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STATE OF ILLINOIS
Illinois Gaming Board Offeror Question and Answers Part 1 Central Communications System Procurement BidBuy Reference Number B43061
This document provides the Agency response to the Offeror questions received as part of the Q&A process of the IGB CCS RFP. This is the part 1 of the Q&A document. Part 2 will be published shortly to ensure all questions received by IGB, are answered.
| ID # |
| RFP Document Reference |
| Offeror Question |
| Agency Response |
| 1 |
| General |
| Would the IGB please confirm that telecommunications between the CCS and the venues is within the scope of the offer and should be included within the supplier’s pricing? |
| All telecommunications used by the CCS is within the scope of offer proposals. |
| 2 |
| General |
| Would the IGB please provide the number of required daily support hours for Field Service to support all venue equipment? |
| Support for the CCS, its systems and users shall be provided 24/7 365 days in a year. Offeror has the flexibility to structure their support team as they deem fit. |
| 3 |
| General |
| Does the IGB impose limits or restrictions on game downloads to Route Operators on a weekly, monthly, annual basis? |
| No there is no limit on the game downloads. |
| 4 |
| IGB CCS RFP |
| Multiple links within the RFP result in an access-denied message when selected. IGB links in the RFP appear to be unavailable to those outside the US. Would the IGB please provide updated links that will be accessible to those outside the US? |
| Try different browsers like Chrome or try to access on mobile devices. Links will not work outside the US. |
| 5 |
| IGB CCS RFP |
| Would the IGB please confirm that subcontractors that perform less than $100,000 annually under the contract do not need to be identified? |
| Subcontractors performing less than $100,000 annually do not need to be identified. (30 ILCS 500/1-15.108) "Subcontractor" means a person or entity that enters into a contractual agreement with a total value that exceeds the small purchase maximum of $100,000 established by Section 20-20 of the procurement code. |
| 6 |
| IGB CCS RFP |
| Would the IGB please confirm that affiliates of Offeror that perform more than $100,000 annual value, while they need to be identified, do not need to submit a Vendor Disclosure form or IPG Active Registration Vendor Disclosure form? |
| Identified subcontractors will be required to submit Vendor Disclosures or IPG Active Registration. (30 ILCS 500/50-35) Financial disclosure and potential conflicts of interest are required from subcontractors with an annual value of more than $100,000. |
| 7 |
| IGB CCS RFP |
| Would the IGB please provide the maximum file size that can be uploaded when submitting a response on BidBuy? Also, is there an overall size limit for files uploaded that the portal cannot exceed? |
| When submitting a response on BidBuy, the maximum file size for individual uploads is 100 MB. Additionally, there is an overall limit for the total size of files that can be uploaded, which cannot exceed 500 MB. These limits ensure that the system can efficiently handle and process the uploaded documents without performance issues. |
For more detailed information, you can visit the BidBuy website (https://cpo-general.illinois.gov/bidbuy.html)
| 8 |
| IGB CCS RFP |
| The BidBuy posting lists the “Bid Opening Date:” as “08/05/2024 10:00:00 AM”. However, the Procurement Schedule on slide 9 of the IGB Pre-Submission Conference PowerPoint presentation, lists the Proposal Submission Deadline as “August 5, 2024, latest by 5 PM CST.” As there is a discrepancy, would the IGB please confirm what time proposals are to be submitted by on August 5, 2024? |
| The correct bid due date and time is August 5th, 2024 at 10:00 AM. |
| 9 |
| Attachment B |
| Would the IGB please confirm if Offeror responses to Attachment B – Commitment to Diversity will be scored in accordance with the State of Illinois Commitment to Diversity: Agency Guidance document found at https://cpo-general.illinois.gov/commitment-to-diversity/c2d-guidance.html? If so, are Offerors required to provide verification documentation beyond what is required to achieve maximum points? |
| Offerors are required to provide adequate verification documents to support the Offeror’s claims to receive the maximum points. |
| 10 |
| Attachment B |
| The IGB is requesting copies of Offeror’s WMD contracts as verification. These contracts typically have confidentiality provision which prohibit distribution. What alternative verification can an Offeror provide? |
| Please refer to C2D Vendor Guidance, attached in BidBuy, on page 3. Look for “Verification Examples”. |
| 11 |
| Attachment B |
| Would the IGB please clarify if the WMD-certified businesses that will be listed in Section II can include businesses with nationally covered third-party certification (e.g. National Minority Supplier Development Council (NMSDC) certification) and does not need to be an entity that has Illinois State certification, specifically? |
| Please refer to C2D Vendor Guidance on page 2 under Category II. Subcontracting / Contracting with any WMDB (not limited to BEP). |
https://cpo-general.illinois.gov/commitment-to-diversity.html
| 12 |
| Attachment B |
| The title of this section states “…WMDB Outside of Current Solicitation”. Would the IGB please confirm that the WMD businesses listed for this section are not related to the current RFP and can include businesses that have been contracted or subcontracted with at the Offeror’s corporate level? |
| Please refer to C2D Vendor Guidance on page 6 under Category VI. Diversity in Staffing. https://cpo-general.illinois.gov/commitment-to-diversity.html |
| 13 |
| Attachment B |
| While it is not an issue to provide global information for the number and percentage of staff who identify as women, please note that we do not currently collect details of staff who identify as minorities or as having disabilities on a global basis across the organization due to potential conflicts with national privacy laws and differing cultural norms in the countries in which we operate. We can... |
| Please refer to C2D Vendor Guidance on page 6 under Category VI. Diversity in Staffing. |
https://cpo-general.illinois.gov/commitment-to-diversity.html
| 14 |
| Attachment D |
| Would the IGB please confirm if the supplier is responsible for distributing invoices to terminal operators and the collection of funds on behalf of the IGB? |
| Yes, the collection of funds from the terminal operators will be the responsibility of the Vendor. |
| 15 |
| Attachment E |
| Would the IGB please confirm that there is no cap on the NTI as part of the fees? Thus, as the market grows and costs grow revenue grows at the same time. |
| There is no cap. An offeror may propose a cap as a part of their offer. |
| 16 |
| Attachment H - Response Template |
| In the Lottery-provided Attachment H, Response Template, multiple requirements include page limitations. The template's response field, where it says, "Click here to enter text," does not allow the Offeror to properly respond in the requested page limit. Entering into this response field limits any ability to create hierarchy or to differentiate between paragraphs, headings, and other response content. |
| Offeror may respond using their own formatting, while following the Response Template structure. |
| 17 |
| Attachment H - Response Template |
| Would the IGB please confirm that new equipment includes all system equipment (for example, site controllers) within the venue as well? |
| New equipment includes all system equipment needed for the CCS. Site controllers would be included as part of all system equipment. |
| 18 |
| Attachment H - Response Template |
| Would the IGB articulate on what is meant by "dedicated and not shared such as shared cloud services?" Does this refer to Software as a Service (SaaS) where multiple customers are using a single solution? Our interpretation is that a solution can be hosted on a Public Cloud (such as Google Cloud, Azure, Amazon Web Service (AWS), etc.) as long as the... |
| The Solution will need to be a dedicated system, can be on a segregated public cloud. An example of a compliant system is one that is FedRAMP certified. |
| 19 |
| Attachment H - Response Template |
| Would the IGB please confirm that the system must support Ticket in Ticket Out (TITO) at the time of initial delivery or does the CCS simply need to have the capability? |
| The Solution shall be able to support Ticket in Ticket Out capabilities, time of delivery will be agreed on by IGB. |
| 20 |
| Attachment H - Response Template |
| This section states “Please review tab 4. Desirable Functional Requirements of Attachment D — Requirement Traceability Matrix, in its entirety to answer subsections 6.1-6.9 below.” However, there are only subsections 6.1 to 6.4. Would the IGB please confirm that is a typo? |
| This section should be “Please review tab 4. Desirable Functional Requirements of Attachment D — Requirement Traceability Matrix, in its entirety to answer subsections 6.1-6.4 below.” |
| 21 |
| Attachment H - Response Template |
| Sections 6, 7 and 8 state that “Offerors should provide a narrative response for each Level 0 Capability and Level 1 Capability subsections.” Would the IGB please clarify that this means a summary response is required for each Level 0, in addition to responding to each Level 1 Capability subsection? |
| A summary response is required for each Level 0, in addition to responding to each Level 1 Capability subsection. |
| 22 |
| Attachment H - Response Template |
| This section states, “Each of the subsections below (8.1-8.9) 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.” However, the title of column B of the TM is “Service Domain” and the title of column C is “Sub Domain”. Would the IGB please confirm the correct titles? |
| In this instance, Level 0 Capability and Service Domain along with Level 1 and Sub Domain are synonyms |
| 23 |
| Attachment H - Response Template |
| Would the IGB please confirm the page limit for Section 9. Response to Service Level Requirements? Would the IGB then please also adjust the 500-page limit for the overall offer, excluding resumes and appendices, to reflect the addition above, in Section E. on page 2? |
| There is no page limit for the Section 9. Response to Service Level Requirements. |
| 24 |
| Attachment D - 5. Desirable Technical Req - SW5 |
| What is the process for handling vouchers once they expire? Do they revert to the Terminal Operator as revenue? |
| The CCS is not expected to address the redemption of expired vouchers. |
| 25 |
| Attachment H - Response Template, page 20, bullet F.2.24 |
| For a reliable self-exclusion program, the VGT should be disabled before the CCS validates that the player is not on the SEP list. Is this requirement part of the CCS specification? Additionally, do the existing VGTs support scanning of License IDs (software, hardware, and in G2S)? Would a Centralized PAM with Responsible Gaming functionalities, including SEP, meet the RFP requirements? |
| The Solution shall support development and implementation of SEP capabilities, time of delivery and specifications will be agreed upon by IGB. |
| 26 |
| Attachment H - Response Template, page 19, bullet F.2.18 |
| Could you please clarify the intended implementation of the third-party promotion or bonusing system as outlined in the RFP? Specifically, will the promo system be located within each establishment, or will it function as a centralized system covering multiple sites? Additionally, will the promotions be redeemable directly on the VGTs, and if so, can a promotion be redeemed across multiple sites? |
| The Solution shall support development and implementation of promotion or bonusing capabilities, time of delivery and specifications will be agreed on by IGB. At this time, the system would be confined to one location but that could change in the future. |
| 27 |
| Attachment H - Response Template, page 20, bullet F.2.22 |
| Regarding the cashless solution, could you please clarify if VGTs currently support card readers? |
| VGTs in Illinois do not currently support card readers. |
| 28 |
| Attachment H - Response Template, page 20, bullet F.2.23 |
| Will the TITO functionality be managed by the CCS, or will it require a third-party TITO Server? |
| TITO will be managed by the CCS. |
| 29 |
| Attachment H - Response Template, page 20, bullet F.2.25 |
| Do the linked progressive jackpots facilitated and managed by the CCS fulfill the requirements specified in the RFP? |
| Since P.A. 101-31, no terminal operator has sought to offer progressive jackpots, so there are none being managed by the CCS at this time. |
| 30 |
| Attachment H - Response Template, page 18, bullet F.2.14 |
| Do Amber Alerts on the VGTs display a full page with a photo, or are they simply text messages? Can the CCS utilize new G2S capabilities to support this requirement? |
| There is no standard requirement for amber alerts, the system must be able to display them. G2S can be used to support this requirement. |
| 31 |
| Attachment H - Response Template, page 18, bullet F.2.12 |
| Do the machines currently support the functionality to be turned off or on remotely? |
| Yes, VGTs can be remotely disabled. |
| 32 |
| RFP |
| The RFP makes multiple references to requirements about HIPAA compliances. As the CCS does not process healthcare information data, can the IGB provide guidance on how this is applicable? |
| The references to HIPAA are examples of potentially relevant confidentiality provisions that a vendor may need to comply. As the CCS may transmit sensitive data, an offeror should demonstrate its ability to comply with all relevant confidentiality provisions related to handling sensitive data. |
| 33 |
| RFP |
| F.1.6 states that primary system is at least two logically and geographically separate system. Does this mean that the primary system itself must be divided into two geographically separated systems, or only that the primary and backup systems must be geographically separated from each other? |
| F.1.6 means that the primary and backup systems must be geographically separated from each other. |
| 34 |
| RFP |
| Item 10.2 ‘Offeror shall provide System Security Plan (SSP)’ section outlines plans/security compliances, but also states that this plan must be approved by authorized official. Since there is no guidance on where or how to get a plan approved for an implementation that has not yet been awarded, please clarify that these plans are to be created and submitted for approval after award. |
| These plans will be created and submitted for approval after award. |
| 35 |
| Offer to the State of Illinois |
| For “Offer to the State of Illinois” document section C ‘WHERE ARE SERVICES TO BE PERFORMED’. Does this include all software engineering work that may be incorporated into the solution, or only the direct services? |
| Vendor is directed to provide clear and detailed responses to this section for the direct services. No prohibition on services being performed outside of the US anywhere in the solicitation as long as under compliance to security requirements. |
| 36 |
| Attachment D |
| Attachment D – HW1, HW2, SW4 mentions cloud offerings. Is the Gaming Board specifying Cloud Services as a requirement for the solution, or can the responded propose our suggested best solution? |
| CCS can be a cloud based solution however it is not compulsory. |
| 37 |
| Attachment H - Response Template |
| Please clarify how Response template (H) should be created and uploaded. It provides the number of pages for each section and the total number of pages for the full response. |
a. Does the response to each section go under each section, or can a response document be created that includes each section header and our response to each item, without the table of contents and all the instructions.
b. If the response does get entered directly into the provided Attachment H, do the page limitations include the table of contents, instructions, and completed Mandatory Requirements tables (F1.1 – F1.1.42 and F2.0 – F2.29) or only our actual written responses.
c. Please confirm if this is supposed to be submitted as a word document format or if it should be submitted as a PDF format to ensure no accidental changes after submission.
Offeror is free to use their format however it is recommended to follow the overall structure of the response template.
| 38 |
| Attachment A, J, G, and F |
| Is any response required on attachment A, J, G, and F (other than offeror name)? Is it required that copies of A, J, and G be uploaded as part of the response even if no input is needed? |
| No response is required for attachments A, J, G, and F, they are for your information only, there is no need to submit these attachments with your response package. |
| 39 |
| Attachment D – Requirement Traceability Matrix |
| There is nowhere in Attachment D – Requirement Traceability Matrix for the respondent to input our name. Does the IGB want our submitted file Attachment D to include any reference to the offeror’s name? (added to the document or include in the file name that we upload) |
| Although not necessary, "offeror name" may be added to all the response files. |
| 40 |
| Attachment D – Requirement Traceability Matrix |
| Will the vendor’s involvement be limited to sending the network configuration for the VGTs to connect to the CCS? Or is the vendor required to provide networking services on site for operators? |
| Vendor will be required to provide Network services and control the network security up to the VGT. |
| 41 |
| Attachment H - Response Template |
| Are there examples or are the specific reporting requirements listed for the Undue Economic Concentration and Progressive Jackpot reports? |
The solution shall support development and implementation of undue economic reporting and progressive jackpot reporting, time of delivery and specifications will be agreed on by IGB. The ad hoc reporting could also be used to meet this requirement.
| 42 |
| Attachment H - Response Template |
| Vendors should provide a web browser-based configuration tool that utilizes Microsoft Excel, enabling easy report configuration by IGB staff. Does the report configuration need to be facilitated using Microsoft Excel, or can it be a custom made configuration tool? |
| Excel is heavily used by the IGB, but it is not a requirement that configuration shall be facilitated using Microsoft Excel. |
| 43 |
| Attachment C – Terms and Conditions |
A.8 Confidential Information
| Would the IGB please explain is the difference between personally identifiable information and sensitive information? |
| Definition: PII is any data that can be used to identify a specific individual, either directly or indirectly. It includes information that, alone or combined with other information, can be linked to a particular person. |
Examples of PII:
Full name, Social Security Number (SSN), Email address, Physical address, Telephone number, Date of birth, Passport number, Driver's license number, Sensitive Information
Definition: Sensitive Information is a broader category that includes data that, if disclosed, could lead to harm, discrimination, or invasion of privacy. It encompasses certain types of PII as well as other data that requires additional protection due to its sensitive nature.
Examples of Sensitive Information:
Financial Information: Bank account numbers, Credit card numbers, Financial transaction details, Health Information: Medical records, Health insurance information, Mental health details, Biometric Data: Fingerprints, Facial recognition data, Retinal scans, Personal Identification Numbers: Social Security Number (SSN), National identification number, Confidential Business Information: Trade secrets, Proprietary information Sexual Orientation: Details about sexual preferences Criminal Records: History of arrests, Convictions
| 44 |
| Attachment C – Terms and Conditions |
A.32 Security Requirements
| Would the IGB please confirm if SOC 2 Type 2 satisfy the security requirements? |
| Yes. |
| 45 |
| Attachment H Response Template |
D. File name The IGB requests that the file name for the Attachment H submission be titled “Attachment H: IGB CCS RFP Response Offeror Name”. We notice that the file name requests for the other RFP submission files do not end in “_Offeror Name” Would the IGB please confirm if it would like the file names for all required RFP submission documents to end in “_Offeror Name” to clearly identify the Offeror?
See instructions on page 2 : Create the response document as a separate file titled Attachment H: IGB CCS RFP Response_Offeror Name and submit as an attachment on the Offeror quote on BidBuy.
| 46 |
| Attachment H Response Template |
2.1. Mandatory Requirements without Evidence
| Section F.1.42 is listed as a section number five times in a row. Would the IGB please confirm that these should be renumbered as F.1.42, F.1.43, F.1.44, F.1.45, and F.1.46? |
| Yes, these should be renumbered as F.1.42, F.1.43, F.1.44, F.1.45, and F.1.46. |
| 47 |
| Attachment H Response Template |
11. Attachment B - Commitment to Diversity
| In section 11 of the Attachment H - Response Template document, the IGB requests that the file name for the Attachment B submission be titled “Attachment B: Commitment to Diversity”. However, page 5 of the Attachment B - Commitment to Diversity document states the file is to be labeled “Commitment to Diversity”. Would the IGB please confirm the correct file name for submission? |
| The document can be titled as “Attachment B: Commitment to Diversity” |
| 48 |
| General |
| Would the IGB please provide a full retailer list, including full address with zip code? |
| Reporting on IGB website includes municipality for each establishment: Illinois Gaming Board - Video Gaming Monthly Revenue Reports. Additionally, all video gaming licensee’s, including terminal operators, establishments, suppliers, manufacturers, and distributors can be found on the IGB website under list of applicants and licensees. |
| 49 |
| Attachment H Response Template |
| Is the solution required to include a payment integration for collecting and disbursing funds? Are there any preferred payment providers where the IGB already has accounts? |
| Under current regulations, the Vendor would be responsible for collection of the state tax and administrative fee from terminal operators. The Vendor would remit the tax to the state in accordance with ACH or other standards set forth by the Illinois Treasurer’s Office. |
| 50 |
| Attachment H Response Template |
| Vendors should provide tools for IGB staff to create and maintain applications for ad hoc report generation, and at a minimum support integration with Microsoft tools such as Excel. Is there a list of tools currently used for this? |
| Current tools for exporting system reports include: XML file with report data, CSV, PDF, MHTML (web archive), Excel, TIFF file, word, and data ware house information accessible through Excel pivot tables. This list could be extended to other tools in the future. |
| 51 |
| Attachment D – Requirements Traceability Matrix Tab 4 Desirable Functional Requirements |
ID# FN4
| Would the IGB please state its expectation around facilitating the efficient transfer of funds between operators, establishments and regulatory bodies? |
| Under current regulations, the Vendor would be responsible for collection of the state tax and administrative fee from terminal operators. The Vendor would remit the tax to the state in accordance with ACH or other standards set forth by the Illinois Treasurer’s Office. Under current regulations, the terminal operators are responsible for remitting funds to establishments and for payment of any agreements between terminal operators. The Vendor is responsible for reporting tools to support all necessary payments. |
END OF DOCUMENT
State of Illinois RFP V.24.3