Department: District Courts
Department Head: Richard Woods
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: District Courts Technology Upgrades
Project ID (if applicable): TBD
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: The Administrative Office of the District Courts
Incremental Authorization Requested: $325,500
Total Estimated Project Cost: $325,500
Request Summary:
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Request for approval of a Final Investment Memo for the District Courts Technology Upgrades project for an initial amount of $325,500.
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Project Description:
This project provides significant upgrades to the technology infrastructure within the District Courts, including server replacements, disaster recovery replacements, essential office technology updates, and courtroom enhancements. These investments, budgeted at $325,500, are critical to ensuring the reliability, security, and efficiency of court operations. Traditionally, the courts have been on a five-year replacement cycle. However, very limited increases to the District Court's non-labor budget, coupled with fiscal year budget reductions, have made it impossible for the District Courts to remain on a standard five-year replacement cycle. This project should be completed within 6 months after the equipment is procured and delivered.
New laptops and desktops are also needed and we originally part of this project. However, due to the estimated $800,000 needed to purchase the laptops and desktops, Harris County Universal Services verbally agreed to include that portion of the project with the Countywide CIP for new laptops and desktops.
Project Scope:
This project’s scope is two-fold.
First, upgrades and enhancements needed to improve infrastructure technology include replacing three physical servers with new hardware to ensure reliable and faster processing capabilities. The Fibertown offsite critical relocation server facility, which plays a central role in our disaster recovery plans, will have its server and SAN equipment replaced due to its age and lack of upgrades over the past decade. Also, a directly attached storage system will be installed to support disaster recovery by facilitating efficient backups and creating offline storage for enhanced security.
Secondly, new printers will be procured to maintain reliable printing capabilities. Additionally, four (4) digital recording systems will be installed to ensure accurate and reliable recordings of certain court proceedings.
Justification:
Fibertown Equipment Replacement - Fibertown serves as the designated offsite area utilized by the county during disasters. It is a hardened facility in which the county has made a substantial investment. As the critical relocation site in the event of a failure or major natural disaster, Fibertown plays a central role in our disaster recovery plans. Currently, there is a need to replace the Server and SAN equipment, which was purchased 11+ years ago and has not been upgraded or replaced since. The reliability of this equipment is crucial, especially as our dependency on technology has grown and our operational needs have increased, even in disaster scenarios. With continuous technological advancements, maintaining operations without digital capabilities has become increasingly challenging.
Servers - We have aging equipment that requires replacement according to a regular schedule we previously adhered to when rollover funds were available. Replacing these servers ensures that we maintain operational efficiency and avoid disruptions due to hardware failures.
Directly Attached Storage - This storage system connects to the servers and provides a significant amount of space. It supports disaster recovery by facilitating backups and allows for the creation of offline storage for enhanced security. The snapshots generated by this system help safeguard the courts from failures and threats like ransomware attacks.
Printers - The replacement of printers is necessary to maintain reliable printing capabilities for court documents for reports and litigants that come to court. The current printers are old and often malfunction, causing delays and inefficiencies. Upgrading to new, basic, and essential printers will ensure consistent and dependable printing services for court operations.
Courtroom Digital Recording Systems - This equipment is essential to keep the courts at the forefront of technology by providing a reliable record of hearings. Due to the decreased availability of human court reporters, it is crucial to explore alternatives for certain types of court proceedings. However, a traditional court reporter would still be necessary during a court trial.
Monitors - Replacement monitors are needed to ensure there is inventory available when needed and to prevent an interruption in courtroom operations that can occur when monitors malfunction.
This project supports the following Priority Outcomes and/or Goal Areas:
1. Justice and Safety
The success of this project can be measured through the following performance metrics:
1. Amount of time courtroom operations delayed due to technology malfunctions
2. Number of IT help desk tickets submitted due to courtroom technology malfunctions
Alternatives and Engagement:
This project includes technology resources that are the best solutions to address the stated problems. Continued use of outdated technology increases the risk of data loss, causes operational inefficiencies, and exposes the District Courts technology to security vulnerabilities. There are no alternative solutions.
All 67 District Courts, the Administrative Office of the District Courts (DCA) staff, Harris County Universal Services Department, and other justice partners (i.e. County Courts at Law, District Clerks Office, District Attorney’s Office, Pretrial Services Department, Community Supervision and Corrections Department, Public Defender’s Office, Harris County Sheriff’s Office, and other law enforcement agencies) are impacted if the District Courts infrastructure is unreliable or not available. We will notify and devise an implementation schedule with these stakeholders to ensure there is minimal to no interruption in operations.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
Servers (3) |
$36,000 |
July 2025 |
|
Fibertown DR Site Equipment (1) |
$80,000 |
July 2025 |
|
Direct Attached Storage (1) |
$13,000 |
July 2025 |
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Printers (153) |
$76,500 |
April 2025 |
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Digital Recording Systems (4) |
$100,000 |
July 2025 |
|
Monitors (50) |
$20,000 |
TBD |
|
Total |
$325,500 |
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The costs for the servers, Fibertown equipment, direct attached storage, printers, and monitors were obtained from quotes provided by SHI, based on the existing contract Harris County has with them. The cost for the digital recording systems is based on years of experience purchasing audio-video technology for courtrooms, and this cost is considered a budgetary estimate.
Delays in receiving equipment from vendors due to any backorders or manufacturing issues could impact the project timeline, although none have been identified at this time.
New servers will enhance operational efficiency, reducing downtime and improving productivity. While initial maintenance costs may be lower due to the new equipment, ongoing maintenance and support will still be necessary. The newer, more energy-efficient equipment could result in lower utility costs over time. No additional personnel beyond those already needed are anticipated for the ongoing operation of the new equipment. However, existing IT staff may need to allocate more time initially to install, manage, and support the new systems. The recording systems will require new software licenses for the recording software, but all other licenses are covered by the existing equipment that is being replaced.
Alignment with Goal(s):
X Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
_ Governance and Customer Service
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Anticipated Court Date: August 6, 2024
Anticipated Implementation Date (if different from Court date): August 12, 2024
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 7/3/2024
Department Approval by: Richard Woods, District Courts Administrator
OMB CIP Team Approval by: Amiel Chen, Manager - Capital Projects and Infrastructure, 7/23/24
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