Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly Williams
Managing Department: Purchasing
Managing Department Head/Elected Official: Kimberly Williams
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Purchasing Office Cubicle Renovation
Project ID (if applicable): TBD
Vendor Legal Name (if applicable):
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: $269,186
Total Estimated Project Cost: $269,186
Request Summary:
title
Request for approval of a Final Investment Memo for the Purchasing Office Cubicle Renovation project, for an amount of $269,186, and commercial paper funding in the amount of $270,000.
end
Project Description:
Purchase and installation of employee cubicle workspaces to accommodate staff onsite attendance.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Purchase and installation of cubicles. |
$244,715 |
10/31/2025 |
|
Contingency |
$24,471 |
- |
|
Total |
$269,186 |
10/31/2025 |
Justification & Alternatives:
This project supports Purchasing’s initiative to require onsite attendance and limit remote work. The current configuration does not provide adequate workspace, leading to overcrowding, inefficiencies, and displaced staff. Installing cubicles will ensure all employees have a secure, functional workstation, improving collaboration, stronger cross-departmental communication, response times, and oversight while strengthening compliance and accountability in procurement activities.
Certain workstations will also be configured to accommodate secure information processing requirements. Federal regulations, including 2 CFR § 200.303 (Internal controls) and 2 CFR § 200.335 (Retention requirements for records), require counties to maintain adequate security and oversight for procurement and financial records. Providing dedicated, secure cubicles helps ensure compliance with these requirements by safeguarding procurement data and supporting audit-readiness. Project supports the following Harris County Initiatives:
• J2: Increase the strength and size of MWBE prime vendors.
• J3: Strengthen enabling support and processes for MWBE programming.
• T7: Establish a sustainable purchasing policy for County procurement.
Cubicles are the most effective solution because they maximize available space, create consistent and secure work environments, and provide immediate functionality for staff returning to in-person attendance. Alternatives included rearranging current office furniture which does not address capacity issues, maintaining remote work which counteracts initiative to increase communication, and/or leasing additional remote site office space which would fragment the workforce. Delaying or failing to consider this project will result in continued overcrowding, reduced ability to meet efficiency and communication needs, limited productivity, and increased risk of compliance failures that undermine County purchasing operations.
Stakeholders:
The primary stakeholders are the Purchasing Division staff, Harris County departments that rely on efficient procurement services, and MWBE vendors who depend on timely procurement processes. Universal Services and Building Operations Services will be consulted to evaluate space planning, installation, and maintenance of the cubicles to ensure compliance with County standards and alignment with operational needs.
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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$- |
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- |
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$- |
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- |
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Total |
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$- |
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- |
County Strategic Plan Goal: 1. Make Harris County safer and more just.
County Strategic Plan Objective: J: Grow the number and size of MWBEs.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): J3: Strengthen enabling support and processes for MWBE programming.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): T7: Establish a sustainable purchasing policy for County procurement.
Housing Initiative (Goal 6): Choose an item.
Previous Court Action:
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Date |
Agenda Item # |
Action Taken |
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Address: 12th Floor, 1111 Fannin, Houston, TX 77002
Precinct(s): Precinct 1
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Fiscal and Personnel Summary |
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Service Name |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$ |
$270,000 |
$270,000 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$ |
$270,000 |
$ |
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Total Funding Request |
$ |
$270,000 |
$270,000 |
$ |
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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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Additional Positions Request |
- |
- |
- |
- |
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Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 10/16/2025
Anticipated Implementation Date (if different from Court date): 10/31/2025
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Legal funding compliance confirmed by: Paige Abernathy, Special Assistant County Attorney, 9/15/2025
Department Approval by: Kimberly Williams
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 9/26/2025
Commercial Paper Request (For OMB use only):
Receiving Department: Purchasing
Project PeopleSoft ID: TBD
CP Series Description: Commercial Paper Series D-2 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 Purchasing Office Cubicle Renovation project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
Note: Commercial Paper is issued in increments of $5,000 and the excess is not available to be spent by the department.
OMB Financial Management contact: Amy Perez, Deputy Executive Director, Office of Management and Budget