Check Processing Hardware and Software

The Texas Health and Human Services Commission Procurement and Contracting Services division is requesting bids on check processing hardware and software solutions under IFB HHS0017651, with bids due July 30, 2026 at 10:30 AM Central Time. Questions are due July 22, 2026, with responses posted as an addendum on July 27. No set-aside or preference program restricts eligibility.

The scope encompasses an end-to-end check processing system combining desktop batch scanner hardware and software supporting automated check endorsement, high-speed scanning, secure image capture and storage, multi-user access, configurable workflows, and audit-trail reporting. The system must perform across the Department of State Health Services Cash Receipts branch. Required services include end-user training, go-live support, ongoing software licensing, continuous maintenance and technical support, and hardware support with four-hour response time during regular business hours (Monday–Friday, 8 a.m. to 5 p.m. Central Time) and one-hour response for declared emergencies. Out-of-hours service requires prior written approval and specified billing rates.

Bidders must demonstrate three years of relevant experience in check processing, document capture, or financial transaction processing solutions, with assigned personnel holding at least three years' experience in installation, configuration, implementation, training, support, and maintenance of comparable systems. Three verifiable references for similar contracts within the last five years are required, along with background check documentation prior to personnel access to state property. Pricing must be submitted as firm, fixed prices on Exhibit C covering all labor, equipment, materials, supplies, and related expenses.

The contract includes an initial one-year term for one-time purchase, delivery, installation, configuration, testing, training, and go-live, followed by two optional one-year renewals for software licensing, technical support, and maintenance, with potential extension for up to one additional year at the Agency's discretion. Anticipated start is August 2026. The contractor must maintain commercial general liability of $1,000,000 per occurrence and $2,000,000 general aggregate, commercial automobile liability of $1,000,000 per accident, professional liability of $1,000,000, workers' compensation at statutory limits, and umbrella liability of $1,000,000. All bids must include completed Exhibits A (HHS Solicitation Affirmations), C (Pricing Sheet), and E (Bidder Reference Form), any addendum acknowledgement forms, and Form 4109 (Texas Identification Number Application). Bids may be submitted in-person at 1100 W. 49th Street, Austin, or through the optional HHS Online Bid Room; failure to submit required exhibits results in disqualification.