Project Information

Bid Title

Amendment 1 to RFP JUV-27-4E-SW-003 Random Moment Sampling System and Title IV-E Claim Support

Issuing Agency

Iowa Judicial Branch

Location

Iowa

Published Date

May 27, 2026

Closing Date

Jun 19, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Amendment 1 to RFP JUV-27-4E-SW-003 . Posted 5/27/26.

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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:

ISSUED BY:

RFQ JUV-27-4E-SW-003

AMD 1

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

DATE AND TIME:

Friday June 19, 2026 no later than 3:00 PM CST

DOCUMENTATION

REQUIRED:

An electronic, responsive submission broken out as outlined

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, including Attachment 1, Form 22, Request for

Confidentiality.

An RFQ Response Form is available in Word doc format at the

following location while this RFQ is active:

DAS Bidding Opportunities | Iowa Department of Administrative

Services

RFP JUV-27-4E-SW-003

AMD 1

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Iowa Judicial Branch

RMS & Title IV-E Claiming

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.

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;

RFQ JUV-27-4E-SW-003

AMD 1

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RMS & Title IV-E Claiming

• Case management and supervision;

• A proportionate share of related agency overhead; and

• Costs related to data collection and reporting. 1

1.3 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 Quote. 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 specific parts of the Quote 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.

1.3.1 Form 22 Request for Confidentiality

Form 22 must be completed and included with respondent’s quote. Completion and submittal

of form 22 is required whether the quote 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.

1.3.2 Confidential Treatment Is Not Requested

A Respondent not requesting confidential treatment of information contained in its Quote

shall complete Section I of Form 22 and submit Form 22 with the Quote.

1.3.3 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 Quote 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:

E. Enumerates the specific grounds in Iowa Code chapter 22 or other applicable law that

supports treatment of the material as confidential,

F. Justifies why the material should be maintained in confidence,

G. Explains why disclosure of the material would not be in the best interest of the public,

and

1 Children’s Defense Fund (2020). Implementing the Family First Prevention Services Act: A technical guide for agencies,

policymakers and other stakeholders.

RFQ JUV-27-4E-SW-003

AMD 1

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RMS & Title IV-E Claiming

H. 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

Quote 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. 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 Quote as non-

responsive. Requests to maintain an entire Quote as confidential will be rejected as non-

responsive.

If the IJB receives a request for information that Respondent has marked as confidential and if

a judicial or administrative proceeding is initiated to compel the release of such material,

Respondent shall, at its sole expense, appear in such action and defend its request for

confidentiality. If Respondent fails to do so, the IJB may release the information or material

with or without providing advance notice to Respondent and with or without affording

Respondent the opportunity to obtain an order restraining its release from a court possessing

competent jurisdiction. Additionally, if Respondent fails to comply with the request process

set forth herein, if Respondent’s request for confidentiality is unreasonable, or if Respondent

rescinds its request for confidential treatment, the IJB may release such information or

material with or without providing advance notice to Respondent and with or without

affording Respondent the opportunity to obtain an order restraining its release from a court

possessing competent jurisdiction.

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.

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.

3. REQUIREMENTS

RFQ JUV-27-4E-SW-003

AMD 1

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RMS & Title IV-E Claiming

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.

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.

RFQ JUV-27-4E-SW-003

AMD 1

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Commodity Codes

• NAICS 541191Title Abstract and Settlement Offices
• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541620Environmental Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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