1333145-event.pdf

18 August 2025

HSEM Disaster Case Management The State of Iowa seeks to purchase a Disaster Case Management solution to combine and automate case advocacy and assistance grant program operations in response to declared disasters.

18 August 2025

Open 8/18/2025 8:00 AM CDT Type DOM Request for Proposal Close 10/14/2025 3:00 PM CDT Number RFP-185-2517-2025 Currency US Dollar

Sealed Until 10/14/2025 3:00 PM CDT

Contacts Steve Dawson steven.dawson@dom.iowa.gov

Phone +1 515-805-7902

Commodity Codes Commodity Code Description

20800 COMPUTER SOFTWARE FOR MICROCOMPUTERS, SYSTEMS, INCLUDING

CLOUD-BASED (PREPROGRAMMED)

20811 *Application Software, (Not Otherwise Classified), Microcomputer 20836 *Data Processing Software, Microcomputer 20837 *Database Software, Microcomputer 20854 *Internet, Web Site and Mobile Application Development Software, Microcomputer 20880 *Software, Microcomputer (Not Otherwise Classified) 91829 *Computer Software Consulting

92000 DATA PROCESSING, COMPUTER, PROGRAMMING, AND SOFTWARE SERVICES

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The Iowa Department of Management, Division of IT ("DOM DoIT"), on behalf of Iowa Homeland Security and Emergency Management ("HSEM"), seeks proposals from qualified vendors to combine and automate their current Disaster Case Advocacy and Iowa Individual Assistance Grant Program operations.

All Respondents must have developed and fully implemented a case management solution for a goverment entity in the last five (5) years.

The anticipated term of the contract will begin on January 1, 2026, and end on December 31, 2030.

The Agency shall have the sole option to renew the contract upon the same or more favorable terms and conditions for up to five (5) annual extensions.

The resulting contract(s) will be available to state and local governments and non-profit organizations as permissible under law. The resultant contract(s) may be made available to other states through cooperative purchasing entities.

It is advised to "Save Progress" often and especially afteruploading documents.

NOTE: Anytime the Respondent opens their bid after the initial submission, they MUST certify and resubmit. No information will be lost from the initial submission.

NOTE: Respondent must approve and resubmit their Proposal after an amendment has been posted by the Issuing Officer. If the Proposal was submitted before the amendment, all information will be saved. The Respondent only needs to read and acknowledge the amendment.

Instructions for Addenda/Amendments: Answer the newly posted question in the Questions Section, and CERTIFY and SUBMIT your proposal again (if previously submitted)

Description

Required to View Event

Prerequisites Required to Enter Bid

18 August 2025

1. Respondent will read and make certifications of their Proposal.

2. Respondent will read and authorize to release information for their Proposal.

3. Respondent affirms that it has developed and fully implemented a case management system for a government entity in the last five (5) years.

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Buyer Attachments

1. RFP 185-2517-2025 HSEM Disaster Case Mgmt.pdf

2. Attachment #1 - Respondent Information Form.docx

3. Attachment #3 - Subcontractor Disclosure Form.docx

4. Attachment #4 - RFP 185-2517-2025 Cost Proposal Form.xlsx

5. Attachment #5 - RFP 185-2517-2025 Sample Contract.docx

18 August 202518 August 202518 August 202518 August 2025 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzMzMTQ1LTE4NzI3Njg2MjNSRlAgMTg1LTI1MTctMjAyNSBIU0VNIERpc2FzdGVyIENhc2UgTWdtdC5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzMzMTQ1LTE4NzI3NTk5MTdBdHRhY2htZW50ICMxIC0gUmVzcG9uZGVudCBJbmZvcm1hdGlvbiBGb3JtLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzMzMTQ1LTE4NzI3NTkwNzNBdHRhY2htZW50ICMzIC0gU3ViY29udHJhY3RvciBEaXNjbG9zdXJlIEZvcm0uZG9jeA%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzMzMTQ1LTE4NzE4NzA4NzJBdHRhY2htZW50ICM0IC0gUkZQIDE4NS0yNTE3LTIwMjUgQ29zdCBQcm9wb3NhbCBGb3JtLnhsc3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzMzMTQ1LTE4NzE4NzE0MDNBdHRhY2htZW50ICM1IC0gUkZQIDE4NS0yNTE3LTIwMjUgU2FtcGxlIENvbnRyYWN0LmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

Group 1: Form of Proposal Instructions: Respondent shall read and answer the following questions.

1.1 The Respondent shall enter contact name, telephone number, and email address for questions regarding this solicitation.

1.2 The Respondent shall enter the State or Foreign Country of Residence.

1.3 The Respondent shall enter the Resident Preference given by the State or Foreign Country of the Respondent's residence. Enter the resident preference in the text box or indicate "no preference"

1.4

The Respondent hereby authorizes the Agency to conduct criminal history and/or other background investigation(s) of the Respondent, its officers, directors, shareholders, partners, and managerial and supervisory personnel who will be involved in the performance of the Contract and will fully cooperate with the Agency in obtaining any required waivers or releases required to complete any such criminal history check and background investigation(s).

1.5 The Respondent shall read, fill out, and attach the Terminations, Litigation, and Debarment document.

1.6 Confidential Treatment of Information - Is Respondent requesting confidential treatment of specific information?

1.7

A Respondent requesting confidential treatment of specific information shall: (1) fully complete and sign Form 22 and save it as a PDF, (2) conspicuously mark the outside of its Proposal as containing confidential information, (3) 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 (4) submit a “Public Copy” from which the confidential information has been excised.

Group 2: Terms and Conditions

Instructions:

Respondent shall read and answer the following questions. If there are exceptions to the terms, submit the Exceptions Form and, if applicable, a red-lined Sample Contract, located in Buyer Attachments.

2.1 Respondent shall read the Federal Terms and Conditions and enter a response.

2.2 Public Entities (Political Subdivisions) - The resulting Contract will be made available to Political Entities, i.e. cities, counties, and schools. The Respondent shall enter a response.

2.3 Nonprofit Entities - The resulting Contract will be made available to nonprofit entities that qualify under I.R.S. § 501 (c) provisions. The Respondent shall enter a response.

2.4 Quarterly Sales Report—The Respondent shall provide the Iowa Department of Management with a detailed quarterly report in Microsoft Excel on ALL sales made under the Contract via e-mail in Microsoft Excel format. The Respondent shall enter a response.

2.5

Administrative Fee - In addition to the approved discounts or prices specified in the Contract herein, the successful Respondent shall pay to the Agency a 1.00% Administrative Fee on all sales made against this Contract. The fee shall be paid quarterly to the Iowa Department of Management. The Respondent shall enter a response.

2.6 Payment Terms - Per Iowa Code § 8A.514 the State of Iowa is allowed sixty (60) days to pay an invoice submitted by a successful Respondent. Does the Respondent agree to the terms?

2.7 Does the Respondent have exceptions to the RFP language?

2.8 If the Respondent has exceptions to the terms and conditions of the RFP and/or Sample Contract, the Respondent will complete and submit the Exceptions Form.

2.9 Does the Respondent have exceptions to the Sample Contract?

2.10 The Respondent will attach and submit a red-lined Attachment #5 - Sample Contract, located in Buyer Attachments, and complete and submit the Exceptions Form.

Group 3: Proposal Submission Instructions: Attach the Proposals under each question.

3.1 Respondent shall attach a separate Technical Proposal file.

3.2 Respondent shall review, complete and submit Attachment #4 - Cost Proposal Template found in Buyer Attachments. Respondents may upload additional documents to support the cost proposal, if applicable.

3.3 Respondent will complete and submit Attachment #'s 1-3 found in the Buyer Attachment section.

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