RFQ for Drawing Machine Maintenance (Proprietary)

The Texas Lottery Commission has issued a Request for Quote (RFQ# RQ25-0639TW) for proprietary maintenance services on drawing machines manufactured by SmartPlay International, Inc. The procurement specifically seeks maintenance services for various lottery drawing machines, including Cash Five, Daily 4, Pick 3, Pick 3 Fireball, Daily 4 Fireball, Texas Two Step, and Lotto Texas machines located in Studio and Business Continuity facilities. The contract requires two preventative maintenance visits per year, emergency visits within 24-48 hours of notice, and additional visits with five business days' notice. Pricing is due on or before August 19, 2025, at 3:00 P.M., with the contract term running from September 1, 2025, through August 31, 2026, and an option for a one-year renewal. The vendor must provide a fully trained representative for all maintenance activities, with parts up to $50.00 per preventative maintenance visit included, and additional parts requiring Texas Lottery Commission approval and separate billing.

The procurement is exclusively limited to SmartPlay International, Inc. equipment, effectively restricting competition to a single vendor. The Texas Lottery Commission reserves the right to add additional SmartPlay-manufactured equipment during the contract period at no additional cost. Payment will be made upon completion of services and approved invoices, with preventative maintenance billed bi-annually. While no specific set-aside designations or disadvantaged enterprise requirements are mentioned, the proprietary nature of the procurement effectively limits participation. The procurement does not specify a precise award value or budget range, though costs will include travel, lodging, labor, and parts. The vendor must demonstrate full technical capability to maintain the specialized drawing machines and provide comprehensive maintenance services that ensure the continuous and reliable operation of the lottery drawing equipment.