Enterprise Content Management (ECM) for Content Management Services (CMS)

The Texas Health and Human Services Commission (HHSC), on behalf of the Department of Family and Protective Services (DFPS), is soliciting a qualified contractor to provide Enterprise Content Management (ECM) and Records Management Services. The scope of work encompasses Document Management Services and Technology Integration, specifically including content repository hosting with a minimum storage capacity of 600 terabytes with assumed monthly growth, offline storage with quarterly access, online storage, file recovery, optical character recognition, intelligent indexing, automated document classification, data exchange and export capabilities, technical support, training, and customized reporting. The contractor must support over 8,000 DFPS staff and contractors through a seamless portal integrated with the agency's Case Management System. Evaluation will be based on Qualifications and Experience (40%), Narrative and Technical Proposal (35%), and Cost (25%). Key deadlines include a written question submission deadline of February 20, 2026, at 3:30 PM Central Time, with responses anticipated by February 27, 2026, and a proposal submission deadline of March 6, 2026, at 10:30 AM Central Time. The anticipated notice of award is March 2026, with a contract start date in April 2026.

To be eligible to respond, prospective contractors must hold a relevant DIR contract under the applicable DIR category and obtain TX-RAMP Level 2 certification prior to award; TX-RAMP Provisional Status does not satisfy this requirement. The current solution is hosted on Amazon Web Services (AWS), and the incumbent contractor currently provides content management, records request management, and digital imaging services. The contract will have an initial two-year term with DFPS retaining sole discretion to renew for one optional one-year term and to extend up to an additional 12 months in one-month intervals. The NTE (not to exceed) amount will be established at contract award, though DFPS reserves the right to increase the NTE up to $9,999,999.00 through written amendment if additional state or federal requirements necessitate work orders or if imaging and storage requirements increase. DFPS imposes liquidated damages for contract performance failures, including $1,000 to $5,000 per case for lost or destroyed records and 10% of monthly invoiced storage fees per week for inaccessible records. DFPS establishes no guarantee of volume, usage, or total compensation and reserves the right to cancel, make partial award, or decline to award the contract at its sole discretion.