Attachment H - Response Template~1.docx

Attachment H – Response Template

STATE OF ILLINOIS

Illinois Gaming Board

ATTACHMENT H — RESPONSE TEMPLATE

Central Communications System Procurement BidBuy Reference Number B45047

All changes in this document are highlighted in yellow in comparison to Attachment H from Bid # B43061.

This document is an attachment to the Request for Proposal (RFP) for the Illinois Gaming Board (IGB), for the procurement of a Central Communication System (CCS). This Attachment provides the Response Template which all Offerors must use for submitting their proposals to the Illinois Gaming Board and is to be submitted to BidBuy as instructed in the main RFP document, section C.1.

A. Offers must be organized as indicated in this Response Template, including the various Appendices that are distinct files.

B. Refer to the main RFP document, Section C.1. for an overview of the Offer organization, packets, and requirements.

C. Offerors are responsible for reading ALL components of this RFP package, and ensuring their Offers adhere to all submission instructions and requirements. Any questions should be submitted as described in the main RFP document, sections C.5., Information Contact, and C.6., Offeror Questions and Agency Response.

D. Create the response document as a separate file titled Attachment H: IGB CCS RFP B45047 Response_Offeror Name and submit as an attachment on the Offeror quote on BidBuy.

E. If applicable, highlight all changes/updates made in your proposal response documents in comparison to your proposal to Bid B43061.

F. Please note that the Offer, excluding resumes, and appendices, should not exceed five hundred (500) one-sided, single spaced pages using Calibri eleven (11)-point font and half inch margins. Primary section page limits are provided below.

MANDATORY: Do not disclose any pricing information except in the Attachment E — Price Workbook, as instructed in the main RFP document.

1. Executive Summary This section should not exceed twenty (20) pages in length.

Instructions

Provide an Executive Summary of the proposed services, no longer than twenty (20) pages in length, and highlighting the contents of the Offer to the Statement of Work. Emphasize the most key features offered by the proposed approach and methodology, and include a concise overview summarizing the Offeror’s proposed technical approach, the staffing structure, and planned tasks, including:

A. A high-level Corporate overview of the Offeror’s Organization B. A brief overview of the Offeror’s understanding of the goals and expectations of this RFP, high-level approach along with the reasons why the Offeror’s RFP response might represent the best value to the State.

C. High-level work plan depicting major milestones of the full solution implementation.

D. The name, address, phone number, and email address of the person that IGB should contact in case of any questions regarding the response submission.

Offeror Narrative Response: Click here to enter text.

2. Mandatory Requirements

2.1. Mandatory Requirements without Evidence

Instructions

As stated in section F.1 of the main RFP document, the mandatory requirements for this RFP are detailed in the table below, the Offeror must agree to all requirements listed, without providing evidence. By checking the box in the table below, the Offeror acknowledges that all the requirements shall be met with, in the Offeror’s proposal and solution.

MANDATORY REQUIREMENTS WITHOUT EVIDENCE

1) Web-based portal presenting a dashboard of pre-configured and fully populated canned reports, including but not limited to accounting and operational, terminal operator billing and auditing reports.

a. Reports shall include but need not be limited to ‘Reports’ listed in Attachment J.

b. Data fields shall include but not be limited to ‘Data Fields’ in Attachment J.

c. Reports calculations shall include but not be limited to ‘Report Summations and Calculations’ in Attachment J.

d. Data retention for reports, report data and report calculations should be from inception of video gaming to date at all times.

e. A data warehouse, which shall have the capability and capacity to be refreshed hourly.

f. Response times shall be dynamically responsive and reliable at ALL times with no noticeable degradation.

The Reporting solution shall meet all the requirements listed in Section B Minimum Data and Reporting Requirements of the Attachment J - Reporting

2) Ad Hoc Reporting & Dashboard Solution with an appropriate front-end application interface for accessing production data housed in a centralized vendor data warehouse. See Section F Data and Reporting Ad Hoc Reports of the Attachment J – Reporting.

a. Data fields shall include but not be limited to ‘Data Fields’ in Attachment J.

b. Data retention for ad hoc reporting data shall be from inception of video gaming to date at all times.

c. The data warehouse shall have the capability and capacity to be refreshed hourly.

d. Response times shall be reasonable and reliable at all times with no noticeable degradation.

☐ Agree

Offeror shall supply or provide 24/7 access and support to a test system including all hardware and software to the Agency and a licensed independent testing laboratory for the duration of the contract. This test system will be used to test system upgrades and conduct interoperability testing on VGTs, and redemption devices designed to communicate with the central communications system. The test system shall run the identical software that exists on the production system. It may utilize similar but not identical hardware. Please discuss any differences in the response. It is understood that there may be some functionality that the test system may not be able to support that shall be tested on the production system. Please discuss any functionality that can only be tested on the production CCS in your response.

☐ Agree

☐ Agree

As part of Offeror’s commitment to update and support the central communication systems to align with statutory, regulatory or Agency changes and advancements in gaming technology, Offeror shall consult for the Agency on an as needed basis. Such consulting services may include, but not necessarily be limited to, the following:

1) Providing consultation and advice to the Agency and assist the Agency in drafting rules, technical standards, and procedures regarding video gaming.

2) Provide expert testimony on behalf of the Agency as requested.

☐ Agree

2.2. Mandatory Requirements with Evidence

This section should not exceed hundred (100) pages in length, excluding the requirements table below.

Instructions

As stated, the main RFP document, the below outlines mandatory requirements to which the Offeror shall provide evidence of meeting. Using the table provided below, please check the box acknowledging these requirements are met with your proposal and provide traceability to the specific section and page number of this document where evidence has been provided.

Provide evidence for each of the requirements listed in this section by referencing the requirement number after the below table as indicated.

1) Primary and Secondary site(s) to house the CCS;

2) 24 hour, seven days a week, 365 days per year, online real time communication with all VGTs;

3) Perform a technology review at least every twelve (12) months during the term of the contract in order to ensure that the CCS is not antiquated or outdated.

4) Update and support the central communication systems to align with statutory, regulatory, or Agency changes and advancements in gaming technology;

5) Data center operations;

6) Field services support;

7) Call center support to assist and resolve issue, and how it will be accessible to Board licensees;

8) Training and support, and how it will be accessible to Board licensees;

9) Agency training and documentation shall be in accordance with standards, criteria and subject matter specified by this RFP and subsequent contract and the Agency and shall include but not be limited to the following;

e. Complete CCS user access;

☐ Met

1) System Releases Offeror shall support releases of software batches at no less frequency than quarterly. Offeror shall describe the process, timeline, and approach for installation of the quarterly batches including notification of changes to the Agency. Offeror shall also support emergency software releases and describe the process and approach for installation of emergency software releases including notification of changes to the Agency.

2) Software Support Offeror shall provide engineering support for CCS changes including application enhancements, operating system upgrades, vulnerability patches, and updates and upgrades. Offeror shall describe the process for monitoring application enhancements, operating system upgrades, vulnerability patches and updates and upgrades as well as Offeror’s methodology for determining whether to install or not install an enhancement, upgrade or update.

3) Shared Records for Change Management In fulfillment of joint responsibilities of Offeror and the Agency to request and make changes in a timely and correct manner, Offeror shall provide the Agency access to change request and tracking system.

4) Project Request Database Offeror shall provide a project request database management system, dedicated to the Agency, to be used by the Agency for making any type of requests including but not limited to new protocols, revoked media, system enhancements, problem resolution, research, ad hoc reports or any new management, audit or investigative reports. Offeror shall employ at least 1 employee whose sole job responsibility is to generate and respond to any and all inquiries from the IGB. This includes information, reports, queries, maintenance of the video gaming self-exclusion program list, and any other information the agency needs to meet it regulatory responsibilities. This employee shall possess no less than 2 years of project management experience. The system should also be used by Offeror’s development and/or management team to update and keep current the status on all the requests. For any rejected requests, the explanations and notes for the rejections should be provided directly by Offeror’s dedicated employee and be recorded in the system. For any open active requests, implementation estimations and status should be updated daily or ad hoc reports as requested in the system The IGB shall have access to the project request database to monitor projects in real time.

5) Security in Development Offeror shall describe the security policies and practices that will be used to protect the CCS against the introduction of intentional or unintentional malicious code. The policies and practices shall conform to the requirement in compliance with the State Security Requirements documented in Attachment A.

6) Protocol Offeror shall utilize a Game to System (“G2S”) protocol that has the functionality to enable the Agency and Offeror to activate or deactivate individual gaming devices (VGTs) from the CCS. This would include a capability for the IGB to disable VGTs through its own internal video gaming management system.

7) Protocol conversions Offeror shall agree to and describe its ability to seamlessly convert from the use of a G2S protocol to the use of another standard industry protocol, as defined by the Gaming Standards Association, within six (6) months of written direction to convert by the Agency.

8) Signature verification The CCS shall be able to communicate with and verify the signature of programs located in each VGT. The CCS shall have the functionality to autonomously disable Video Gaming Terminal software if it does not pass the signature verification process. The CCS shall prevent the software from becoming enabled until it has successfully passed the signature verification process. Furthermore, the event shall trigger an alert on the application used by designated Agency staff and shall be logged in the database. The CCS shall be capable of generating reports by date and location of these events.

9) Damages For Untimely Compliance Offeror shall include as part of its proposal/business model a formula for the reduction of payment(s) to Offeror or for Liquidated Damages for its failure to comply with agreed upon timelines, system failure, failure to assign qualified or adequate resources, failure to interface with Video Gaming Terminals, or failure to switch from the primary CCS to the secondary CCS as required in this Request For Proposal or by contract, without compromising any other service provided above and beyond any SLA, SLRs, and Pricing in this RFP.

☐ Met

☐ Met

☐ Met

a. The number of cents wagered;

b. The number of cents won;

c. The number of cents paid out by a printed ticket;

d. The number of cents accepted via bill;

e. The number of cents transferred to the VGT electronically, if applicable;

f. The number of cents transferred from the gaming machine electronically, if applicable;

g. The number of cents paid out via jackpot, if applicable;

h. The number of cumulative credits representing money inserted by a player;

i. The number of cents on the credit meter;

j. The number of games played;

k. The number of games won;

l. The number of times the logic area was accessed;

m. The number of times the cash door was accessed;

n. The number of games played per game theme;

o. The amount wagered per play, per game theme.

p. Reports related to Receipt Tickets, including, at a minimum:

i. Receipt Ticket Issuance Report;

ii. Receipt Ticket Redemption Report;

iii. Receipt Ticket Liability Report;

iv. Transaction Detail Report. This report shall be available from the CCS and show all receipt tickets issued by a particular video gaming terminal and all receipt tickets redeemed at a particular payout terminal;

v. Receipt Ticket Rejection Report;

vi. Expired Voucher Detail Report;

vii. Undue economic concentration reporting;

viii. Progressive jackpot reporting;

ix. Other reports as needed.

q. See Attachment J - Reporting for other reporting requirements and sample reports ☐ Met

Response to Mandatory Requirements with Evidence - Provide a description of the Offeror’s solution to each of the requirements listed in Table 2.2. Reference the requirement number with each response.

3. Qualifications and Experience This section should not exceed forty (40) pages in length.

3.1. Offeror Background

Instructions

Provide details regarding the Offeror’s background, size, and corporate resources. Details should demonstrate that the Offeror is an established company engaged in the business of developing and/or providing similar services. Offeror should provide a brief company history, including the founding date and the number of years it has been in business as currently constituted.

In this narrative Offerors shall declare if, within the last thirty six (36) months from the date of the publication of this RFP, they have: (i) received a subpoena, investigatory demand, or request for information from any regulatory, civil or criminal law enforcement agency or authority; (ii) been the subject of any investigation, inquiry, or proceeding by any regulatory, civil or criminal law enforcement agency or authority; or (iii) been subject of any procurement disciplinary or debarment process or proceeding. Where possible, provide additional information to explain the background and status of any affirmative answers.

3.2. Relevant Offeror Experience

Instructions

Use the template provided below in Table 1: Offeror Experience Template (copying and pasting to duplicate as necessary) to list experience relevant to the solution and services identified for this RFP. The State requires a minimum of two (2) relevant experiences for each Offeror.

Include all relevant experience and provide contact information for every example provided. The period for reporting experience is 2019 to the present. The State reserves the right to contact any Offeror clients for information regarding the Offeror’s performance.

Offerors may also provide the following information in the “Narrative” sections of Table 1 specific to the experience listed in the table:

A. Describe how experience on projects of similar size, scope, and technical components is relevant to the services in this RFP.

B. Describe the processes and procedures the Offeror has implemented to ensure security and protect individual privacy.

C. Describe any issues or failures the Offeror encountered in that work, how these were resolved, and lessons learned.

D. The Offeror should stipulate their readiness to commence work immediately following contract signature. This includes providing a clear affirmation of their ability to meet all RFP requirements, particularly in terms of deliverables and timelines, using available corporate resources and fulfilling current contractual obligations.

E. Describe Offeror’s experience working with similar contracts, including any experience working with applicable licensing management systems.

Table 1: Offeror Experience Template Project Name: Click here to enter text.

Client Name and Address:

Click here to enter text.

Exact Primary Scope of Offeror’s Contract with this Client:

Click here to enter text.

Offeror’s Role (prime, sub, other):

Click here to enter text.

Years Engaged:

Click here to enter text.

Actual or Estimated Annual Contract Value:

Click here to enter text.

Type of System/Services Included in the Contract Scope:

☐ License Management System ☐ Solution Hosting Experience ☐ Other Systems or Services (please describe) Programs Included in the Contract Scope:

☐ Licensing, Permitting and Regulations ☐ State government programs ☐ Other Programs (please describe)

Contact Name and Title:

Click here to enter text.

Contact Phone and Email:

Click here to enter text.

Narrative item A: Describe how experience on projects of similar size, scope, and technical components is relevant to the services in this RFP.

Click here to enter text.

Narrative item B: Describe the processes and procedures the Offeror has implemented to ensure security and protect individual privacy.

Click here to enter text.

Narrative item C: Describe any issues or failures the Offeror encountered in that work, how these were resolved, and lessons learned.

Click here to enter text.

Narrative item D: Highlight specific details regarding current contractual obligations and corporate resources. The Offeror should be able to substantiate to the satisfaction of the State that the Offeror has enough resources to successfully meet all RFO requirements, including deliverables and timeline requirements.

Click here to enter text.

Narrative item E: Describe Offeror’s experience working with similar contracts, including any experience working with applicable election management systems.

Click here to enter text.

4. Proposed Staffing This section should not exceed forty (40) pages in length.

Offerors approach to staffing should include the necessary resources to fulfill all activities necessary as outlined in the Traceability Matrix. IGB expects to provide a dedicated Project Manager, limited SME time as necessary, and the staff to receive the Train the Trainer services.

4.1. Approach to Staffing

Instructions

Describe the Offeror’s approach to staffing the project to meet all the requirements described in this RFP. The State has identified key staff roles below and Attachment I - Proposed Key Staff.

Please note, the Offeror shall commit the following three (3) Key Staff Roles for the duration of the project (i.e., IGB reserves the right to review and approve the replacements for the three (3) listed roles):

A. Project Manager B. Functional Lead C. Technical Lead Offerors should carefully consider the requirements of this RFP and the goals stated when developing their recommended additional key staff roles and their staffing approach.

Throughout the term of the contract term, the Offeror should employ enough staff to provide all services.

For all roles, key and any additional roles recommended by the Offeror, provide the following information:

A. Staff allocation during the contract term, based on a 40-hour work week (e.g., 100%, 50%).

B. Definitions of each role and the associated responsibilities for each role.

4.2. Key Staff Roles

Instructions

Key Staff Roles are defined in Attachment I - Proposed Key Staff Offeror should identify any additional staff roles necessary to meet the scope and requirements of this RFP.

A. Copy/Paste the Staff Resume Tables provided in Attachment I - Proposed Key Staff for each of the proposed Key Staff into this section provided below.

B. Populate all requested information and ensure supporting evidence is provided to cover mandatories as defined in Section 2.2 of this document and the Template provided under section ‘Staff Resume Table’ in the Attachment I - Proposed Key Staff to provide the key staff details. The staff information should include details on the resource qualification, project description, relevant experience, and reference contact details for the resources.

Offeror Narrative Response and Key Staff Resumes: Click here to enter text.

5. Pricing Instructions

Pricing will be evaluated only on the information provided in BidBuy. Please follow the instructions provided in the BidBuy Instructions of the RFP. Ensure to submit the Pricing proposal as a separate attachment.

6. Response to Desirable Functional Requirements This section should not exceed hundred (100) pages in length.

Instructions

Please review tab 4. Desirable Functional Requirements of Attachment D — Requirement Traceability Matrix, in its entirety to answer subsections 6.1-6.9 below. Each of the subsections below (6.1-6.9) represent a Level 0 Capability as listed in column B of the TM. Offerors should provide a narrative response for each Level 0 Capability and Level 1 Capability subsections. Responses should include descriptions for each Level 1 Capability as well, as listed in column C of the TM. Offerors should detail how their approach will meet the needs for each capability within the project, what challenges should be considered, and how these challenges are proposed to be overcome. Level 0 Capabilities are listed by subsection number below with the expected Level 1 Capabilities that Offerors should include in each of their responses.

· 6.1 System — Describe approach to meeting all System requirements including the following Level 1 Capability subcategories (as listed in column C): Video Gaming Central Communication System (CCS), Network, Reporting, Data Repository, and Logging.

· 6.2 Components — Describe approach to meeting all Component requirements including the following Level 1 Capability subcategories (as listed in column C): Licensed Video Gaming Terminals Management and Redemption…