CSSD LOT2500000001 Documents.pdf

Date Printed: Aug 8, 2024 Page: 1 FORM ID: WV-PRC-CSSD-002 2020/05

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

State of West Virginia Central Sole Source Determination

Info Technology

Proc Folder: 1474517 Reason for Modification:

Doc Description: iLottery Website Portal, Mobile App Loyalty Vendor

Proc Type: Central Sole Source

Date Issued Solicitation Closes Solicitation No Version

2024-08-08 2024-08-22 13:30 CSSD 0705 LOT2500000001 1

BID RECEIVING LOCATION

BID CLERK

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

2019 WASHINGTON ST E

CHARLESTON

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Toby L Welch

(304) 558-8802 toby.l.welch@wv.gov

Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation

Date Printed: Aug 8, 2024 Page: 2 FORM ID: WV-PRC-CSSD-002 2020/05

ADDITIONAL INFORMATION

DIRECT AWARD DETERMINATION:

The West Virginia Purchasing Division has been requested to approve a Direct Award Open-End Contract for iLottery Website Portal, Mobile App Loyalty Vendor provided by Pollard Banknote Limited, by the agency, the West Virginia Lottery.

Pursuant to WV Code 5A-3-10c, the Purchasing Division is attempting to determine whether the commodity or service is a direct award procurement.

Online responses have been prohibited for this solicitation, if you have questions contact the Buyer -Toby Welch @ toby.l.welch@wv.gov

See attached Direct Award Posting document for requirements for responding.

INVOICE TO SHIP TO

LOTTERY

PO BOX 2067

CHARLESTON WV 25327-2067

US

LOTTERY

900 PENNSYLVANIA AVE

CHARLESTON WV 25302

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 Website design services - Implementation

Comm Code Manufacturer Specification Model # 81112103

Extended Description:

See Schedule 3 - Charges & Fees

Date Printed: Aug 8, 2024 Page: 3 FORM ID: WV-PRC-CSSD-002 2020/05

INVOICE TO SHIP TO

LOTTERY

PO BOX 2067

CHARLESTON WV 25327-2067

US

LOTTERY

900 PENNSYLVANIA AVE

CHARLESTON WV 25302

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 2 Annual Database Management Services 0.00000 YR

Comm Code Manufacturer Specification Model # 81112105

Extended Description:

See Schedule 3 - Charges & Fees

INVOICE TO SHIP TO

LOTTERY

PO BOX 2067

CHARLESTON WV 25327-2067

US

LOTTERY

900 PENNSYLVANIA AVE

CHARLESTON WV 25302

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 3 Monthly Maintenance and Hosting Services 0.00000 MO

Comm Code Manufacturer Specification Model # 81112105

Extended Description:

See Schedule 3 - Charges & Fees

Date Printed: Aug 8, 2024 Page: 4 FORM ID: WV-PRC-CSSD-002 2020/05

INVOICE TO SHIP TO

LOTTERY

PO BOX 2067

CHARLESTON WV 25327-2067

US

LOTTERY

900 PENNSYLVANIA AVE

CHARLESTON WV 25302

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 4 Hourly Rate Additional over and above the scope

0.00000 HOUR

Comm Code Manufacturer Specification Model # 81112105

Extended Description:

See Schedule 3 - Charges & Fees

SCHEDULE OF EVENTS

Line Event Event Date

Document Phase Document Description Page

LOT2500000001 Draft iLottery Website Portal, Mobile App Loyalty Vendor

GAMBYT

1. Startup Deliverables Cost Structure

Base Cost iLottery Cost Total Cost Content Strategy and Production $94,575 $50,925 $145,500 Player Website Deliverables $261,900 $174,600 $436,500 Business Website Deliverables $145,500 $145,500 Total $501,975 $225,525 $727,500

2A. Maintenance & Hosting Cost

Base Cost iLottery Cost Total Cost Hosting and Infrastructure $9,500 $5,500 $15,000 Maintenance Services $10,000 $7,500 $17,500 Total $19,500 $13,000 $32,500

2B. Maintenance Hours Insructions: Complete blue boxes. Hours should be inputted as a monthly allocation Total Developer Hours in Line 14 50 Total Non-Developer Hours in Line 14 75 Total Monthly Hours Allocated 125

Gambyt Recommended Retainer for Innovation (e.g., change requests, new games, etc. matching the team size in our Proposal)

WVL Additional Monthly Cost $20,000 (adds 165 total hours per month into the pool)

NPi Additional Monthly Cost $10,000 (adds 85 total hours per month into the pool)

Note: if WVL/NPi brings a project to the M&I team that has scope so large and timing constraints that cannot be delivered with the consistent sprint velocity that the dedicated team provides - then Gambyt will provide a cost proposal for temporary added resources to boost the team size and meet the scope/deadline. We currently work this way in a high-trust and extremely effective way with other state lotteries today.

POLLARD

2. Startup Deliverables Cost Structure

Base Cost iLottery Cost Total Cost Content Strategy and Production $168,925 $168,925 Player Website Deliverables $161,950 $161,950 Business Website Deliverables $68,500 $68,500 Total $399,375 $399,375

2A. Maintenance & Hosting Cost (Including CMS Licence)

Base Cost iLottery Cost Total Cost Hosting and Infrastructure $2,750 $2,750 Maintenance Services ** $4,850 $4,850 Total $7,600 $7,600

Monthly bank of hour - 165H (quoted at $100/hou $16,500 Bank of hour - 85H (quoted at $100/hour) $8,500

Bug fixes due to regressions from new devices/browers/OS versions being released

Continuity of currently supported versions of software and libraries (e.g., assume a version of Postgres database is being deprecated, we will perform a migration project to stay on a current/supported version)

Ongoing security practices (e.g., key rotation practices, code analysis scanning and remediation to patch any high/critical issues, etc.)

WILLOW TREE

3. Startup Deliverables Cost Structure

Base Cost iLottery Cost Total Cost Content Strategy and Production $88,800 $88,800 Common Website Deliverables $663,600 $663,600 Player Website Deliverables $170,100 $170,100 $340,200 Business Website Deliverables $113,400 $113,400 Total $1,035,900 $170,100 $1,206,000

2A. Maintenance & Hosting Cost (Including CMS Licence)

Base Cost iLottery Cost Total Cost Hosting and Infrastructure $850 $850 $1,700 Maintenance Services ** $28,981 $28,981 $57,962 Total $29,831 $29,831 $59,662

$0 Monthly bank of hour - 165H $0 Bank of hour - 85H rR6INIA

LOT/6

P.O. BOX 2067

CHARLESTON, WV 25327

JOHN A. MYERS

DIRECTOR

TO:

FROM:

MEMORANDUM

JULY 24, 2024

Toby L. Welch, Senior Buyer, WV Purchasing Division Brandon L. Barr, Buyer, WV Purchasing Division

PL

Thomas Hymes, Procurement Specialist, Senior, WV Lottery�

PHONE: 304.558.0500

wvlottery.com

SUBJECT: WV iLottery Website Portal, Mobile App Direct Award Contract Terms of Service Request

West Virginia Lottery's goal is to not only reflect our current projected needs in the iLottery Website

Portal Proposal, but to also provide the vendor the time to support our expanded scope of reach for advertising and promotions through the iLoltery Website Portal. To that end, the Lottery is requesting the initial service term of the requested Direct Award run in conjunction with the current iLottery contract CMA-LOT2400000002 of a nine (9) year initial term with one ( 1) one-year optional renewal, with effective start date of 08/15/2024 through 08/14/2033.

Revised 8/24/2023

3. CONTRACT TERM; RENEWAL; EXTENSION: The term of this Contract shall be determined in accordance with the category that has been identified as applicable to this

Contract below:

[ ] Term Contract

Initial Contract Term: The Initial Contract Term will be for a period of _____________

_______________________. The Initial Contract Term becomes effective on the effective start date listed on the first page of this Contract, identified as the State of West Virginia contract cover page containing the signatures of the Purchasing Division, Attorney General, and Encumbrance clerk (or another page identified as __________________________________), and the Initial

Contract Term ends on the effective end date also shown on the first page of this Contract.

Renewal Term: This Contract may be renewed upon the mutual written consent of the Agency, and the Vendor, with approval of the Purchasing Division and the Attorney General’s office

(Attorney General approval is as to form only). Any request for renewal should be delivered to the

Agency and then submitted to the Purchasing Division thirty (30) days prior to the expiration date of the initial contract term or appropriate renewal term. A Contract renewal shall be in accordance with the terms and conditions of the original contract. Unless otherwise specified below, renewal of this Contract is limited to ___________________ successive one (1) year periods or multiple renewal periods of less than one year, provided that the multiple renewal periods do not exceed the total number of months available in all renewal years combined. Automatic renewal of this

Contract is prohibited. Renewals must be approved by the Vendor, Agency, Purchasing Division and Attorney General’s office (Attorney General approval is as to form only)

[ ] Alternate Renewal Term – This contract may be renewed for __________________ successive __________ year periods or shorter periods provided that they do not exceed the total number of months contained in all available renewals. Automatic renewal of this

Contract is prohibited. Renewals must be approved by the Vendor, Agency, Purchasing

Division and Attorney General’s office (Attorney General approval is as to form only)

Delivery Order Limitations: In the event that this contract permits delivery orders, a delivery order may only be issued during the time this Contract is in effect. Any delivery order issued within one year of the expiration of this Contract shall be effective for one year from the date the delivery order is issued. No delivery order may be extended beyond one year after this Contract has expired.

[ ] Fixed Period Contract: This Contract becomes effective upon Vendor’s receipt of the notice to proceed and must be completed within days.