IGB Pre-Submission Conference 17Jun 2024.pptx

Disclaimer IGB will record this conference to ensure all information discussed is captured, and participant attendance noted.

A copy of the recording will be uploaded to BidBuy after the Pre-Submission Conference is complete. Nothing discussed at the Pre-Submission Conference will change the RFP and its attachments.

Questions may be submitted in the Webex chat or verbally when prompted.

Any verbal answers given by the State during this conference are not considered official until they are formally documented in a Q&A and published as an addendum in BidBuy, Bid# B-43061.

BidBuy Bid# B-43061

Illinois Gaming Board (IGB) IGB Procurement RFP Video Gaming Central Communications Systems

Pre-Submission Conference BidBuy Bid# B-43061 June 17, 2024

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Presenter's Name Presenter's Name

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Agenda

Points To Remember Page 31-32

Questions

RFP Structure Page 12-30

Overview Page 4-11

BidBuy Bid# 24-440DFPR-SECRE-B-43061

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Overview

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Background Department The Illinois Gaming Board is the state regulatory and law enforcement body that oversees all aspects of casino gambling, video gaming, and sports wagering in Illinois. The IGB consists of five Board Members appointed by the Governor and confirmed by the Senate. The IGB Administrator serves as the agency’s chief executive and directs daily agency operations.

IGB civilian and sworn staff perform regulatory, oversight, licensing, enforcement, investigative, rulemaking, adjudicatory, and tax collection functions. The staff conducts audits and investigations of applicants and licensees as well as analyzes legal, financial, regulatory, compliance, technical, and criminal issues to ensure the integrity of gaming in Illinois as mandated by statute. The IGB licenses and approves gaming operations, entities and personnel based on background and financial investigations conducted by IGB staff.

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Background Department The Illinois Gaming Board (IGB) is seeking proposals from qualified Offerors to meet the scope of the Video Gaming Central Communications Systems RFP. The State welcomes and appreciates proposals from all interested Offerors who can meet these requirements.

IGB is seeking a Partner to provide a centralized communications system (“CCS”) to connect its 46,400 video gaming terminals (“VGTs”) and other associated video gaming equipment for regulatory monitoring, oversight, and enforcement actions in 8,400 locations across the state of Illinois.

Interested Offerors should refer to the Video Gaming Act (“VGA”), (230 ILCS 40/1, et seq.),the Board’s Rules (Part 1800 Video Gaming), and published Technical Standards for more information about video gaming in Illinois (available at https://www.igb.illinois.gov/VideoLaw.aspx).

All information requested as part of this solicitation shall be submitted in the format stipulated in the RFP document within the State’s eProcurement portal, BidBuy.

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Objectives RFP Objective and Goals The IGB is responsible for the administration, regulation, and enforcement of the Video Gaming Act. 230 ILCS 40/1, et seq. The Board seeks an Offeror to create, implement, operate, and maintain a CCS capable of securely communicating with and monitoring in real time a minimum of 120,000 VGTs (as defined in the Video Gaming Act) and associated video gaming equipment (as defined in the Section 1800.110 of the Video Gaming Rules (11 Ill. Adm. Code 1800.110).

The specific services must include:

Support during the transition period (range 12-24 months) to manage the transfer of data and hardware between service Offerors Monitoring and reporting gaming activity on all VGTs Calculating, collecting, and distributing revenue Access to reports that do not require an extensive amount of time to download in various formats (i.e., excel, pdf) Data updated in five-minute windows

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Scope RFP Objective and Goals The awarded Offeror must provide the IGB with a CCS that, at a minimum, can monitor, communicate with, and activate or deactivate VGTs and other related technological components utilized in the video gaming industry.

IGB’s procurement goals are to:

Award a contract for an initial five (5) year term which covers all services as indicated within this RFP.

The agreement will include an option of two renewals, the first renewal for an optional three-year term, followed by a second renewal for an optional two-year term.

Under no event, the total term of the contract shall exceed ten (10) years, pursuant to 30 ILCS 500/20-60, including initial term and renewals.

Ensure services, staffing, and resources required to identify, design, build, and deploy the CCS are provided effectively throughout the contract life cycle.

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Procurement Schedule

The products and services requested shall satisfy the mandates as established and maintain compliance with the requirements and terms outlined in the RFP.

Here is an overview of the tentative timeline for the RFP process.

IGB and the Office of Procurement can adjust this timeline at any time during the procurement process at their sole discretion.

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RFP Requirements Commitment to Diversity Business Enterprise For Minorities, Women, And Persons With Disabilities Act Participation Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require Offerors to be evaluated on their commitment to diversity.

The points available for Commitment to Diversity are described in Section F.4. of the RFP and are equivalent to 20% of the Technical Requirements points.

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RFP Requirements Required Documents for Submission

Informational video on how to submit the RFP may be found here: RFP Offeror Submission Instructions Video

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RFP Structure

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RFP Bid Package

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Section A. — Scope of Work

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

A.3. SCHEDULE

A.4. TERM

A.4.1. TERM OF THIS CONTRACT

The contract resulting from this procurement will have an initial term commencing upon the last dated signature of the Parties and ending five (5) years from this date.

In no event shall the total term of the contract, including the initial term and any renewal terms exceed ten (10) years.

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Section B. — Current Conditions

B.2. VOLUMES & QUANTITIES

B.3. AREAS OF CONCERN/CHALLENGES

B.4. STRENGTHS

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Section C. — Proposal Requirements

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

C.4. PUBLISHED PROCUREMENT INFORMATION

C.5. INFORMATION CONTACT

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

C.7. PRE-SUBMISSION CONFERENCE

C.8. SMALL BUSINESS SET ASIDE

C.9. SECURITY

C.10. TERMS AND CONDITIONS

Offerors may also view the Request for Proposal (RFP) Offeror Submission Instructions Video:

https://cpo-general.illinois.gov/Offeror-resources.html Only Electronic Submissions through BidBuy of Offers will be Accepted

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Section D. — Evaluation Procedures

D.2. RESPONSIVENESS

D.3. EVALUATION METHODOLOGY

D.4. COMMITMENT TO DIVERSITY ELEMENTS

D.5. PRICE

D.6. MAXIMUM AVAILABLE POINTS

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Section E. — Administrative Requirements

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

E.3. MINORITY CONTRACTOR INITIATIVE

E.4. FEDERAL FUNDS

E.5. EMPLOYMENT TAX CREDIT

E.6. RESERVATIONS

E.7. AWARD

E.8. INVOICING ADDRESS

E.9. PROTEST REVIEW OFFICE

E.10. RESPONSIBILITY

Illinois law and rules govern this solicitation and any resulting contract.

The RFP contains Illinois Compiled Statutes references designated with “ILCS.” The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation.

For more details see Section E.1. of the RFP

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Section F. — Proposal Forms

F.2. MANDATORY REQUIREMENTS WITH EVIDENCE

F.3. PROPOSED TECHNICAL SOLUTION – DESIRABLE REQUIREMENTS

F.4. COMMITMENT TO DIVERSITY

F.5. PRICING

F.6. LIST OF ATTACHMENTS

BidBuy Terminology and Guidance: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy. Please learn more about BidBuy by accessing the online resources found here:

https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx

Note: Do not enter cost/pricing in any other documentation outside of Attachment I — Price Workbook. Failure to follow this instruction may result in disqualification.

All Offerors must complete Attachment H — Response Template to submit their proposal. Additional documents that shall be returned as part of the Offeror’s response have been outlined in Section C.1. of the RFP.

Offeror shall submit pricing via the attachments tab in BidBuy, utilizing the agency provided form for pricing. Offeror shall upload pricing under the “Required Documents” section of the Attachments tab and check the box "Does the attachment contain any pricing, cost or discount information?" Failure to check this box allows your pricing to be viewed when bids are opened and may result in disqualification of your offer.

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Attachment A — State Standard Security Requirements

Detailed security requirements which must be followed/maintained.

The document should be reviewed in tandem with the Attachment D Requirement Traceability Matrix and the Attachment J Reporting to support the Offeror’s RFP Offer.

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Attachment B — Commitment to Diversity State of Illinois document to be completed by the Offeror showing its commitment to diversity.

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Attachment C — Terms and Conditions

State of Illinois Standard and Agency Specific Terms and Conditions that the Offeror shall review and provide any redlines as part of the Offer to this RFP.

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Attachment D — Requirement Traceability Matrix Offeror must review all worksheets and complete the actions described in this Attachment D.

Detailed solution functional and technical desirables, as well as deliverable services, service level requirements and the performance management requirements.

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Attachment E — Price Workbook Provides the pricing template, the Offeror must use this template to propose the fees for the services required of this RFP.

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Attachment F —Desirable Scoring Details This document provides a breakdown of the scoring of the individual items on the response template.

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Attachment G — Glossary This document provides an indexed glossary of the key acronyms used throughout this RFP.

This document should be reviewed to ensure complete clarity and understanding of the terms.

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Attachment H — Response Template 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.

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Attachment I – Proposed Key Staff This document provides a detailed overview of the Key Staffing Requirements of the CCS RFP.

Offerors should propose the key staff positions to be included in this bid response. The Offeror can propose its own staffing plan, which may include additional or alternate roles which fulfill the State’s required qualifications, based on its proposed solution. Key staff should be assigned full-time to the program.

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Attachment J – Reporting This Attachment J provides the detailed Reporting requirements for the IGB CCS RFP. The Offeror must read and understand the goals and objectives and all reporting requirements found in the RFP, as well as in this attachment.

To ensure the Illinois Gaming Board (IGB) can effectively oversee and regulate Video Gaming activities within the state, the Offerors solution must be capable of generating detailed reports. These reports are crucial for the IGB to monitor compliance, assess financial health, and optimize the overall management of Video Gaming operations.

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Attachment K – Scanning Agreement This Scanning Agreement provides the terms for the Penetration Testing, that may be conducted by the Illinois Department of Innovation and Technology (DOIT) to ensure the Offeror is in compliance with the State of Illinois NIST and FISMA requirements.

Offeror must sign this agreement and submit as file titled as Appendix K — DoIT Scanning Agreement and submit as an attachment on the Offeror quote on BidBuy.

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Points To Remember

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IGB CCS Procurement RFP Points to Remember The Illinois Gaming Board (IGB) is seeking proposals from qualified Offerors to meet the scope of the Video Gaming Central Communications Systems RFP.

RFP Offer Submission Deadline: August 05, 2024, latest by 5 PM CST The following documents are required for submission:

1. IPG Active Registration or Offeror Disclosure, 2. State of Illinois Offer v.24.2, 3. Attachment B — Commitment to Diversity, 4. Attachment C — Terms and Conditions, 5. Attachment D — Traceability Matrix, 6. Attachment E— Price Workbook, 7. Attachment H — Response Template, 8. Attachment K Scanning Agreement Any verbal answers given by the State during this conference are not considered official until they are formally documented in a Q&A and published as an addendum in BidBuy, Bid# B-43061.

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Questions?

Note – Any verbal answers provided by the State during this conference are not considered official until they are formally documented in a Q&A and published as an addendum in BidBuy, Bid# B-43061.

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