Random Moment Sampling System and Title IV-E Claim Support

Iowa Judicial Branch
1111 East Court Avenue | Des Moines, IA 50319
R P
EQUEST FOR ROPOSAL
RFP COVER SHEET
Administrative Information:
Random Moment Sampling System
Title of RFP: RFP Number: JUV-27-4E-SW-004
and Title IV-E Claim Support
Agency: Iowa Judicial Branch (IJB or Agency)
Number of years of the 3 years Number of possible 3 additional 1-year
initial terms of the annual renewals: terms exercisable by
Contract: the IJB in its sole
discretion
Anticipated Initial
11/30/29
11/30/26 Ending:
Contract Term Beginning:
Issuing Officer:
Angi Hillers
angi.hillers@iowacourts.gov
Date/Time(Central time):
PROCUREMENT TIMETABLE-Event or Action:
Agency Posts Notice of RFP on TSB website 9/18/26
Agency Issues RFP 9/21/26
Letters of Intent to Bid 10/12/26
3:00 PM
RFP written questions, requests for clarification, and suggested changes from 10/12/26
Respondents due: 3:00 PM
The IJB's written response to RFP questions, requests for clarifications and 10/16/26
suggested changes due: (will be available on bidding website)
Proposals Due Date: 10/30/26
Proposals Due Time: 3:00 PM
Anticipated Date to issue Notice of Intent to Award: 11/06/26
Anticipated Date to execute Contract:
11/30/26
Relevant Websites: Web-address:
Internet website where Addenda to https://www.iowacourts.gov/for-the-public/rfp/
this RFP will be posted: https://bidopportunities.iowa.gov/

RFP# JUV-27-4E-SW-004
Internet website where General
https://www.iowacourts.gov/static/media/cms/General_TermsIJB
Terms for the Iowa Judicial Branch
_Services_Contracts_FAA0F7505A5D5.pdf
(IJB) Services Contracts are located:
Electronic Copies of Proposals Required to be Submitted to Issuing Officer.
Firm Proposal Terms 120 Days
Per Section 3.2.11, of the RFP the minimum Number of Days following the
deadline for submitting proposals that the Respondent guarantees all proposal
terms, including price, will remain firm:
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RFP# JUV-27-4E-SW-004
1 INTRODUCTION
1.1 PURPOSE
The purpose of this Request for Proposals (RFP) is to solicit proposals from Responsible Respondents to
provide the goods and/or services identified on the RFP cover sheet and further described in Section 4 of
this RFP to the IJB, as identified on the RFP cover sheet. The IJB intends to award a Contract(s) beginning
and ending on the dates listed on the RFP cover sheet, and the IJB, in its sole discretion, may extend the
Contract(s) for up to the number of annual extensions identified on the RFP cover sheet.
1.2 DEFINITIONS
For the purposes of this RFP and the resulting Contract, the following terms are defined.
"Agency" means the agency identified on the RFP cover sheet that is issuing the RFP.
"Bid Proposal" or "Proposal" means Respondent's proposal submitted in response to the RFP.
"Contract" means the Contract(s) entered into with Respondent(s) as described in section 6.
"Contractor" means the awarded business/person to provide the contractual services agreed upon.
"General Terms" and "General Terms and Conditions" shall mean the General Terms for Juvenile Court
Services service contracts as linked on the RFP cover page.
"IJB" shall mean the Iowa Judicial Branch.
"Invoice" means a Contractor's claim for payment. At the IJB's discretion, claims must be submitted on
an original invoice from the Contractor and on a claim form accepted by the IJB, such as a General
Accounting Expenditure (GAX) form.
"Juvenile Court Officer" or "JCO" means a person appointed as a juvenile court officer under section
602.7202 of the Iowa Code and also includes a chief juvenile court officer appointed under section
602.1217 of the Iowa Code.
"Juvenile Court Services" or "JCS", for the purposes of this RFP, means a unit of the Iowa Judicial Branch
in which juveniles adjudicated by the Iowa Juvenile Court as delinquent and youth at risk of entering the
court system receive services as directed by the Chief Juvenile Court Officer or designee.
"Respondent" means the company, organization or other business entity submitting a proposal in
response to this RFP.
"Responsible Respondent" means a Respondent that has the capability, as determined in the sole
discretion of the IJB, in all material respects to perform the scope of work and specifications of the
Contract. In determining whether a Respondent is a Responsible Respondent, the IJB may consider various
factors including, but not limited to, the Respondent's competence and qualifications to provide the goods
or services requested, the Respondent's integrity and reliability, the past performance of the Respondent
and the best interest of the IJB and the State.
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RFP# JUV-27-4E-SW-004
"Responsive Proposal" means a Proposal that complies, in the sole discretion of the IJB, with the material
provisions of this RFP.
"RFP" means this Request for Proposals and any attachments, exhibits, schedules or addenda hereto.
"State" means the State of Iowa, the IJB, and all state agencies, boards, and commissions, and any political
subdivisions making purchases from the Contract as permitted by this RFP.
"Vendor" means anyone who provides goods or services to another entity.
1.3 OVERVIEW OF THE RFP PROCESS
The RFP process is for the IJB's benefit and is intended to provide the IJB with competitive information to
assist in the selection process. It is not intended to be comprehensive. Each Respondent is responsible for
determining all factors necessary for submission of a comprehensive Proposal.
Respondent should review Attachment 3, Form 22 Request for Confidentiality, for more information if its
Proposal contains confidential information. Any Proposal marked "Confidential" or "Proprietary" on every
page may be disqualified.
Respondents will be required to submit their Proposals electronically via email to the Issuing Officer.
1.4 BACKGROUND INFORMATION
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
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RFP# JUV-27-4E-SW-004
* Costs related to data collection and reporting.
JCS, within the Iowa Judicial Branch (IJB) is seeking to identify a successful respondent 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.
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.
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RFP# JUV-27-4E-SW-004
2 ADMINISTRATIVE INFORMATION
2.1 ISSUING OFFICER
The Issuing Officer identified in the RFP cover sheet is the sole point of contact regarding the RFP
from the date of issuance until a Notice of Intent to Award the Contract is issued.
2.2 RESTRICTION ON COMMUNICATION
From the issue date of this RFP until a Notice of Intent to Award the Contract is issued, Respondents
may contact only the Issuing Officer. The Issuing Officer will respond only to written questions
regarding the procurement process. Questions related to the interpretation of this RFP must be
submitted as provided in Section 2. Oral questions related to the interpretation of this RFP will not
be accepted. Respondents may be disqualified if they contact any State employee other than the
Issuing Officer about the RFP except that Respondents may contact the State Targeted Small
Business Office on issues related to the preference for Targeted Small Businesses.
2.3 DOWNLOADING THE RFP FROM THE INTERNET
The RFP document and any addenda to the RFP will be posted at https://www.
iowacourts.gov/for-the-public/rfp/ , https://bidopportunities.iowa.gov/.
The Respondent is advised to check the website periodically for Addenda to this RFP, particularly if
the Respondent downloaded the RFP from the Internet as the Respondent may not automatically
receive addenda. It is the Respondent's sole responsibility to check daily for addenda to posted
documents.
2.4 PROCUREMENT TIMETABLE
The dates provided in the procurement timetable on the RFP cover sheet are provided for
informational and planning purposes. The IJB reserves the right to change the dates. If the IJB
changes any of the deadlines for Respondent submissions, the IJB will issue an addendum to the
RFP.
2.5 QUESTIONS, REQUESTS FOR CLARIFICATION, AND SUGGESTED CHANGES
Respondents are invited to submit written questions and requests for clarifications regarding the
RFP. The questions or requests for clarifications must be in writing and received by the Issuing
Officer before the date and time listed on the RFP cover sheet. Oral questions will not be permitted.
If the questions or requests for clarifications pertain to a specific section of the RFP, Respondent
shall reference the page and section number(s). The IJB will post written responses to questions,
requests for clarifications, or suggestions received from Respondents on or before the date listed
on the RFP cover sheet to the website(s) referenced on the RFP cover sheet. The IJB's written
responses will become an addendum to the RFP.
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RFP# JUV-27-4E-SW-004
The IJB assumes no responsibility for oral representations made by its officers or employees unless
such representations are confirmed in writing and incorporated into the RFP through an addendum.
2.6 AMENDMENT TO THE RFP
The IJB reserves the right to amend the RFP at any time using an addendum. The Respondent shall
acknowledge receipt of all addenda in its Proposal. If the IJB issues an addendum after the due date
for receipt of Proposals, the IJB may, in its sole discretion, allow Respondents to amend their
Proposals in response to the addendum.
2.7 AMENDMENT AND WITHDRAWAL OF PROPOSAL
The Respondent may amend or withdraw and resubmit its Proposal at any time before the
Proposals are due. The amendment must be in writing. Electronic mail is acceptable. Respondents
must notify the Issuing Officer in writing prior to the due date for Proposals if they wish to
completely withdraw their Proposals. Electronic mail is acceptable for notice of withdrawal.
2.8 SUBMISSION OF PROPOSALS
Each Respondent is responsible for submitting its Proposal at the Issuing Officer's email address
identified on the RFP cover sheet before the "Proposals Due" date and time listed on the RFP cover
sheet, unless such date and time is extended by the IJB, at its sole discretion, through the issuance
of an addendum to this RFP. This is a mandatory requirement and will not be waived by the
Agency. Any Proposal received after this deadline will be rejected and the IJB will notify the
Respondent. It is the Respondent's responsibility to ensure that the Proposal is received by the
Issuing Officer prior to the deadline. Late proposals, regardless of cause, will not be opened or
considered for evaluation, and will be disqualified from further consideration. It is the Respondent's
sole responsibility to ensure delivery at the stated location and time.
Respondents must furnish all information necessary to enable the IJB to evaluate the Proposal. Oral
information provided by the Respondent shall not be considered part of the Respondent's Proposal
unless it is reduced to writing.
2.9 PROPOSAL OPENING
The IJB will open Proposals after the deadline for submission of Proposals has passed. The Proposals
will remain confidential until the Evaluation Committee has reviewed all of the Proposals submitted
in response to this RFP and the IJB has issued a Notice of Intent to Award a Contract. See Iowa Code
Section 72.3. However, the names of Respondents who submitted timely Proposals will be publicly
available after the Proposal opening. The announcement of Respondents who timely submitted
Proposals does not mean that an individual Proposal has been deemed technically compliant or
accepted for evaluation.
2.10 COSTS OF PREPARING THE PROPOSAL
The costs of preparation and delivery of the Proposal are solely the responsibility of the
Respondent.
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2.11 NO COMMITMENT TO CONTRACT
The IJB reserves the right to reject any or all Proposals received in response to this RFP at any time
prior to the execution of the Contract. Issuance of this RFP in no way constitutes a commitment by
the IJB to award a Contract.
2.12 REJECTION OF PROPOSALS
The IJB may reject outright and not evaluate a Proposal for reasons including without limitation:
A. The Respondent fails to email the cost proposal in a separate attachment.
B. The Respondent acknowledges that a mandatory specification of the RFP cannot be met.
C. The Respondent's Proposal changes a material specification of the RFP or the Proposal is
not compliant with the mandatory specifications of the RFP.
D. The Respondent's Proposal limits the rights of the IJB.
E. The Respondent fails to include information necessary to substantiate that it will be able to
meet a specification of the RFP as provided in Section 3 of this RFP.
F. The Respondent fails to timely respond to the IJB's request for information, documents, or
references.
G. The Respondent fails to include Proposal Security, if required.
H. The Respondent fails to include any signature, certification, authorization, stipulation,
disclosure or guarantee as provided in Section 3 of this RFP.
I. The Respondent presents the information requested by this RFP in a format inconsistent
with the instructions of the RFP or otherwise fails to comply with the specifications of this
RFP.
J. The Respondent initiates unauthorized contact regarding the RFP with state employees.
K. The Respondent provides misleading or inaccurate responses.
L. The Respondent's Proposal is materially unbalanced.
M. There is insufficient evidence (including evidence submitted by the Respondent and
evidence obtained by the IJB from other sources) to satisfy the IJB that the Respondent is
a Responsive Respondent.
N. The Respondent alters the language in Attachment 1: Certification Letter or Attachment 2:
Authorization to Release Information letter.
2.13 NONMATERIAL VARIANCES
The IJB reserves the right to waive or permit cure of nonmaterial variances in the Proposal if, in the
judgment of the IJB, it is in the State's best interest to do so. Nonmaterial variances include but are
not limited to: minor failures to comply that do not affect overall responsiveness, that are merely
a matter of form or format, that do not change the relative standing or otherwise prejudice other
Respondents, that do not change the meaning or scope of the RFP, or that do not reflect a material
change in the specifications of the RFP. In the event the IJB waives or permits cure of nonmaterial
variances, such waiver or cure will not modify the RFP specifications or excuse the Respondent from
full compliance with RFP specifications or other Contract specifications if the Respondent is
awarded the Contract. The determination of materiality is in the sole discretion of the IJB.
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2.14 REFERENCE CHECKS
The IJB reserves the right to contact any reference to assist in the evaluation of the Proposal, to
verify information contained in the Proposal and to discuss the Respondent's qualifications and the
qualifications of any subcontractor identified in the Proposal.
2.15 INFORMATION FROM OTHER SOURCES
The IJB reserves the right to obtain and consider information from other sources concerning a
Respondent, such as the Respondent's capability and performance under other Contracts, the
qualifications of any subcontractor identified in the Proposal, the Respondent's financial stability,
past or pending litigation, and other publicly available information.
2.16 VERIFICATION OF PROPOSAL CONTENTS
The content of a Proposal submitted by a Respondent is subject to verification. If the IJB determines
in its sole discretion that the content is in any way misleading or inaccurate, the IJB may reject the
Proposal.
2.17 PROPOSAL CLARIFICATION PROCESS
The IJB reserves the right to contact a Respondent after the submission of Proposals for the purpose
of clarifying a Proposal. This contact may include written questions, interviews, site visits, a review
of past performance if the Respondent has provided goods and/or services to the State or any other
political subdivision wherever located, or requests for corrective pages in the Respondent's
Proposal. The IJB will not consider information received from or through Respondent if the
information materially alters the content of the Proposal or the type of goods and/or services the
Respondent is offering to the IJB. An individual authorized to legally bind the Respondent shall sign
responses to any request for clarification. Responses shall be submitted to the IJB within the time
specified in the IJB's request. Failure to comply with requests for additional information may result
in rejection of the Proposal.
2.18 DISPOSITION OF PROPOSALS
All Proposals become the property of the State and shall not be returned to the Respondent. Once
the IJB issues a Notice of Intent to Award the Contract, the contents of all Proposals will be in the
public domain and be available for inspection by interested parties, except for information for
which Respondent properly requests confidential treatment or according to exceptions provided in
Iowa Code Chapter 22 or other applicable law.
2.19 PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT
The IJB's release of public records is governed by Iowa Code chapter 22. Respondents are
encouraged to familiarize themselves with Chapter 22 before submitting a Proposal. The IJB will
produce public records upon request as required to comply with Chapter 22 and will treat all
information submitted by a Respondent as non-confidential records unless Respondent requests
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specific parts of the Proposal be treated as confidential at the time of the submission as set forth
herein AND the information is confidential under Iowa or other applicable law.
2.19.1 Form 22 Request for Confidentiality
Form 22 must be completed and included with respondent's proposal. Completion and submittal
of form 22 is required whether the proposal does or does not contain information for which
confidential treatment will be requested. Failure to submit a completed form 22 will result in the
proposal being considered non-responsive and not evaluated.
2.19.2 Confidential Treatment Is Not Requested
A Respondent not requesting confidential treatment of information contained in its Proposal shall
complete Section I of Form 22 and submit Form 22 with the Proposal.
2.19.3 Confidential Treatment of Information is Requested
A Respondent requesting confidential treatment of specific information shall perform all the
following:
A. Complete Section II of Form 22,
B. Include the word "CONFIDENTIAL" in file name of its Proposal containing confidential
information,
C. Mark each page upon which the Respondent believes confidential information appears and
clearly identify each item for which confidential treatment is requested; marking a page in
the page margin is not sufficient identification, and
D. Submit a "Public Copy" from which the confidential information has been excised.
Form 22 will not be considered fully complete unless, for each confidentiality request, the
Respondent:
A. Enumerates the specific grounds in Iowa Code chapter 22 or other applicable law that
supports treatment of the material as confidential,
B. Justifies why the material should be maintained in confidence,
C. Explains why disclosure of the material would not be in the best interest of the public, and
D. Sets forth the name, address, telephone, and email for the person authorized by
Respondent to respond to inquiries by the IJB concerning the confidential status of such
material.
The confidential material in the Public Copy must be excised in such a way as to allow the public to
determine the general nature of the material removed and to retain as much of the Proposal as
possible.
Failure to request information be treated as confidential as specified herein shall relieve the IJB and
State personnel from any responsibility for maintaining the information in confidence. Respondents
may not request confidential treatment with respect to pricing information and transmittal letters.
A Respondent's request for confidentiality that does not comply with this section or a Respondent's
request for confidentiality on information or material that cannot be held in confidence as set forth
herein are grounds for rejecting Respondent's Proposal as non-responsive. Requests to maintain
an entire Proposal as confidential will be rejected as non-responsive.
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