HSEM Disaster Case Management

The State of Iowa, through the Department of Management on behalf of Homeland Security and Emergency Management (HSEM), is seeking a comprehensive Disaster Case Management solution through a Request for Proposal (RFP) numbered 185-2517-2025. The procurement aims to acquire a cloud-based, commercial off-the-shelf (COTS) software platform that will combine and automate case advocacy and Individual Assistance Grant Program operations for disaster response. Key deliverables include a public-accessible system with capabilities for assistance applications, document uploads, multilingual support, user role management, and comprehensive tracking of case information, expenses, and recovery plans. Vendors must have developed and implemented a case management system for a government entity within the last five years. The RFP evaluation will be based on technical merit (750 points) and cost (250 points), with a total annual budget of $150,000. The solicitation opens on August 18, 2025, at 8:00 AM CDT and closes on October 14, 2025, at 3:00 PM CDT, with an anticipated contract award on December 31, 2025, and an initial contract term from January 1, 2026, to December 31, 2030.

The contract opportunity is open to state and local governments, qualifying non-profit organizations, and potential cooperative purchasing entities. No specific set-aside designations for disadvantaged enterprises were explicitly mentioned in the documents. The solution must comply with NIST 800-53 security standards and ADA web accessibility requirements, and vendors will be required to pay a 1% administrative fee on all sales, submitted quarterly to the Iowa Department of Management. Insurance requirements include general liability, technology errors and omissions, cyber liability, and workers' compensation with specified minimum coverage amounts. Vendors must provide detailed quarterly sales reports in Microsoft Excel format and agree to payment terms allowing the State of Iowa 60 days to process invoices. The contract includes the potential for five additional one-year renewals, and the resulting contract may be made available to other states through cooperative purchasing entities. Subcontractors are permitted, with a requirement to complete a Subcontractor Disclosure Form detailing their specific roles, qualifications, and percentage of total work.