RFQ?JUV-27-4E-SW-003 Random Moment Sampling System and Title IV-E Claim Support

Iowa Judicial Branch
1111 East Court Avenue | Des Moines, IA 50319
Iowa Judicial Branch Request for Quotation
PROJECT TITLE: Random Moment Sampling System and Title IV-E Claim Support
REFERENCE NUMBER: RFQ JUV-27-4E-SW-003
ISSUED BY: Angi Hillers, Issuing Officer
DATE OF ISSUE: Monday, May 11, 2026
CONTACT DETAILS: Iowa Judicial Branch (IJB)
1111 East Court Avenue
Des Moines, IA 50319
Angi.Hillers@iowacourts.gov
QUOTATION RETURN Friday June 19, 2026 no later than 3:00 PM CST
DATE AND TIME:
DOCUMENTATION An electronic, responsive submission broken out as outlined
REQUIRED: below. Submissions must include acknowledgement of an
affirmative answer for each requirement, as well as how the
proposed solution will meet requirements that require
description and any additional supporting documentation
required.
DETAILS
1. SUMMARY
This RFQ seeks a vendor to assist Juvenile Court Services (JCS) within the Iowa Judicial
Branch (IJB) to:
1. Provide expert consultation and technical assistance with all aspects of Title IV-E
claiming, including Administrative, Prevention Services, and Training.
2. Configure, implement, operate, and maintain a comprehensive web-based RMS
system for Title IV-E Administrative claiming.
3. Draft, review and/or enhance Title IV-E Administrative claiming through
quarterly evaluation of program and activity coding.
4. Provide appropriate reports as scheduled and/or on demand.
5. Provide technical assistance in case of an audit.
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6. Complete required quality assurance (QA) activities and provide ongoing
evaluation and advisement of internal JCS Title IV-E QA processes.
7. Provide assistance with the development of training programs, including
preliminary training for new users, as well as ongoing evaluation and
recommendations for improvement.
8. Participate in a minimum of quarterly virtual meetings to review data, trends
and areas for improvement.
1.2 BACKGROUND
The mission of Juvenile Court Services (JCS) is to serve the welfare of children and their families
within a sound framework of public safety. JCS is committed to providing the guidance, structure
and services needed by every child under its supervision. Participation in Title IV-E claiming will
continue to provide JCS with an additional funding source that can be utilized to develop and
enhance youth and family programming and services.
In April of 2021, Iowa JCS implemented random moment sampling to claim federal
reimbursement for certain administrative activities related to the proper and efficient
administration of the Title IV-E Prevention Program. These included activities to develop
necessary processes and procedures to establish and implement the provision of prevention
services and programs for eligible individuals, policy development, program management,
and data collection and reporting.
Additionally, Iowa has been claiming for allowable child-specific administrative activities,
such as verification and documentation of program eligibility and activities that comport
with or are closely related to one of the listed activities in 45 CFR 1356.60(c)(2), which
include:
Referral to services;
Preparation for and participation in judicial determinations;
Placement of the child;
Development of the case plan;
Case reviews;
Case management and supervision;
A proportionate share of related agency overhead; and
Costs related to data collection and reporting. 1
2.0 OBJECTIVES
This RFQ seeks a vendor to assist Juvenile Court Services (JCS) within the Iowa Judicial
Branch (IJB) to:
2.1 Provide consultation and Subject Matter Expertise in Random Moment Sampling and all
aspects of Title IV-E Claiming.
2.2 Provide JCS with timely notification of developments or changes to Title IV-E claiming.
1 Children's Defense Fund (2020). Implementing the Family First Prevention Services Act: A technical guide for agencies,
policymakers and other stakeholders.
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2.3 Procure, as a service, an online and email-based RMS system that meets all federal and
state requirements and accurately allocates JCS Title IV-E allowable costs.
2.4 Ensure JCS is maximizing claiming for all allowable Title IV-E costs.
2.5 Evaluate reporting needs on an ongoing basis and provide access to accurate reporting
of Title IV-E data.
2.6 Identify and implement QA measures required to ensure compliance with Title IV-E
federal and state requirements.
2.7 Collaborate with JCS staff to evaluate needs and develop and deliver training.
4. REQUIREMENTS
Responsive quotations must acknowledge an affirmative answer confirming your company
and proposed solution meet all the requirements below and provide details when prompted
to describe specific items.
Only quotations that meet all requirements will be considered responsive.
A. Vendor Experience. The vendor must have:
A.1. Experience establishing, implementing, and providing ongoing support for at least 3
functional email-based RMS systems, which meet all state and federal
requirements. Describe.
A.2. A minimum of 5 years' experience in all aspects of Title IV-E claiming. Describe.
A.3. A minimum of 3 years' experience in ongoing quality assurance development and
implementation for Title IV-E activities. Describe.
A.4. Experience evaluating and providing ongoing training to support the RMS system
that ensures adequate responses to maximize federal reimbursement. Describe.
B. General. The proposed solution must:
B.1. Provide, configure, operate, and maintain a comprehensive web-based Random
Moment Sampling system (RMS), which is statistically valid, and compliant with all
federal and state guidelines and requirements. Describe.
B.2. Deliver technical Title IV-E administrative services, including cost reporting,
accurately drafting quarterly claim for timely submission and enhancement and
evaluation of program and activity coding ensuring compliance with federal and
state Title IV-E guidelines. Describe.
B.3. Assist JCS in properly allocating Title IV-E administrative costs to their appropriate
cost centers and ensure that the costs identified are permissible for federal
financial participation (FFP) and are the only costs allocated to the Title IV-E
program if applicable. Describe.
B.4. Ensure that any eligible population and services are included in the Title IV-E
program and activities and review existing JCS programs and activities to identify
and propose Title IV-E reimbursable activities currently being performed but not
claimed. Describe.
B.5. Evaluate reporting needs on an ongoing basis and provide access to accurate
reporting of Title IV-E data. Describe.
B.6. Provide technical assistance services for all aspects of Title IV-E claiming for which
JCS is eligible. Describe.
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B.7. Provide technical assistance services for implementation of the Title IV-E RMS
claiming system, including identifying needs and providing initial and ongoing staff
training. Describe.
B.8. Provide technical assistance in case of an audit. Describe.
C. RMS Functional Description. The proposed solution must:
C.1. Provide a functional RMS system that meets both state and federal requirements as
an acceptable cost allocation methodology for JCS.
C.2. Generate ongoing Random Moment Samples (samples); and send them
electronically to eligible participants. Responses should not require a login.
Participants must receive instant confirmation that their sample has been recorded
successfully.
C.3. Monitor and collect sample responses; validate sample responses; and align each
sample to the appropriate program and activity code.
C.4. Ensure that program and activity codes capture all the activities performed by the
participants and distinguish Title IV-E activities from similar activities that are not
eligible for Title IV-E reimbursement. This should be accomplished using "parallel"
program and activity codes.
C.5. Require a narrative/free-text comment description of each activity selected, along
with the activity code to ensure quality assurance. The narrative/free-text comment
description must be stored in a manner that makes the comments available for QA
purposes.
C.6. Provide a question in the response asking if the participant is working with a specific
youth, and if the answer is yes, provide space for participant to enter the youth's
Juvenile Identification number (JID).
C.7. Store and report each sample's initiation date and time, the participant name,
confirmation of receipt, submittal of response, the time of sample completion, the
program and activity codes selected, as well as the free text comments provided. All
information must be available for audit purposes.
C.8. Send reminder emails to unresponsive participants at required intervals. Survey
moments must expire at federally required intervals. Participants must not be able
to respond to samples after federally required expiration.
C.9. Ensure work schedules for each participant can be programmed and adjusted
quarterly within the RMS system to ensure samples are only sent during each
participant's work hours.
C.10. Maintain and store required identifiers associated with each participant for each
sample.
C.11. Provide designated JCS users with adequate permissions to (at a minimum) create,
edit, and update the sample group, user information, and participant work
schedules within the RMS system.
C.12. Ensure statistically sound random moment samples.
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D. RMS User Permissions:
D.1. Participants with standard permissions must be able to respond to samples by
connecting to the website/database from a secure link in an email notification without
requiring a login.
D.2. Administrative users must have the required permissions to view initiated samples and
associated submissions, including the ability to monitor participant responses, as well
as the ability to view free-text comments provided in each sample. They must have the
ability to create, edit, and delete participant information, as well as the ability to
update work schedules for participants. They must have the ability to generate reports
and create queries, in cooperation with the selected vendor.
D.3. All edits and deletions must be recorded.
E. Sampling Methodology. The proposed solution must:
E.1. In coordination with JCS, implement a federally compliant sampling plan methodology
within the RMS system for selecting the random samples.
E.2. Cover the entire sample period, such as quarters, and must account for holidays,
vacations, sick time, lunch hours, and other paid time not at work.
E.3. Assist JCS to identify and sample all eligible participants.
E.4. Generate an adequate number of samples to ensure validity to comply with federal
requirements.
F. Quality Assurance/Monitoring. The selected vendor must:
F.1. Provide quality assurance and monitoring to ensure sample is statistically valid and
conducted in compliance with federal and state requirements. Describe.
F.2. Perform quarterly reviews to ensure proper procedures and accurate claims. Describe.
F.3. Continually review the RMS methodology to assure it meets current federal regulations.
F.4. Remain current on all Title IV-E training. Describe.
F.5. Notify JCS staff of Title IV-E training opportunities as they arise.
F.6. Validate that each sample comment matches the chosen program and activity.
F.7. Provide JCS with a report containing a random list of 10% of eligible candidate samples
each week for quality assurance review.
F.8. Provide JCS with a report containing a random list of an additional 10% of eligible
candidate samples each week for supplemental quality assurance review.
F.9. Provide JCS with a report containing a list of samples including Juvenile Identification
number (JID) each week for quality assurance review of case number accuracy.
G. Reporting and Ability to Query. The proposed solution must:
G.1. Provide standard reports that sort and display data in ways most commonly requested
by human service and juvenile justice agencies.
G.2. Provide additional JCS configurable reports, defined by JCS needs, and detailed in a
vendor and JCS developed script. Describe.
G.3. Allow JCS to have access and the ability to run scripts against the data with cooperation
and assistance of the selected vendor, as a means of analysis for which no standard
report is available.
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H. Audits. The selected vendor must:
H.1. Maintain a fully automated audit trail system with audit records for information that, at
a minimum, collects data associated with each change transaction to its initiator,
captures date and time of system events and types of events. The audit trail system
shall protect data and the audit tool from addition, modification, and/or deletion, and
should be regularly reviewed/analyzed for indications of inappropriate or unusual
activity.
H.2. Provide technical assistance to JCS in the event of an audit, including, but not limited to:
H.2.1. Timely consultation.
H.2.2. Supporting applicable fiscal claim documents.
H.2.3. Supporting documentation related to development of the methodology for
allocation of Title IV-E costs.
H.2.4. Records supporting initial training for participant staff.
H.2.5. Documentation related to and supporting quality assurance processes.
I. Connectivity and Access. The proposed solution must ensure that:
I.1. Network performance of the website hosting the RMS application meets or exceeds:
I.1.1. download 250Mbps
I.1.2. Upload 250Mbps
I.1.3. JCS performs its own application support, with cooperative
recommendations from selected vendor, limited to:
a. Design and entry of questions
b. Design of entry of responses
c. JCS device updates as necessary
i. Browser setting changes
ii. Registry settings
I.2. Require NO installable software for participants.
I.3. Authenticate client device to secure website without requiring login to record sample.
I.4. Useable on PCs running Windows 10 and above, iPads running iOS 13.6.1 or above,
MacOS 10.15.6 or above, tablets and smart phones running Android 8 and above, and
iPhone 7 or above.
I.5. Useable at a minimum resolution of 1280 x 720.
J. System Hosting Performance and Maintenance. The proposed solution must:
J.1. Perform a service level response within a 24-hour window to correct down network, or
non-responsive service during work / survey hours.
J.2. Support client responses via Outlook email and/or link to secure website delivered via
email.
J.3. Perform all hosting maintenance tasks, except in case of emergency:
J.3.1. Outside JCS stated business hours;
J.3.2. Notify JCS Administrators of planned maintenance window at least 48 hours
in advance;
J.3.3. Provide JCS Administrators at least 48 hours written notice of
upgrade/maintenance/repairs:
a. An Emergency patch requires a 1 hour notice
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b. Visible to users, including screen format changes and access to RMS.
c. Require a change in input.
d. Security upgrades, changes, breeches, known attempted breeches, and
preventative measures or resolution of breeches.
J.4. Selected vendor will notify JCS Administrators, in writing, at a minimum of 3 months in
advance of proposed updates that may impact:
J.4.1. Security requirements stated elsewhere in this document.
J.4.2. Browser updates or delay of browser updates.
J.4.3. O/S updates on any of the approved platforms (listed previously).
J.4.4. Other changes that require updates, configuration changes, or other IJB IT
provided service to participants PC, tablet, or smartphone.
K. Security. Selected vendor must perform services and conform the RMS application to all
Iowa Judicial Branch (IJB) security policies, and applicable federal regulations and guidelines
related to security, confidentiality, and audit trails and controls, as periodically updated.
K.1. Host security
K.1.1. Vendor must submit their written security policy addressing their standards and
practices to protect data and files from unauthorized access or disclosure.
K.1.2. Vendor must implement reasonable and prudent physical safeguards that are
consistent with industry standards that will protect the host facility and JCS data from
unauthorized access. These safeguards must also minimize the risk of damage from
fire, smoke, water, vermin, and other hazards and disasters.
K.1.3. Support Security audits as required.
K.1.4. Provide immediate Security Incident Reports to JCS-identified contacts if a security
incident happens within the selected vendor's purview.
K.2. Website/Web app Security
K.2.1. Nominal strength of 128 bits or higher.
K.2.2. TLS 1.3
K.2.3. JCS will provide appropriate browsers, including the current, latest released versions
of, which should be supported by the application:
Chrome
FireFox
Edge
L. Compliance with Laws and Standards.
L.1. Selected vendor must comply with all applicable federal, state, and local laws, regulations
and standards including, but not limited to:
L.1.1. Iowa Consumer Data Protecfion Act (ICDPA), effecfive January 1, 2025, which governs
the processing of personal data of Iowa residents (Senate File 262).
L.1.2. Iowa Code Chapter 715C, which defines security breach nofificafion requirements for
personal informafion, including encrypted or redacted data if decrypfion keys are
compromised.
L.1.3. Health Insurance Portability and Accountability Act (HIPAA), if applicable.
L.1.4. Federal Informafion Security Modernizafion Act (FISMA).
L.1.5. Nafional Insfitute of Standards and Technology (NIST) Special Publicafion 800-53
(Security and Privacy Controls).
L.1.6. Payment Card Industry - Data Security Standard (PCI-DSS), if applicable.
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L.2. Adhere to industry standards such as ISO/IEC 27001 or SOC 2 Type II, with evidence of
current cerfificafion or compliance.
L.3. Provide annual third-party audit reports (e.g., SOC 2, penetrafion tesfing results) to verify
compliance.
M. Data Protecfion.
M.1. Encrypt all sensifive data, as defined by ICDPA (e.g., racial or ethnic origins, health data,
genefic or biometric data, precise geolocafion, and children's data), at rest and in transit
using industry-standard encrypfion protocols (e.g., AES-256, TLS 1.3).
M.2. Implement access controls based on the principle of least privilege, ensuring only
authorized personnel can access sensifive data.
M.3. Maintain data segregafion to prevent unauthorized access between different clients or
datasets.
M.4. Develop and maintain a data retenfion and disposal policy, ensuring secure delefion of data
in accordance with state retenfion schedules and ICDPA requirements for consumer delefion
requests.
N. Idenfify and Access Management (IAM).
N.1. Implement mulfi-factor authenficafion (MFA) for all users accessing systems or applicafions
containing Iowa Judicial Branch data.
N.2. Use role-based access control (RBAC) to manage user permissions.
N.3. Maintain audit logs of all access to systems and data, retaining logs for a minimum of 12
months, as aligned with Iowa Code Chapter 715C requirements for security breach
invesfigafions.
N.4. Conduct regular reviews of user access privileges, at least quarterly, to ensure compliance
with access policies.
O. Security Operafions.
O.1. Maintain a Security Operafions Center (SOC) or equivalent capability to monitor systems
24/7 for security incidents.
O.2. Implement endpoint detecfion and response (EDR) tools to detect and mifigate threats on
all devices accessing Iowa Judicial Branch data.
O.3. Perform regular vulnerability scans and remediate idenfified vulnerabilifies as soon as
reasonably possible, and not to exceed 30 days for crifical vulnerabilifies.
O.4. Conduct annual penetrafion tesfing by a qualified third party and provide a summary of
findings and remediafion plans.
P. Incident Response. The following definifions apply to this secfions, as well as the rest of this
RFQ.
"Security Breach" means the loss of control, compromise, unauthorized use, unauthorized
disclosure, unauthorized acquisifion, or any similar occurrence where: a person other than
an authorized user accesses personally idenfifiable informafion; or an authorized user
accesses Customer Data for a reason other than an authorized purpose.
"Security Incident" means an occurrence that actually or potenfially jeopardizes the
confidenfiality, integrity, or availability of (1) Customer Data, and/or (2) an informafion
system or the informafion the system Processes, stores, or transmits or that consfitutes a
violafion or imminent threat of violafion of security policies, security procedures, or
acceptable use policies.
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P.1. Develop and maintain an incident response plan aligned with NIST SP 800-61 (Incident
Handling Guide) and Iowa Code Chapter 715C, which requires nofificafion of security
breaches affecfing personal informafion.
P.2. Nofify the Iowa Judicial Branch and the Iowa Aftorney General of any confirmed security
incident or security breach.
P.3. For breaches affecfing more than 500 Iowa residents, fimeframe for nofificafion is within 24
hours of discovery, as required by Iowa Code Chapter 715C.
P.4. For all other incidents or breaches, affecfing fewer than 500 Iowa residents, fimeframe for
nofificafion is the shorter of
P.4.1. 72 hours
P.4.2. The fimeframe listed in the Purchasing Instrument, or
P.4.3. The fimeframe imposed by applicable law.
P.5. Provide a detailed incident report within 5 business days of incident resolufion, including
root cause analysis and mifigafion steps.
P.6. The Vendor agrees, at its sole expense, to take all steps necessary to promptly remedy any
Security Event and to fully cooperate with the Iowa Judicial Branch and designated security
personnel in invesfigafing and mifigafing any damage from such Security Events.
P.7. Upon nofice of any Security Event, the Vendor will immediately insfitute appropriate
controls to maintain and preserve all electronic evidence relafing to the Security Event. As
soon as pracficable during the invesfigafion, the Vendor will deliver to the Iowa Judicial
Branch a Security Event assessment and the Vendor's plans for future mifigafion.
P.8. Vendor will be responsible for all applicable consumer nofificafion requirements in the event
of a Security Event caused in whole or in part by Vendor.
P.9. Vendor will be responsible for all damages arising directly or indirectly, in whole or in part,
out of any Vendor act or omission related to a Security Event. Any such damages will be
construed as direct damages for purposes of this Agreement, and such damages expressly
include any costs, expenses, damages, fines, legal fees (including the fime and expense of the
Iowa Aftorney General's Office), and court costs related to the Security Event.
Q. Cloud Security (if applicable).
Q.1. Use cloud service providers that are StateRAMP/GovRAMP or FedRAMP-authorized at the
appropriate impact level (e.g., Moderate or High) for hosfing Iowa Judicial Branch data.
Q.2. Implement cloud security controls in accordance with the Cloud Security Alliance (CSA)
Cloud Controls Matrix (CCM).
Q.3. Provide documentafion of shared responsibility model, clearly defining vendor and Iowa
Judicial Branch security responsibilifies.
R. Personnel Security.
R.1. Conduct background checks on all personnel with access to Iowa Judicial Branch systems or
data, in accordance with state requirements.
R.2. Require all personnel to complete annual security awareness training covering topics such as
phishing, data handling, and incident reporfing.
R.3. Enforce nondisclosure agreements (NDAs) for all personnel handling sensifive Iowa Judicial
Branch data.
S. Business Confinuity and Disaster Recovery.
S.1. Maintain a business confinuity and disaster recovery (BCDR) plan to ensure service
availability in the event of a disrupfion.
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S.2. Test BCDR plans annually and provide a summary of test results to the Iowa Judicial Branch
as requested.
S.3. Ensure data backups are encrypted, stored securely, and tested regularly for restorability.
S.4. Guarantee a recovery fime objecfive (RTO) and recovery point objecfive (RPO) of 4 hours
RTO and 1 hour RPO, unless otherwise specified by the Iowa Judicial Branch.
T. Subcontractor Management.
T.1. Ensure all subcontractors comply with the same security requirements as the primary
vendor, including ICDPA obligafions for data processors.
T.2. Provide a list of all subcontractors that will handle Iowa Judicial Branch data, including their
roles and security cerfificafions.
T.3. Nofify the Iowa Judicial Branch in advance of any changes to subcontractor arrangements.
U. Documentafion and Reporfing.
U.1. Upon request, provide detailed documentafion of all security policies, procedures, and
controls.
U.2. Upon request, provide quarterly security compliance reports, including metrics on
vulnerabilifies, incidents, and access control reviews.
U.3. Upon request, parficipate in regular security review meefings with Iowa Judicial Branch
representafives.
V. Consumer Data Rights (ICDPA Compliance, if applicable).
V.1. Provide Iowa residents with the right to access, delete, and obtain a copy of their personal
data, and to opt out of the sale of personal data or targeted adverfising, as required by ICDPA
Secfion 4.
V.2. Respond to consumer data requests within 90 days, with a possible 45-day extension, as
sfipulated by ICDPA.
V.3. Provide a clear and conspicuous privacy nofice detailing categories of personal data
processed, purposes, third-party sharing, and consumer rights, as required by ICDPA Secfion
4(6).
V.4. For data concerning known children, comply with the federal Children's Online Privacy
Protecfion Act (COPPA) and obtain parental consent, as required by ICDPA.
W. Terminafion and Data Return.
W.1. Upon contract terminafion, return or securely destroy all Iowa Judicial Branch data in
accordance with state requirements and ICDPA consumer delefion rights.
W.2. Provide a cerfificate of data destrucfion, if applicable, within 30 days of contract
terminafion.
W.3. Ensure no Iowa Judicial Branch data is retained by the vendor or subcontractors after
contract terminafion.
X. Technical Support.
X.1. Selected vendor must provide assistance during normal business hours (8AM to 5 PM, M-F,
Central Time, excluding holidays) via telephone and email.
X.2. High priority issues (i.e. multiple participants cannot respond to surveys) are to be resolved
within 24 hours.
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