Project Information

Bid Title

RFQ?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 11, 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

RFQ JUV-27-4E-SW-003 . Posted 5/11/26.

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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: 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

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.

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.

RFP JUV-27-4E-SW-003

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RMS & Title IV-E Claiming

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.

RFQ JUV-27-4E-SW-003

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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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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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