Scribe Licensing

The Texas Department of Public Safety is requesting offers for enterprise licensing of an AI-powered process documentation and playbook automation platform (Scribe by Colony Labs, Inc., or equivalent), with responses due July 24, 2026 at 5:00 p.m. Central Time and an anticipated award date of August 1, 2026.

The procurement spans exactly one Hub Management Module, fifty Creator Licenses (ten at first-tier pricing and forty at second-tier pricing), and 2,500 Viewer Licenses for a one-year term from license activation. The platform must capture desktop and browser-based standard operating procedures through screen recording; automatically generate editable step-by-step guides with screenshots and annotations; organize content into governed teams and hubs with granular access controls; and distribute interactive documentation for training and operational efficiency. All licenses include standard maintenance, software updates, and critical-issue technical support with a four-business-hour maximum response time.

The contractor must deliver and activate all licenses with administrator credentials within ten business days of Purchase Order issuance and provide initial configuration, onboarding documentation, administrator guides, and rollout best-practice recommendations. Pricing is submitted on a Mandatory Pricing Schedule and represents sole compensation with no minimum guarantee; respondents may offer prompt payment discounts at ten, twenty, or thirty days. DPS will negotiate pricing prior to award if it does not represent best value. DPS reserves the right to assess liquidated damages up to $100 per business day for failure to deliver licensing as outlined. The contract term is one year from the effective date, with DPS reserving the right to extend performance for no more than six months for re-advertising, award of a new contract, or transition purposes.

Evaluation criteria are technical requirements (pass/fail), indicators of probable vendor performance including past performance and financial capability (pass/fail), and cost (100 points). Past performance is assessed through the Vendor Performance Tracking System. Respondents must demonstrate financial resources, provide business continuity and disaster recovery plans, comply with DPS cyber security and IT standards requirements, and meet Section 508 accessibility compliance. DPS Subcontracting Plan requirements apply. Vendors must complete the Information and Certifications Form, including HUB and other preference disclosures; execute the CJIS Security Addendum; comply with comprehensive data governance, AI governance, and cybersecurity requirements; and comply with DPS Standard Terms and Conditions. Submission is available through the optional DPS Online Bid Room or other methods specified in the solicitation package.