Hyland OnBase Workflow Subscriptions

The Texas Department of Criminal Justice (TDCJ), in conjunction with the Texas Department of Information Resources (DIR), has issued an Invitation for Bid (IFB) numbered IFB-FY26-RITM1196133-OnBase-TDCJ for Hyland OnBase Workflow Subscriptions and related implementation services. This procurement seeks to renew existing OnBase document management system licenses while adding five additional Workflow Concurrent Client SL licenses to support TDCJ's operational needs across its facilities and departments. The deliverables include software licensing, installation, configuration, training services, and ongoing technical support for the OnBase document management system. Key objectives include modernizing TDCJ's document management capabilities and ensuring continuity of existing systems while expanding capacity. All licenses will expire concurrently with the main license term. Bidders must submit proposals by February 2, 2026, and Addendum 1, released on January 22, 2026, contains important clarifications and a Question and Answer section addressing vendor inquiries; questions regarding the solicitation should be directed to Laura Zarate at the Texas Department of Information Resources via email at sts-ifb@dir.texas.gov or by mail at 300 W. 15th Street, Suite 1300, Austin, Texas 78701. Evaluation criteria will include the bidder's proposed cost structure for software licenses, implementation services, and support hours, with pricing being a significant factor in award determination.

The solicitation may incorporate set-asides or preferences based on Texas procurement regulations and TDCJ's minority or disadvantaged business enterprise goals, though specific details regarding such designations are not fully specified in the available documentation. This procurement represents a renewal of existing Hyland OnBase licenses rather than a new enterprise software implementation, suggesting that vendors must be familiar with the OnBase platform and capable of maintaining compatibility with TDCJ's current infrastructure. The contract will be funded through TDCJ's operational budget, with amounts allocated specifically for information technology infrastructure improvements and software solutions; however, specific budget ranges or award values are not disclosed in the available documents. Respondents are required to acknowledge receipt of Addendum 1 by signing page one and including it with their bid submission. The competitive bidding process will proceed according to standard state procurement procedures, with evaluation and contract award anticipated following the proposal submission deadline.