MGC-CMS-2015 Mass Gaming Central Monitoring System RFR v8 6 Final.docx

Commonwealth of Massachusetts Massachusetts Gaming Commission

Request for Responses (RFR) For Central Monitoring System

MGC-CMS-2015

LATE RESPONSES WILL NOT BE CONSIDERED.

Correspondence and Submission Information Derek Lennon Chief Financial and Accounting Officer Massachusetts Gaming Commission 84 State Street, 10th Floor Boston, MA 02109 617-979-8454 mgcprocurements@state.ma.us

Encouraging and Providing Support to Qualified Bidders

The Massachusetts Gaming Commission (“MGC” or “Commission”) recognizes that the types of firms skilled at performing the tasks envisioned by this procurement may not have experience in working with the Commonwealth of Massachusetts’ procurement processes. The MGC would very much like to encourage capable firms to participate in this procurement.

In order to assist such firms the MGC has put in place the following mechanisms to make this procurement as available as possible to all potential participants;

1. Potential Bidders are encouraged to submit questions about both the substance of the RFR and any submittal process, logistics or questions about forms and submittal requirements. Questions can be submitted as indicated in this RFR Section 3.2 at any time from the date of posting to Comm-BUYS until November 10, 2014 .

The MGC recommends that firms make use of these timeframes to assure that their proposals are compliant with state procurement regulations. Due to the public nature of any state procurement, the MGC must adhere rigorously to procurement rules but is very interested in helping firms to understand and comply with the rules.

RFR Central Monitoring System MGC-CMS-2015 Table of Contents

INTRODUCTION/PROCUREMENT REQUIREMENTS

This Request for Response (RFR) is issued by the Commonwealth of Massachusetts Gaming Commission (MGC). The purpose of this RFR is to solicit bid proposals for an organization or to work with the MGC to coordinate all activities related to regulating and monitoring electronic gaming devices (EGD) for one slot parlor licensee and up to three casino resort licensees.

The intent of this RFR is to gather information from CMS vendors to provide information to the Commission on the benefits of a CMS in comparison to traditional manual processes of regulating EGDs as well as provide a discussion around the return on investment of a CMS. The Commission is not guaranteeing a contract from this procurement, nor will it reimburse any vendor for the costs associated with responding to this RFR or presenting to the Commission. It is the responsibility of the recommended vendor to present a case to the Commission for a decision on whether the benefits of a CMS outweigh the costs.

The Commission may award a contract, to a responsible bidder whose proposal conforms to this RFR and is most advantageous to the Commonwealth, price and other factors considered.

The Commonwealth, reserves the right to procure all, none, or separately procure individual requirements that are the subject of the contract during the contract term, when deemed by the MGC to be in the Commonwealth’s best interest

The MGC may enlist the services of a firm with experience to assist the MGC in regulating licensees consistent with the criteria included in this RFR and set forth in the Gaming Act and the MGC’s regulations.

The Gaming Act and the applicable regulations can be found at:

http://massgaming.com/about/expanded-gaming-act/ http://massgaming.com/licensing-regulations/phase-2-regulations/ The Commonwealth’s Standard Terms and Conditions version http://www.mass.gov/osc/docs/forms/contracts/comm-termsconditions.pdf will apply to all contracts or purchase agreements made with the MGC. These terms are in addition to the terms and conditions set forth in this RFR and should be read in conjunction with them unless the RFR specifically indicates otherwise.

Background The Massachusetts Gaming Commission is responsible for the creation of a fair, transparent, and participatory process for implementing the Expanded Gaming Act passed by the Legislature and signed by the Governor in November, 2011 (Massachusetts General Laws, chapter 23K or “Gaming Act”). In creating that process, the Commission will strive to ensure that its decision-making and regulatory systems engender the confidence of the public and participants, and that they provide the greatest possible economic development benefits and revenues to the people of the Commonwealth, reduce to the maximum extent possible, the potentially negative or unintended consequences of the new legislation, and allow an appropriate return on investment for gaming providers that assures the operation of casino-resorts of the highest quality is responsible for assisting the Governor of the Commonwealth of Massachusetts in fulfilling the duties of the Executive Office pursuant to Part II, c. 2, § 1, of the Massachusetts Constitution.

The Gaming Act authorizes the Commission to award no more than three Category 1 licenses (defined as “Destination Resorts” with a minimum capital investment amount of $500,000,000) and no more than one Category 2 license (defined as “Slots Parlor” license with a minimum capital investment of $125,000,000.

The Commission began a two-phase solicitation in the fall of 2012, and has completed Phase 1 and Phase 2 for Category 1 Regions A and B, and Category 2 facilities. Phase 1 was determination of suitability of the gaming applicants. Applicants determined to be suitable proceeded to Phase 2 of the process.

Phase 2 included the site-specific proposal from gaming applicants.

The scope of this RFR entails the services of a vendor to work with the MGC in monitoring and regulating all aspects of electronic gaming devices for category 1 and category 2 licensees.

Objective The Massachusetts Gaming Commission (MGC) is seeking to gather information from CMS vendors to provide information to the Commission on the benefits of a CMS in comparison to traditional manual processes of regulating EGDs as well as provide a discussion around the return on investment of a CMS. If the Commission deems a CMS to be a wise endeavor, the Commission may enlist the services of a CMS vendor. The CMS vendor will work with the MGC staff to open gaming establishment slot operations compliant with MGC regulations, as well as provide day-to-day support to staff in monitoring and regulating EGD operations of licensees. Respondents should have the experience referenced in section 2.2.4.2 of this document.

The apparent successful bidder should be familiar with Massachusetts Gaming Law (chapter 23K), have a track record and experience in operating/or monitoring in similar jurisdictions. The apparent successful bidder will also be required to have no conflicts of interest with any gaming licensees or potential partners/contractors/subcontractors to gaming licensees.

Vendor Qualifications The preferred vendors will have the capacity to commit personnel and resources necessary to provide high quality services in a timely and responsible manner for the duration of the contract and any options to renew.

Respondents to this RFR should possess the qualifications and experience referenced in section 2.2.4 of this document in order to perform the work as detailed in Section 5 of this RFR.

General Procurement Requirements MGC is exempt from state procurement requirements but this RFR is being issued in accordance with 801 CMR 21.00, which governs the procurement of services by state agencies. MGC reserves the right to cancel or modify the procurement scope and/or process at any time and without notice.

801 CMR 21.00 requires a competitive procurement process, including the issuance of a RFR for acquisitions of all commodities and services. Words used in this RFR shall have the meanings defined in 801 CMR 21.00. All responses must be submitted in accordance with the specific terms of this RFR.

MGC makes no guarantee that a contract, or any obligation to purchase any commodities or services, will result from this RFR.

MGC reserves the right to amend this RFR at any time prior to the date the responses are due. Any such amendment will be notified in writing to bidders. (See also Section 6.5). All responses must be submitted in accordance with specifications in Section 3: Response Requirements.

Procurement Characteristics

1. Acquisition method: Firm fixed price as monthly fee; additional quantities

2. Single or multiple vendor(s): Single

3. Use of Procurement by single or multiple agencies: Multiple

4. Anticipated Duration of Contract: The initial duration of the possible contract that may results from this RFR shall be ten (10) years from the date on which it is awarded. The contract may be extended in any increment at the discretion of MGC up to a maximum term, including all contract extensions, of fifteen (15) years.

5. Anticipated Payment Structure: The contractor will be paid for services rendered, after submission and approval of invoices.

Procurement Timetable Unless otherwise specified, the time of day for the following events shall be between 9:00 a.m. and 5:00 p.m., Eastern Standard Time. All other times specified in this RFR are Eastern Standard Time. The Cost Proposal may be submitted in the same package as the rest of the response, but must be submitted under separate cover in a separate sealed envelope labeled “Cost Proposal”. Failure to meet this requirement will result in disqualification of the bid. Responses and attachments received after this deadline date and time will not be evaluated. A facsimile response will not qualify as a “submission” for deadline purposes in advance of or in lieu of a hard copy submission. RESPONSES ARE DUE NO LATER THAN 5:00 PM ON November 17, 2014.

MGC may adjust this schedule as it deems necessary. Notification of any adjustment to the RFR Timetable will be communicated to Bidders directly by the MGC.

LATE RESPONSES WILL NOT BE CONSIDERED.

The MGC has determined that the Procurement Management Team (PMT) will conduct interview(s) of finalist(s) if needed. The dates for those interviews have been tentatively set for December 1-4. Bidders are asked to consider at least one of those dates as potential dates for oral presentations.

RESPONSE REQUIREMENTS

General Submission Instructions

Complete responses must be submitted by the date listed in the Procurement Timetable, Section 1.4.2, no later than 5:00 p.m., Eastern Standard Time. Responses must be as directed below to:

Derek Lennon Chief Financial and Accounting Officer Massachusetts Gaming Commission 84 State Street, 10th Floor Boston, MA 02109 617-979-8454 mgcprocurements@state.ma.us

The bidder may submit their response electronically via email or by submitting the quote via CommBuys.

If submitting via CommBuys The Massachusetts Gaming Commission of the Commonwealth of Massachusetts is soliciting responses for the Central Monitoring System. Bidders are advised that the Massachusetts Gaming Commission

1. Restricts submission of written questions to the Bid Q&A tool

2. Requires all responses to be submitted using the online submission tools available to active COMMBUYS account holders only

3. Requires submission of a Supplier Diversity Program (SDP) Plan as specified in the RFR file attached to this Bid.

Bidders are solely responsible to monitor this site for Bid amendments, if any. Bidders may monitor the record by frequently checking the Header Information for the list of Amendments. Bidders with active COMMBUYS accounts may also monitor the record through COMMBUYS email notification and record tracking tools enabled when a vendor acknowledges receipt of a bid. To establish a COMMBUYS account, bidders must select the Register link on www.commbuys.com and complete the online subscription process.

In order to assist you in responding to this RFR please follow the attached job aid Create a Quote in COMMBUYS which is also included in the attached forms.

If submitting via email (electronically) delivery:

· Submission must be received at the following email address mgcprocurements@state.ma.us on or before the date and time listed in this document (submissions even slightly late will not be accepted even if the delay is not caused by the organization submitting the proposal).

· Sending party is solely responsible for ensuring receipt at the MGC by the proper time and date. The MGC will provide a return email confirming receipt within 2 hours of receipt of the email. It is therefore highly recommended (but not mandatory) that bidders submitting electronically transmit their response at least two hours prior to the closing deadline in order to have sufficient time to re-submit should there be a failure in receipt.

· Provide a single PDF electronic copy of the technical proposal in electronic form.

· Provide a single PDF electronic copy of the financial proposal in electronic form.

· Bidders may call the MGC at 617-979-8454 to determine if the MGC is in receipt of their submission. However, only an email receipt confirmation will be considered authoritative if there is a dispute.

· Provide one (1) original document with original signatures which must be physically delivered to the MGC within three days of the official due date.

· Technical proposals must be separately packaged from the financial proposal and the financial proposal must be in a separately sealed envelope.

Complete Response A complete response in the following format:

· Executive Summary (Not to Exceed 5 Pages)

· Technical Proposal (Not to Exceed 50 Pages)

· Including Appendix B

· Financial Proposal (Using Format in Appendix C)

· Return on Investment Analysis (Section 2.2.6)

· Economic Benefit Analysis (Section 2.2.5)

· Marketing material, publically available sales information, unnecessary samples, attachments or other documents not specifically asked for should not be submitted.

Technical Proposal – This section provides specific instructions for submission of the Vendor’s Technical Proposal. Adherence to the required organization and numbering will allow the Evaluation Committee to “map” the RFR requirements directly to the Vendor’s responses by paragraph number and facilitate a fair and uniform review process. In addition, the Proposal shall:

1. Be prepared in a clear and concise manner.

2. Address all points of this RFR. The Vendor shall regard specifications in this RFR as mandatory.

3. Be organized and numbered in the same order as given in the RFR, using the correct subsection and paragraph number for each specification. For example, Section 2.1 Para 1; Section 3.2 Para 4; etc.

4. Not include in the Technical Proposal any reference to prices proposed by the Vendor.

5. Include in the Technical Proposal the specific sections referenced from section 5.

Title and Table of Contents

The Technical Proposal should begin with a title page bearing the name and address of the Vendor and the name and number of this RFR, followed by a table of contents.

Confidential Information: Information that is claimed to be proprietary or confidential is to be labeled accordingly throughout the text and a summary of those sections is to be placed after the Title Page and before the Table of Contents in the Vendor’s Technical Proposal, and if applicable, also in the Financial Proposal. Only those portions that can reasonably be shown to be proprietary or confidential may be identified as such.

Executive Summary

1. The Vendor shall condense and highlight the contents of the Technical Proposal in a separate section titled “Executive Summary” not to exceed five pages in maximum length.

2. The Vendor shall state whether or not it meets the Vendor Minimum Requirements (Section 1.3) and provide verification of compliance.

4. The Summary shall identify any exceptions the Vendor has taken to the requirements of this RFR, the Mandatory Contractual Provisions or any other attachments. If a Vendor takes no exception to the State’s terms, conditions and requirements, the Executive Summary should so state. By submitting a proposal in response to this RFR, the Vendor shall be deemed to have agreed to and accepted all mandatory contract terms and conditions set forth in the standard contract form, unless otherwise noted.

Warning: If there is any item, including any standard clause provision with which the Vendor cannot or will not comply, such exception must be clearly noted and explained, including the degree to which the Vendor may consider some degree of compliance. Exceptions to terms and conditions may result in having the proposal deemed unacceptable or classified as not reasonably susceptible of being selected.

5. The Vendor must provide a statement of intent to comply with the terms, conditions and requirements of Sections 6, and provide any information required by these Sections.

6. The Vendor must provide a statement of intent to comply with the terms, conditions and requirements of Section 5.

Vendor Technical Response to RFR Requirements

The Vendor shall address all requirements as described in Section 5 of the RFR and describe in the Technical Proposal how it proposes to meet each requirement. If the Commission is seeking the Vendor’s agreement to a requirement, the Vendor shall state agreement or disagreement.

As stated above, any exception to a term, condition or requirement may result in having the proposal deemed unacceptable or classified as not reasonably susceptible of being selected for award. Any paragraph that represents a work requirement shall include a detailed explanation of how the work will be done.

CMS Requirements Checklist - The Vendor must submit a thoroughly completed CMS Requirements Checklist (Appendix B). This Checklist covers many of the requirements and will provide conformity in presenting the Vendor’s proposed CMS capabilities for addressing the Commission’s requirements.

In this Section the Vendor may expand upon the requirements, provide detail regarding how it will accomplish the requirements, describe best practices, etc.

Specifically, in this Section the Vendor's Proposal should address, but not be limited to, the following and not exceed a maximum of 50 pages not including technical charts and appendices:

General

Provide an Overview of System and procedures.

CMS

a) Describe the CMS configuration/redundancy.

b) Describe what platform (operating system) the CMS runs and what are the pros/cons of using this platform.

c) Describe the communications protocols that the CMS supports, including whether the protocols are open or proprietary, other jurisdictions that are currently using these protocols, types of games supported by the protocols, and a listing of manufacturers of gaming devices presently authorized to use this protocol.

d) Describe how the CMS is connected to the individual EGDs at a Facility.

e) Provide additional information on software and hardware solutions for monitoring and managing each facet of the system, network, data and each site.

f) Discuss and provide examples of accounting and performance reports that are a standard part of the CMS.

g) Describe how progressive and participation games are handled, which may be operated by the Facility or another entity separate from the CMS. Discuss meter management and reporting, performance tiers and participation fee accounting and reporting.

h) Provide information on overall asset tracking and management. What information regarding each asset can be tracked by the CMS, or is a separate system being proposed? Areas of interest include, service history, costs, depreciation, hardware inventory and location.

Primary and Back-up Sites

a) Describe the Primary Site lab operations and testing. Provide additional information on the process for testing new chips and network equipment. Discuss needs for lab initialization and operations.

b) Identify and describe the location of the Back-up Site.

Telecommunication Network

a) Beginning at the Facility, describe the techniques, hardware, software and communication links that will be employed to ensure that communications and CMS support of EGD operations will not be lost.

b) Explain in detail how the CMS will deal with communications interruptions to a EGD Facility. Describe the approach to guaranteeing that EGD machine events/condition messages, meter readings, and commands issued by the CMS are not lost due to a communications interruption.

c) Describe the techniques, hardware and software that will be employed within the Facilities to ensure communications between the EGDs and CMS shall not be lost.

Disaster Recovery

Provide processes on how systems are connected and configured to ensure maximum availability. In the event of loss of functionality provide Component Failure Analysis and procedures for recovery.

Security

What processes and control procedures are implemented internally to ensure CMS integrity? For example:

a) How is virus protection handled, updates, vulnerabilities?

b) Are there regular reviews of security functions and physical security for the

CMS?

c) Are segregation of duties and least privilege assignments for employees implemented?

d) How is the network secured and reviewed for security vulnerabilities?

e) What are the backup and restore procedures for databases and Central System?

Manuals and Documentation

Provide description/examples of manuals/documentation.

Staffing

Describe the staffing model for implementation and post implementation of the CMS. The staffing model should correspond to the proposed work breakdown structure, project schedule and overall project management plan. The staffing model shall include but not be limited to the type of resources necessary to implement the CMS and support the CMS post implementation, job functions, experience, education, training, certifications, work locations, and availability/work schedule. Include the names and titles of resources designated as key personnel.

Provide a description of how the following scenarios would be accomplished in the implementation and post implementation staffing models:

1. Code development and migrations; Identify any 3rd parties or sub-vendors that will be used to write code.

2. CMS Testing

3. Report Creation/Development/Distribution

4. Ad-hoc reporting requests

5. Server/hardware/network administration – Data Center, WAN

6. Issue resolution

a. Hardware at the Data Center and the Facility

b. Software

c. Communication/Network at the Facility

d. Financial Variance

e. Undefined /General

Maintenance, Service Levels & Support

a) Describe the service and maintenance program, to include reporting procedures.

b) How will this requirement be fulfilled at each Facility? Will the Vendor have on-site personnel to respond to CMS issues at each Facility or will Vendor's maintenance staff be “on-call”? How will Vendor's staff interact with and rely upon the Facility staff?

c) Describe procedures for problem reporting, tracking, escalation and dispute resolution.

d) Identify the physical location of proposed Hotline call center and describe the prioritization / escalation of calls and response time guarantees.

Acceptance Testing

Provide an overview of support procedure for Acceptance Testing.

Implementation Plan

The Offer shall provide with its Proposal an Implementation Plan. The Vendor shall provide details including charts (Gantt, PERT, or similar) identifying the major milestones to be accomplished for the equipment delivery, software programming, installation and testing (Note: Within thirty (30) days of possible contract award the successful Vendor shall submit a detailed and finalized version of this Implementation Plan which, when approved by the Commission, shall become the basis for Implementation.)

a) Provide a detailed communication plan for the deployment and implementation of the CMS, including all key stakeholders (i.e. Commission, EGD Facilities, EGD manufacturers, EGD testing and certification Vendor, etc.)

b) What is the Vendor's estimate of the time it will take from contract start date to have the CMS fully operational to support the first EGD Facility in operation? Activities and tasks should include: site planning, hardware installation, Facility wiring, training, testing, go-live, post installation support and site turnover.

· Facility Planning/CMS Vendor Requirements

· Facility Hardware Installation

· Facility Wiring

· Facility Turn-up

· Facility Testing

· CMS Training for Facilities

· Coordination of Floor Moves

· Coordination of Maintenance

· Facility Point of Contact

c) Bringing up a subsequent Facility while still operating one or more other Facilities with no interruption of operations. How would the Vendor support getting multiple EGD Facilities operational (say 4 in one calendar quarter)?

d) Describe the Vendor's expectations and requirements for the availability of Commission resources to support its implementation activities as outlined above.

EGD Facilities

a) Describe CMS Vendor Space, equipment and infrastructure requirements at the Facilities.

Server Based Downloadable Gaming

Describe the CMS's capabilities for centrally monitoring, authenticating and reporting regarding Server Based Downloadable Gaming

Vendor’s Organization, Background, and Financial Stability

Organization and Structure

The Vendor should provide any information about its business and/or organization that demonstrates its capabilities to fulfill the scope of services detailed in Section 5 Technical Specifications of this RFR. The Vendor shall describe its organization and its structure, to include:

Contract in both primary and secondary, or back-up roles;

Vendor will commit to this account.

5. A list of all professional affiliations.

Background and Experience

The Vendor shall describe its background and experience related to EGD programs and other gaming activities. This experience must be under the Vendor’s company name. Vendors shall describe how their organization can meet the requirements of this RFR and shall include:

1. Any relevant experience comparable to what is requested in Section V Technical Specifications:

· Describe the Vendor's experience in developing, implementing and maintaining Central Monitor and Control Systems for EGDs

· Does the Vendor have any CMSs currently in operation in support of EGDs, slot machines or other similar forms of gaming. If so, describe each system, the number and type of machines that it supports, how long the system has been in operation, etc. Compare the System being proposed for Massachusetts to these other systems.

· The Vendor must describe its most recent three (3) engagements for other clients involving services similar to those requested by this RFR that were successfully performed by the Vendor;

2. Provide a list of current client accounts. Has your organization lost any client accounts within the last three (3) years? Why?

3. Provide a minimum of three (3) client references capable of documenting the Vendor's ability to manage projects of comparable size and complexity and two (2) references from other organizations, sub Vendor or service providers, which you think are relevant. Each reference must include the following information:

a. Name of client organization;

b. Name, title, telephone number and email address of Point-of-Contact for client organization;

c. Value, type, and duration of contract(s) supporting the client organization;

d. The services provided, scope of the contract, geographic area being supported, and performance objectives satisfied; and

e. An explanation of why the Vendor is no longer providing the services to the client organization, should that be the case

NOTE: The Commission shall have the right to contact any reference of its own choosing, or any other source, as part of the evaluation and selection process.

4. Provide a list of any current or previous contracts that the Vendor has had with any department or agency of the Commonwealth of Massachusetts, to include the contract name and number, contract term and contract amount.

Economic Benefit The Vendor shall describe the benefits that will accrue to the Massachusetts economy as a direct or indirect result of the selected Vendor’s performance of the possible Contract resulting from this RFR. The Vendor should take into consideration the following elements. (Do not include any detail of the financial proposals with this technical information.)

1. The percentage of Contract dollars to be recycled into Massachusetts’s economy in support of the Contract, through the use of Massachusetts sub-Vendors, suppliers, and joint venture partners. Vendors should be as specific as possible, providing a breakdown of expenditures.

2. The numbers and types of jobs for Massachusetts residents created by this Contract. Indicate job classifications, number of employees in each classification and the aggregate payroll to which the Vendor shall be committed at both prime and, if applicable, sub Vendor levels.

3. Tax revenues to be generated for Massachusetts and its political subdivisions as a result of this Contract. Indicate tax category (sales tax, inventory taxes, and estimated personal income taxes for new employees) and provide a forecast of the total tax revenues generated by this Contract.

4. The percentage of sub-vendor dollars committed to Massachusetts small business and MBEs.

5. In addition to the foregoing factors, the Vendor should explain any other economic benefit(s) to the State of Massachusetts that would result from the Vendor’s proposal.

NOTE: Because there is no guarantee of any level of usage under the Contract, the Vendor should state its level of commitment per $10,000 of Contract value. In other words, for each $10,000 of Contract value, how many Massachusetts jobs will be created, what Commonwealth of Massachusetts tax revenue will be generated, how much will be paid to Commonwealth of Massachusetts sub-vendors, etc.

Return on Investment The recommended vendor will be required to make a recommendation to the Commission on the benefits (both cost and efficiencies) of utilizing central monitoring system vs manual processes. Respondents to this RFR shall provide in writing with any accompanying details, analysis, spreadsheets, etc. answers to the following questions, and any additional information not contemplated by the questions below that can assist making a sound business case for utilizing a CMS vs manual processes:

1) Please provide a breakdown comparison of the annual estimated savings generated from initial startup of machines using central monitoring system vs the traditional format of using a GAT device and sealing machines. Please make sure to describe any assumptions and formulas used to generate your estimates.

2) Please provide an analysis for cost/investigation using a CMS system vs the traditional method. Please analyze based on the following investigations:

a) Jackpot Payouts

b) Customer Complaints of Machine Play

c) Machine variances

d) Chip revocations

e) Bill changer box pickup

3) Please provide a breakdown of the estimated savings per move of EGD compared to the traditional GAT and sealing of machines. Please provide an annual savings and then please provide a savings over the life of the contract and any options to renew. Please make sure to describe any assumptions and formulas used to generate your estimates.

4) Estimated annual savings from verifying assets using the CMS vs the traditional GAT model.

5) Please provide the weekly hours that you estimate a CMS will free up a Gaming Agent to do additional investigations into other areas of the operator’s gaming operations. Please make sure to describe any assumptions and formulas used to generate your estimates.

6) Reconciliation cost , benefit and/or is it an additional cost of using CMS

7) Is there greater transparency of the revenue and tax information with CMS?

8) Is there a deterrent effect of having independent information?

9) Are there cost savings due to regulatory efficiency?

10) Please provide any other benefits, and corresponding savings generated or additional revenue generated from utilizing a central monitoring system for managing EGDs vs a manual process.

Sub-vendors

Vendors shall identify all sub-vendors, if any, including sub-vendors used to meet the MBE goal of this RFR, and provide a complete description of the roles these sub-vendors will have in the Contract performance. The Commission reserves the right to require background investigations on any sub-vendor it deems to have a critical role in the Contract activities.

Required Forms As part of their Technical Proposal bidders are asked to either submit the following Commonwealth-required forms, or attest that they understand and subscribe with the terms set forth in those forms, and will submit those forms once selected. All of the referenced forms are available on www.mass.gov website and can be found in the Response Template provided along with this RFR.

· Standard Contract Form and Instructions

· Commonwealth Terms and Conditions

· Massachusetts Substitute W-9 form – Request for Taxpayer Identification Number and Certification

· Contractor Authorized Signatory Listing

· MA DOR Tax Compliance Certificate

· Executive Order 504 Contractor Certification

· Consultant Contractor Mandatory Submission Form

· Authorization for Electronic Funds Payment (EFT)

· Supplier Diversity Certification or Plan

RESUMES

Detailed resumes should be submitted for all management, supervisory and key personnel to be assigned to the contract. Resumes should be structured to emphasize relevant qualifications and experience of these individuals in successfully completing contracts of a similar size and scope to those required by this RFP.

Response Evaluation Process Evaluation Process.

The RFR Evaluation Process will be conducted in three phases. Phase One Review will be conducted for all proposal submissions. The purpose of the Phase One Review is to eliminate any bids that are nonresponsive to the requirements of the RFR. Bids that are deemed to be qualified based on the Phase One Review will be submitted to the Procurement Management Team (PMT) for additional review (Phase Two Review). Only after the completion of Phase Two will the sealed cost proposals be opened and evaluated as a part of Phase Three. Prior to the final recommendation, the PMT reserves the right to request a “Best and Final Offer” from some or all of the Bidders. The PMT will consider any Best and Final Offers made in a reevaluation of Phase Three. The PMT will make a recommendation to the Commissioners who will then accept or reject the recommendation of the PMT.

(Phase One, Phase Two and Phase Three of this RFR will be evaluated separately).

(a) Phase One Review: Bidders’ responses will be reviewed based on listed criteria and completeness of response including mandatory attachments and compliance to submission criteria (refer to Section 2). Bids that do not comply with these components may be rejected and fail to proceed to Phase Two Review. The MGC reserves the right to waive or permit cure of non-material errors or omissions. Staff at the MGC will conduct this portion of the review.

(b) Phase Two Review (Total 50%): Qualified bids, based on the Phase One Review, will be considered for additional review in Phase Two. Scoring criteria for the evaluation of proposals will be as follows:

· 15% –Similar Past Experiences

· 20% - Return on Investment

· 10% –Project Management Methodology

· 5%- Proposed approach to coordination process

(c) Phase Three Review (Total 50%): Cost will be evaluated in relationship to the Phase Two Review and scoring of Bidders' responses. The Phase Two score will represent 50% and Phase Three Cost will represent 50%, in order to determine the “best value.” MGC reserves the right to request a Best and Final Offer (BAFO). The successful bid will be determined based on the one that represents the "best value" overall, meets the needs of MGC and achieves the procurement goals.

· 50% – Cost Proposal: Cost will be evaluated based on the fee for services provided. Please use the form attached as Appendix C to provide your cost proposal Bidder Questions Bidders are encouraged to submit written questions and receive written answers from the Procurement Management Team (PMT) regarding this Solicitation. Because this procurement may extend to firms not intimately versed in Commonwealth procurements, respondents are encouraged to ask whatever questions they need resolved to aid in producing a compliant response. All Bidders’ questions must be submitted via email (no phone calls) to mgcprocurements@state.ma.us.

Please note that any questions submitted to the PMT using any other medium (including those that are sent by physical mail, fax, or voicemail, etc.) will not be answered. The Commonwealth reserves the right to either publically post questions exactly as asked by the submitter or to combine or adjust questions in order to minimize redundancy or potentially conflicting responses.

Bidders are responsible for submitting content suitable for public viewing. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The PMT reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Solicitation.

Bidders may submit questions as detailed in the procurement timeline in Section 1.4.2. “Written inquiries from interested bidders concerning RFR” – during this time any Bidder may submit questions on any topics relating to the RFR that will help Bidders response, clarify requirements, or any other RFR related topics, including logistics, timing and submittal of proper forms.

Oral Presentations/Interviews.

After completion of Phase I, Phase II and Phase III, the PMT shall have the option to invite all or some Bidders to make oral presentations/come in for interviews. Bidders will not be informed of their rank at the time of the oral presentation/interview. Additionally, the PMT reserves the right to adjust any Phase II or Phase III score following any oral presentation/interview.

The time allotments and the format shall be the same for all oral presentations/ interviews. The PMT will give the Bidder at least three (3) business days’ prior notice regarding the date of an oral presentation. The PMT may require the Bidders assign key personnel to conduct the oral presentation/interview.

A Bidder is limited to the presentation of material contained in its proposal, with the limited exception that a Bidder may address specific questions posed by the PMT or provide clarification of information contained in its proposal. A Bidder’s failure to agree to an oral presentation/interview may result in disqualification from further consideration. Oral presentations/interviews may be recorded by MGC as a matter of public record.

Recommendation After the PMT completes its evaluation, comparison and ranking of all proposals, and, if applicable, interview(s) and BAFO, the PMT will recommend a vendor to present information to the Commission at a public meeting on December 18, 2014 on the benefits of a CMS in comparison to traditional manual processes of regulating EGDs. The discussion will focus on the return on investment of a CMS. The Commission is not guaranteeing a contract from this procurement, nor will it reimburse any vendor for the costs associated with responding to this RFR or presenting to the Commission. It is the responsibility of the recommended vendor to present a case to the Commission for a decision on whether the benefits of a CMS outweigh the costs. The decision shall be based on the PMT’s recommendation, the presentation by the recommended vendor and on the best interests of the Commonwealth. MGC is under no obligation to award a contract pursuant to this RFR.

FINANCIAL PROPOSAL

GENERAL

4.1.1 The Vendor must complete and submit the Financial Proposal Sheet provided in Appendix C. The Financial Proposal Sheet shall be the separate Financial Volume of the Vendor’s proposal, and shall be submitted separately, sealed and clearly marked “Financial Proposal” in accordance with Section 2. The Vendor must provide complete price information for all services required. Offers to provide only partial services are not acceptable and shall be rejected. Do not change or alter this Form or the Offer may be deemed unacceptable.

4.1.2 The Vendor’s proposed prices shall be fully loaded and expressly include overhead expenses (e.g., fringe benefits, administrative costs, profits, etc.), and all related and incidental expenses (e.g., travel) associated with providing all goods and services and equipment required by this RFR. No other amounts or costs will be paid to the Contractor. Specifically, no taxes or assessments or license fees or permits of any type will be paid in addition to the prices proposed on the Financial Proposal Sheet.

4.1.3 All prices proposed shall be firm fixed prices for the entire term of the Contract, to include the Renewal Option period, if exercised, and any other extensions.

4.1.4 If a Contract results from this RFR it will be an Indefinite Quantity Contract with Firm Fixed Unit Prices

CONTRACT PRICES

CENTRAL SYSTEM FEE

The Vendor shall state its proposed price to provide all goods and services, equipment, hardware, software and personnel required by this RFR for providing a Central System located at the Commission's primary data center, a hot back-up located off site, software, and all other Central System components required by this RFR, except for those requirements located at a specific Facility and the Telecommunications Network connecting the Facility to the Central System. The price shall be expressed as a Firm Fixed Price for the Monthly Flat Fee:as stated on the Financial Proposal Sheet-Appendix C.

EGD FACILITY FEES

The Vendor shall state its proposed price to provide all goods and services, equipment, hardware, software and personnel required by this RFR for providing a Central System which are required to be located at a specific Facility and the Telecommunications Network connecting the Facility to the Central System. One-time start-up fees and on-going monthly support fees for each Facility shall be provided. Prices shall be expressed as a Firm Fixed Price for the various Fees required as stated on the Financial Proposal Sheet-Appendix C.

INSTRUCTIONS FOR APPENDIX C -FINANCIAL PROPOSAL SHEET

· Appendix C is to be completed by the Vendor and signed in ink by an individual who is authorized to bind the Vendor to all prices offered. Any erasures or alterations must be initialed by the signer in ink.

· All prices must be recorded with five decimal places if a percentage (e.g.

0.00000) and with dollars and cents if a dollar amount (e.g. $00.00)

· All prices must be the actual price that the State will pay for the proposed item and may not be contingent on any other factor or condition.

· Nothing shall be entered on the Financial Proposal Sheet that alters or proposes conditions or contingencies on the proposed prices.

BASIS FOR AWARD/PAYMENT AMOUNT

The “Total Estimated 10-Year Contract Price” specified on the Financial Proposal Sheet-Appendix C is based on estimated dates for the startup of each Facility and estimated quantities for the number of EGDs to be in operation at the Gaming Facilities and will be used solely for price evaluation, comparison and selection for recommendation for award. The quantities indicated are not a guarantee of any minimum or maximum amounts under this contract and may change at any time during the term of the contract, or renewal option period if exercised. The amount to be paid to the Contractor shall be calculated using the Firm Fixed Prices specified on the Financial Proposal Sheet and the actual Facilities and number of EGDs located at those Facilities.

TECHNICAL SPECIFICATIONS/SCOPE OF WORK

The Commission is highly sensitive to the potential for conflicts of interest. The qualified bidder will have no current or on-going work with a gaming licensee in Massachusetts. However, it is important to note that past experience with any or many of the gaming applicants or other gaming operators may be seen by the MGC as an advantage, as long as no current involvement with a gaming licensee exists.