Primary Department: Management and Budget
Primary Department Head/Elected Official: Daniel Ramos, Executive Director
Secondary Department: Universal Services
Secondary Department Head/Elected Official: Sindhu Menon, Executive Director & CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Commercial Paper
Project ID (if applicable): NI037
Vendor/Entity Legal Name (if applicable): N/A
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE 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): Choose an item.
Request Summary (Agenda Caption):
title
Request for approval of commercial paper funding for Universal Services for the Electronic Document Management project in the additional amount of $875,000 for a total CP funding of $4,250,000.
end
Background and Discussion:
Commercial Paper Series A-1 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 Electronic Document Management Project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means, or pay-as-you-go sources. This is for approval for allocation of commercial paper for a previously approved project within the previously authorized amount.
HB 1869 compliance confirmed by: Paige Abernathy, Assistant County Attorney, September 10, 2024.
Expected Impact:
The Electronic Document Management program aims to develop and implement a strategy to provide an enterprise document management system for Harris County. This program consists of multiple projects that apply enterprise-wide and department-specific solutions using a shared document management infrastructure and a set of document management-related technology services. These services include document and image management, records management, information archiving, search and usage analytics, scanning and optical character recognition, electronic signature, and record-auditing capabilities. These services are made available to specific Harris County departments using a phased approach to implementation with ongoing support by Universal Services.
Alternative Options:
No alternatives have been identified for this project.
County Strategic Plan Goal: Choose an item.
County Strategic Plan Objective: Choose an item.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
06/24/2014 |
CIP Project Submission |
Initial TCO for 5-year forecasted costs of Electronic Document Management program |
|
03/31/2015 |
I.4.b |
Request for $2.8M of $27.4M for project costs expected to be incurred for initial implementation. |
|
01/25/2022 |
22-0495 |
Request for approval of commercial paper funding for $665,000 |
|
05/10/2022 |
22-2872 |
Request for approval of additional authorization of $625,000 and commercial paper funding for $300,000 |
|
06/14/2022 |
22-3516 |
Request for approval of commercial paper funding for $325,000 |
|
08/23/2022 |
22-4954 |
Request for an additional incremental authorization of $3,000,000 |
|
10/18/2022 |
22-6605 |
Request for approval of commercial paper funding for $1,500,000 |
|
08/29/2023 |
23-4790 |
Request for approval of commercial paper funding for $650,000 |
|
08/29/2023 |
23-4826 |
Additional incremental authorization of $2,125,000 for FY2024 |
|
10/10/2023 |
23-5834 |
Request for approval of commercial paper funding for $1,065,000 |
|
12/05/2023 |
23-7149 |
Request for approval of commercial paper reduction for $1,600,000 |
|
06/04/2024 |
24-3365 |
Request for approval of commercial paper funding for $470,000 |
|
10/08/2024 |
24-6279 |
FIM authorization of $185,000 for FY2025 |
Location: N/A
Address (if applicable):
Precinct(s): Choose an item.
|
Fiscal and Personnel Summary |
|
Service Name |
Electronic Document Management |
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Existing Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
|
|
Commercial Paper |
$ |
$875,000 |
$875,000 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$875,000 |
$875,000 |
$ |
|
Total Funding Sources |
$ |
$875,000 |
$875,000 |
$ |
|
Grants - Proposed Budget (To be filled out by Grants staff only) |
|
|
Labor |
Non-Labor |
Total |
No. of Grant Years |
|
Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
|
|
Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
|
|
Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
|
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 5/8/2025
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
Contact(s) name, title, department: Amy Perez, Deputy Executive Director, Office of Management and Budget
Attachments (if applicable): N/A