RFI - Information System.pdf

Request for Information

Version 1 Revised: 07-28-2017

STATE OF MICHIGAN

Department of Lottery

Information System

RFI 275 19*17

This Request for Information (RFI) seeks to obtain a description of a custom off the shelf solution that will provide the functions described in the Requirements section of this document. This information gathered is intended to assist the State of Michigan to better understand how its business processes can be made more efficient, industry best practices, effective operating models, and pricing models.

Anticipated Timeline

Issue Date April 1, 2019 Deadline to Submit Questions 5:00 p.m. EST April 15, 2019 Anticipated Date State will Post Answers to Questions

April 29, 2015

Deadline to Submit Response 5:00 p.m. EST May 13, 2019

The information in this document is subject to change. Check www.michigan.gov/SIGMAVSS for the current information.

REQUEST FOR INFORMATION INSTRUCTIONS

1. CONTACT INFORMATION FOR THE STATE. The sole point of contact concerning this Request for Information (RFI) is:

Lucy Kish 517-335-5683 Kishl1@michigan.gov

2. QUESTIONS. Questions concerning the RFI must be emailed to KishL1@michigan.gov no later than the time and date specified on the cover page of this document. Answers to questions will be posted on www.michigan.gov/SIGMAVSS.

Questions should be submitted using the following format:

Q # Document and

Section Page# /

Requirement# Question

3. DELIVERY OF RESPONSE. Please provide an informational response to KishL1@michigan.gov no later than the date and time located on the cover page of this document. All documents should be created using tools that are compatible with the Microsoft Office Suite 97 standard desktop tools, without need for conversion.

4. ORAL PRESENTATION. The State reserves the right to invite some vendors for oral presentations.

5. GENERAL RESPONSE CONDITIONS. The State will not be liable for any costs incurred in preparation of vendor’s response, delivery of the response, and any follow-up discussions with the State. This RFI is not an offer to enter into a contract.

6. FREEDOM OF INFORMATION ACT. All portions of a response are subject to disclosure as required under the Michigan’s Freedom of Information Act, 1976 Public Act 422.

7. RIGHTS TO INFORMATION CONTAINED IN RESPONSES. All informational responses will be considered the property of the State.

Request For Information

The purpose for this Request for Information (RFI) includes, but is not limited to, collecting market information to better understand best practices about information systems. The information gathered may be used to assist the State in developing program strategy and possibly developing an RFP.

1. Program Overview

This Request for Information seeks to obtain a description of custom off the shelf products to manage all licensing and enforcement activities for retailers, organizations, bingos, charity game tickets, special charity games, raffles, halls and suppliers of the State of Michigan.

2. Requirements

Please provide information for a system that will have the following features:

A, Has the ability to be accessed remotely.

B, Solution must be configurable by authorized users.

C. Must be capable of accepting data by OCR, electronically and manually.

D. Maintain an audit trail of all actions.

E. Allow user to generate mass correspondence.

F. System response time for displaying and updating data shall not exceed 3 seconds.

G. Must have the ability to transmit, store and receive, complete and submit forms in an electronic format.

H. System must share common data to eliminate redundancies.

I. Must include a GIS component/add-on.

J. Provide search capabilities on data.

K. Provide a means to capture an accounting of individual license revenues and expenses.

L. Provide inventory trending tools to aid with inventory management.

M. Allow suppliers to place orders electronically.

N. Must interface with the existing Lottery accounting system: Great Plains.

O. Provide an ad-hoc reporting tool for users to create customized reports.

P. Supports online submission of forms and applications.

Q. Accepts forms of online payment.

R. System has the ability to electronically image any paper documents.

S. Stores document images in a central repository.

T. Must allow user retrieval of electronic images.

U. Provides search capabilities on multiple case information.

V. System and Network access will be monitored and tracked.

W. Support an inspection and compliance program; creation of inspectors, districts, assignments, inspection reporting,

3. Performance Measures

a) Timeframes established for deliverables and schedule adherence

b) Consistent Quality

c) Reliability and Responsiveness

d) Cost Effectiveness

e) Achieve expected results

RESPONSE PREPARATION

Please respond to the following topics and questions in a “Question and Answer” format, providing thorough information for each, when possible.

1. Company full name and address.

2. Name, telephone number, and email address of the individual(s) who will serve as your company’s authorized contact.

3. Please identify who was involved in developing the response to this RFI?

4. Please include, as an attachment, the following:

Mission Statement Organizational Chart Accreditation or other relevant credential

5. Please provide a comprehensive overview of your prior experience providing, operating, programming and managing this type of project.

6. Provide contact information including names, telephone numbers and email addresses for your customer(s) for the work mentioned in #4 above.

7. Provide your organizational structure.

8. Describe ‘best practice’ models your company currently uses and how such models are implemented at the facilities where they are used.

9. What would be your preferred compensation structure look like; provide examples of other common pricing models, with an explanation of why they are not preferred.

10. What steps or processes do you follow to ensure that you fully understand the requirement of a project?

11. What is your software design and development process?

12. What projects have you successfully completed that is similar to this project?

13. What additional assets, tools, or expertise would your organization request from the State?

14. Please provide additional pertinent information.

15. If a Request for Proposals is issued for provision of this service, is it likely that your company will bid on it?

If no, why not?