MEDIOMC26022 RFP.docx

MEDIOMC26022

CMPQII Grant RFP

REQUEST FOR PROPOSAL (RFP)

Civil Money Penalty Quality Improvement Initiative Grant

MEDIOMC26022

Jeanne Schirmer Iowa Medicaid Finance Bureau 321 E 12th Street Des Moines, IA 50319-0114 Phone: 515-420-3927 Jeanne.Schirmer@hhs.iowa.gov

Table of Contents

B.1 Use of Grant Funds B.2 Allowable Uses B.3 Non-Allowable Uses for Grant Funds B.4 Technology Projects B.5 Expansion of Previous CMP-Funded Project B.6 Grant Award Timeframes B.7 Availability of Grant Funds

Section C Duration of Contract…………………………………………………………………………………8 Section D Applicant Eligibility Requirements………………………………...……………………………… 8 D.1 Eligible Applicants D.2 Applicant Requirements D.3 Nursing Home Letters of Support

Section E Procurement Timetable …………………………………………………………………………….9 Section F Application Submission: Format and Content Specifications…………………………….…...10 F.1 Application Packet F.2 Budget Template F.3 Application Formatting

Section G Evaluation of Application …………………………………………………………………………12 G.1 Introduction G.2 Evaluation Committee G.3 Proposal Scoring and Evaluation Criteria G.4 Evaluation Committee Recommendation Section 1 Background and Scope of Work …………………………………………………………………14 Background RFP General Definitions Scope of Work Deliverables, Performance Measures and Monitoring Agency Responsibilities Contract Payment Methodologies Section 2 Basic Information About the RFP Process………………………………………………………16

2.1 Issuing Officer

2.2 Restriction on Applicant Communication

2.3 Downloading the RFP from the Internet

2.4 Online Resources

2.5 Intent to Bid

2.6 Reserved

2.7 Questions, Requests for Clarification and Suggested Changes

2.8 Submission of the Application

2.9 Amendment to the RFP and Application

2.10 Withdrawal of Application

2.11 Costs of Preparing the Application

2.12 Rejection of Applications

2.13 Review of Applications

2.14 Application Clarification Process

2.15 Verification of Application Contents

2.16 Reference Checks

2.17 Information from Other Sources

2.18 Criminal History and Background Investigation

2.19 Disposition of Applications

2.20 Public Records and Request for Confidential Treatment

2.21 Copyrights

2.22 Release of Claims

2.23 Reserved

2.24 Notice of Intent to Aware

2.25 Acceptance Period

2.26 Review of Notice of Disqualification or Notice of Intent to Aware Decision

2.27 Definition of Contract

2.28 Choice of Law and Forum

2.29 Restrictions on Gifts and Activities

2.30 Exclusivity

2.31 No Minimum Guaranteed

2.32 Use of Subcontractors

2.33 Applicant Continuing Disclosure Requirement

Attachments………………………………………………………………...………………………………….23

A Iowa CMPQII Supplemental Application Packet (separate document) B CMS Civil Money Penalty Reinvestment Program Application (separate document) C CMS’ CMPQII Grant Application Budget Template (separate document) D Iowa CMPQII Grant Baseline and Quarterly Interim Report Form E Iowa CMPQII Grant Annual/Final Report Form F Civil Money Penalty Reinvestment Program Application Handbook (separate document) G CMS Memo QSO-25-26-NH dated 9/29/25 (separate document) H Sample Agency Contract

Section A RFP Purpose

The Agency is issuing this Request for Proposal (RFP) to solicit proposals for the Civil Money Penalty Quality Improvement Initiative (CMPQII) Grant Program. The grant program's objective is to implement quality improvement initiatives that protect or improve the quality of care and/or quality of life for residents in federally certified nursing facilities per 42 CFR 488.433.

Section B Civil Money Penalty Reinvestment Program (CMPRP) Grant Uses and Funding

The CMPRP Application Handbook is included as a separate document and references CMS’ requirements and expectations for all Civil Money Penalty (CMP) applications. The use of CMS’ CMPRP application form and budget template is required.

All CMPQII Grant awards are subject to approval by Centers for Medicare and Medicaid Services (CMS).

B.1 Use of Grant Funds Civil Money Penalty (CMP) funds returned to the State are awarded to qualified entities that can effectively implement projects to protect or improve the quality of care or quality of life for residents in federally certified nursing homes.

B.2 Allowable Uses for Grant Funds and Purpose Refer to the CMPRP Handbook (Attachment F), Project Categories: Allowable Uses of the CMP Funds for complete information.

B.2.1 Resident or Family Councils:

· Purpose: Support advocacy organizations in developing and strengthening councils.

· Eligible Activities:

· Assist in the development of new independent family councils

· Assist resident and family councils in effective advocacy on their family members’ behalf

· Develop materials and training sessions

· Maximum Funding: $6,000 per nursing home (one-time funding) B.2.2 Consumer Information:

· Purpose: Develop educational materials for residents and families.

· Eligible Activities:

· Create flyers, brochures, web materials

· Psychotropic medication awareness

· Discharge rights information

· Advance care planning resources

· Maximum Funding: $6,000 per nursing home (one-time funding) B.2.3 Training to Improve Quality of Care:

· Purpose: Provide training in facility improvement projects in single and multiple nursing homes, joint training of facility staff and surveyors, technical assistance for facilities implementing quality assurance programs, training for resident and/or family councils, Long Term Care (LTC) ombudsman or advocacy organizations and other activities approved by CMS.

· Eligible Activities:

· Medical Care

· Safety and Quality

· Care approach

· Maximum Funding: $6,000 per nursing home per year, per topic. $18,000 maximum for 3-year project B.2.4 Activities to Improve Quality of Life

· Purpose: Foster social interaction, movement and reduce loneliness.

· Eligible Activities:

· Nature-Based

· Physical

· Maximum Funding: $6,000 per nursing home per year, per topic B.2.5 Mental and Behavioral Health

· Purpose: Support behavioral health services that address the needs of nursing home residents

· Eligible Activities:

· Serious Mental Illness

· Substance Abuse Disorder

· Dementia

· Maximum Funding: $6,000 per nursing home per year B.2.6 Workforce Enhancement

· Purpose: Support facilities in developing and retaining a qualified, stable workforce through training and education

· Eligible Activities:

· Certified Nursing Assistant (CAN) Training project

· Retention Initiatives

· Leadership development

· Mentorship program for new employees.

· Maximum Funding: $6,000 per nursing home per year Refer to CMS Memo QSO-25-26-NH in Attachment G or the CMPRP Handbook in Attachment F for more detail and examples.

B.3 Non-Allowable Uses for Grant Funds Refer to the CMPRP Handbook, Non-Allowable Uses of CMP Funds/Budget Items for additional descriptions and examples.

· Conflict of Interest – Project with actual or apparent conflicts of interest

· Duplication – Functions already funded by state/federal sources

· Capital Improvements – Physical property enhancements that increase value/building modifications.

· Nursing Home Services or Supplies – Services/supplies that are facility responsibilities

· Federally Required Services – Services mandated under federal programs

· Research – Studies where resident benefit is unclear

· Quality Innovation Network/Quality Improvement Organizations (QIN/QIO) Duplicate Projects – Activities already federally funded through QIOs

· Nursing Home Employee Salaries – Paying facility/staff wages

· Palliative Care Services – Billable medical services

· Incentives – Monetary/non-monetary participation rewards

· State Functions – Required state responsibilities

· Previously Denied Projects – Resubmission of rejected applications

· Telemedicine Services and Equipment – Remote healthcare delivery systems

· Direct Resident Benefit – Items unrelated to resident care improvement

· Travel Costs – Travel unrelated to project implementation B.4 Technology Projects Technology projects must enhance nursing home residents’ quality of care and quality of life, with residents directly interacting with technology and documented evidence of measurable improvements in resident outcomes. For Technology, refer to the table of Allowable and Non-Allowable Technology Uses in the CMPRP Handbook.

B.4.1 Approval Criteria.

· Direct Resident Interaction

· Measurable Outcome

· Functionality Focus B.4.2 Allowable vs Non-Allowable Technology Uses

Interactive technologies Technology that demonstrates measure outcomes Content-driven engagement

Entertainment and theatre equipment General entertainment systems Computer technology functions

Care delivery training technology Technology for administrative purposes

Educational materials

Stall only educational materials

Systems that directly improve resident quality of life Telemedicine Electronic health record software Telecom system Alert systems

Therapeutic devices

Laptops/tablets General accounting equipment Digital signage

Modifications that directly benefit residents Fees for upgrades, enhancements

B.5 Expansion of Previous CMP-Funded Project Applicants who have previously received CMP funding and are submitting a new application with the same project focus but for expansion must target a different set of nursing homes. When submitting a new application for project expansion, the applicant must submit project results that demonstrate successful implementation before duplicating the project in other nursing homes or states. Emphasis should be placed on how the project’s achievements have directly enhanced resident health, safety, and well-being. Previous approval and funding of a project do not guarantee future approval of a similar project.

B.6 Grant Award Timeframes Funds are awarded to qualified entities that can effectively implement projects to protect or improve the quality of life and quality of care for residents in federally certified nursing homes.

Project Duration:

· Maximum: Up to three years (36 months)

· Minimum: No minimum requirement

· Flexibility: Entities can design projects to fit their specific timeline and objectives B.7 Availability of Grant Funds Pursuant to 42 CFR 488.431, ninety percent of the collected civil money penalty funds are returned to the State of Iowa and held in escrow to be used entirely for activities that protect or improve the quality of life for nursing home residents.

At the beginning of each calendar year, the Agency sets aside an annual amount from the civil money penalty fund established pursuant to Iowa Code section 249A.57 to be awarded in the form of grants to eligible applicants for approved Quality Improvement Initiatives for residents in certified nursing homes. In any calendar year in which sufficient funds are available to support Quality Improvement Initiative grants, the Agency issues a Request for Proposal. There is no entitlement to any funds available for grant awards through this Program. The Agency may award grants to the extent funds are available and to the extent that Proposals are approved by CMS. The Iowa CMP fund balance, less obligated funds (emergency reserve fund and active CMP projects), as of December 31, 2025, is $21,298,291.96.

CMS has set maximum funding amounts for quality improvement projects to ensure the costs are reasonable and that the projects can be available to any nursing home. Maximum amounts are based on the project category and identified in Sections B.2.

The entity or nursing home that requests CMP funding is accountable and responsible for all CMP funds entrusted to it. If a change in ownership occurs after CMP funds are granted or during the project, the project leader shall notify CMS and the Agency within five (5) calendar days. The new ownership shall be disclosed as well as information regarding how the project will be completed. A written letter regarding the change in ownership and its impact on the CMPQII application award will be sent to the CMS branch office and the Agency. If the Agency does not approve of a change in ownership, the Agency may terminate the contract effective immediately without penalty and without advance notice or opportunity to cure for any of the reasons defined in Section 2 General Terms of Service Contracts at Service Contracting | Health & Human Services .

Section C Duration of Contract

The Agency anticipates executing multiple contracts because of this RFP. Each CMP project will have a one-year contract term beginning upon notification of CMS approval and execution of the contract between the Agency and the Applicant. The contract term will be based on the Applicant’s project proposal. Contracts based on multiple-year proposals will have a one-year contract term with the ability to extend up to two optional years.

Section D Applicant Eligibility Requirements

D.1 Eligible Applicants Grant opportunities are available to various interested stakeholders, such as certified nursing facilities and corporations, consumer and nursing facility advocacy organizations, State healthcare and provider associations, resident or family councils, State Agencies, Government Agencies, educational and research institutions, quality-focused organizations, and private applicants.

D.2 Applicant Requirements

· Be qualified and capable of carrying out the intended project

· Any pending enforcement actions that could result in the closure of the facility

· Any outstanding sanctions by Iowa Medicaid or CMS

· Any outstanding or unresolved Class I Violations

· No conflict-of-interest relationship with the entity who will benefit from the intended project

· Not be a recipient of a contract, grant or other payment from federal or state sources for the same project

· Not paid by a state or federal source to perform the same function as the project.

D.3 Nursing Home Letters of Support

If the applicant is not a nursing home, letters of support from all nursing homes participating in the project are required in the application submission. A letter of support from a nursing home corporation or chain will be accepted provided that each participating nursing home facility acknowledges receipt through its nursing home administrator. This includes the administrator’s signature, current date and complete contact information (phone number, email address and facility address). Nursing homes are expected to honor their commitment for the entire length of the project.

Letters of support must include the following elements:

It is the applicant’s responsibility during their recruitment process to ensure the nursing home is not currently participating in any civil money penalty quality improvement project of the same topic. Nursing homes cannot participate in two different projects for the same topic.

A detailed list of the nursing homes participating in the project with their corresponding CCN number must be included in the application. This list of nursing homes will be compared to the master list maintained by the Agency upon receipt of the application. The applicant will be informed of any participation duplication during the screening process following receipt of the application by the State Agency. The applicants may not request the Agency review their participating nursing homes prior to submission of the application.

Section E Procurement Timetable

Due to the length of time for CMS’ review of proposals, it is recommended that the start date for any CMP quality improvement project be no earlier than the anticipated start date in the Procurement Timetable. This may change if CMS seeks clarification on any project. The actual start date is based on the contract executed between the applicant and the State Agency, not the CMS approval date.

There are no exceptions to any deadlines for the Applicant; however, the Agency reserves the right to change the dates. End time for each date is 4:30 P.M central time. There will be one opportunity to submit project proposals during calendar year 2026. There will only be one opportunity to submit written questions.

Section F Application Submission: Format and Content Specifications

F.1 Application Packet: There are three (3) components to the Application Packet:

1) Iowa CMPQII Supplement Application Certifications

2) CMS VMPRP Application

3) CMS Budget Template Letters of Support are a requirement of the CMS application. All information must be received based on the procurement timetable in Section E of the RFP. All documents are outlined in the Attachments specific to this RFP and/or provided as a separate document.

F.2 Budget Template: All qualified applicants must prepare and submit a quality improvement project budget using the required budget template provided by CMS. The Budget Template is provided as a separate Attachment C.

F.3 Application Formatting.

The following instructions provide the format and technical specifications of the Application and are designed to facilitate Application submission that is easy to understand and evaluate.

Formatting Requirements for Application Submission:

Envelope Contents and Labeling Envelope shall be addressed to the Issuing Officer and contain the original Application.

Number of Hard Copies Submit one (1) original hard copy of the Application (Part 1) and the Iowa supplemental documents (Part 2). The original hard copy must contain original signatures.

· The Application must be saved in less than three files, with a preference for the entire Application in one file. Applications shall be provided in either PDF or Microsoft Word format. Files shall be text-based and not scanned image(s) and shall be searchable and not password protected or contain restrictions that prevent copying, saving, highlighting, or printing of the contents.

· The budget must be provided using the required CMS Budget template.

· The Applicant will complete the appropriate section of the Primary Applicant Detail Form & Certification in the Iowa CMPQII supplemental application which requires the specific statutory citation supporting the request for confidential treatment and an explanation of why disclosure of the information is not in the best interest of the public.

· The Applicant shall submit one (1) complete paper copy of the Application from which confidential information has been redacted. This copy shall be clearly labeled on the cover as a “public copy”, and each page upon which confidential information appears shall be conspicuously marked as containing confidential information. The confidential material shall be redacted in such a way as to allow the public to determine the general nature of the material removed. To the extent possible, pages should be redacted sentence by sentence unless all material on a page is clearly confidential under the law. The Applicant shall not identify the entire Application as confidential.

· The budget and/or pricing information will be part of the ultimate contract entered into with the successful Applicant. Pricing information may not be designated as confidential material.

· The Applicant shall submit a USB flash drive containing an electronic copy of the Application from which confidential information has been redacted. This USB flash drive shall be clearly marked as a “public copy”.

Exceptions to RFP/Contract Language

· If the Applicant objects to any term or condition of the RFP or attached Sample Contract, specific reference to the RFP page and section number shall be made in the Primary Applicant Detail & Certification Form. In addition, the Applicant shall set forth in its Application the specific language it proposes to include in place of the RFP or contract provision and cost savings to the Agency should the Agency accept the proposed language.

· The Agency reserves the right to either execute a contract without further negotiation with the successful Applicant or to negotiate contract terms with the selected Applicant if the best interests of the Agency are served.

Section G Evaluation Of Application

G.1 Introduction.

This section describes the evaluation process used to determine which Application provides the greatest benefit to the Agency and the nursing home residents. When making this determination, the Agency will not necessarily award a contract to the Applicant offering the lowest cost to the Agency or to the Applicant with the highest point total. Rather, a contract will be awarded to the Applicant that offers the greatest benefit to the Agency and the nursing home residents described in the project Application. NOTE: CMS has final authority to approve CMP quality improvement project proposals.

G.2 Evaluation Committee.

The Agency intends to conduct a comprehensive, fair, and impartial evaluation of Applications received in response to this RFP. In making this determination, the Agency will be represented by an evaluation committee comprised of DHHS Iowa Medicaid representatives.

G.3 Proposal Scoring and Evaluation Criteria.

The evaluation committee will use the method described in this section to assist with initially determining the relative merits of each Application.

Scoring Guide.

Points will be assigned to each evaluation component as follows, unless otherwise designated:

Application Sections.

When Applications are evaluated, the total points for each component are comprised of the component’s assigned weight multiplied by the score the Application earns. Points for all components will be added together. The evaluation components, including maximum points that may be awarded, are as follows:

CMS Template

Total Points Possible: 148

G.4 Evaluation Committee Recommendation The evaluation committee shall review the Applications collectively and determine a consensus score for each component of the application. Each component score will be calculated to a final score. Scoring thresholds will be established by the committee to separate out high and low application scores. Applications that score above the threshold will be forwarded to the Medicaid Deputy Director of Operations for a decision. In making this recommendation, the committee is not bound by any scores or scoring system used to assist with initially determining the relative merits of each Application. This recommendation may include, but is not limited to, the name of one or more selected Applicants or a recommendation that no Applicant be selected. The Medicaid Deputy Director shall consider the committee’s recommendation and decide if the Applications that will be forwarded to CMS for final review of grant award. The Deputy Director is not bound by the evaluation committee’s recommendation.

Since CMS has the final authority regarding approval of the funding of CMP grant projects, all Applications approved by the DHHS Medicaid Deputy Director of Operations shall be submitted to CMS for the final decision. Notice of intent to award pending CMS review will be posted prior to CMS’ award. Each Applicant will be informed of the CMS decision upon receipt.

Section 1 Background and Scope of Work

1.1 Background.

Section 1919 of the Social Security Act, 42 CFR 488.433 and Iowa Code section 249A.57 allows the Agency to impose civil money penalties when a long-term care facility is not in substantial compliance with one or more Medicare or Medicaid participation requirements. These penalties may range from $50 to $10,000 per day, depending on the kind of deficiency recorded by the Iowa Department of Inspections, Appeals and Licensure (DIAL). The Centers for Medicare and Medicaid Services (CMS) returns a portion of the CMP funds to the states and permits states to direct collected civil money penalty funds for quality improvement projects that enhance the quality of care and the quality of life for Nursing Facility residents.

The Agency's Civil Money Penalty Quality Improvement Initiative (CMPQII) Grant Program accepts proposals from certified nursing facilities and corporations, consumer and nursing facility advocacy organizations, State healthcare and provider associations, resident or family councils, State Agencies, Government Agencies, educational and research institutions, quality-focused organizations, and private applicants that are interested in promoting quality of care or quality of life for residents of nursing facilities licensed by the Iowa Department of Inspections, Appeals and Licensure (DIAL) and certified as meeting the requirements of participation for Medicaid and Medicare.

1.2 RFP General Definitions.

When appearing as capitalized terms in this RFP, including attachments, the following quoted terms (and the plural thereof, when appropriate) have the meanings set forth in this section.

“Agency” means the Iowa Department of Health and Human Services, Medicaid Division.

“Application” or “Proposal” means the Applicant’s proposal submitted in response to the RFP.

“Contractor” means the Applicant who enters a Contract because of this Solicitation.

“Deliverables” means all of the services, goods, products, work, work product, data (including data collected on behalf of the Agency), items, materials and property to be created, developed, produced, delivered, performed, or provided by or on behalf of, or made available through, the Applicant (or any agent, contractor or subcontractor of the Applicant) in connection with any contract resulting from this RFP.

“Invoice” means an Applicant’s claim for payment. At the Agency’s discretion, claims may be submitted on an original invoice from the Applicant or may be submitted on a claim form accepted by the Agency, such as a General Accounting Expenditure (GAX) form.

Definitions Specific to this RFP.

When appearing as capitalized terms in this RFP, including attachments, the following quoted terms (and the plural thereof, when appropriate) have the meanings set forth in this section.

"Applicant" or "Facility Applicant" means an entity who submits a response to the RFP.

"Eligible Applicants" means Nursing Facilities, state agencies, Nursing Facility advocacy groups, resident and family councils, and other Nursing Facility stakeholder groups as defined in Iowa Administrative Code rule 441-166.1(249A) and additional entities identified in the Civil Money Penalty Reinvestment Program (CMPRP) Application Handbook.

"Nursing Facility" or “Nursing Facilities" means a Medicaid-enrolled facility that is defined in Iowa Administrative Code rule 441—81.1(249A) as "facility."

"Qualify Improvement Initiative" or “Initiative” or "Project" means a project or training in accordance with provisions of 42 CFR 488.433 that directly or indirectly supports and benefits the quality of care and quality of life of Nursing Facility residents as defined in Iowa Administrative Code rule 441—166.1(249A).

1.3 Scope of Work Deliverables, Performance Measures and Monitoring

1.3.1 Description of the Quality Improvement Project

The Applicant shall complete and fully describe each section of the CMS Civil Money Penalty Reinvestment Program Application. There are three parts to the Application Packet, Part 1 is the State CMPQII Supplemental application including the required Agency certifications, Part 2 is the CMS CMPRP Application and Part 3 is the CMS Budget Template. Attachments may be used to provide supplemental materials related to the application such as quotes, brochures, efficacy studies, and/or nursing facility letters of support. Attachments should not be used to describe the applicant’s approach. The CMS Application outlines the project Sections:

I. Applicant Contact and Background II. Organizational Capabilities III. a. Project Details III b. Previous CMP-Funded Projects IV. Budget V. Project Category and Summary A. Describe the Problem B. Describe clear, realistic project goals C. Describe specific, measurable objectives D. Describe the implementation plan, including a timeline E. List of any physical items that will be deliverables F. Performance Monitoring, Evaluation and Sustainability.

VI. Supplementary document Checklist VII. Submission Confirmation

1.3.2 Performance Measures

The Applicant shall adhere to their respective Application's goals, objectives, measurement and monitoring, timelines, and itemized budget. Specific performance measures for each Project will be defined in the contract following CMS approval.

General performance measures include, but are not limited to:

· Adherence to the project approved timeline

· Compliance with all deadlines

· Timely submission of all required reports.

· Progress and achievement of goals and objectives

1.3.3 Monitoring Reports

The Applicant is expected to monitor the progress of their Project. Using the respective templates provided in the RFP, the Applicant shall submit the following reports to the Agency:

The Baseline Report shall contain all preliminary metric results for each objective prior to the start of the quality improvement project.

The Quarterly Interim Report shall contain actual results with comparison against baseline measures for all objectives. Include updates on all deliverables, performance measures, and funds expended during the reporting period.

The Annual/Final Report shall provide evidence of successful completion or progress (multiple year contracts) of the Quality Improvement Initiative and must address the following:

a) Purpose of the grant

b) Expected outcomes of the Project

c) Actual outcomes of the Project

d) Successes including deliverables and key achievements

d) Challenges or risks encountered during the Project and how they were addressed,

e) Number of residents and facilities who benefitted from the Project,

f) Impact on the resident's quality of care/quality of life,

g) Lessons learned, and

h) Status of the action plan for sustainability if the Project will continue beyond the grant funding.

The Annual/Final Report content may be combined with the last quarterly interim report.

1.4 Agency Responsibilities.

The Contract Manager or designee will:

· Verify Invoices and supporting documentation itemizing work performed prior to payment;

· Determine compliance with general contract terms, conditions, and requirements; and

· Assess compliance with deliverables, performance measures, or other associated requirements in accordance with the monitoring activities set forth in the State and CMS approved application.

· Submit project results to CMS on an annual basis.

1.5 Contract Payment Methodology.

The Applicant is obliged to perform all the responsibilities and meet all the performance measures of the contract. The Applicant shall submit Invoices for expenses quarterly as incurred during the Contract period.

Section 2 Basic Information About the RFP Process

2.1 Issuing Officer

The Issuing Officer is the sole point of contact regarding the RFP from the date of issuance until selection of the successful Applicant. The Issuing Officer for this RFP is:

Jeanne Schirmer Iowa Medicaid Bureau of Quality Innovation and Medical Policy 321 E 12th Street Des Moines, IA 50319-1002 Phone: 515-420-3927 imecmp@HHS.state.ia.us

2.2 Restriction on Applicant Communication.

From the issue date of this RFP until announcement of the successful Applicant, the Issuing Officer is the point of contact regarding the RFP. There may be no communication regarding this RFP with any State employee other than the Issuing Officer, except at the direction of the Issuing Officer or as otherwise noted in the RFP. This section shall not be construed as restricting communications related to the administration of any contract currently in effect between an Applicant and the Agency.

The Issuing Officer will respond only to questions regarding the procurement process. Questions pertaining to the interpretation of this RFP may be submitted in accordance with the Questions, Requests for Clarification, and Suggested Changes section of this RFP.

2.3 Downloading the RFP from the Internet.

The RFP and any related documents such as amendments or attachments (collectively the “RFP”), and responses to questions will be posted at the State of Iowa’s website for bid opportunities: http://bidopportunities.iowa.gov/. Check this website periodically for any amendments to this RFP. The posted version of the RFP is the official version. The Agency will only be bound by the official version of the RFP document(s). Applicants should ensure that any downloaded documents are in fact the most up to date and are unchanged from the official version.

2.4 Online Resources.

General information and other resources related to this RFP are available in Attachment F CMS’ Civil Money Penalty Reinvestment Program Application Handbook and Attachment G CMS Memo QSO-25-26-NH dated 9/29/25.

2.5 Intent to Bid

There is no Agency request that Applicants provide their intent to bid. The Applicant may wish to request confirmation of receipt of the email from the Issuing Officer to ensure delivery.

2.6 Reserved. (Applicants’ Conference)

2.7 Questions, Requests for Clarification, and Suggested Changes.

Applicants are invited to submit written questions, requests for clarifications, and/or suggestions for changes to the specifications of this RFP (hereafter “Questions”) by the due date and time provided in the Procurement Timetable. Applicants are not permitted to include assumptions in their Applications. Instead, Applicants shall address any perceived ambiguity regarding this RFP through the question-and-answer process. If the Questions pertain to a specific section of the RFP, the page and section number(s) must be referenced. Applicants shall submit questions to the Issuing Officer by email. The Applicant may wish to request confirmation of receipt from the Issuing Officer to ensure delivery. Do not submit questions by mail, shipping service, or hand delivery.

Written responses to Questions will be posted at http://bidopportunities.iowa.gov/ by the date provided in the RFP’s Procurement Timetable.

The Agency assumes no responsibility for verbal representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFP. In addition, the Agency’s written responses to Questions will not be considered part of the RFP. If the Agency decides to change the RFP, the Agency will issue an amendment.

2.8 Submission of Application

Each Applicant is responsible for ensuring that the Issuing Officer receives the Application by the time and date specified in the Procurement Timetable at the address provided in the RFP for the Issuing Officer. The Agency will not waive this mandatory requirement. Any Application received after this deadline will be rejected and will not be evaluated.

Applications are to be submitted in accordance with the following Application Formatting described in Section 3.

Applicants mailing Applications shall allow ample mail delivery time to ensure timely receipt of their Applications. It is the Applicant’s responsibility to ensure that the Application is received prior to the deadline. Postmarking or submission to a courier by the due date shall not substitute for actual receipt of the Application by the Agency.

Submit the following required documents to the State by the due date outlined in the Procurement Table in Section E:

· State Supplemental Certifications, signed and dated:

· Primary Applicant Detail and Certification Form

· Subcontractor Disclosure Form (if applicable)

· Additional Certifications

· Certification and Disclosure Regarding Lobbying

· Release of Information

· Minority Impact Statement

· CMS CMPRP Application

· CMS’ Application Budget Spreadsheet

· Participating Nursing Homes’ Letters of Support

· List of Participating Nursing Homes

· Project Results for Previously CMP—Funded Projects (if applicable)

· Other supplemental attachments

2.9 Amendment to the RFP and Application.

Each Applicant is responsible for ensuring that the Issuing Officer receives the Application and any permitted amendments by the established deadlines at the address provided in the RFP for the Issuing Officer. Amendments must be received utilizing the same delivery method as set forth in the RFP for the submission of the original Application.

Applicants may amend a previously submitted Application at any time before the bid submission date and time. Any such amendment must be in writing and signed by the Applicant. The Applicant shall provide the same number of copies of the amended Application as is required for the original Application, for both hardcopy and electronic copies, in accordance with the Application Formatting Section.

The Agency reserves the right to amend or provide clarifications to the RFP at any time. RFP amendments will be posted to the State’s website at http://bidopportunities.iowa.gov/. If an RFP amendment occurs after the closing date for receipt of Applications, the Agency may, in its sole discretion, allow Applicants to amend their Applications.

2.10 Withdrawal of Application.

The Applicant may withdraw its Application prior to the closing date for receipt of Applications by submitting a written request to withdraw signed by the Applicant, scanned, then emailed to the Issuing Officer. The Applicant should request confirmation of receipt of the email from the Issuing Officer to ensure delivery.

2.11 Costs of Preparing the Application.

The costs of preparation and delivery of the Application are solely the responsibility of the Applicant.

2.12 Rejection of Applications.

The Agency reserves the right to reject any or all Applications, in whole and in part, and to cancel this RFP at any time prior to the execution of a written contract. Issuance of this RFP in no way constitutes a commitment by the Agency to award or enter a contract.

2.13 Review of Applications.

Only Applicants that meet the mandatory requirements and are not subject to disqualification will be considered for award of a contract.

2.13.1 Mandatory Requirements.

Applicants must meet these mandatory requirements or will be disqualified and not considered for award of a contract: 1) The Issuing Officer must receive the Application, and any amendments thereof, prior to or on the due date and time (See RFP Section E) and 2) The Applicant is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from receiving federal funding by any federal department or Agency (See RFP Additional Certifications Attachment).

2.13.2 Reasons Proposals May be Disqualified.

Applicants are expected to follow the specifications set forth in this RFP. However, it is not the Agency’s intent to disqualify Applications that suffer from correctible flaws. At the same time, it is important to maintain fairness to all Applicants in the procurement process. Therefore, the Agency reserves the discretion to permit cure of variances, waive variances, or disqualify Applications for reasons that include, but may not be limited to, the following:

Applicant initiates unauthorized contact regarding this RFP with employees other than the Issuing Officer (See RFP Section 2.2);

Applicant fails to comply with the RFP’s formatting specifications so that the Application cannot be fairly compared to other bids (See RFP Section F);

Applicant fails, in the Agency’s opinion, to include the content required for the RFP;

Applicant fails to be fully responsive in the Applicant’s Approach to Meeting Deliverables Section, states an element of the Scope of Work cannot or will not be met, or does not include information necessary to substantiate that it will be able to meet the Scope of Work specifications (See RFP Section 1.3);

Applicant’s response materially changes Scope of Work specifications;

Applicant fails to submit the RFP attachments containing all signatures (See RFP Section 2.13.1);

Applicant marks entire Application confidential, makes excessive claims for confidential treatment, or identifies pricing information in the Budget Template as confidential (See RFP Section 2.20);

Applicant includes assumptions in its Application (See RFP Section 2.7); or Applicant fails to respond to the Agency’s request for clarifications, information, documents, or references that the Agency may make at any point in the RFP process.

Applicant is a “scrutinized company” included on a “scrutinized company list” created by a public fund pursuant to Iowa Code §12J. This list is maintained by the Iowa Public Employees’ Retirement System. The list is currently found here: https://ipers.org/investments/restrictions.

The determination of whether to disqualify a proposal and not consider it for award of a contract for any of these reasons, or to waive or permit cure of variances in Applications, is at the sole discretion of the Agency. No Applicant shall obtain any right by virtue of the Agency’s election to not exercise that discretion. In the event the Agency waives or permits cure of variances, such waiver or cure will not modify the RFP specifications or excuse the Applicant from full compliance with RFP specifications or other contract requirements if the Applicant enters a contract.

2.14 Application Clarification Process.

The Agency and/or CMS may request clarifications from Applicants for the purpose of resolving ambiguities or questioning information presented in the Applications. Clarifications may occur throughout the Application evaluation process. Clarification responses shall be in writing and shall address only the information requested. Responses shall be submitted to the Agency within the time stipulated at the occasion of the request.

2.15 Verification of Application Contents.

The contents of an Application submitted by an Applicant are subject to verification.

2.16 Reference Checks.

The Agency reserves the right to contact any reference to assist in the evaluation of the Application, to verify information contained in the Application, to discuss the Applicant’s qualifications, and/or to discuss the qualifications of any subcontractor identified in the Application.

2.17 Information from Other Sources.

The Agency reserves the right to obtain and consider information from other sources concerning an Applicant, such as the Applicant’s capability and performance under other contracts, and the Applicant’s authority and ability to conduct business in the State of Iowa. Such other sources may include subject matter experts.

2.18 Criminal History and Background Investigation.

The Agency reserves the right to conduct criminal history and other background investigations of the Applicant, its officers, directors, shareholders, or partners and managerial and supervisory personnel retained by the Applicant for the performance of the resulting contract. The Agency reserves the right to conduct criminal history and other background investigations of the Applicant’s staff and subcontractors providing services under the resulting contract.

2.19 Disposition of Applications.

Opened Applications become the property of the Agency and will not be returned to the Applicant. Upon issuance of the Notice of Intent to Award, the contents of all Applications will be in the public domain and be open to inspection by interested parties subject to exceptions provided in Iowa Code chapter 22 or other applicable law.

2.20 Public Records and Request for Confidential Treatment.

Original information submitted by an Applicant may be treated as public information by the Agency following the conclusion of the selection process unless the Applicant properly requests that information be treated as confidential at the time of submitting the Application. See the Application Formatting Section for the proper method for making such requests. The Agency’s release of information is governed by Iowa Code chapter 22. Applicants are encouraged to familiarize themselves with Chapter 22 before submitting an Application. The Agency will copy public records as required to comply with public records laws.

The Agency will treat the information marked confidential as confidential information to the extent that such information is determined confidential under Iowa Code chapter 22 or other applicable law by a court of competent jurisdiction. However, the Applicant shall certify by signing and returning RFP Attachment A it’s understanding that any Agency references to Application information marked confidential made during the evaluation process may become part of the public domain In the event the Agency receives a request for information marked confidential, written notice shall be given to the Applicant seventy-two (72) hours prior to the release of the information to allow the Applicant to seek injunctive relief pursuant to Iowa Code § 22.5 or 22.8.

The Applicant’s failure to request confidential treatment of material pursuant to this section and the relevant law will be deemed, by the Agency and State personnel, as a waiver of any right to confidentiality that the Applicant may have had.

2.21 Copyrights.

By submitting an Application, the Applicant agrees that the Agency may copy the Application for purposes of facilitating the evaluation of the Application or to respond to requests for public records. By submitting an Application, the Applicant acknowledges that additional copies may be produced and distributed and represents and warrants that such copying does not violate the rights of any third party. The Agency shall have the right to use ideas or adaptations of ideas that are presented in the Applications.

2.22 Release of Claims.

By submitting an Application, the Applicant agrees that it shall not bring any claim or cause of action against the Agency based on any misunderstanding concerning the…