Appendix 4 - 2026 RFP Required Reports and Queries (1).docx

REQUEST FOR PROPOSALS (RFP) 2026-XX

LOTTERY CENTRAL MONITORING AND CONTROL SYSTEM AND RELATED SERVICES

APPENDIX 4

Required Reports and Queries Note: This list identifies the minimum required data and reports. MLGCA will consider different content and formats based on what the Successful Offeror provides to other customers, but the Agency reserves the right to require changes to meet our business needs.

Tel-Sell Reports A. Weekly Activation: The number of packs of scratch tickets and associated value, by game, activated daily and summarized by week.

B. Weekly Settlement: The number of packs of scratch tickets and associated value, by game, settled daily and summarized by week.

C. Weekly Validation: The number of scratch ticket prizes validated by game, prize amount, and prize tier, daily and summarized by week.

D. Weekly Inventory: The number of packs for all active games in the Warehouse, in confirmed status at retailer locations, and active but not settled at retailers.

E. Out of Stock: The amount of time a self-service bin was not loaded with scratch inventory, including the game and price of the last game loaded. Options to summarize by store or chain shall be provided.

F. Initial Allocation Distribution Reports:

· Allocation Packing Status – For each month’s allocations: scheduled shipping date, total orders created, total packs, average packs per order and daily counts of orders packed, manifests created, total packs, packs per order and % complete.

· Allocation Details – A list of all retailers receiving an allocation of new games including: Retailer ID, retailer business name, District Manager, average scratch sales, number of facings

· Excluded Retailers – For all retailers not receiving an allocation of new games: Retailer ID, retailer business name, District Manager, number of packs for each game included in the launch, average scratch sales, number of facings, comments.

Sales Reports A. Business Intelligence Reports: Below is a partial list of the types of BI reports the Agency finds useful.

· Inventory Management

· Instant Game Life Cycle

· Sales run rate for all instant games with relation to Tel-Sel ordering

· Pack History

· Retailer pack history

· Activations, Settlements, Returns

· Replenishment

· Out of Stock reporting and management (vending/non vending locations)

· Inventory activation tracking (real-time)

· Draw Game cancel report

· Customer Basket Data for vending transactions

· Activity Sales Detail

· Monitoring sales performance in the following categories:

· Real-Time data

· Daily

· Weekly

· Monthly

· Quarterly

· Yearly

· FY

· CY

· Breakdowns

· Chain

· Territory

· Region

· Zip code

· NAICS codes

· XCAP

· Customizable by administrator

· Reporting based on independent retailers who are listed as owners for multiple locations B. Monthly Saturation Report:

Independent

· Territory

· Instants Retailer Count

· Active vs on hand comparison by game

· Total of activated price points on hand

· All price points on hand by game

· Overall comparison to previous month’s performance Corporate

· Corporate Name

· Instants Retailer Count

· Active vs on hand comparison by game

· Total of activated price points on hand

· All price points on hand by game

· Overall comparison to previous month’s performance C. Daily Sales Update: Sales by day, by game and wager option (bonus options), including comparisons to prior year. Also include draw, Fast Play and scratch prizes cashed, pack counts and values activated and returned, Fast Play by game, promotion values, selling terminals, current jackpots.

D. Weekly Sales To Goal: Current YTD sales and estimated profits versus budge targeted sales and profits.

E. Weekly Self Service Sales Report: Detail for all self-service terminals for the current week and the 13-week average providing sales by game type – draw, fast play, scratch. Additionally, provide sales by store for all locations that have self-service broken out by clerk sales and self-service.

F. Liability Analysis: Current week sales, prizes won and expected liabilities by terminal game by draw. Also include the most recent 8 weeks, summarized by week.

G. MD Weekly Sales: Sales by game for the current week, prior year, year over year change in value and percentage. Sales by game for the prior month, week over week change in value and percentage. Commentary on current week sales. Pie chart of sales by game for the current week.

H. Fast Play Weekly Sales Report: Sales tracking report for all Fast Play games; contains sales for games currently in market as well as historical sales for closed games by launch and price point. Also includes information about closed games and weekly sales data from other jurisdictions that have Fast Play.

I. Fast Play Game Specification Tracker: This report provides information on all Fast Play games, to include: game number, game name, price point, payout %, top prize amount or seed value, progressive indicator, progressive contribution, estimated jackpot amount, number of top prizes, overall odds, sales for the first and last 12 weeks of sales for the initial launch and any relaunches.

J. Fast Play Jackpot Tracker: Tracking report for all jackpot hits for Fast Play games.

Marketing and MLR A. Promotions Tracker: A monthly report on the current and ongoing promotions throughout the lottery industry. This report lists System, Second-Chance, Loyalty, and other promotions offered by each state’s lottery, describing the time period, prizes, and objectives of each promotion.

B. Promotion & 2nd Chance Post-Mortem/Recaps: Provided after the completion of each System and Second-Chance promotion, this report offers performance data on a promotion and comparison of the promotion to ones like it in the past. These recaps offer reporting on number of entries, number of individuals who entered, sales, comparison of sales over time and to other similar promotions, player demographic, etc.

C. Weekly 2nd Chance Report: This weekly report is a quick look at the current total number of entries and the overall unique entries of each active/live second-chance promotion.

D. Promotions Winners Report: This is an ongoing report that is updated and disseminated monthly, showing total entries and unique entries for every second-chance promotion and Points for Drawings®. The report shows the entry data broken out by drawing, date, individual ticket, and unique entries, as well as overview information on each promotion.

E. MLR Program Budget Tracker:

1. Monthly Bonusing Tool Report - This projection report is issued monthly to set the parameters for rewards for each achievement of the upcoming month. The bonusing tool determines the percentage of occurrence of Prize Points, Draw Points, and Coupons per completion of each achievements, and attempts to balance the outcome to stay within the monthly Points for Prizes® and Coupon budgets.

2. Bonus Promotion Rewards Report - This weekly report shows the reward counts for each currently running achievement, showing the number of unique players, total reward count, and reward value for each reward awarded. The report also shows the current correlation of the reward values to the monthly and yearly budget.

F. Coupon Budget Tracker: This report shows the issued and redeemed data per month for each coupon offered through the MLR program. The data shown includes the total number of coupons issued, the retail value of the coupons issued, the total number of coupons redeemed, and the retail value of the redeem G. Achievement Performance Recaps:

1. Bonus Promotions Rewards Report – Weekly - As described above, this report shows the current rewards counts per each active/live achievement, including total rewards and total unique players per achievement.

2. Bonus Promotions Rewards – Monthly Final Budget - This monthly report shows achievement performance for the entire month, and how it compares to the budget.

H. Monthly MLR Dashboard Report: This report shows the monthly performance data of the MLR program, including Monthly Active Users, total entries, retail value, averages per player, trends in ticket entry and player registration, player awards and achievement limit hitting, top ranked games, percentage of budget awarded, and points distribution among players.

I. Monthly Mobile Report: This monthly report shows the number of active users on mobile devices broken down into platform and city.

J. Weekly Store Prize Redemption: An ongoing list, reported weekly, of all items purchase with Prize Points from the Points for Prizes® Store, including cost in Prize Points and value in dollars.

K. PFD History Report: An ongoing list of all PFDs showing the number of entries, draw points entered, and unique players per PFD.

Field Service A. Carryover Report: Details of all Retailer service calls not timely completed.

B. Chronic Equipment: A list of all terminals and peripherals that have had multiple service calls to address the same issue.

C. Equipment KPI: Weekly and monthly reporting on number of calls to Hotline, number dropped or abandoned, average hold time, number and percentage cleared by phone, number and percentage dispatched. Statistics on most common failures, by component / cause.

D. Equipment Inventory: Inventory of all terminals and peripherals required under the contract – required quantity, spares, total delivered, quantity due, deployed, inventory, damaged.

Financial and Claims

1099 Revenue Report

Retailer name as reported to the Internal Revenue Service (IRS)

Facility Name / Location Name

Mailing Address for tax documents

Tax ID

Amount Played

Amount Won

Sales Commissions

Cashing Commissions

Bonus Commissions

Total Commissions

Check Register

Check Number

Check Voided

Date Check Voided

Payee Name (including mailing address)

Memo/Comment Field

Claim Number

Gross Amount

Liability Offset Amount - Child Support

Liability Offset Amount - CCU

Liability Offset Amount - VEP

Federal Tax Withholding Amount

State Tax Withholding Amount

Net Amount (i.e., Check Amount)

User that processed Check or Void

Claim Details

Report showing all claims processed within a reporting period

CLAIMANT INFORMATION:

Claim Number

First Name

Last Name

Address 1

Address 2

City

State

Zip Code

Phone Number

SSN

State of Driver's License

Driver's License Number

US Citizen (Yes or No)

MD Resident (Yes or No)

Birth date

TICKET INFORMATION

Retailer Voucher Number

Ticket Type

Validation Type

Date Won

Claim Date

Amount

PAY DETAILS

Gross Amount

Federal Tax Withholding Amount

State Tax Withholding Amount

Liability Offset Amount - Child Support

Liability Offset Amount - CCU

Liability Offset Amount - VEP

Net Amount (i.e., Check Amount)

Check Number

INVOICE ACTIVITY DETAIL

Amount Sold

Amount Cashed

Vouchers Issued Amount

Vouchers Redeemed Amount

Sales Commissions

Cashing Commissions

Bonus Commissions

Adjustments

Retailer Invoice Total

RETAILER INVOICE

Retailer ID

Amount Sold

Amount Cashed

Vouchers Issued Amount

Vouchers Redeemed Amount

Sales Commissions

Cashing Commissions

Bonus Commissions

Adjustments

Retailer Invoice Total

Rebill Adjustment

MLGCA INVOICE

Amount Sold

Amount Cashed

Sales Commissions

Cashing Commissions

Bonus Commissions

Total Commissions and Bonus

Vendor Fee

Vendor Adjustments

Vendor Invoice Total (i.e., Sweep Amount)

NACHA File

POSITIVE PAY FILE

RETAILER ADJUSTMENTS

Retailer Name

Adjustment Amount

Adjustment Type

Comments

Impact on Commissions

Adjustment Date

RETAILER EXCUSION REPORT

Retailer ID

Retailer Name

Transaction Type

Sweep Amount

Comments

User Name

Transaction Date

RETAILER SWEEP SUMMARY

Bank Account Type

Bank Routing Number

Bank Account Number

Retailer Number

Retailer Name

Amount

Annual W2G File

SSN/FID

First Name

Last Name

Address

City

State

Zip code

Date Won

Date Claimed

Gross Amount

Federal Withholding

State Withholding

View Site Status Information

W2G Report

Month

SSN/FID

First Name

Last Name

Address

City

State

Zip code

Date Won

Date Claimed

Gross Amount

W2G Processed (Y/N)

Setoff Report

A file and report identifying all claimants subject to setoff withholding within a user selected timeframe

Claim number

Date / time paid

SSN/FID

First Name

Last Name

Claim center

Taxes withheld

Setoffs by type

Agent Administration

Bank Activity Report

Retailer Number

Business Name

Application Type

Application Status

Routing Number

Account Number

Account Type

Date and time of initial EFT transaction

Name of individual who processed the EFT

Active XCAP List

Business Name

Business Address

Business Ownership Type

Tax ID

Retailer Status

T-down status

Terminated XCAP List

Business Name

Business Address

Business Ownership Type

Tax ID

Retailer Status

T-down status

T-Down List

Business Name

Territory

Retailer Status

T-down status

Date processed

Reason / Comment

Last Modified By

Owner DOB

Business Name

Territory

Owners Name

Owners DOB

Retailers with a Security Interest

Business Name

Territory

Date Security Interest established

Retailers with common tax ID

Retailer Number

Business Name

Business Address

Owners Name

Security Transaction Look-up

Date & time of purchase

Play details for tickets sold, claim details for validation transactions, creation and cashing details for vouchers – game, draw(s), selections, QP

Retailer number

Retailer name

Prize won, if any

Prize paid y/n

Fast Play Reconstruction

Date & time of purchase

Play details for tickets sold / claim details for validation transactions – game, draw(s), selections, QP

Retailer number

Retailer name

Prize won, if any

Prize paid y/n

Ticket Stock Delivery

Retailer number per shipping record

Retailer name

Date received by the retailer

Security Alerts

Coupon queries

Stolen tickets scanned

Expired tickets scanned

Scratch game not activated (Note a daily report of these anomalies will be required in Excel format. Data fields to be discussed.)

Password errors – over X per day

Terminal Event Logs

Retailer name

Retailer number

Transaction date and time

Transaction details – excluding full transaction number

Terminal error messages

District Manager Inventory Actions

District Number

Transaction Date

Game number

Pack number

Status Change Type

Location / retailer moved from

Location / retailer moved to

Sales – (Note: Sales Force Automation Tool is separate)

Retailer Lookup

Business Name

Business Address

District

City

County

State (Selling location mailing address may not be MD)

Zip

Phone

Owner name

Status change history

Names, addresses and tax ID must be viewable for any retailer selected, with percentage of ownership.

Terminal and peripheral equipment provided

Product Development

Instant Game Detail

Game Number

Start orders

Last orders

Sales start – activations

Sales end – last activation

Validation start

Last validation

Last settle

Last return

Winner purge

Manufacturer

Price

Tickets per Pack

Number of packs shipped

Number of omits

Packs per carton

Pack weight

Ticket size

Starting ticket per pack

Packs per pool

VIRN algorithm

Low tier settle percentage

Product category

Sell Priority

Initial order override %

Days to Settle

Game seed

Vendor key

Allow TelSell Initials

Top Prizes claimed

Fast Play Detail

Game Number

Sales start

Sales end

Validation start

Last validation

Winner purge

Price

Pool size

Pools loaded

Top Prizes claimed

Progressive seed

Progressive increment

Quick Pick Usage

Tickets purchased by play entry method

Customer Service Center (Claims) and Subscriptions

Subscription Deposit Verification

Date activated

First name

Last name

Purchase nickname

Type – new or extension

Check number

Check amount

Additional Subscription Reports

Cancelled extension details

Cancelled subscription details

Check detail data

Payout checks requested

Subscription staff list and permissions

Ineligible claimants in groups

Outstanding / future draws by game

Extensions by activation date detail / summary

Refund calculation for game stepdowns

Activations by game and play duration

Subscriptions detail or summary by activation date, draw date, purchase date

Subscription winners – funds to wallet or paid by check

Voided subscriptions details

Wallet balance total and detail by player

Wallet transaction detail details for a player(s)

Annuity Detail

Annuity ID

Annuity Type

Claim ID , if any

Claimant/Beneficiary – name, address, last 4 of SSN

Original prize amount

Original claim date

Final Payment Due Date

Status – Active or Completed

Payment Batch Detail

Annuity ID

Annuity Type

Anniversary / payment date

Claimant/Beneficiary – name, last 4 of SSN

Gross payment

Merchandise value

Federal withholding

State withholding

Child Support setoff

CCU setoff

VEP setoff

Total withheld

Net paid

Annuity Letter Report

Annuity ID

Annuity Type

Claimant/Beneficiary – name

Status – Active or Completed

Lifetime prize Yes / no

Next payment date – or N/A

Start date

End date

Canceled Payments

Annuity ID

Annuity Type

Claimant/Beneficiary – name

Status – Active or Completed

Payment Date

Payment Amount

Date cancelled

Canceled by

Comments

Claimant Detail

Claimant/Beneficiary – name

Annuity Details – to be agreed to

Other Reports Drawing Certification

First draw – date and number

Last draw – date and number

Sales – Terminal and subscription, by day

Prize pool

Winning numbers

Prizes by tier and terminal versus subscription – For Pball and Mega Millions, include prizes by subtype and in total. For games with rolling jackpots include prior draw carryforward amounts.

Draw Close

First draw – date and number

Last draw – date and number

Sales, Cancels and Net – Current, prior days, subscriptions, promotions, and total

Game close time

Game Scan

First draw – date and number

Last draw – date and number

Winners by type / tier

CARES File

claimant tax ID date claimed game gross prize tax withholding setoffs net prize

High Tier Winner Report

Draw date

Date and time sold

Selling Retailer name, ID and city

Partially redacted ticket serial number

Draw #

Prize Tier

Gross Prize amount