Commonwealth of Virginia

Request for Sealed Proposals

Title: Maintenance of Virginia Lottery Security System

Due Date: August 25, 2026

Contact Information:

Jenn Mabie, VCO Senior Contract Specialist

JMabie@valottery.com; 804-513-4962

Request for Proposals (RFP) #: ............................................................................................................. PR13352JM

RFP Issue Date: ......................................................................................................................................... July 23, 2026

Contract Term: ..................................................................................... February 26, 2026 – February 25, 2028 With three (3) optional (1) one-year renewal periods

Proposal Due Date and Time:…………………………………………………………August 25, 2026; 3:00 PM ET

The Virginia Lottery does not discriminate against faith-based organizations or against an Offeror because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law relating to discrimination in employment. The Virginia Lottery encourages firms to provide for the participation of small businesses and businesses owned by minorities and women through partnerships, joint ventures and subcontracting opportunities.

Complete Legal Name of Offeror’s Firm: ______________________________________________________________

OPTIONAL PREPROPSOAL CONFERENCE: There will be an optional preproposal Conference on August 4, 2026. See Special Terms and Conditions, Preproposal Conference, for more information, page 58.

mailto:JMabie@valottery.com

I. PURPOSE:

II. BACKGROUND:

III. STATEMENT OF NEEDS:………………………………………………………………………………..6

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:…………………..……34

A. GENERAL REQUIREMENTS:

B. SPECIFIC PROPOSAL REQUIREMENTS:

C. SOLICITATION QUESTIONS AND PROCUREMENT TIMELINE:

V. SPECIAL TERMS AND CONDITIONS:

A. ADVERTISING:

B. AUDIT:

C. PROPOSAL ACCEPTANCE PERIOD:

D. CANCELLATION OF CONTRACT:

E. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION:

F. CONTINUITY OF SERVICES:

G. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT:

H. DATA BREACH:

I. DATA OWNERSHIP

J. DATA USAGE

K. DISCOUNTS, PROMPT PAYMENT:

L. DISCOUNTS, OR PROMOTIONAL DISCOUNTS:

M. FINAL INSPECTION:

N. FORCE MAJEURE:

O. IDENTIFICATION AND DELIVERY OF PROPOSAL:

P. INDEMNIFICATION:

Q. INSTALLATION:

R. NOTICE OF MATERIAL LEGAL DISPUTE:

S. PERFORMANCE, CONTRACTOR:

T. PREPROPOSAL CONFERENCE - OPTIONAL:

U. PRICE ESCALATION/DE-ESCALATION:

V. PRIME CONTRACTOR RESPONSIBILITIES:

W. PRODUCT AVAILABILITY/SUBSTITUTION:

X. PRODUCT INFORMATION:

Y. QUANTITIES:

Z. REFERENCES:

AA. RENEGOTIATION OF CONTRACT

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file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932206 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932207 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932208 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932209 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932210 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932211 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932212 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932213 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932214 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932215 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932216 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932217 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932218 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932224 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932225 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932227 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932228 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932229 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932230 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932231 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932232 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932233 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932234

BB. RENEWAL OF CONTRACT:…………………………………………………………………………….60

CC. SECURITY CLEARANCE – VIRGINIA LOTTERY:

DD. SECURITY LICENSE:

EE. SUBCONTRACTS:

FF. WARRANTY:

GG. CONFIDENTIALITY (LOTTERY):

HH CONFIDENTIALITY (CONTRACTOR):

II. DEMONSTRATIONS:

JJ. EXCESSIVE DOWNTIME:

KK. PRODUCT SUBSTITUTION:

LL. QUALIFIED REPAIR PERSONNEL:

MM. REPAIR PARTS…...….…………………………………..…………………………………..……63

NN. SERVICE REPORTS:……………………………………………………………………………………..63

VI. GENERAL TERMS AND CONDITIONS:

A. ANTI-DISCRIMINATION:

B. ADDENDA:

C. ANNOUNCEMENT OF AWARD:

D. ANTITRUST:

E. APPLICABLE LAWS AND COURTS:

F. ASSIGNMENT OF CONTRACT:

G. AVAILABILITY OF FUNDS:

H. PROPOSAL PRICE CURRENCY:

I. CHANGES TO THE CONTRACT:

J. CLARIFICATION OF TERMS:

K. DEBARMENT STATUS:

L. DEFAULT:

M. DRUG-FREE WORKPLACE:

N. ETHICS IN PUBLIC CONTRACTING:

O. IMMIGRATION REFORM AND CONTROL ACT OF 1986:

P. INFORMATION SECURITY REVIEW:

Q. INSURANCE:

R. NONDISCRIMINATION OF CONTRACTOR:

S. PAYMENT:

T. PERSONNEL SECURITY CLEARANCES:

U. PRECEDENCE OF TERMS:

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V. QUALIFICATION OF OFFEROR:

W. TAXES:

X. TESTING AND INSPECTION:

Y. TRANSPORTATION AND PACKAGING:

Z. USE OF BRAND NAMES:

VII. METHOD OF PAYMENT AND INVOICING:

VIII. DISCOUNT FOR PROMPT PAYMENT:

IX. PRICING:

X. ADDENDA:

XI. SIGNATURE AND OFFEROR PROFILE SHEET:

XII. OFFERORS CHECKLIST:

XIII. ATTACHMENTS………………………………………………………………………………………………….75

file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932284 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932285 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932286 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932287 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932288 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932289 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932290 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932292 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932293 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932294 file://local.valottery.com/vl1/dept/administration/procurement/Templates/RFP%20TEMPLATE%20AND%20INSTRUCTIONS/RFP%20Template%204-15-2026.docm#_Toc159932295

I. PURPOSE:

The Virginia Lottery ("Lottery"), an independent agency of the Commonwealth of Virginia, is seeking proposals from qualified firms through a competitive negotiation process to establish one or more contracts for the maintenance, monitoring, repair, support, and upgrade of the Lottery's security systems located throughout Virginia. Services include replacement of end-of-life access control equipment; preventive maintenance and repair of access control, intrusion detection, and alarm systems; and 24/7 monitoring, maintenance, support, recording, retention, storage, and management of the Lottery's video surveillance environment, including cameras and associated video management technologies. The Lottery reserves the right to make one or more awards under this solicitation.

II. BACKGROUND:

The Lottery currently has installed a security system comprised of access control systems, intrusion and fire alarm systems, and closed-circuit television systems located at four (4) locations in the metropolitan Richmond area, and at six (6) Customer Service Centers (“CSC”), located throughout Virginia. The security system, consisting of access control units from Honeywell ProWatch, automatically monitors and logs movement of persons through the system by time and date using ProWatch software. Access cards are HID cards issued by the Department of General Services (“DGS”). DGS is not linked to the Lottery’s server that controls the authorized entry to a specific door at a specific time. DGS issues the cards and keeps their own card records. The Lottery controls the access permissions set up for each card, giving access to Lottery space. In addition, the Lottery has an integrated system of television cameras, network video recorders (“NVR”), monitors, hardware, panic/duress buttons with associated strobe lights and remote monitoring as well as fire alarm panels and related devices.

Lottery Locations:

Lottery Headquarters (“HQ”) Prize Zone West (“PZW”) Site Name: HQ Site Name: PZW 600 E. Main Street 1620 E. Parham Road Richmond, VA 23219 Richmond, VA 23228 804/692-7000 804/692-7950

CBS 6, WTVR-TV Northern Virginia Site Name: Draw Show Site Name: Woodbridge CSC 3301 West Broad Street 14550 Potomac Mills Rd.

Richmond, VA 23230 Woodbridge, VA 22192 804/868-5000 703/494-1501

Shenandoah Valley Hampton Roads Site Name: Harrisonburg CSC Site Name: Hampton CSC 1790-26 E. Market Street 2306-2308 W. Mercury Boulevard Harrisonburg, VA 22801 Hampton, VA 23666 540/433-7979 757/825-7800 Central Virginia Roanoke Valley Site Name: Farmville CSC Site Name: Roanoke CSC

Longwood Village Shopping Center 1287 Towne Square Boulevard 1524 S. Main Street Roanoke, VA 24012 Farmville, VA 23901 540/561-7011 434/392-7294

Southwest Virginia Carolina Avenue Data Center Site Name: Abington CSC Site Name: PDC 408 E. Main Street 4683 Carolina Avenue Abingdon, VA 24210 Richmond, VA 23222 276/676-5540 804/228-7788

The above locations may change during the Contract term. Offeror(s) shall be responsible for furnishing, installing, and maintaining equipment installed at any new location. The Lottery and Offeror(s) shall negotiate new equipment pricing. Also, any additional security equipment purchased by the Lottery will be included for service at the time of installation or at the end of any applicable warranty period.

III. STATEMENT OF NEEDS:

Offeror(s) shall demonstrate the ability to meet or exceed the minimum specifications set forth in this Statement of Needs for the Lottery’s Axis and Access Security System.

A. Current System Description

1. Access Control

The Lottery currently utilizes a Honeywell ProWatch physical access control system. The Honeywell’s ProWatch physical access control software version 6.5.1, is running on 2022 Microsoft Window servers. Servers are maintained by the Lottery’s network center and service is provided for servers running up to Windows 2025. The Lottery currently utilizes the licensing and maintenance of the ProWatch software used to define, control, and monitor physical access to all Lottery locations for five (5) concurrent clients and up to one hundred and twenty-eight (128) readers maximum. The current system requires the presentation of an encoded card to a card reader, allowing valid card holders, who are authorized for entry to a specific door at a specific time, access.

2. Alarm System The current system provides silent alerts and automatic notification of unauthorized access into doors, buildings, and facilities. These are monitored via phone lines and do not have interactive services via an app. The models or manufacturers of the alarm system are as follows: DSC PC 4020, Vista 20P, Vista 128FBPT, Vista 32FBP.

3. AXIS Camera System

The Lottery currently utilizes an AXIS-based video surveillance and recording environment. The current system is a combination of fixed cameras, AXIS domes, reporting to NVRs and being recorded onto virtual servers. The model numbers of the cameras and NVRs are as follows: P3225-LV MK-II, P3275-LV, AXIS P3265-LV, P3265-LV, AXIS P3267-LV, NVRs: S3008, S3008 MK II, S3008, Synology Rackstation (Appliance)

B. Existing Equipment Below is a list of our current equipment. Additionally, the Lottery’s detailed equipment listing is included as Attachment 5 & 6 to the solicitation for reference.

ACCESS CONTROL & ALARM SYSTEMS

Readers at HQ and CSCs Farmville CSC - Central VA 6 readers Hampton CSC - Hampton Roads 3 readers Harrisonburg CSC - Shenandoah Valley 4 readers Abingdon CSC- Southwest VA 3 readers Roanoke CSC- Roanoke Valley 2 readers Woodbridge CSC - Northern VA 3 readers PZW Richmond - Prize Zone West 5 readers Richmond – PDC Carolina Ave. Data Ctr. 0 readers Richmond – Draw Show WTVR CBS6 2 readers Richmond - HQ 83 readers

Alarm Control Panels These Alarm Control Panels have reached end-of-life and will require replacement.

Please refer to the solicitation for additional details.

Farmville CSC - Central VA

Security Management System:

intelligent controller 1 controller reader board 3 boards Intrusion Detection System:

security panel/intrusion panel 1 panel

Hampton CSC- Hampton Roads intelligent controller 1 controller reader board 2 boards Intrusion Detection System:

security panel/intrusion panel 1 panel

Harrisonburg CSC - Shenandoah Valley Security Management System:

intelligent controller 1 controller reader board 3 boards Intrusion Detection System:

security panel/intrusion panel 1 panel

Abingdon CSC - Southwest VA intelligent controller 1 controller reader board 2 boards Intrusion Detection System:

security panel/intrusion panel 1 panel

Roanoke CSC- Roanoke Valley Security Management System:

intelligent controller 1 controller reader board 1 board Intrusion Detection System:

security panel/intrusion panel 1 panel

Woodbridge CSC - Northern VA Security Management System:

intelligent controller 1 controller reader board 2 boards

PZW Richmond - Prize Zone West intelligent controller 1 controller reader board 3 boards

Richmond – PDC Carolina Avenue Data Center Offeror shall not be responsible for security management or intrusion detection systems.

Richmond – DRAW SHOW WTVR CBS6 intelligent controller 1 controller reader board 0 board

Richmond - HQ intelligent controller 9 controllers reader board 45 boards Intrusion Detection System:

security panel/intrusion panel 1 panel* (*Offeror shall not be responsible for this panel)

Panic/Duress Buttons and Blue Strobe Lights Farmville CSC - Central VA 3 buttons, 0 lights Hampton CSC - Hampton Roads 3 buttons, 3 lights

Harrisonburg CSC - Shenandoah Valley 3 buttons, 2 lights Abingdon CSC - Southwest VA 1 button, 2 lights Roanoke CSC - Roanoke Valley 0 button, 2 lights Woodbridge CSC- Northern VA 3 buttons, 3 lights PZW Richmond - Prize Zone West 1 button, 2 lights Richmond – PDC Carolina Ave. Data Ctr. Offeror not responsible Richmond – DRAW SHOW WTVR CBS6 Offeror not responsible Richmond - HQ Offeror not responsible

Fire Monitoring (monitored by phone lines) and Red Strobe Lights

Note: There are no records of standalone fire alarm panels that dial out using the security panels to the central station. WTVR CBS6 and Roanoke dial out to a separate account the current Offeror does not monitor. These two (2) locations have building controlled fire alarm systems. All standalone fire alarm panels are serviced by other vendors.

Farmville CSC - Central VA 0 lights

Hampton CSC - Hampton Roads 11 lights (7 lights + 4 lights w/horn) Harrisonburg CSC- Shenandoah Valley 2 lights Abingdon CSC - Southwest VA 2 lights Roanoke CSC - Roanoke Valley 2 lights Woodbridge CSC - Northern VA 5 lights PZW Richmond - Prize Zone West 0 lights Richmond – PDC Carolina Ave. Data Ctr. Offeror not responsible Richmond - WTVR CBS6 Offeror not responsible

Richmond - HQ Offeror not responsible

Motion Detectors Farmville CSC - Central VA 7 detectors Hampton CSC- Hampton Roads 4 detectors Harrisonburg CSC - Shenandoah Valley 5 detectors Abingdon CSC - Southwest VA 5 detectors Roanoke CSC - Roanoke Valley 5 detectors Woodbridge CSC - Northern VA 7 detectors PZW Richmond - Prize Zone West 7 detectors Richmond – PDC Carolina Ave. Data Ctr. 0 detectors Richmond – DRAW SHOW WTVR CBS6 1 detector Richmond - HQ 0 detectors

Glass Breakage Alarms and White Strobe Lights Farmville CSC - Central VA 0 lights Hampton CSC- Hampton Roads 4 lights Harrisonburg CSC - Shenandoah Valley 0 lights Abingdon CSC - Southwest VA 0 lights Roanoke CSC - Roanoke Valley 8 lights Woodbridge CSC - Northern VA 4 lights PZW Richmond - Prize Zone West 0 lights Richmond - PDC Carolina Ave. Data Ctr. Offeror not responsible

Richmond – DRAW SHOW WTVR CBS6 Offeror not responsible Richmond - HQ Offeror not responsible

Heat Detectors

Farmville CSC- Central VA 7 detectors Hampton CSC - Hampton Roads 0 detectors Harrisonburg CSC - Shenandoah Valley 4 detectors Abingdon CSC - Southwest VA 11 detectors Roanoke CSC - Roanoke Valley 0 detectors Woodbridge CSC - Northern VA 0 detectors PZW Richmond - Prize Zone West Offeror not responsible Richmond - PDC Carolina Ave. Data Ctr. Offeror not responsible Richmond – DRAW SHOW WTVR CBS6 Offeror not responsible Richmond - HQ Offeror not responsible

AXIS CAMERA SYSTEM

Cameras at HQ and CSCs

Total: 106 cameras, 11 NVRs, 1 Deltacom Appliance Farmville CSC - Central VA 6 cameras + 1 NVR

Hampton CSC - Hampton Roads 11 cameras + 2 NVR Harrisonburg CSC- Shenandoah Valley 6 cameras + 1 NVR Abingdon CSC - Southwest VA 7 cameras + 1 NVR Roanoke CSC - Roanoke Valley 6 cameras + 1 NVR Woodbridge CSC - Northern VA 10 cameras + 2 NVR PZW Richmond - Prize Zone West 7 cameras + 1 NVR Richmond – PDC Carolina Ave. Data Ctr. 3 cameras + 1 NVR Richmond – DRAW SHOW WTVR CBS6 4 cameras + 1 NVR Richmond - Prize Zone HQ CSC 7 cameras + 0 NVR

Richmond - HQ 39 cameras +1 Deltacom Appliance(Synology NAS Rackstation;

Offeror is responsible for maintaining appliance

NOTE: The current camera count at the PDC Carolina Avenue Data Center is three (3);

however, the Lottery's needs have changed, and only one (1) camera will be required under the proposed solution.

C. LOT I. ACCESS CONTROL & ALARM SYSTEMS AND MAINTENANCE

1. Access Control Statement of Needs

a. The Offeror shall provide a solution to replace the Lottery’s current end-of-life Honeywell ProWatch equipment, which includes all Honeywell ProWatch alarm control panel equipment identified on page 7, except for the security panel/intrusion panel, which is expressly excluded from the Offeror’s scope of responsibility as noted in the equipment list. The solution shall be cloud-based, allow access via desktop computers and iOS and

Android mobile devices, and include robust reporting capabilities. The system should integrate into the Lottery’s existing infrastructure.

b. The Offeror shall provide the Lottery a system with the ability to generate ad hoc reports on an as-needed basis and ad hoc notifications/alerts. The system shall generate robust reporting to include but not limited to the ability to print monthly reports. Offeror shall ensure the Lottery will have the ability to run reports in reference to location 24/7 access history. Offeror shall provide reports that have the ability to be exported in Microsoft Excel format.

c. The Lottery intends to retain the following existing equipment:

• Badge readers

• Motion detectors

• Door hardware associated with the Access Security System

Offerors may propose replacement of these components if necessary to support their proposed solution. Any proposed replacements shall be clearly identified in the proposal.

d. The Offeror shall be responsible for receiving and responding to troubleshooting requests, diagnosing issues, and managing the Lottery’s existing access control and alarm systems at all locations. The Offeror shall provide the Lottery with a dedicated support resource for reporting issues and requesting assistance. The Offeror shall ensure authorized Lottery personnel have access to a live representative 24 hours per day, 7 days per week, and receive timely assistance.

e. Offeror shall provide the ability to set up, install, configure, maintain, manage, and update current and new access readers and alarm components to the Lottery’s system as needed.

f. Offeror shall have the ability to perform approved software upgrades, firmware upgrades, and security patches for the Lottery’s existing physical access control environment at all locations.

g. Prior to implementing the Offeror shall coordinate any remote software or hardware upgrades, firmware upgrades, or security patches, with Lottery personnel and obtain approval for all applications and equipment at all Lottery locations. Work performed in landlord-owned buildings may be subject to additional coordination or approval requirements. The Offeror shall coordinate with the Lottery, as necessary, before performing any such work.

h. Offeror shall have the ability to provide Lottery requested reports on a monthly and quarterly basis. These reports shall include information relating to the overall performance of access control & alarm systems. In the event of a system issue, report shall outline course of events, steps taken to troubleshoot, and steps taken to resolve the issue. These reports could be requested to be provided via email, hard copy, or presentation format.

i. During the Contract term, the Lottery shall welcome suggestions from the Offeror for improving performance, and reporting currently utilized.

j. Offeror shall ensure, upon contract award, that all employees, subcontractors, and representatives who work in, on, or have access to the Lottery’s facilities, systems, or equipment submit all required information for completion of a background check. Access shall not be granted until background check requirements have been satisfied, as determined by the Lottery. See General

Terms and Conditions: Personnel Security Clearance, for additional requirements and details.

k. Floor plans, if required, shall not be released prior to contract award and shall be provided only to the awarded Contractor upon successful completion of all background check requirements.

l. Offeror shall for any cloud-based services provided under the resulting Contract, comply with the Virginia Lottery Cloud Terms and Conditions, (Attachment 3).

2. Manage/Replace Requirements

a. The Offeror shall provide documentation demonstrating current certification or specialized training from the original equipment manufacturer or software publisher for all software systems proposed under this Contract. All technicians performing work under the Contract shall maintain applicable certifications or complete required refresher training throughout the Contract term and any renewal periods exercised at the sole discretion of the Lottery.

b. If needed for any CSC relocations or upgrades to equipment, Offeror shall obtain and pay for all necessary permits, permit application fees, licenses or any fees required. The Offeror shall comply with all laws, ordinances, regulations and building code requirements applicable to the work. With the Lottery’s CSCs being in several different cities/counties, the Offeror is presumed to be familiar with all state and local laws, ordinances, code rules and regulations that may in any way affect the work. Ignorance on the part of the Offeror shall in no way relieve them of responsibility.

c. The Lottery’s current access control software defines, controls, and continuously monitors physical access to all Lottery locations and supports up to five (5) concurrent clients and up to one hundred twenty-eight (128) readers. The Offeror’s proposed solution shall provide equivalent or greater functionality and capacity, including support for at least five (5) concurrent clients and at least one hundred twenty-eight (128) readers. The proposed security software shall be accessible via a desktop application and through iOS and Android-based mobile applications.

d. Offeror shall provide continuous monitoring of physical access shall occur on a seven (7) day per week, 24 hour per day basis, three hundred and sixty-five

(365) days a year, including all holidays and shall consist of notifying police and a Lottery designee if an alarm is activated at any of the monitored Lottery locations. Alarm activation should include, but not be limited to, silent alerts, attempted access to locked doors, windows or dock lift doors, fire alarm activation, glass breakage, and motion and heat detectors located inside the building.

e. Offeror shall ensure that any newly installed card readers are installed at heights compliant with the Americans with Disabilities Act (“ADA”) requirements. Any additional card readers or changes to existing reader locations shall be coordinated with and approved by a Lottery designee.

f. Offeror shall comply with the Lottery’s determination of whether any newly installed card readers are configured as fail-safe (doors automatically unlock) or fail-secure (doors automatically lock). Card readers on doors at Headquarters (HQ) are not installed on emergency circuits and, in the event of a power loss, operate as fail-safe (doors automatically unlock). Card readers on doors at the CSC locations are required to be fail-secure (doors automatically lock) in the event of a power loss.

g. Offeror shall ensure that CSC card readers shall allow for deactivation of the alarm system and reactivation upon departure. Lottery Security remotely controls the card readers for the purpose of opening and/or securing areas.

h. Any electrical deficiencies related to the Lottery’s security system in any of the locations shall be the responsibility of the Offeror to upgrade. The Lottery is not aware of any electrical deficiencies in any of the locations, but if deficiencies exist, the Offeror shall be responsible for upgrading them.

i. Offeror shall make repairs/restoration to finishes and building elements if damaged by requested system upgrade/installation.

3. Testing and Inspection

a. Offeror shall, if new equipment is installed during the Contract term, demonstrate the new equipment at each location in the presence of approved Lottery personnel. All required programming must be fully operational for the system to be considered complete and functioning.

b. Offeror shall, following system demonstration, submit the system to a fifteen (15)-day testing period conducted by the Lottery. Any Offeror-provided equipment determined to not meet specifications or other contractual requirements shall be rejected and replaced by the Offeror at no additional cost. Unless otherwise notified by the Lottery or mutually agreed upon, system acceptance shall become effective at the conclusion of the fifteen (15) day testing period.

c. Offeror shall replace any equipment that is rejected for failure to meet specifications or other contractual requirements. Upon replacement, a new fifteen (15) - day testing period may or may not be intimated. The determination as to whether a new testing period is necessary shall be made through mutual agreement between the Lottery and the Offeror, based on the severity and impact of the replacement. This decision shall be documented in writing and incorporated into the resulting Contract file.

4. Training

a. Offeror shall be responsible for all training of Lottery personnel in the proper operation of newly installed equipment at each location, if necessary.

b. Offeror shall provide all training and shall be at no cost to the Lottery to include all related materials and documentation.

c. Offeror shall coordinate with the Lottery to determine the method by which training will be conducted (e.g., in person, webinar, etc.), subject to mutual agreement between the Lottery and the Offeror.

5. Warranty

a. Offeror shall provide a three (3) year warranty on parts and labor, in addition to providing an unconditional warranty covering parts and labor needed to repair any defective equipment.

b. Offeror shall provide a warranty and commence on the date of final acceptance of each newly installed equipment.

c. Offeror shall resolve issues pertaining to warrantied parts, service, and support directly with the manufacturer. The Lottery will not be referred to a third-party vendor.

6. Emergency Response, Operations, and Maintenance,

a. Emergency Response:

Emergency conditions related to the Access system in Lot 1 include, but are not limited to, any condition, event, or system failure that results in, or presents an imminent risk of, one or more of the following:

i. Loss of Access control functionality at any Lottery facility that prevents authorized entry or exit, or prevents the securing of doors required to protect personnel, property, or sensitive areas;

ii. Failure of intrusion, duress/panic, fire alarm, or associated notification systems where alarms are required for safety, security, or regulatory purposes;

iii. Inability of the Lottery to monitor, receive, or transmit alarms, alerts, or events to the monitoring station or designated

Lottery personnel;

iv. Failure of access control panels, alarm panels, readers, power supplies, batteries, or network connectivity that compromises system availability, alarm monitoring, or required system behavior (e.g., fail secure or fail-safe operation);

v. Any condition that materially impairs the Lottery’s ability to conduct operations, ensure employee or public safety, protect assets, or comply with internal security requirements.

The following requirements apply to all Emergency conditions:

• Emergency conditions include failures outside of expected fail safe / fail secure behavior as defined in this scope of work.

• Emergency conditions shall trigger immediate escalation and notification of the appropriate emergency law enforcement personnel, as applicable, and designated Lottery employees.

• For Emergency conditions, the Offeror shall prioritize restoration of access control and alarm functionality over non-emergency service requests until normal system operations and monitoring are restored.

b. Preventative Maintenance

i. Offeror shall inspect equipment located at all Lottery locations a minimum of quarterly per year. Inspections shall include cleaning and testing of the equipment for the panic/duress buttons & strobe lights in addition to any other strobe lights present (e.g., fire, glass, etc.). All testing of these capabilities shall be coordinated with Lottery Security and local authorities, if necessary.

ii. Offeror shall replace parts, without additional charge, that have been broken or worn as a result of normal use and which are necessary for machine servicing and maintenance adjustments. Active components (electrically powered or driven), and non-electric door hardware shall be individually identified and covered under this Contract.

iii. Offeror shall replace all batteries at a minimum of every two (2) years, or sooner if inspection or manufacturer specifications indicate degradation, at no additional cost to the Lottery.

iv. Offeror shall provide a written report of the results of each preventative maintenance visit shall be provided to the Lottery designee.

v. Offeror shall provide all patches, fixes, revisions, updates, upgrades, and minor releases to both the software and its supporting documentation for the entire term of any resulting Contract and subsequent renewal options exercised at the sole discretion of the Lottery.

c. Repairs (Service Calls)

i. Offeror shall respond to service calls as required by the Lottery on a seven (7) days per week, twenty-four (24) hours per day basis, including state holidays. For Richmond locations, on-site response time for standard and emergency service calls (equipment and software) shall be within four (4) hours following initial notification.

For CSC locations, on-site response time for standard service calls (equipment and software) and emergency calls shall be within 24 hours following initial notification.

ii. The Offeror shall ensure that all services are performed by properly trained staff.

iii. The cost of repair parts or other additional costs shall be approved in writing by the Lottery prior to repairs being made.

iv. The Offeror shall ensure that no additional charges shall be incurred by the Lottery in the event a service call is placed, but it is determined that no problem existed with the equipment.

v. The Offeror agrees that repairs required due to accident, misuse, abuse, neglect, theft, acts of God, lightning, vandalism, electrical power failure, fire, water damage, or other casualty, as well as repairs necessitated by service performed by personnel other than the Offeror, are excluded from the annual maintenance price. Such repairs shall be billed at a time-and-materials rate.

vi. Offeror shall only respond to service call requests from the Lottery Contract Administrator and/or designated Lottery personnel at the CSCs.

vii. No modifications to the equipment except those specified and submitted in writing and after receiving written approval from the Lottery Contract Administrator shall be initiated.

viii. The Contractor shall be required to repair or replace hardware upon failure and correct software problems, corrupted files, or program anomalies.

ix. All repairs and/or service charges shall be fully inclusive of all costs, fees, and expenses, whether foreseen or unforeseen. The Lottery shall not be responsible for, nor shall the Offeror invoice for, any additional charges, including travel, mileage, lodging, administrative, overhead, or miscellaneous expenses.

7. Excessive Downtime

a. Equipment and/or software furnished during the Contract term shall be capable of continuous operation. Should the equipment or software become inoperable for a period of more than 24 hours, the Offeror agrees to pro-rate maintenance charges to account for each full day of inoperability. The period of inoperability shall commence upon initial notification. In the event equipment and/or software furnished during the Contract remains inoperable for more than three (3) consecutive calendar days, the Offeror shall promptly replace the equipment or software at no charge upon request of the Lottery. Such replacement shall be with new, unused product(s) of comparable quality, and must be installed and operational as soon as practicable and no later than two (2) business days following the request for replacement, unless otherwise approved by the Lottery. Should equipment and/or software furnished prior to the Contract term be replaced, the Lottery shall be invoiced for the cost of the parts.

b. Offerors shall meet or exceed the Service Level Agreements (SLAs) for the Lottery’s Access-based environment established in Section XX, Service Level Agreements, which reflect the Lottery's operational requirements and minimum acceptable performance standards.

8. Disaster Recovery Plan

a. The Offeror shall ensure that, in the event of a short-term power loss at the

CSC’s CBS6 or Headquarters facilities, security monitoring continues in accordance with the applicable system’s capabilities. To maintain operational functionality, the Access Control Systems shall be equipped with Offeror-provided battery backup to support normal system operations during such power interruptions.

b. Access Control:

i. The Offeror shall provide battery backup for the Access Control System and shall ensure that the battery capacity is rated at a minimum of seven (7) amp-hours, or equivalent capacity, sufficient to meet the Lottery’s operational uptime requirements. The actual duration of battery operation may vary based on the number of doors assigned to each control panel and the level of door activity.

Hardware devices, including door strikes (locking devices) and Request-to-Exit (RTE) motion detectors, shall be powered by a power supply separate from the control panels to maximize system availability and overall online operational time during power interruptions.

ii. The Offeror shall ensure that, at CSC locations, once battery backup is no longer sufficient to sustain system operation, all doors designated as fail secure shall remain locked, with access available via key where applicable. If the hardware device power-supply batteries are depleted prior to the control panel batteries, card readers shall continue to indicate normal operation;

however, the associated doors shall not unlock. At Headquarters (HQ), certain doors are designated as fail safe and shall automatically unlock when battery levels are insufficient to maintain secured operation.

iii. The Offeror shall ensure that communications between Headquarters (HQ) and all CSC locations remain operational when the network is available. In the event of a network disruption, each access control panel shall locally record all system events occurring during the period of disconnection and shall automatically transmit those events to the server at HQ once network connectivity is restored.

c. Security: The Offeror shall provide battery backup for the security system and shall ensure that the battery capacity is rated at a minimum of seven (7) amp-hours, or equivalent. The security system shall be configured to transmit notifications to the monitoring station upon loss of primary power and while operating on battery backup. Battery runtime may vary based on the number of installed security devices and the level of activity within the protected area.

System sensors shall continue to function whether or not the system is armed.

When battery capacity is depleted to the point that sustained operation is no longer possible, the security system shall become non-functional and shall no longer be capable of communicating with the monitoring station.

d. The Offeror shall replace as applicable any intrusion alarms and fire alarm systems and shall be equipped with battery backup capable of supporting alarm monitoring for a duration of not less than two (2) hours and up to six

(6) hours. The intrusion alarm system shall be configured to indicate and report primary power loss conditions and low-battery status to the monitoring interface and/or monitoring station, as applicable.

9. Access to Lottery Resources

The Offeror shall adhere to the following when remotely accessing the Lottery network or working onsite:

a. The Offeror shall ensure that access to Lottery systems, networks, and resources is conducted exclusively through Lottery-owned devices or devices owned and managed by the Offeror’s company. The use of personally owned devices to connect to Lottery resources is expressly prohibited.

b. The Offeror shall ensure that all Offeror-owned devices, as applicable based on device type, are equipped with an active firewall and antivirus software with current signature updates installed prior to connecting to the Lottery’s network.

c. All Offeror-owned devices shall operate on the most current supported version of the applicable operating system, except as otherwise expressly approved or specified by the Lottery.

i. An Offeror-owned device may operate on a prior operating system version only when the Offeror’s IT department has not yet completed testing and validation of the most current supported version.

ii. The Offeror shall ensure that no device with security patches outstanding for more than ninety (90) days is used to connect to the Lottery’s network, provided that the applicable patch was made available within the preceding ninety (90)-day period.

iii. In the event that the operating system vendor (e.g., Microsoft or Apple) issues a critical security patch, the Offeror shall ensure that the patch is installed within two (2) weeks of release, unless the vendor formally retracts the patch.

d. The Offeror shall comply with all Lottery IT access control requirements and shall be granted access solely to the specific system or systems necessary to perform the Offeror’s contractual responsibilities.

e. The Offeror shall utilize only remote access methods approved by the Lottery’s IT Security and Compliance, such as RSA authentication and Virtual Private Network (VPN) access.

10. Installing Updates and Fixes:

a. The Offeror shall obtain prior written approval from the Contract

Administrator before installing any system updates, patches, or fixes.

b. Prior to granting approval, the designated Lottery employee shall open a ticket in the Lottery-approved IT service management system to document the issue and shall coordinate with the Network Center to obtain the current operating system and database patch levels. The Contract Administrator shall provide this information to the Offeror as part of the approval process.

Alternatively, the Contract Administrator may arrange for Network Center staff to contact the Offeror directly to discuss the system configuration.

c. The Offeror shall maintain and use a documented ticketing system capable of tracking service requests from initiation through…