvements in line with recommendations from the National Center for State Courts. The Measurable Results of the statutorily required services performed by HCIFS include a decrease in the detention / incarceration rate, decreased time to disposition, increased percentage of cases that start on their first scheduled date, and increased percentage of cases managed in a standardized manner.
To provide accurate evidence testing results that can be relied on by criminal justice stakeholders and the community, as well as in court settings, HCIFS requires quality equipment. This equipment is used continuously to process evidence samples in the Crime Laboratory, including DNA analysis of sexual assault kits and various other biological samples, toxicology analysis of Medical Examiner and local law enforcement blood evidence, firearms processing of guns submitted by law enforcement for identification and inclusion in the federal IBIS database, trace analysis for gunshot residue and fire debris, and drug chemistry analysis to identify and quantify controlled, non-controlled, and dangerous drugs. The Medical Examiner Services also rely on quality equipment to determine cause and manner of death for those deaths that are statutorily within the HCIFS jurisdiction. This equipment includes reliable vehicles for death investigators to use to travel to scenes and retrieve decedents, stretchers and body trays used to transfer and hold decedents in the morgue, cameras to document death scenes and autopsies, and microscopes to analyze samples.
It’s imperative that HCIFS has fully functional equipment to prevent diminished turnaround times in Medical Examiner and Crime Laboratory Services, ensure HCIFS staff remain safe, and provide reliable and timely information to stakeholders, decedent families, and the community. Once the equipment is no longer covered under a maintenance contract, cannot be cost effectively repaired, or cannot otherwise be guaranteed to work properly, it must be replaced. Any lack of reliable equipment causes delays in the evidence testing, and death investigation and examination process, which impacts the efficiency and reliability of the entire criminal justice system risking the outcomes of the County’s strategic goals and objectives.
The rising caseload experienced by HCIFS, both in the Crime Laboratory and Medical Examiner Services, accelerates the usual wear-and-tear of equipment and requires HCIFS to request additional funding each year to replace equipment as it begins to fail. (For data on the HCIFS caseload, please review the Department’s 2023 Annual Report.) Additionally, the caseload is expected to increase in FY2026 due to the funding already promised to the District Attorney’s Office, HCSO, and other law enforcement agencies for additional staffing and salary adjustments leading to increased evidence submissions and accelerated court disposition. Replacing aging equipment and obtaining additional new equipment allows HCIFS to continue to foster collaboration among the various partners and stakeholders within the justice system as their needs and demands increase.
In addition, HCIFS is currently using two separate antiquated case management systems, neither of which meets process requirements of the Medical Examiner and Crime Laboratory Services, and neither is supported by the vendor any longer due to age, meaning a system collapse could lead to a catastrophic loss of information related to thousands of pieces of evidence and decedents. It is an urgent requirement of HCIFS that these systems be replaced with a new secure and comprehensive system that will maintain evidence chain of custody while creating system efficiencies and less reliance on paper for HCIFS scientists and staff. A new system will also allow for greater availability and more timely reporting of test results to the many criminal justice stakeholders and the public who rely on the information provided by HCIFS.
Historically, HCIFS has procured various laboratory equipment each year as needed using competitive federal grants. This option will not be available during FY2026 due to expected loss of grant funding. Since, HCIFS will continue to have equipment needs due to the age and condition of existing equipment, with a general lack of part availability and expiring maintenance contracts for older equipment, HCIFS must now rely solely on county funding to ensure its equipment is functional, reliable, and meets all scientific accreditation standards HCIFS is required to meet. If HCIFS is unable to replace equipment as a part of this ongoing project, equipment will be requested on an ad hoc basis based on emergencies which will lead to increased testing and reporting turnaround times. It is preferred that HCIFS have pre-approved funding, allowing time to ensure thoughtful decision-making and quote gathering, as well as coordination with other county departments such as Purchasing, Universal Services, and Engineering.
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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County Strategic Plan Goal: 1. Make Harris County safer and more just.
County Strategic Plan Objective: B: Reduce criminal legal system exposure that does not advance public safety.
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
Decision Analysis Matrix Score (rubric on last page):
Previous Court Action:
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Date |
Agenda Item # |
Action Taken |
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4/9/2019 |
14 |
HCIFS Equipment Replacement $600,000 |
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2/11/2020 |
Budget Meeting |
HCIFS Equipment Replacement (Initial Request at budget time) |
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3/10/2020 |
14 |
Follow up and placement on Court Agenda for request for approval of Capital Funds $1,037,874 |
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4/7/2020 |
4.f. |
Allocated CP funding in the amount of $225,000 |
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5/19/2020 |
25.b.4 |
Allocated CP funding in the amount of $815,000 |
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10/27/2020 |
12.b |
Authorized Project in the amount of $775,000 |
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11/10/2020 |
4.g.1 |
Allocated CP funding in the amount of $775,000 |
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9/28/2021 |
21-5189 |
CIM approved, Allocated CP funding in the amount of $605,000 |
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2/22/2022 |
22-1301 |
FIM approved in the amount of $1,850,500 |
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3/8/2022 |
22-1756 |
Allocated CP funding approved in the amount of $1,855,000 |
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9/13/2022 |
22-5245 |
FIM for FY23 authorization (no additional allocation) $1,748,427 |
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8/8/2023 |
23-4269 |
FIM for FY24 Authorization of $2,777,560 ($873,833 Incremental) |
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10/10/2023 |
23-5841 |
CIM approved, Allocated CP funding in the amount of $350,000 |
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5/26/2024 |
24-1528 |
CIM approved, Allocated CP funding in the amount of $525,000 |
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10/08/2024 |
24-6112 |
FIM for FY25 Authorization of $3,866,963 ($3,136,000 Incremental) |
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01/09/2025 |
#758 |
CIM approved, Allocated CP funding in the amount of $1,000,000 |
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04/10/2025 |
#816 |
CIM approved, Allocated CP funding in the amount of $1,000,000 |
Address: Old Spanish Trail, Houston, Texas 77054
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Personnel (Fill out section only if requesting new PCNs) |
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Anticipated Court Date: 8/7/2025
Anticipated Implementation Date (if different from Court date): 10/1/2025
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 7/7/2025
Department Approval by: Julie Spence Prine, JD, MFS, Chief of Staff and Chief Operating Officer
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 7/21/2025
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Commercial Paper Request (For OMB use only):
Receiving Department: N/A Choose an item.
Project PeopleSoft ID: N/A
CP Series Description: N/A
OMB Financial Management contact: N/A
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 |
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-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) |
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Rationale |
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n/a |