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REQUEST FOR PROPOSALS FOR
Central Control Computer System
for the
Department of RevenueBureau of Information Systems
ISSUING OFFICE
Department of General ServicesBureau of Procurement
555 Walnut StreetForum Place - 6th Floor
Harrisburg, PA 17101-1914
RFP NUMBER
6100013574
DATE OF ISSUANCE
July 8, 2010
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REQUEST FOR PROPOSALS FOR
Central Control Computer System
TABLE OF CONTENTS
CALENDAR OF EVENTS iii
Part I—GENERAL INFORMATION 04
Part II—PROPOSAL REQUIREMENTS 13
Part III—CRITERIA FOR SELECTION 23
Part IV—WORK STATEMENT 26
APPENDIX A, IT STANDARD CONTRACT TERMS AND CONDITIONS
APPENDIX B, DOMESTIC WORKFORCE UTILIZATION CERTIFICATION
APPENDIX C, PROPOSAL COVER SHEET
APPENDIX D, COST MATRIX
APPENDIX E, DEPARTMENT OF REVENUE NONDISCLOSURE STATEMENT
APPENDIX F, VENUE INFORMATION
APPENDIX G, SLOT MACHINE ASSET TRACKING SCHEMA
APPENDIX H, GLOSSARY
APPENDIX I, TRADE SECRETS FORM
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CALENDAR OF EVENTS
The Commonwealth will make every effort to adhere to the following schedule:
Activity Responsibility Date
Deadline to submit Questions via email to:[email protected]
Potential Offerors
Friday, July 16, 2010 at 1:00 PM
Pre-proposal Conference (optional attendance) - Forum Place, 555 Walnut Street6th Floor, Conference Room 1Harrisburg, PA 17101.
Issuing Office/Potential
Offerors
Monday, July 19, 2010 at 10:00 AM
Answers to Potential Offeror questions posted to the DGS website (http://www.dgsweb.state.pa.us/RTA/Search.aspx) no later than this date.
Issuing OfficeMonday, July
26, 2010 at 3:00 PM
Please monitor website for all communications regarding the RFP.
Potential Offerors On going
Sealed proposal must be received by the Issuing Office at: c/o Tami MistrettaDepartment of General Services555 Walnut Street, Forum Place – 6th FloorHarrisburg, PA 17101-1914
OfferorsFriday, August 13, 2010 at 1:00
PM
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PART I
GENERAL INFORMATION
I-1.Purpose. This request for proposals (RFP) provides to those interested in submitting proposals for the subject procurement (“Offerors”) sufficient information to enable them to prepare and submit proposals for the Department of General Services’ consideration on behalf of the Commonwealth of Pennsylvania (“Commonwealth”) to satisfy a need for a Central Control Computer System (CCCS) for the Pennsylvania Department of Revenue, hereafter “Department”.
I-2.Issuing Office. The Department of General Services (“Issuing Office”) has issued this RFP on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this RFP shall be Tami Mistretta, Department of General Services, Bureau of Procurement, 555 Walnut Street, Forum Place – 6th Floor, Harrisburg, PA 17101-1914, the Issuing Officer for this RFP. Please refer all inquiries to the Issuing Officer.
I-3.Scope. This RFP contains instructions governing the requested proposals, including the requirements for the information and material to be included; a description of the service to be provided; requirements which Offerors must meet to be eligible for consideration; general evaluation criteria; and other requirements specific to this RFP.
I-4.Problem Statement. The Department requests proposals for the design, development, installation, operation, maintenance and management of a fully functional CCCS for slot machine gaming linking up to 61,800 slot machines at up to 15 venues across the Commonwealth. The CCCS should include state of the art hardware, software, communication systems and processes. Additional detail is provided in Part IV of this RFP.
I-5.Type of Contract. It is proposed that if the Issuing Office enters into a contract as a result of this RFP, it will be a fixed price contract and will contain the IT Contract Terms and Conditions as shown in Appendix A. The Issuing Office, in its sole discretion, may undertake negotiations with Offerors whose proposals, in the judgment of the Issuing Office, show them to be qualified, responsible and capable of performing the Project.
I-5.1. Conditions of Contracting. The Offeror understands and agrees that it must be granted a manufacturer license from the Pennsylvania Gaming Control Board (“Board”) as a condition precedent to executing a contract as a result of this RFP. If, after final evaluation, the highest ranked Offer does not have a manufacturer license from the Board, the Commonwealth, in its sole discretion, may reject the Offeror and begin negotiations with the next highest ranked Offeror that possesses a license from the Board. Further, the selected Offeror understands and agrees that if, at any time during the term of any contract executed as a result of this RFP, the Board suspends, terminates or refuses to renew the Offeror’s manufacturer license, that the Department has the right to terminate the contract. In addition, all key employees/principals/subcontractors must also be licensed by the Board.
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Information on obtaining a manufacturer license from the Board is available on its website at www.PGCB.state.pa.us .
I-6.Rejection of Proposals. The Issuing Office reserves the right, in its sole and complete discretion, to reject any proposal received as a result of this RFP.
I-7.Incurring Costs. The Issuing Office is not liable for any costs the Offeror incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of award of the contract.
I-8.Pre-proposal Conference. The Issuing Office will hold a pre-proposal conference as specified in the Calendar of Events. The purpose of this conference is to provide opportunity for clarification of the RFP. Offerors should forward all questions to the Issuing Office in accordance with Part I, Section I-9 to ensure adequate time for analysis before the Issuing Office provides an answer. Offerors may also ask questions at the conference. In view of the limited facilities available for the conference, Offerors should limit their representation to two (2) individuals per Offeror. The pre-proposal conference is for information only. Any answers furnished during the conference will not be official until they have been verified, in writing, by the Issuing Office. All questions and written answers will be posted on the Department of General Services’ (DGS) website as an addendum to, and shall become part of, this RFP. Attendance at the Pre-proposal Conference is strongly urged.
I-9. Questions & Answers. If an Offeror has any questions regarding this RFP, the Offeror must submit the questions by email (with the subject line “RFP 6100013574 Question”) to the Issuing Officer named in Part I, Section I-2 of the RFP. If the Offeror has questions, they must be submitted via email no later than the date indicated on the Calendar of Events. The Offeror shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer shall post the answers to the questions on the DGS website by the date stated on the Calendar of Events.
All questions and responses as posted on the DGS website are considered as an addendum to, and part of, this RFP in accordance with RFP Part I, Section I-10. Each Offeror shall be responsible to monitor the DGS website for new or revised RFP information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFP or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation. The required protest process for Commonwealth procurements is described on the DGS website. Please e-mail your questions to [email protected] and reference RFP# 6100013574 in the subject field of your e-mail. Questions must be received by this office no later than the date and time specified in the calendar of events.
I-10. Addenda to the RFP. If the Issuing Office deems it necessary to revise any part of this RFP before the proposal response date, the Issuing Office will post an addendum to the DGS website at http://www.dgsweb.state.pa.us/RTA/Search.aspx. It is the Offeror’s responsibility to periodically check the website for any new information or addenda to the RFP. Answers to
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the questions asked during the Questions & Answers period also will be posted to the website as an addendum to the RFP.
I-11. Response Date. To be considered for selection, hard copies of proposals must arrive at the Issuing Office on or before the time and date specified in the RFP Calendar of Events. The Issuing Office will not accept proposals via email or facsimile transmission. Offerors who send proposals by mail or other delivery service should allow sufficient delivery time to ensure timely receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the Commonwealth office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission will be automatically extended until the next Commonwealth business day on which the office is open, unless the Issuing Office otherwise notifies Offerors. The hour for submission of proposals shall remain the same. The Issuing Office will reject, unopened, any late proposals.
I-12. Proposals. To be considered for selection, Offerors must submit a complete response to this RFP to the Issuing Office, using the format provided in Part II, providing thirteen (13) paper copies of the Technical Submittal and one (1) paper copy of the Cost Submittal and two (2) paper copies of the Disadvantaged Business Submittal. In addition to the paper copies of the proposal, Offerors shall submit two (2) complete and exact copies of the entire proposal (Technical, Cost and Disadvantaged Business Submittals, along with all requested documents) on CD-ROM or Flash drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the paper copy and any spreadsheets must be in Microsoft Excel. The Offerors may not lock or protect any cells or tabs. Offerors shall ensure that there is no cost information in the technical submittal. Offerors should not reiterate technical information in the cost submittal. The CD or Flash drive should clearly identify the Offeror and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Offeror shall make no other distribution of its proposal to any other Offeror or Commonwealth official or Commonwealth consultant. Each proposal page should be numbered for ease of reference. An official authorized to bind the Offeror to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (Appendix C to this RFP) and the Proposal Cover Sheet is attached to the Offeror’s proposal, the requirement will be met. For this RFP, the proposal must remain valid for 120 days or until a contract is fully executed. If the Issuing Office selects the Offeror’s proposal for award, the contents of the selected Offeror’s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations.
Each Offeror submitting a proposal specifically waives any right to withdraw or modify it, except that the Offeror may withdraw its proposal by written notice received at the Issuing Office’s address for proposal delivery prior to the exact hour and date specified for proposal receipt. An Offeror or its authorized representative may withdraw its proposal in person prior to the exact hour and date set for proposal receipt, provided the withdrawing person provides appropriate identification and signs a receipt for the proposal. An Offeror may modify its submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a new sealed proposal or sealed modification which complies with the RFP requirements.
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I-13. Disadvantaged Business Information. The Issuing Office encourages participation by small disadvantaged businesses as prime contractors, joint ventures and subcontractors/suppliers and by socially disadvantaged businesses as prime contractors.Small Disadvantaged Businesses are small businesses that are owned or controlled by a majority of persons, not limited to members of minority groups, who have been deprived of the opportunity to develop and maintain a competitive position in the economy because of social disadvantages. The term includes:
a. Department of General Services Bureau of Minority and Women Business Opportunities (BMWBO)-certified minority business enterprises (MBEs) and women business enterprises (WBEs) that qualify as small businesses; and
b. United States Small Business Administration certified 8(a) small disadvantaged business concerns.
c. Businesses that BMWBO determines meet the Small Business Administration criteria for designation as a small disadvantaged business.
Small businesses are businesses in the United States that are independently owned, are not dominant in their field of operation, employ no more than 100 persons and earn less than $20 million in gross annual revenues ($25 million in gross annual revenues for those businesses in the information technology sales or service business).
Socially disadvantaged businesses are businesses in the United States that BMWBO determines are owned or controlled by a majority of persons, not limited to members of minority groups, who are subject to racial or ethnic prejudice or cultural bias, but which do not qualify as small businesses. In order for a business to qualify as “socially disadvantaged,” the Offeror must include in its proposal clear and convincing evidence to establish that the business has personally suffered racial or ethnic prejudice or cultural bias stemming from the business person’s color, ethnic origin or gender.
Questions regarding this Program can be directed to:
Department of General ServicesBureau of Minority and Women Business OpportunitiesRoom 611, North Office BuildingHarrisburg, PA 17125Phone: (717) 783-3119Fax: (717) 787-7052Email: [email protected]: www.dgs.state.pa.us
A database of BMWBO-certified minority- and women-owned businesses can be accessed at http://www.dgsweb.state.pa.us/mbewbe/VendorSearch.aspx. The federal vendor database can be accessed at http://www.ccr.gov by clicking on Dynamic Small Business Search (certified companies are so indicated).
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I-14. Information Concerning Small Businesses in Enterprise Zones. The Issuing Office encourages participation by small businesses, whose primary or headquarters facility is physically located in areas the Commonwealth has identified as Designated Enterprise Zones, as prime contractors, joint ventures and subcontractors/suppliers.
The definition of headquarters includes, but is not limited to, an office or location that is the administrative center of a business or enterprise where most of the important functions of the business are conducted or concentrated and location where employees are conducting the business of the company on a regular and routine basis so as to contribute to the economic development of the geographical area in which the office or business is geographically located.
Small businesses are businesses in the United States that are independently owned, are not dominant in their field of operation, employ no more than 100 persons and earn less than $20 million in gross annual revenues ($25 million in gross annual revenues for those businesses in the information technology sales or service business).
There is no database or directory of small businesses located in Designated Enterprise Zones. Information on the location of Designated Enterprise Zones can be obtained by contacting:
Aldona M. KartorieCenter for Community BuildingPA Department of Community and Economic Development4th Floor, Commonwealth Keystone Building400 North StreetHarrisburg, PA 17120-0225Phone: (717) 720-7409Fax: (717) 787-4088Email: [email protected]
I-15. Economy of Preparation. Offerors should prepare proposals simply and economically, providing a straightforward, concise description of the Offeror’s ability to meet the requirements of the RFP. The Department has established a suggested page limit of three hundred (300) pages to include appendices, on 8 ½ by 11 inch paper, 1 inch margins, double-spaced, in 12-point font size, with consecutive page numbers at the bottom. Duplex printing is acceptable and suggested.
I-16. Alternate Proposals. The Issuing Office has identified the basic approach to meeting its requirements, allowing Offerors to be creative and propose their best solution to meeting these requirements. The Issuing Office will not accept alternate proposals.
I-17. Discussions for Clarification. Offerors may be required to make an oral or written clarification of their proposals to the Issuing Office to ensure thorough mutual understanding and Offeror responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification.
I-18. Prime Contractor Responsibilities. The contract will require the selected Offeror to assume responsibility for all services offered in its proposal whether it produces them itself or by
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subcontract. The Issuing Office will consider the selected Offeror to be the sole point of contact with regard to contractual matters.I-19. Proposal Contents.
a. Confidential Information. The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of Offerors’ submissions in order to evaluate proposals submitted in response to this RFP. Accordingly, except as provided herein, Offerors should not label proposal submissions as confidential or proprietary or trade secret protected. Any Offeror who determines that it must divulge such information as part of its proposal must submit the signed written statement described in subsection c. below and must additionally provide a redacted version of its proposal, which removes only the confidential proprietary information and trade secrets, for required public disclosure purposes.
b. Commonwealth Use. All material submitted with the proposal shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Issuing Office’s option. The Commonwealth has the right to use any or all ideas not protected by intellectual property rights that are presented in any proposal regardless of whether the proposal becomes part of a contract. Notwithstanding any Offeror copyright designations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposals internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction.
c. Public Disclosure. After the award of a contract pursuant to this RFP, all proposal submissions are subject to disclosure in response to a request for public records made under the Pennsylvania Right-to-Know-Law, 65 P.S. § 67.101, et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signed written statement to this effect must be provided with the submission in accordance with 65 P.S. § 67.707(b) for the information to be considered exempt under 65 P.S. § 67.708(b)(11) from public records requests. Reference Appendix I, Trade Secrets Form. Financial capability information submitted in response to Part II, Section II-7 of this RFP is exempt from public records disclosure under 65 P.S. § 67.708(b)(26).
I-20. Best and Final Offers. While not required, the Issuing Office reserves the right to conduct discussions with Offerors for the purpose of obtaining “best and final offers.” To obtain best and final offers from Offerors, the Issuing Office may do one or more of the following:
a. Schedule oral presentations;
b. Request revised proposals; and
c. Enter into pre-selection negotiations, including the use of an online auction.
The Issuing Office will limit any discussions to responsible Offerors (those that have submitted responsive proposals and possess the capability to fully perform the contract requirements in all
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respects and the integrity and reliability to assure good faith performance) whose proposals the Issuing Office has determined to be reasonably susceptible of being selected for award. The Criteria for Selection found in Part III, Section III-4, shall also be used to evaluate the best and final offers. Price reductions offered through any reverse online auction shall have no effect upon the Offeror’s Technical Submittal. Dollar commitments to Disadvantaged Businesses and Enterprise Zone Small Businesses can be reduced only in the same percentage as the percent reduction in the total price offered through negotiations, including the online auction.
I-21. News Releases. Offerors shall not issue news releases, Internet postings, advertisements or any other public communications pertaining to this Project without prior written approval of the Issuing Office, and then only in coordination with the Issuing Office.
I-22. Restriction of Contact. From the issue date of this RFP until the Issuing Office selects a proposal for award, the Issuing Officer is the sole point of contact concerning this RFP. Any violation of this condition may be cause for the Issuing Office to reject the offending Offeror’s proposal. If the Issuing Office later discovers that the Offeror has engaged in any violations of this condition, the Issuing Office may reject the offending Offeror’s proposal or rescind its contract award. Offerors must agree not to distribute any part of their proposals beyond the Issuing Office. An Offeror who shares information contained in its proposal with other Commonwealth personnel and/or competing Offeror personnel may be disqualified.
I-23. Debriefing Conferences. Offerors whose proposals are not selected will be notified of the name of the selected Offeror and given the opportunity to be debriefed. The Issuing Office will schedule the time and location of the debriefing. The debriefing will not compare the Offeror with other Offerors, other than the position of the Offeror’s proposal in relation to all other Offeror proposals. An Offeror’s exercise of the opportunity to be debriefed does not constitute the filing of a protest.
I-24. Issuing Office Participation. Offerors shall provide all services, supplies, facilities, and other support necessary to complete the identified work, except as otherwise provided in this Part I, Section I-24. For the purpose of contract administration, the PaDOR will designate a person to serve as the PADOR Contract Officer. The Contract Officer will serve as the primary liaison between the PaDOR and the selected contractor and will coordinate overall management and administration of the contract for PaDOR.
I-25. Term of Contract. The term of the contract will commence on the Effective Date and will terminate at the end of five (5) years following the effective date. At the sole option of the Commonwealth the contract may be renewed for up to five (5) additional one year terms in single or multiple year increments. The Issuing Office will fix the Effective Date after the contract has been fully executed by the selected Offeror and by the Commonwealth and all approvals required by Commonwealth contracting procedures have been obtained. The selected Offeror shall not start the performance of any work prior to the Effective Date of the contract and the Commonwealth shall not be liable to pay the selected Offeror for any service or work performed or expenses incurred before the Effective Date of the contract.
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I-26. Offeror’s Representations and Authorizations. By submitting its proposal, each Offeror understands, represents, and acknowledges that:
a. All of the Offeror’s information and representations in the proposal are material and important, and the Issuing Office may rely upon the contents of the proposal in awarding the contract(s). The Commonwealth shall treat any misstatement, omission or misrepresentation as fraudulent concealment of the true facts relating to the Proposal submission, punishable pursuant to 18 Pa. C.S. § 4904.
b. The Offeror has arrived at the price(s) and amounts in its proposal independently and without consultation, communication, or agreement with any other Offeror or potential Offeror.
c. The Offeror has not disclosed the price(s), the amount of the proposal, nor the approximate price(s) or amount(s) of its proposal to any other firm or person who is an Offeror or potential Offeror for this RFP, and the Offeror shall not disclose any of these items on or before the proposal submission deadline specified in the Calendar of Events of this RFP.
d. The Offeror has not attempted, nor will it attempt, to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal.
e. The Offeror makes its proposal in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.
f. To the best knowledge of the person signing the proposal for the Offeror, the Offeror, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as the Offeror has disclosed in its proposal.
g. To the best of the knowledge of the person signing the proposal for the Offeror and except as the Offeror has otherwise disclosed in its proposal, the Offeror has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Offeror that is owed to the Commonwealth.
h. The Offeror is not currently under suspension or debarment by the Commonwealth, any other state or the federal government, and if the Offeror cannot so certify, then it shall submit along with its proposal a written explanation of why it cannot make such certification.
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i. The Offeror has not made, under separate contract with the Issuing Office, any recommendations to the Issuing Office concerning the need for the services described in its proposal or the specifications for the services described in the proposal.
j. Each Offeror, by submitting its proposal, authorizes Commonwealth agencies to release to the Commonwealth information concerning the Offeror's Pennsylvania taxes, unemployment compensation and workers’ compensation liabilities.
k. Until the selected Offeror receives a fully executed and approved written contract from the Issuing Office, there is no legal and valid contract, in law or in equity, and the Offeror shall not begin to perform.
I-27. Notification of Selection. The Issuing Office will notify the selected Offeror in writing of its selection for negotiation after the Issuing Office has determined, taking into consideration all of the evaluation factors, the proposal that is the most advantageous to the Issuing Office.
I-28. RFP Protest Procedure. The RFP Protest Procedure is on the DGS website at http://www.dgsweb.state.pa.us/comod/ProtestProcedures.doc . A protest by a party not submitting a proposal must be filed within seven days after the protesting party knew or should have known of the facts giving rise to the protest, but no later than the proposal submission deadline specified in the Calendar of Events of the RFP. Offerors may file a protest within seven days after the protesting Offeror knew or should have known of the facts giving rise to the protest, but in no event may an Offeror file a protest later than seven days after the date the notice of award of the contract is posted on the DGS website. The date of filing is the date of receipt of the protest. A protest must be filed in writing with the Issuing Office.
I-29. Use of Electronic Versions of this RFP. This RFP is being made available by electronic means. If an Offeror electronically accepts the RFP, the Offeror acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of a conflict between a version of the RFP in the Offeror’s possession and the Issuing Office’s version of the RFP, the Issuing Office’s version shall govern.
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PART II
PROPOSAL REQUIREMENTS
Offerors must submit their proposals in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements in this part of the RFP. Offerors should provide any other information thought to be relevant, but not applicable to the enumerated categories, as an appendix to the Proposal. All cost data relating to this proposal and all Disadvantaged Business cost data should be kept separate from and not included in the Technical Submittal. Each proposal shall consist of the following three separately sealed submittals:
a. Technical Submittal, which shall be a response to RFP Part II, Sections II-1 through II-9;
b. Disadvantaged Business Submittal, in response to RFP Part II, Section II-10; and
c. Cost Submittal, in response to RFP Part II, Section II-11.
The Issuing Office reserves the right to request additional information which, in the Issuing Office’s opinion, is necessary to assure that the Offeror’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the RFP.
The Issuing Office may make investigations as deemed necessary to determine the ability of the Offeror to perform the Project, and the Offeror shall furnish to the Issuing Office all requested information and data. The Issuing Office reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy the Issuing Office that such Offeror is properly qualified to carry out the obligations of the RFP and to complete the Project as specified.
II-1. Statement of the Problem. State in succinct terms your understanding of the problem presented or the service required by this RFP.
II-2. Management Summary. Include a narrative description of the proposed effort and a list of the items to be delivered or services to be provided.
II-3. Work Plan. Describe in narrative form your technical plan for accomplishing the work. Use the task descriptions in Part IV of this RFP as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach.
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II-4. Prior Experience. Experience must include the operation of a CCCS within the gaming industry and conversions from other supplier’s systems within the last five years. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted. The Offeror shall state whether any of the following have occurred:
a. CCCS Industry Experience. Describe Offeror’s experience in implementing and operating a CCCS including a matrix of current system types in production with location, number of machines supported, number of venues, and protocols used and the other related services provided.
b. Proposed CCCS Experience. Describe Offeror’s experience with the proposed CCCS design for the Department and implementation experience of this design including a matrix of the proposed CCCS in production with location, number of machines supported, number of venues, and protocols used. Indicate locations where the proposed CCCS is in use.
c. During the last five (5) years, the Offeror has had a contract terminated for defaultor for cause. If so, the Offeror shall submit full details including the other party’sname, address and telephone number.
d. During the last five (5) years, the Offeror has been assessed any liquidateddamages under any of its existing or past contracts in an amount of ten thousand($10,000) or greater. If so, indicate the reason for the imposition of liquidateddamages, and the liquidated damages amount of each incident.
d. During the last five (5) years, the Offeror, a subsidiary or intermediate company,parent company or holding company was the subject of any order, judgment ordecree of any federal or state authority barring, suspending or otherwise limitingthe right of the Offeror to engage in any business, practice or activity or if tradingin the stock of the companies has ever been suspended, with date(s) andexplanation(s).
II-5. Company Disclosure. The integrity of casino gaming in the Commonwealth is paramount. Therefore, the Department must assess the competence, integrity, character, reputation and background of the Offeror. To this end, the Department requires certain information from the Offerors.
a. The details of any felony conviction within the last ten (10) years, gross or first degree misdemeanor or gambling-related offense of a criminal nature within thelast five (5) years, state or federal, of the company or any person whose name andaddress are (1) required by this RFP, or (2) who are otherwise employees, majorpartners, officers, five percent (5%) (or greater) stockholders, or directors of thecompany.
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b. The details of any civil adjudication of fraud, state or federal, of the company or any person whose name and address are (1) required by this RFP or (2) who areotherwise employees, major partners, officers, five percent (5%) (or greater)stockholders or directors of the company, whether or not such fraud related to casino services.
c. A disclosure of the details of any bankruptcy, insolvency, pending sale,reorganization or material litigation concerning the company or any proposedsubcontractor.
d. The selected Offeror must agree to sign the Department’s Nondisclosure Statement. A copy is attached as Appendix E.
II-6. Personnel. The Offeror shall provide organization charts for conversion and ongoing operations, indicating lines of authority for staff, names and titles of individuals. Include the number of executive and professional personnel, analysts, auditors, researchers, programmers, consultants, etc., who will be engaged in the work. Show where these personnel will be physically located during the time they are engaged in the Project. Indicate key personnel and, provide a complete resume or similar document which includes the individual’s name, education, and experience in CCCS and casino gaming systems. Indicate the responsibilities each individual will have in this Project and how long each has been with Offeror. Identify by name any subcontractors intended to be used and the services they will perform. Identify a project manager to be assigned to this project. The project manager shall be subject to the approval of the Department. The selected Offeror must obtain all appropriate licenses from the Board. Key personnel must be solely dedicated to this project.
II-6.1. Resumes/Qualifications. The purpose of this section is to provide information on theOfferor’s ability to perform the work it is proposing. The Offeror shall provide one (1) pageResume for each management, security, supervisory and technical personnel planned to be utilized in the installation, implementation and operation of the System, which shall include for each such person:
a. Full name; date of birth and current address, will berequired for employees of the selected Offeror);
b. Most recent five (5) year employment history;
c. A specific description of experience that person has in connection with casino gaming systems;
d. Specific indication of the role the individual will have in this project;
e. Any additional helpful information to indicate the individual's ability tosuccessfully perform the work involved in the Contract.
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f. Disclosure of all criminal prosecutions within the past five (5) years.The resumes should present the proposed personnel in sufficient detail so as to provide theDepartment with a convincing indication that the personnel involved can perform the work specified in this RFP.
II-6.2. Department Approval of Staffing/Subcontractors. The Department understands the use of subcontracts may be necessary to fulfill the requirements of this RFP. Any approvedsubcontractor relationships and payments must be managed by the selected Offeror. No payments will be made by the Department directly to any subcontractors without prior written agreement. The following conditions will apply and are required:
a. The Department reserves the right to review and/or disapprove all employees prior to assignment to the Department contract.
b. No subcontracting shall be permitted without the express, written approval of theDepartment. The Department reserves the right to require the Offeror to replacesubcontractors found to be unacceptable. The Offeror will be entirely responsiblefor adherence by subcontractors to all provisions of the Contract.
c. The Offeror must provide the information required of the Offeror in Part II,Sections II-4 and II-5 for each subcontractor included in this proposal.
TheDepartment reserves the right to request additional information as necessary for all named subcontractors.
Any change in subcontractors or in the location of facilities at which work is to be performed aspart of the Contract must be approved by the Department’s contract administrator, in writing, prior to such change.
II-7. Training. If appropriate, indicate recommended training of agency personnel. Include the agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors. The Offeror will provide or pay for all training necessary for Department/Venue/Board staff to become proficient in the systems and/or processes that will be introduced by the selected Offeror.
II-8. Financial Capability. Provide the last three (3) year’s financial reports, which must include Income Statements and Balance Sheets. Financial Reports should be Certified and/or Audited. Public companies may provide a direct link to online financial statements rather than submitting paper versions. All financial data will be confidential and will not be made public.
II-9. Objections and Additions to Standard Contract Terms and Conditions. The Offeror will identify which, if any, of the terms and conditions (contained in Appendix A) it would like to negotiate and what additional terms and conditions the Offeror would like to add to the standard contract terms and conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion,
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would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for Appendix A. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.
Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in Appendix A. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in Appendix A or to other provisions of the RFP as specifically identified above.
II-10. Disadvantaged Business Submittal.
a. Disadvantaged Business Information.
i) To receive credit for being a Small Disadvantaged Business or a Socially Disadvantaged Business or for entering into a joint venture agreement with a Small Disadvantaged Business or for subcontracting with a Small Disadvantaged Business (including purchasing supplies and/or services through a purchase agreement), a Offeror must include proof of Disadvantaged Business qualification in the Disadvantaged Business Submittal of the proposal, as indicated below:
1) A Small Disadvantaged Businesses certified by BMWBO as an MBE/WBE must provide a photocopy of their BMWBO certificate.
2) Businesses certified by the U.S. Small Business Administration pursuant to Section 8(a) of the Small Business Act (15 U.S.C. § 636(a)) as an 8(a) Small Disadvantaged Businesses must submit proof of U.S. Small Business Administration certification. The owners of such businesses must also submit proof of United States citizenship.
3) Businesses, which assert that they meet the U.S. Small Business Administration criteria for designation as a small disadvantaged business, must submit: a) self-certification that the business meets the Small Business Administration criteria and b) documentary proof to support the self-certification. The owners of such businesses must also submit proof of United States citizenship, and provide any relevant small disadvantaged business certifications by other certifying entities.
4) All businesses claiming Small Disadvantaged Business status, whether as a result of BMWBO certification, or U.S. Small Business Administration certification as an 8(a) or self-certification as a U.S. Small Business Administration small disadvantaged business, must attest to the fact that the business has 100 or fewer employees.
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5) All businesses claiming Small Disadvantaged Business status, whether as a result of BMWBO certification, or U.S. Small Business Administration certification as an 8(a) or self-certification as a U.S. Small Business Administration small disadvantaged business, must submit proof that their gross annual revenues are less than $20,000,000 ($25,000,000 for those businesses in the information technology sales or service business). This can be accomplished by including a recent tax return or audited financial statement.
b. All businesses claiming status as a Socially Disadvantaged Business must include in the Disadvantaged Business Submittal of the proposal clear and convincing evidence to establish that the business has personally suffered racial or ethnic prejudice or cultural bias stemming from the business person’s color, ethnic origin or gender. The submitted evidence of prejudice or bias must:
1) Be rooted in treatment that the business person has experienced in American society, not in other countries.
2) Show prejudice or bias that is chronic and substantial, not fleeting or insignificant.
3) Indicate that the business person’s experience with the racial or ethnic prejudice or cultural bias has negatively impacted his or her entry into and/or advancement in the business world.
BMWBO shall determine whether the Offeror has established that a business is socially disadvantaged by clear and convincing evidence.
c. In addition to the above verifications, the Offeror must include in the Disadvantaged Business Submittal of the proposal the following information:
1) Those Small Disadvantaged Businesses submitting a proposal as the Offeror, must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Offeror and not by subcontractors and suppliers.
2) Those Small Disadvantaged Businesses submitting a proposal as a part of a joint venture partnership, must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Small Disadvantaged Business joint venture partner and not by subcontractors and suppliers or by joint venture partners who
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are not Small Disadvantaged Businesses. Offeror must also provide:
a) The amount of capital, if any, each Small Disadvantaged Business joint venture partner will be expected to provide.
b) A copy of the joint venture agreement signed by all parties.c) The business name, address, name and telephone number of
the primary contact person for the Small Disadvantaged Business joint venture partner.
3) All Offerors must include a numerical percentage which represents the total percentage of the total cost in the Cost Submittal that the Offeror commits to paying to Small Disadvantaged Businesses as subcontractors. To support its total percentage DB subcontractor commitment, Offeror must also include:
a) The dollar amount of each subcontract commitment to a Small Disadvantaged Business;
b) The name of each Small Disadvantaged Business. The Offeror will not receive credit for stating that after the contract is awarded it will find a Small Disadvantaged Business.
c) The services or supplies each Small Disadvantaged Business will provide, including the timeframe for providing the services or supplies.
d) The location where each Small Disadvantaged Business will perform services.
e) The timeframe for each Small Disadvantaged Business to provide or deliver the goods or services.
f) A signed subcontract or letter of intent for each Small Disadvantaged Business. The subcontract or letter of intent must identify the specific work, goods or services the Small Disadvantaged Business will perform and how the work, goods or services relates to the project.
g) The name, address and telephone number of the primary contact person for each Small Disadvantaged Business.
4) The total percentages and each subcontractor commitment will become contractual obligations once the contract is fully executed.
5) The name and telephone number of the Offeror’s project (contact) person for the Small Disadvantaged Business information.
d. The Offeror is required to submit two copies of its Disadvantaged Business Submittal. The submittal shall be clearly identified as
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Disadvantaged Business information and sealed in its own envelope, separate from the remainder of the proposal.
e. A Small Disadvantaged Business can be included as a subcontractor with as many prime contractors as it chooses in separate proposals.
f. An Offeror that qualifies as a Small Disadvantaged Business and submits a proposal as a prime contractor is not prohibited from being included as a subcontractor in separate proposals submitted by other Offerors.
b. Enterprise Zone Small Business Participation.
a. To receive credit for being an enterprise zone small business or entering into a joint venture agreement with an enterprise zone small business or subcontracting with an enterprise zone small business, an Offeror must include the following information in the Disadvantaged Business Submittal of the proposal:
1) Proof of the location of the business’ headquarters (such as a lease or deed or Department of State corporate registration), including a description of those activities that occur at the site to support the other businesses in the enterprise zone.
2) Confirmation of the enterprise zone in which it is located (obtained from the local enterprise zone office).
3) Proof of United States citizenship of the owners of the business.
4) Certification that the business employs 100 or fewer employees.
5) Proof that the business’ gross annual revenues are less than $20,000,000 ($25,000,000 for those businesses in the information technology sales or service business). This can be accomplished by including a recent tax return or audited financial statement.
6) Documentation of business organization, if applicable, such as articles of incorporation, partnership agreement or other documents of organization.
b. In addition to the above verifications, the Offeror must include in the Disadvantaged Business Submittal of the proposal the following information:
1) The name and telephone number of the Offeror’s project (contact) person for the Enterprise Zone Small Business.
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2) The business name, address, name and telephone number of the primary contact person for each Enterprise Zone Small Business included in the proposal. The Offeror must specify each Enterprise Zone Small Business to which it is making commitments. The Offeror will not receive credit for stating that it will find an Enterprise Zone Small Business after the contract is awarded or for listing several businesses and stating that one will be selected later.
3) The specific work, goods or services each Enterprise Zone Small Business will perform or provide.
4) The total cost amount submitted in the Offeror’s cost proposal and the estimated dollar value of the contract to each Enterprise Zone Small Business.
5) Of the estimated dollar value of the contract to each Enterprise Zone Small Business, the percent of the total value of services or products purchased or subcontracted that each Enterprise Zone Small Business will provide.
6) The location where each Enterprise Zone Small Business will perform these services.
7) The timeframe for each Enterprise Zone Small Business to provide or deliver the goods or services.
8) The amount of capital, if any, each Enterprise Zone Small Business will be expected to provide.
9) The form and amount of compensation each Enterprise Zone Small Business will receive.
10) For a joint venture agreement, a copy of the agreement, signed by all parties.
11) For a subcontract, a signed subcontract or letter of intent.
c. The dollar value of the commitment to each Enterprise Zone Small Business must be included in the same sealed envelope with the Disadvantaged Business Submittal of the proposal. The following will become a contractual obligation once the contract is fully executed:
1) The amount of the selected Offeror’s Enterprise Zone Small Business commitment;
2) The name of each Enterprise Zone Small Business; and
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3) The services each Enterprise Zone Small Business will provide, including the timeframe for performing the services.
II-11. Cost Submittal. The information requested in this Part II, Section II-11 shall constitute the Cost Submittal. The Cost Submittal shall be placed in a separate sealed envelope within the sealed proposal, separated from the technical submittal. The total proposed cost shall be broken down as specified in Appendix D – Cost Matrix. Offerors should not include any assumptions in their cost submittals. If the Offeror includes assumptions in its cost submittal, the Issuing Office may reject the proposal. Offerors should direct in writing to the Issuing Office pursuant to Part I, Section I-9, of this RFP any questions about whether a cost or other component is included or applies. All Offerors will then have the benefit of the Issuing Office’s written answer so that all proposals are submitted on the same basis.
The Issuing Office will reimburse the selected Offeror for work satisfactorily performed after execution of a written contract and the start of the contract term, in accordance with contract requirements, and only after the Issuing Office has issued a notice to proceed.
II-12. Intellectual Property. To the extent that the selected Offeror utilizes or relies uponthe Intellectual Property Rights of a third party in fulfilling its obligations under the Contract, theSelected Offeror will provide the Department with whatever assurance the Department deems necessary that the use of such third party Intellectual Property Rights is permissible.
While the Department and the selected Offeror will agree that Intellectual Property associated with any product or service provided by (or developed solely by) the selected Offeror during the term of this Contract and used by the Department will remain the property of the selected Offeror. The selected Offeror will grant a license to the Department to make use of any such Intellectual Property on an indefinite basis with respect to Department conduct of games. There shall be no additional charge for this right to the Department.
The selected Offeror may not separately charge the Department for licensing, royalties or anyother Intellectual Property fee for any items owned by the selected Offeror.
Intellectual Property fees for third-party products, logos, trademarks, brands or labels that theSelected Offeror deploys in the CCCS under the Contract shall be addressed under the RFP’sterms for negotiable items during the Contract period.
II-13. Domestic Workforce Utilization Certification. Complete and sign the Domestic Workforce Utilization Certification contained in Appendix B of this RFP. Offerors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal.
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PART III
CRITERIA FOR SELECTION
III-1. Mandatory Responsiveness Requirements. To be considered for selection, a proposal must be:
a. Timely received from an Offeror; b. Properly signed by the Offeror.
III-2. Technical Nonconforming Proposals. The Issuing Office reserves the right, in its sole discretion, to waive technical or immaterial nonconformities in an Offeror’s proposal.
III-3. Evaluation. The Issuing Office has selected a committee of qualified personnel to review and evaluate timely submitted proposals. Independent of the committee, BMWBO will evaluate the Disadvantaged Business Submittal and provide the Issuing Office with a rating for this component of each proposal. The Issuing Office will notify in writing of its selection for negotiation the responsible Offeror whose proposal is determined to be the most advantageous to the Commonwealth as determined by the Issuing Office after taking into consideration all of the evaluation factors. The Issuing Office will award a contract only to an Offeror determined to be responsible in accordance with the most current version of Commonwealth Management Directive 215.9, Contractor Responsibility Program.
III-4. Criteria for Selection. The following criteria will be used in evaluating each proposal. In order for a proposal to be considered for selection for best and final offers or selection for contract negotiations, the total score for the technical submittal of the proposal must be greater than or equal to 70% of the highest scoring technical submittal.
a. Technical: The Issuing Office has established the weight for the Technical criterion for this RFP as 50 % of the total points. Evaluation will be based upon the Offeror’s response to Part II and Part IV of the RFP.
b. Cost: The Issuing Office has established the weight for the Cost criterion for this RFP as 30 % of the total points.
c. Disadvantaged Business Participation: BMWBO has established the weight for the Disadvantaged Business Participation criterion for this RFP as 20 % of the total points. Evaluation will be based upon the following in order of priority:
Priority Rank 1 Proposals submitted by Small Disadvantaged Businesses.
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Priority Rank 2 Proposals submitted from a joint venture with a Small Disadvantaged Business as a joint venture partner.
Priority Rank 3 Proposals submitted with subcontracting commitments to Small Disadvantaged Businesses.
Priority Rank 4 Proposals submitted by Socially Disadvantaged Businesses.
Each proposal will be rated for its approach to enhancing the utilization of Small Disadvantaged Businesses and/or Socially Disadvantaged Businesses. Each approach will be evaluated, with Priority Rank 1 receiving the highest score and the succeeding options receiving scores in accordance with the above-listed priority ranking
To the extent that an Offeror qualifies as a Small Disadvantaged Business or a Socially Disadvantaged Business, the Small Disadvantaged Business or Socially Disadvantaged Business cannot enter into subcontract arrangements for more than 40% of the total estimated dollar amount of the contract. If a Small Disadvantaged Business or a Socially Disadvantaged Business subcontracts more than 40% of the total estimated dollar amount of the contract to other contractors, the Disadvantaged Business Participation scoring shall be proportionally lower for that proposal.
d. Enterprise Zone Small Business Participation: In accordance with the priority ranks listed below, bonus points in addition to the total points for this RFP, will be given for the Enterprise Zone Small Business Participation criterion. The maximum bonus points for this criterion is 3% of the total points for this RFP. The following options will be considered as part of the final criteria for selection:
Priority Rank 1 Proposals submitted by an Enterprise Zone Small Business will receive three percent bonus for this criterion.
Priority Rank 2 Proposals submitted by a joint venture with an Enterprise Zone Small Business as a joint venture partner will receive two percent bonus for this criterion.
Priority Rank 3 Proposals submitted with a subcontracting commitment to an Enterprise Zone Small Business will
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receive the one percent bonus for this criterion.
Priority Rank 4 Proposals with no Enterprise Zone Small Business Utilization shall receive no points under this criterion.
To the extent that an Offeror is an Enterprise Zone Small Business, the Offeror cannot enter into contract or subcontract arrangements for more than 40% of the total estimated dollar amount of the contract in order to qualify as an Enterprise Zone Small Business for purposes of this RFP.
e. Domestic Workforce Utilization: Any points received for the Domestic Workforce Utilization criterion are bonus points in addition to the total points for this RFP. The maximum bonus points for this criterion is 3% of the total points for this RFP. To the extent permitted by the laws and treaties of the United States, each proposal will be scored for its commitment to use domestic workforce in the fulfillment of the contract. Maximum consideration will be given to those Offerors who will perform the contracted direct labor exclusively within the geographical boundaries of the United States or within the geographical boundaries of a country that is a party to the World Trade Organization Government Procurement Agreement. Those who propose to perform a portion of the direct labor outside of the United States and not within the geographical boundaries of a party to the World Trade Organization Government Procurement Agreement will receive a correspondingly smaller score for this criterion. Offerors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the technical submittal. The certification will be included as a contractual obligation when the contract is executed.
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PART IV
WORK STATEMENT
The Department requests proposals for the design, development, installation, operation, maintenance and management of a fully functional CCCS for slot machine gaming linking up to 61,800 slot machines at up to 15 venues across the Commonwealth. The CCCS should include state of the art hardware, software, communication systems and processes.
Conditions of Contracting: The selected Offeror understands and agrees that it must be granted a manufacturer license from the Board as a condition precedent to a contract as a result of this RFP. Further, the selected Offeror understands and agrees that if, at any time during the term of any contract executed as a result of this RFP, the Board suspends, terminates or refuses to renew the Offeror’s manufacturer license, that the Department has the right to terminate the contract. In addition, all key employees/principals must also be licensed by the Board.
Information on obtaining a manufacturer license from the Board is available on their website at www.PGCB.state.pa.us.
IV-2. Objectives.
a. General. The Department seeks to obtain a CCCS, and related services, in order to facilitate the collection of financial data for billing of taxes and assessments, auditing and security controls critical to the integrity of slot machine gaming in the Commonwealth.
b. Specific. i. The Department seeks a CCCS that:
1. provides a fully operational statewide slot machine control system that has the capability of supporting up to the maximum number of slot machines as permitted under the Pennsylvania Race Horse Development and Gaming Act (the Act), as amended, up to 61,000 slot machines;
2. links all slot machines to the CCCS;3. utilizes widely accepted gaming industry protocols to facilitate the
provides the ability of slot machine manufacturers to communicate with the statewide system as determined by the Department;
4. provides real-time information retrieval and slot machine activation and disabling capabilities;
5. does not unduly limit or favor the participation of a vendor or manufacturer of a slot machine as a result of the cost or difficulty of implementing the necessary program modifications to communicate with and link to the CCCS;
6. provides program signature validation and auditing program capacity to ensure the integrity of slot machine software and hardware;
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7. provides for a fully functional test system including a connection to the Board’s gaming operations laboratory;
8. provides a daily invoice report to facilitate the collection and disbursement of taxes and assessments as stated in the Act;
9. has the capability to support in-house and wide area progressive slot machines as approved by the Board;
10. is designed to permit slot machine licensees to install independent player tracking systems and cashless technology as approved by the Board;
11. will not alter the statistical awards of slot machine games, as designed by slot machine manufacturers and as approved by the Board;
12. provides redundancy so that each component of the network will be capable of being operated independently and to assure that all transactional data is captured and secured by the Department if any component of the network, including the CCCS, fails or cannot be operated for any reason as determined by the Department;
13. has the ability to meet all reporting and control requirements as required by the Department.
ii). Services include:1. design, development, and installation of the CCCS;2. operation, maintenance and management of the CCCS;3. project management;4. design, develop, and implement conversion from the existing CCCS;5. change management;6. testing and certification of the CCCS;7. design, implement, and test a disaster recovery solution;8. training;9. venue support as required by the Department or the Board;10. communications between the slots venues and the CCCS;11. maintenance and troubleshooting of any CCCS component
IV-3. Nature and Scope of the Project. The selected Offeror will be responsible for providing a CCCS and related services, connecting up to 61,800 slot machines at up to 15 venues across the Commonwealth.
IV-4. Requirements. This section describes the systems and services specific to the CCCS and related services. The Offeror must also provide the following summary level responses:
a. Proposed CCCS Overview. Describe the proposed CCCS that will be implemented to meet the requirements in IV-1 Objectives, (b) Specific. Describe the flow of a transaction initiated at the slot machine through the CCCS. Include any redundancy, communications paths, and include a component level diagram showing all component levels between the slot machine and the CCCS.
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b. Proposed Services Overview. Describe the management and operations structure that will be implemented to meet the requirements in IV-1 Objectives, (b) Specific.
IV-3.1. CCCS Configuration. The Department requires a configuration capable of handling up to 61,800 slot machines at up to 15 venues across the Commonwealth, as well as the long-range needs of the Department to support casino gaming.
IV-3.1.1. CCCS Protocol. The CCCS shall operate on widely accepted gaming industry protocols (e.g., Gaming Standards Association SAS, G2S, S2S) to facilitate the ability of the maximum number of slot machine manufacturers to communicate with the CCCS and shall be capable of controlling all brands and models of slot machines approved in any regulated jurisdiction in the Unites States.
IV-3.1.2. CCCS Hardware. All proposed transaction process computers, front-end processors, networking equipment, diagnostic equipment, etc. must be new, unused, and state-of-the-art from a manufacturer acceptable to the Commonwealth. Equipment proposed must be compliant with existing electronic technology manufacturing standards and currently in production by the Offeror or the Offeror’s suppliers. All hardware models and software versions installed at start-up must represent the then-current equivalent or better version, in case a proposed offering is phased out or superseded. If an equivalent or better version is provided it must be at a cost no greater than the cost included in the proposal.
IV-3.1.3. CCCS Primary Data Center.
a. Primary Data Center Location. The Primary data center location must be within the Commonwealth and within a 20 mile radius of the city of Harrisburg and must include appropriate safety, security, and environmental control equipment for a computer facility, as described below and approved by the Department. The CCCS may not be co-located with any other system. The computer room(s) must be protected by an automatic fire extinguishing systems based on FM-200 or another Department approved method. The CCCS shall be installed and maintained as specified by applicable National Fire Protection Association (NFPA) guidelines. i. The facility shall have redundant power with a back-up generator
sufficient to continue operations without interruption.ii. The facility shall have redundant communications connectionsiii. The primary data center must be ready one hundred and twenty (120) days
prior to start-up for Department acceptance testing.
b. System Configuration. The CCCS at the primary site may be configured in a paired, duplex, triplex, or multi redundant configuration with no shared peripherals. All computer system components and peripheral equipment, including front end communications processors, system printers, and tape drives, must be similarly fault tolerant and redundant and maintain high availability. No performance degradation or loss of system functionality shall occur with the
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failure of a single system component. The CCCS storage management solution shall provide fault tolerance and scalability. The remaining systems shall immediately assume the load in case of a failure of one system without loss or corruption of any data or transactions received prior to the time of the failure with minimal service disruption and no loss of processing continuity.
Primary CCCS recovery from a one system failure shall be accomplished immediately while still maintaining current transactions. This includes the ability to fully service the communications network supporting the slot machines and management terminal functions.
Backup CCCS recovery from a primary site failure shall be accomplished immediately without loss of any transactions. This includes the ability to fully service the communications network supporting the slot machines and supplying management terminal functions.
c. Staffing. The primary data center shall be staffed with a minimum of two operators at all times (24/7).
IV-3.1.4. CCCS Back-up Data Center.
Back-up Data Center Location. The backup data center must be located within the continental United States, unless the Department, in writing, approves a location outside of the United States. It is required that the remote backup data center be separated from the primary data center adequately so as to virtually preclude simultaneous loss due to any type of disaster. The back-up CCCS may be co-located with other systems provided it meets security standards as determined by the Department. The backup data center must include all of the appropriate safety, security, and environmental control equipment required in the primary data center in section IV-3.1.3.
a. The back-up CCCS shall be of the same operating processing capacity and architecture as the Primary CCCS employing a minimum of two computer systems (i.e. a Master System and a Duplex System) with no shared peripherals.
b. The back-up CCCS shall receive a mirror image of all transactions on a real-time basis from the active CCCS with the capability to automatically take over processing in the event of a failure at the primary data center with minimal service disruption to the CCCS and with no loss or corruption of data.
c. The Offeror shall demonstrate on a quarterly basis that the remote site is fully functional by operating in production from that site. The network must have routing independent of the primary site so that the backup site can be reached by data communications without the primary in place. Administrative functions must be available at the remote backup site, as well as being available remotely by communications from the primary site.
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IV-3.1.5. CCCS Configuration at Venue.a. CCCS component location. The CCCS components required at the venue must
be installed into existing data facility locations and should include appropriate environmental monitoring equipment and sufficient spare components to ensure smooth and timely repair of any failed components at each venue.
b. Communications Network. A redundant communications network with disparate paths shall be provided by the Offeror into the demarcation point approved by the Department.
c. CCCS user interface. The CCCS shall provide for the connection of multiple management terminals located at the venue for the purposes of viewing venue specific financial information on the CCCS by venue financial personnel.
IV-3.1.6. CCCS Testing Configuration.
a. CCCS Test System. The Offeror shall provide a dedicated fully operational test system for the purposes of performing software acceptance testing and slot machine compatibility testing. No development may occur on any of the production systems. The test system shall be in a secure area with controlled access and shall be under video surveillance at all times.
b. Board Testing Laboratory. The selected Offeror shall provide a connection from the Board Testing Laboratory to the CCCS test system for the purposes of testing slot machine compatibility with the CCCS with the same full functionality as the production system.
IV-3.1.7. CCCS Quantitative Performance Criteria.
a. The CCCS must be expandable to accommodate up to 61,800 slot machines.b. The CCCS must be capable of processing a single simultaneous wager on every
slot machine across the Commonwealth.c. The CCCS must be capable of producing all reports in real-time or as close to
real-time as possible. No report consisting of a single gaming day’s data should take longer than 10 minutes to generate. No report should take longer than 30 minutes to generate.
d. Venue invoices must be available within two hours of close of the gaming day. e. The CCCS shall provide the capability for slot machines to operate for up to
twenty-four (24) hours without connection to the CCCS, with all data being collected and stored without loss.
f. The CCCS must be capable of providing real-time alert notification.g. Processing from primary to back up CCCS must occur without corruption or loss
of data.h. Failover from the primary to backup CCCS must be accomplished within less
than a second.
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i. Transactions posted to the primary CCCS must be posted to the backup CCCS within a sub second.
j. Slot machine meter data must be available on the CCCS within 30 minutes of being polled.
IV-3.2. CCCS Back Office configuration. The proposed CCCS shall provide a Back Office environment with a user friendly interface (web, gui, or both) for all reporting, monitoring, and management functions. The CCCS shall provide a single point of entry for all back office functions. The back office system shall provide access to real-time data. The reporting module shall be housed on a separate database/warehouse to ensure it does not interfere with the production environment.
IV-3.3. Disaster Recovery Plan. The selected Offeror must provide a disaster recovery and contingency plan for the data centers and its other sites used in this Contract. The plan must be delivered to and approved by the Department 30 days prior to the start-up date. This plan must be updated every six months and must include a disaster recovery test exercise as approved by the Department.
IV-3.3.1. Off-Site Data Storage Requirement. The Offeror shall keep back-up copies of all software and data required to support a full CCCS recovery without loss or corruption of data by maintaining said information in a secure location remote from either the primary site or back-up Site as approved by the Department. Data transport shall be via secure and reliable methods and all back-up data shall be encrypted or otherwise secure from unauthorized access. A complete audit trail of the generation, transport, retention and destruction of the back-up data shall be maintained and shall be available for review by the Department.
IV-3.3.2. Emergency PreparednessTo support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services.
a. Describe how Offeror anticipates such a crisis will impact its operations.b. Describe Offeror’s emergency response continuity of operations plan. Please
attach a copy of the plan, or at a minimum, summarize how the plan addresses the following aspects of pandemic preparedness:i. employee training (describe Offeror’s training plan, and how frequently
the plan will be shared with employees).ii. identified essential business functions and key employees (within
Offeror’s organization) necessary to carry them out.iii. contingency plans for:
1) How Offeror will handle staffing issues when a portion of key employees are incapacitated due to illness?
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2) How Offeror’s employees will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace?
iv. How Offeror will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc?
v. How and when Offeror’s emergency plan will be tested, and if the plan will be tested by a third-party?
IV-3.4. Monitoring Tools. The selected Offeror shall provide a separate industry standard network monitoring system which shall be directly accessible in real time by the Department.
a. The CCCS shall provide a single screen graphical display of the status of all WAN and LAN equipment and CCCS components on the network.
b. Communications test and monitor capabilities shall be available at both the primary and back-up sites.
c. Network monitoring tools shall be able to interface and analyze protocols, view transaction data for performance and capacity analysis, and create visual and/or audible alarms to provide warning of problems.
d. The capability shall be included to determine whether failure has occurred in the equipment at the primary or back-up site, within the wide area communications network or at the venues down to the slot machine level.
e. The CCCS shall provide to the Department a real time display of network and equipment status, which will provide view and report capabilities.
f. The CCCS shall automatically alert the Department of any venue where service has been disrupted and shall attempt to determine whether the equipment is at fault or the Telecommunication Network is responsible for the service disruption.
g. The CCCS shall display the down time of any and all equipment and/or telecommunications circuit in the network over a period of time selectable by the operator or as specified by the Department.
h. The selected Offeror shall be responsible for network monitoring and management.
i. The selected Offeror’s network administrative services shall include configuration processes, including escalation procedures.
IV-3.5. Training. The selected Offeror will provide all necessary training for the Department, venue, and Board staff.
IV-3.6. Independent Testing/Certification. The selected Offeror shall retain an ISO Accredited (17025 & 17020) independent third party testing laboratory, subject to Department approval, to test the CCCS to ensure it performs consistently with the specifications prior to implementation. The Department may require the Offeror to retain an independent third party testing laboratory to test any change to the CCCS to ensure the CCCS performs consistently with the applicable change order.
IV-3.7. Annual SAS 70 Reports. Annual SAS 70 Audit Level Two Report. The selected Offeror shall provide a SAS 70 Audit Level Two, internal control audit, to be conducted by an
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independent certified public accounting firm, subject to the approval of the Department, commencing 6 months after contract execution, and annually thereafter.
IV-3.8. Manuals and Documentation.The Offeror shall provide with the CCCS, electronically to the extent possible, all associated operation manuals, service manuals, and relevant schematic diagrams, such as Printed Circuit Board (PCB) schematics and other circuit diagrams. Operation manuals and service manuals shall be expressed in broad terms that are directly relevant to the complete CCCS.
a. Service manuals shall:i. Accurately depict the CCCS which the manual is intended to cover;
b. Circuit schematic diagrams shall:i. Accurately depict the primary and back-up sites, Telecommunications
Network and wiring at each venue (when available); ii. Provide adequate detail and be clear in their wording and diagrams to enable
qualified technical staff to perform an evaluation on the design of the component;
iii. Be professionally drafted and satisfy the above requirements; andiv. Be kept up to date at all times with updates being delivered within five (5)
days of any changes.v. All manuals and documentation shall be delivered to the Department and
copies shall be maintained at both the primary and back-up Sites.
IV-4. Tasks. Each Offeror must respond fully to each subsection in IV-4 Tasks.
IV-4.1. Historical Data. The selected Offeror must convert at a minimum 48 months of pre-existing data so that the Department will see a continuity of data in reports from before, during and after the startup. The selected Offeror will develop a conversion process for historical data in conjunction with and subject to the approval of the Department. A conversion process for historical data will need to be developed by the selected Offeror in conjunction with the Department. The proposal shall contain a description of this process detailing how and where this data will be stored, how it will be stored and how it will be retrieved.
IV-4.2. Conversion Strategy/Implementation Plan. Utilizing Appendix F - Venue Information, provide a conversion plan for implementing the CCCS at each venue. The plan must minimize disruption to slot machine operations and include processes and procedures for conversion to the new CCCS, risks, resources, any downtime, CCCS functionality, and estimated timeframe. Alternate conversion strategies may be proposed and the proposal should weigh the advantages and disadvantages of each. The proposal must contain a detailed implementation plan and time chart (Gantt, PERT, or similar) detailing the transition from the current CCCS to the CCCS proposed. The plan must identify the major milestones to be accomplished for the business requirements definition, construction, equipment delivery, software programming, installation, testing and file conversions. The plan must make clear which items are on the critical path for timely implementation.
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Responsibilities of the Offeror’s implementation team and the Department’s implementation team must be identified. Venue roles and responsibilities during conversion must also be addressed.The Offeror may not proceed with the implementation plan until it is approved by the Department.
IV-4.3. Installation and Department Quality Assurance/Acceptance Testing. The Department will conduct a series of acceptance tests, which the selected Offeror is obliged to support. Department acceptance testing will be conducted from the testing facility equipped by the selected Offeror and approved by the Department.
a. Documentation and Support. Training and written procedure manuals specific to the Department must be delivered to the Department upon availability of the CCCS for Department acceptance testing. During the testing period, the selected Offeror must provide technical staff on-site as a resource to support the Department’s acceptance testing.
b. Release Notes. Each release of the software for testing by the Department must be accompanied by release notes. The release notes must evidence goodconfiguration management practices, namely each release must be identified by aversion number and the changes must be succinctly defined. This requirementshall extend throughout the Contract.
c. Entry and Exit Criteria. The Department will consider the CCCS ready foracceptance testing once all hardware and software items are installed and configured to operate. The Department will have successfully completed testing when all components of the CCCS have been tested and all significant issues identified during testing are resolved by the selected Offeror and validated by the Department. The selected Offeror and the Department shall develop and agree upon detailed criteria that must be met prior to the CCCS being placed into production.
The Offeror must comply with the Department’s statements of entry and exit criteria for Department quality assurance/acceptance testing and identify any issue that may concern the Offeror regarding effective and timely testing. The successful Offeror will advise of its concerns during the project.
IV-4.4. Project Reporting and Monitoring. The Offeror must identify an on-site technical project manager exclusively dedicated to this implementation. The Offeror must propose a project team structure (to include both selected Offeror and Department staff), process and tools that facilitate Department oversight of the implementation. The selected Offeror must provide regular reporting in Microsoft Project format, walkthroughs and project status meetings as required by the Department. Describe the project governance structure that will be utilized to successfully implement this project.
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IV-4.5. Software Development and Support Capabilities. Capacity to provide the softwareand CCCSs support is critical to the project.
a. Software Development Plans. The Offeror shall describe its staff skill levels,headcounts, and locations pertinent to developing and maintaining software forthe Department Contract.
b. Software Quality. The Offeror must address software engineering qualitypractices, and in particular whether the Offeror is certified under the ISO 9000series, SEI CMMI, or other recognized quality practices standards.
IV-4.6. Project Management Capabilities. Capacity to conduct the implementation andadditional evolutionary CCCS changes is critical to the project.
a. Project Management Approach. The Offeror shall describe its corporateorganization and tools pertinent to managing a large project for this Contract.
b. Project Management Quality. The proposal must address project managementquality practices, and in particular whether members of the proposed staff arecertified under the Project Management Institute PMP program or otherrecognized project management practices standards.
IV-4.7. Security Management Capabilities. The Offeror must demonstrate a capacity todevelop and implement a comprehensive plan for maintaining effective security controls andpractices that are critical to ensuring the integrity of gaming in the Commonwealth.
a. Security Management Approach. The Offeror shall describe its corporateorganization and tools pertinent to managing all aspects of information securitypertaining to gaming System development and operations.
b. Security Standards. The Offeror must address security standards and practices,and in particular whether the Offeror’s gaming solutions and practices arecompliant with ISO 17799 or other recognized information security standards.Such standards and practices are required.
IV-4.8. Primary Data Center. The Offeror shall provide a primary data center located within the Commonwealth and within a 20 mile radius of the city of Harrisburg, which shall be staffed with a minimum of two operators at all times (24/7). The primary data center shall house the primary and secondary CCCS host systems and must include appropriate safety, security, and environmental control equipment for a computer facility as described below and approved by the Department. The primary and secondary CCCS host systems may not be co-located with any other system. The primary data center must contain the following:
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a. The computer room(s) must be protected by an automatic fire extinguishing systems based on FM-200 or another Department approved method. The system shall be installed and maintained as specified by applicable National Fire Protection Association (NFPA) guidelines.
b. The facility shall have redundant power with a back-up generator sufficient to continue operations without interruption.
c. The facility shall have redundant communications connections to the backup data center, gaming facilities, and Commonwealth Network.
d. The primary data center must be ready one hundred and twenty (120) days prior to start-up for Department acceptance testing.
e. An electronic access system shall be installed at entrances to the computer room(s), media library and other secure areas. Only those individuals authorized by the Department may be on the access list.
IV-4.9. Back-up Data Center. The selected Offeror must outfit a remote backup data center where transactions are logged and processed. The backup data center must be located within the continental United States, unless the Department, in writing, approves a location outside of the continental United States. It is required that the remote backup data center be separated from the primary data center adequately so as to virtually preclude simultaneous loss due to any type of disaster. The CCCS backup host system may be co-located with other systems provided it meets security standards as determined by the Department. The back-up data center must include all of the appropriate safety, security, and environmental control equipment required in the primary data center and as described below.
a. The computer room(s) must be protected by an automatic fire extinguishing systems based on FM-200 or another Department approved method. The system shall be installed and maintained as specified by applicable National Fire Protection Association (NFPA) guidelines.
b. The facility shall have redundant power with a back-up generator sufficient to continue operations without interruption.
c. The facility shall have redundant communications connections to the primary data center, venue, and Commonwealth network.
d. The back-up data center must be ready one hundred and twenty (120) days prior to start-up for Department acceptance testing.
e. An electronic access system shall be installed at entrances to the computer room(s), media library and other secure areas. The access list shall be authorized by the Department.
IV-4.10. Communications Network. The selected Offeror will be responsible for maintaining the communications network connecting the venues, and Commonwealth network to the primary and back-up data centers. Communications should be built so that each component of the network will be capable of operating independently if any component of the network, including the central control computer, fails or cannot be operated.
The communications network must also include:
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a. Connection to the Commonwealth’s network as a business partner network so that access to the CCCS is available to Commonwealth employees as determined by the Department
b. Dual communication paths to each Gaming venue, if possible from different central office origins
c. Connections for venue staff to view CCCS reports and invoicesd. Connection to the gaming laboratory at the Board
Each Offeror shall provide a network diagram detailing its plan and describing its network monitoring tools.
IV-4.11. CCCS Component Hardware. All proposed transaction processing computers, front-end processors, networking equipment, diagnostic equipment, etc. must be new, unused, and state-of-the-art from a major manufacturer. Equipment proposed must be compliant with existing electronic technology manufacturing standards and currently in production by the Offeror or the Offeror’s suppliers. All hardware models and software versions installed at start-up must represent the then-current equivalent or better version, if a proposed offering is phased out or superseded. The proposal shall contain a matrix listing all the hardware components of the CCCS detailing make, model, version, manufacturer’s warranty period, and the function the component shall provide to the system.
a. The back-up CCCS host system shall be of the same operating processing capacity and architecture as the Primary CCCS host system (i.e. a Master System and a Duplex System) with no shared peripherals.
b. The back-up CCCS host system shall receive a mirror image of all transactions on a real-time basis from the active system with the capability to automatically take over processing in the event of a failure at the Primary Data center with minimal service disruption to the System and with no loss or corruption of data.
c. Each Venue’s components must all be of the same manufacturer, operating capacity and architecture. Each Venue must be fitted with spare components to ensure smooth and timely repair of any failed components at each Venue.
d. Any storage component in the CCCS that fails or is replaced must be cleansed of all data in accordance with the Commonwealth’s Data Cleansing Policy located at http://www.portal.state.pa.us/portal/server.pt?open=514&objID=210791&mode=2.
IV-4.12. System Testing. The selected Offeror shall retain an ISO Accredited (17025 & 17020) independent, third party testing laboratory, subject to Department approval, to test the CCCS to ensure it performs consistently with the specifications prior to implementation. The Department may require the Offeror to retain an independent third party testing laboratory to test any change to the CCCS to ensure the CCCS performs consistently with the applicable change order. The proposal must include a description of how this requirement will be met.
IV-4.13. Training. The selected Offeror must provide training for the Department, Board and venue staff as required by the Department. Training must be customized to meet the unique needs of the respective parties. In addition, during the Contract additional training may be required. Training must incorporate a mix of instructor-led presentations and discussions, as
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well as interactive hands-on, computer based activities, workshops, and training manuals. The selected Offeror will provide all workbooks and training materials to support these activities. The proposal must include a detailed training plan which includes the topics covered, course outline. Training locations will be coordinated with the Department, Board and venues however, if off site training is needed it will be at the Offeror’s expense.IV-4.14. Meter Polling. The Department requires a CCCS that uses a meter polling method that ensures all events and transactions are recorded and accurate. The Department requires the ability to report on events to the slot machine level by time and date of occurrence.
a. The CCCS shall acquire and report the slot machine game meters and not an external or CCCS meter incrementation process. The CCCS shall read and report using the full set of actual slot machine meters.
b. The CCCS shall be able to process all slot machine game meter sizes and record lengths with scalability for future growth or enhancement. The CCCS shall receive all meter-reading data in real time in an on-line, automated fashion. Manual reading of meter values may not be substituted for automated requirements.
c. The CCCS shall perform validation checks to ensure all data collected is valid. The CCCS shall provide a warning for each slot machine when polled meters are outside of expected parameters. This will allow the Selected Offeror, the Venue, and the Department to proactively react to inaccurate or suspected inaccurate meter readings. The CCCS shall provide the setting and monitoring of thresholds that provide an alert to the Department in the event any meter falls outside of the established threshold values.
d. The CCCS shall track recorded meter readings based on a unique designation (e.g. Serial number, individual asset number). The designation shall be the same as used for asset tracking as described in section IV-4.32 Slot Machine Asset Management.
e. The proposed CCCS may utilize site controllers for the collection of meter polling information with transfer of data to the CCCS at scheduled periods. At a minimum, the CCCS must receive metered data from the site controllers every hour. In addition, the CCCS must have the capability of on-demand polling.
Describe how the proposed CCCS will meet these requirements.
IV-4.15. System Performance. Functions of the CCCS shall not be obtrusive to players, employees who require real time monitoring of security events, financial transactions or service of the slot machines. Performance of the CCCS shall not degrade noticeably during normal functionality. In addition the CCCS shall provide capacity to accommodate slot machine populations, play volumes, and event recording consistent with all specifications the following: “as defined in the design.” Describe how the proposed CCCS will meet these requirements.
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IV-4.16. Time Synchronization. The CCCS shall have a time synchronizing mechanism to ensure consistent time recording and reporting for events and transactions. Time shall be synchronized on the primary, secondary and back-up systems to ensure all systems have all transaction data. Synchronization shall be with an external time standard and shall be configured for Eastern Standard Time(EST) and Daylight Savings Time (DST). Changes from EST to DST shall be automatic without the loss of meter information.
IV-4.17. Transaction Inquiry. The Offeror shall provide to the Department the ability to research transaction history files (search and view all transaction data) to verify the existence of any and all transactions. The CCCS shall provide the ability to search in real time and view all transaction data.
IV-4.18. User Testing. The Department shall have the right to perform any test that it deems necessary. All new programs and any changes to existing programs made by the Offeror will be tested thoroughly by the Department prior to installation or upon request by the Department. Acceptance testing is used to assure that all programs used by the Offeror's operating and support systems and stated in this RFP are performing accurately and reliably prior to installation. In addition, testing also ensures that all accounting, management reporting and venue support functions are operating accurately and reliably prior to implementation. The Offeror shall support the Department in any manner required during acceptance testing. Any CCCS changes, to include but not limited to software installations, including network applications and CCCS applications, shall be approved in writing by the Department prior to installation. The Offeror shall perform extensive self-testing, de-bugging and quality assurance on all software prior to submitting it to the Department for acceptance testing. All software submitted to the Department for testing shall be fully operational and principally ready for production use. The Department shall have the right to reject software that is not in acceptable testing condition.
IV-4.19. Transaction Simulation. a. The Offeror shall furnish specifications, protocols and formats of messages
to/from the CCCS. This also includes communication between CCCS devices. b. Transaction Simulator
i. The simulator shall adequately support and exercise all of the transactions and message types that are to be used by the communications protocol.
ii. The simulator shall be capable of generating common communication errors to confirm that the slot machine software is properly handling the event (i.e., malformed messages, no acknowledgement, incorrect cyclic redundancy checking ("CRC"), incorrect data, etc.).
iii. The simulator shall provide for performance/volume testing.iv. Training and an operations manual or other suitable documentation shall
be supplied with the simulator.v. The simulator shall run on standard, freely available equipment such as a
PC or the equivalent. Alternatively, the supplier may loan suitable simulator hardware to all approved users.
IV-4.20. Protocol. The CCCS shall operate on widely accepted gaming industry protocols (e.g., Gaming Standards Association SAS, G2S, S2S) to facilitate the ability of the maximum number
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of slot machine manufacturers to communicate with the CCCS and shall be capable of controlling all brands and models of slot machines approved in a regulated jurisdiction. Currently the Department utilizes SAS 6.01 to communicate at the slot machine level. The Department has published an interoperability guide for its implementation of the SAS 6.01 protocol on The Department’s website at:http://www.revenue.state.pa.us/portal/server.pt/community/slots_gaming_law/14570/slots_central_control_computer_system/581069. The CCCS shall be fully functional with this implementation of the protocol at startup. Describe the protocol of the proposed CCCS and how it will communicate with the current slot machine configurations (including any translation) and how the CCCS will concurrently manage any additional protocols that may be needed for future slot machines.
IV-4.21. Notifications /Alerts. The CCCS shall be capable of sending automatic Alerts or Notifications to users or groups based on predetermined conditions. In addition to automatic notifications/alerts, the selected Offeror shall work with the Department in determining proper notification / alert / escalation procedures for various operational needs.
IV-4.22. Slot Machine Software Management. The proposed CCCS shall have the capability of managing game software (ROM sets). The Offer shall describe the proposed CCCSs capabilities to manage game files, including any automated processes for revocation of ROM sets, and reporting capabilities.
IV-4.23. Program Signature Validations. The CCCS shall initiate a signature validation command at times to be determined by the Department. At a minimum the process shall be initiated at each slot machine daily, upon logic door access and upon startup. The CCCS shall automatically generate and distribute a report, to users as determined by the Department, of failed program signature validation checks. If a slot machine fails the signature validation test, it shall not be possible to enable that slot machine into normal mode without manual intervention at the CCCS level. All game software images that exist in the slot machines shall also be stored in the CCCS. The game software images stored in the CCCS are used for signature calculations and are subsequently used to validate the signature calculation results reported from the slot machines by a method as determined by the Department. Both the game software image and pre-calculated signature results are sensitive data files that shall have appropriate security such as password protection and file encryption. If the image used for validating the slot machine software is comprised of more than one program or device (for example, a slot machine may have one main program and one game program) the CCCS shall have the functionality to allow the operator to load each component individually and the CCCS shall combine the individual images based upon the scheme supplied by the slot machines manufacturer to create the combined image.
IV-4.24. User Interface. The CCCS shall provide a single point of entry for all management functions from Management Terminals on the Commonwealth network. The Management Terminal software shall be compatible with the current version of Microsoft Windows (Windows 2003 or higher).
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IV-4.25. System Availability. The selected Offerors system shall be operational each and every day (twenty four hours a day, seven days per week, three hundred sixty five/six (365/366) days per year). IV-4.26. Redundancy. The selected Offeror system shall be fully redundant so that each component of the network will be capable of operating independently if any component of the network, including the CCCS, fails or cannot be operated for any reason. It shall also ensure that all transactional data is captured, secured and processing resumed automatically in the event of a disruption. In the event that a loss of communication occurs between the CCCS and the venue, the CCCS components located at the venue shall continue to capture and secure transactional data for a minimum of twenty-four (24) hours and shall resume processing as soon as communication is restored.
IV-4.27. Real-Time Event Monitoring and Information Retrieval. The CCCS shall have the capability of providing real-time information retrieval, logging and reporting of events at the slot machine level as determined by the Department. The CCCS should maintain event data for a minimum of eighteen (18) months.
IV-4.28. Integrity of Gaming Activities. Describe the capabilities of the proposed CCCS to detect, capture and provide alerts on any irregular events or activities in each of the following areas:
a. Slot machineb. Networkc. CCCS components
IV-4.29. Slot Machine Activation\Deactivation. The CCCS shall have the capability to immediately start or cease gaming functions by disabling or enabling any individual slot machine, any group of slot machines, or all slot machines at the direction of the Department. The CCCS shall provide for a manual and automated process of executing both a scheduled and immediate command that causes slot machines to activate or deactivate game play. In addition, the CCCS must create an audit trail of the various commands issued by the CCCS.
IV-4.30. Application and Database Security. Security of the CCCS must be designed and implemented in accordance with all applicable Commonwealth security policies and directives. These requirements are defined on the Commonwealth’s website at http://www.portal.state.pa.us/portal/server.pt?open=514&objID=210791&mode=2. The CCCS must be designed to provide for role-based access control. The Department must be able to create roles and assign users to roles as needed, to provide granular access control for CCCS features. Logical security of the user interface, including user administration, authentication, and authority levels, shall be administered by designated employees of the Department. User activity on the CCCS must be logged, and designated Department employees must be able to produce activity reports from the audit logs. The Department must approve all changes to security features, prior to implementation of the change. The proposal must provide information on the mechanisms selected Offeror will use to validate developed code to “ensure” applications are not vulnerable to Trojan horse attacks, denial of service attacks or similar security threats.
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IV-4.31. Network and System Security. There shall be no connectivity to the CCCS from outside the CCCS network without prior Department approval. The CCCS shall be operated in a secure redundant network and shall be protected by firewalls, encryption, secure shell (SSH), Virtual Private Network (VPN) or other means. The Offeror shall submit a detailed security plan as part of their proposal that shall comply and adhere to IT security policies and standards of the Commonwealth. The most current version of which may be found at http://www.portal.state.pa.us/portal/server.pt?open=514&objID=210791&mode=2.
The plan shall include the following sections:
a. Business Impact Analysis.b. Risks, Threat and Vulnerability Analysis.c. Security Strategy.d. Personnel Security Practices.e. Physical Security.f. Data Security.g. Telecommunications Operational and Physical Security.h. Telecommunications Access Security.i. Protection of Software and Other Copyrighted Material.j. Plan Evaluation.k. Security Awareness/Training.l. Plan Maintenance.m. Patch Management.n. Incident response.
IV-4.32. Slot Machine Asset Management. The Offeror shall provide the ability for the Department to track all slot machines statewide, including both slot machines that are operational on a venue floor and slot machines that are inactive. This means each slot machine shall be tracked based on a unique designation (“e.g.” Serial number, individual asset number) for the entire life of the slot machine while within the Commonwealth. The proposed CCCS must be capable of ensuring no Licensed Venue has more active slot machines than authorized by the Board. The proposed CCCS shall be capable of utilizing the current slot asset tracking schema for historical reporting (Appendix H - Slot Machine Asset Tracking Schema). The Offeror shall propose an asset tracking schema and describe how it will be utilized to track assets under the proposed asset tracking schema as well as how it will incorporate the current slot asset tracking schema’s historical data. Please describe the asset tracking capabilities of the proposed CCCS and how it will meet the needs of the Department. In addition please describe how the proposed CCCS will handle normal slot machine activities, such as:a. Gaming floor movesb. Gaming floor expansions.c. Slot machine’s down for repair.d. Decommissioned slot machines.e. Slot machines located at more than 1 location in a single gaming date.
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f. Warehoused slot machines.g. Machines active for testing / not active for accounting or invoicing purposes. IV-4.33. Reporting The CCCS must be capable of providing accurate on demand reports to facilitate the Department’s objectives.
a. Standard Reports. Include a listing of all standard reports that are available and a representative sample of reports that are available. (These samples are for informational purposes only and are not to be construed as strict content and format specifications. The Department will determine final specifications with the selected Offeror.) Include with the list of reports, the attributes/variables that can be used to filter report results. List of standardized reports should include but not be limited to financial, auditing, sales analysis, security, system or communication monitoring, meter validation, slot machine asset management tracking and slot machine status.
b. Financial Reports. All financial reports must be based upon the gaming day and include financial data from machine meters collected for all slot machines active during the gaming day. All financial reports should be based on the same financial data as used in the daily invoice. Please describe how the proposed CCCS will meet these requirements.
c. Report Formats. All reports must be available in common data formats, including but not limited to .csv, .doc and .xls. Please list the available reporting formats of the proposed CCCS.
d. Reporting interface. Please describe the reporting interface of the proposed CCCS.
e. History. Reports should not only be available for current gaming day, but have the ability to be generated for past historical periods commencing with the effective date of the contract. Please describe how the proposed CCCS will meet these requirements.
f. Scheduled Reporting. The proposed CCCS must have the ability to run scheduled reports. Please describe how the proposed CCCS will meet this requirement.
g. Security. The proposed CCCS must have the ability to limit/grant report access based upon security rules (i.e. user and group level). Please describe how the proposed CCCS will meet this requirement.
h. Adhoc reporting. The proposed CCCS must have adhoc reporting with a user friendly interface. The CCCS must be capable of saving report layouts and templates for future use. Please describe how the proposed CCCS will meet this requirement.
i. Customized reports. The Department may have the need for reports to be created that are not part of the standard report list. The proposed CCCS must have the ability for custom reports to be created. Please describe how the proposed CCCS will meet this requirement.
j. Reporting/Business Intelligence tools. Please describe the availability of any business intelligence or reporting tools that have not been included in other areas of Offeror’s response.
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k. Report Availability. Please describe the report availability of the proposed CCCS. (ie. Realtime, daily, weekly, etc.).
l. Report Scaling. The CCCS shall provide the capacity for at least nineteen (19) characters-$99,999,999,999.99. Please describe how the proposed CCCS will meet this requirement.
m. Attributes. The CCCS shall have the ability to run reports based on various attributes as determined by the Department. The CCCS should support the selection of multiple attributes concurrently. The CCCS shall have the ability to add or remove attributes as needed. Please describe how the proposed CCCS will meet this requirement.
IV-4.34. Invoicing. The selected Offeror must provide a daily invoice report to facilitate the collection and disbursement of taxes and assessments as stated in the Act. The invoice should be based upon the gaming day and include financial data from machine meters collected for all slot machines active during the gaming day. Invoice report must be available within 2 hours of the end of gaming day. Invoice report must not be able to be altered once it has been finalized by the Department. The Department requires the ability to view historical invoices commencing with the effective date of the contract based on the calculations that were present when the invoice was finalized. The Department must have the availability to change any variable (e.g. tax or assessment rates, caps, etc.) used in the invoice calculations. Please describe how the proposed CCCS will meet these requirements.
IV-4.35. Adjustment Processing. The CCCS shall be capable of accepting and processing adjustments to include specification of financial amounts (dollar and cent) and an adjustment description / explanation.
a. The Department shall have the ability to make adjustments to all financial fields and these adjustments should carry through all relevant reports and screens.
b. Adjustments should be able to be made at various levels. At a minimum, the Department should have the ability to make adjustments at both the machine level and the venue level.
c. Posting of adjustments shall be allowed from both the CCCS user interface and from computer files supplied by the Department. The CCCS shall provide a single screen for meter adjustments which will allow all adjustments to be made on a single screen.
d. Ability to make adjustments must be able to be limited based on user or group security rights
IV-4.36. Support for Promotional Credits. The CCCS shall provide a breakout of promotional credits by venue and slot machine, which shall include both cashable and non-cashable promotional credits.
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IV-4.37. Support for Local and Wide Area Progressive Slot Machines. The CCCS shall be able to report progressive jackpot games at a single or multiple venues. The CCCS shall read and report using the full set of actual slot machine meters.
IV-4.38. Server Based Gaming. The Offeror shall describe its solution and include any additional equipment, hardware, software and personnel necessary to provide the central monitoring, control, and reporting for server based gaming.
IV-4.39. Electronic Table Games. The Offeror shall describe its solution and include any additional equipment, hardware, software and personnel necessary to provide the central monitoring, control, and reporting for electronic table games. IV-4.40. Equipment Maintenance Program. The selected Offeror shall be responsible for maintaining data center components, including but not limited to host systems, LANs, telecommunications equipment for the central sites and infrastructure items (such as power and HVAC). Documentation of maintenance events must be maintained by the selected Offeror for Department review. The proposal shall describe the maintenance plan for all proposed CCCS equipment. The term "equipment" shall include all attachments and peripherals, including the network interface, provided or serviced by the selected Offeror. The selected Offeror is obligated to obtain replacement parts and services that are approved, recommended or recognized by the original equipment supplier as effective.
IV-4.41. Services and Operations Security Plan. The Offeror is required to provide the Department with a variety of support services and operations security. The proposal should describe how these items are accomplished.
IV-4.42. Gaming and Network Operations Services. The selected Offeror shall provideoperations services for the production, backup and test systems, including the operation of twodata centers. The selected Offeror must operate the networks servicing the Department.
a. Data Center Operations Duties. Duties shall include CCCS start-up and shutdown tasks, monitoring, report generation, file backups and various operational procedures to enable the correct operation of the CCCS. Recovery from CCCS failures will engage the operations staff. Operations shall produce reports and files documenting the operations activities. The selected Offeror’s staff shall continuously monitor the systems and networks and must be trained in the CCCS’s monitoring tools for this purpose. Any System faults must be detected, diagnosed and corrected. The proposal shall indicate what monitoring tools are proposed for operators and communications technicians.
b. Secure Operating Principles. The selected Offeror must operate the CCCS on the basis of the Principle of Least Privilege, observing need-to-know and segregation of duties requirements, to limit the ability of staff to misuse the CCCS. The selected Offeror must highly restrict “superuser” capabilities to access and change CCCS components.
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IV-4.43. CCCS Engineering Support Services. Timely and committed fulfillment of Department requests for CCCS support and changes is a requirement. The proposal must identify how CCCSs and software engineering support services for CCCSs management, CCCS error correction, support for changes to the Department’s business rules and requirements will be delivered to the Department, by responding to the following.
a. CCCS Releases. The selected Offeror must support scheduled releases ofsoftware batches. Untimely delivery or poor quality of releases may result inliquidated damages.
b. Software Support. The selected Offeror must provide software and systemsengineering support for CCCS changes.
c. Quality Assurance. The selected Offeror must provide a local qualityassurance capability and support for the Department’s acceptance testing.
d. Database and Reporting Specialist. The Offeror must propose a Pennsylvania based staff member to provide for reports and database management upon request of the Department.
e. Shared Records for Change Management. In fulfillment of joint responsibilities of the selected Offeror and the Department to make CCCS changes in a timely and correct manner, the selected Offeror must provide shared access to change requests and change tracking.
The selected Offeror must provide a project request database management system, dedicated to the Department for making any type of requests including but not limited to CCCS enhancements, problem resolution, researches, ad-hoc reports or any new management reports. The CCCS should also be used by Offeror’s development team to update the status on all the requests. For any rejected requests, the explanations and notes for the rejections should be provided directly by the Offeror’s CCCS developer(s) with Offeror’s project managers’ approval initials and be recorded in the CCCS. For any open active requests, project estimations and status should be updated in real time in this requesting management system.
IV-4.44. Electronic Media, Computer Room Paper, Supplies. The selected Offeror shallsupply all magnetic tapes, cartridges, disk packs, diskettes, and other media items, printer paperand supplies needed to operate the CCCS, and testing terminals.
IV-4.45. Venue Support. The proposal shall describe the support plan for all proposed equipment at each venue including equipment failure, preventative maintenance, and venue opening/expansion. The term "equipment" shall include all attachments and peripherals, including the network interface, provided or serviced by the selected Offeror. The selected Offeror is obligated to obtain replacement parts and services that are approved, recommended or recognized by the original equipment supplier as effective.
a. Repairs shall be required 24x7x365.
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b. Equipment Preventative Maintenance Schedule. The selected Offeror and the Department shall agree on a preventive maintenance (PM) schedule for the equipment. For the proposal, the Offeror must propose a PM schedule; however, the schedule may not exceed a one hundred eighty (180) day cycle. In no case shall there be attempts to render preventive maintenance services during the busiest periods.
c. Equipment Parts Supply. The selected Offeror shall maintain an adequate
supply of parts to sustain the service of equipment that it has supplied and is required to maintain.
IV-5. selected Offeror Reports and Project Controla. Task Plan. A work plan for each task that identifies the work elements of each
task, the resources assigned to the task, and the time allotted to each element andthe deliverable items to be produced. Where appropriate, a PERT or GANTTchart display should be used to show project, task, and time relationship.
b. Status Report. A weekly progress report covering activities, problems and
recommendations. This report should be keyed to the work plan the Offerordeveloped in its proposal, as amended or approved by the Department.
c. Problem Identification Report. An “as required” report, identifying problem
areas. The report should describe the problem and its impact on the overallproject and on each affected task. It should list possible courses of action withadvantages and disadvantages of each, and include Offeror recommendations withsupporting rationale.
IV-5.1. Final Report. A final report shall be generated at the completion of the CCCSconversion.
IV-5.2. Extended Venue Support. The selected Offeror will be required to provide onsite and remote assistance during the entire term of the Contract. Onsite availability includes all venue pre-openings, openings and expansions, as well as periodic maintenance, assistance, or trouble shooting as determined by the Department. Remote assistance will be required when conducting announced and unannounced coin test audits at the venues. Describe how these requirements will be met.
IV-5.3. Change Control Process. The selected Offeror shall operate in compliance with change control procedure practices. Any alterations in documentation, procedures, specifications, program application source and object code, operating systems, database platforms, other third party applications, host systems and network hardware, major hardware components, and any other major system components must be documented and mutually agreed to by the Offeror and the Department. This documentation must be updated and reviewed on a continual basis to
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ensure that project objectives are met and to identify variances from the plan so that corrective action can be taken when necessary.
The Department will define and document acceptance criteria. These criteria will be based on functional requirements of the System. . Successfully meeting the acceptance criteria as documented with the Statement of Work form and signed for approval by the Department shall constitute "acceptance.” Milestones for acceptance will be incorporated into the project plan and managed by the assigned Offerors’ personnel.
IV-6. Contract Requirements—Disadvantaged Business Participation and Enterprise Zone Small Business Participation. All contracts containing Disadvantaged Business participation and/or Enterprise Zone Small Business participation must also include a provision requiring the selected contractor to meet and maintain those commitments made to Disadvantaged Businesses and/or Enterprise Zone Small Businesses at the time of proposal submittal or contract negotiation, unless a change in the commitment is approved by the BMWBO. All contracts containing Disadvantaged Business participation and/or Enterprise Zone Small Business participation must include a provision requiring Small Disadvantaged Business subcontractors, Enterprise Zone Small Business subcontractors and Small Disadvantaged Businesses or Enterprise Zone Small Businesses in a joint venture to perform at least 50% of the subcontract or Small Disadvantaged Business/Enterprise Zone Small Business participation portion of the joint venture.
The selected contractor’s commitments to Disadvantaged Businesses and/or Enterprise Zone Small Businesses made at the time of proposal submittal or contract negotiation shall be maintained throughout the term of the contract and through any renewal or extension of the contract. Any proposed change must be submitted to BMWBO, which will make a recommendation to the Contracting Officer regarding a course of action.
If a contract is assigned to another contractor, the new contractor must maintain the Disadvantaged Business participation and/or Enterprise Zone Small Business participation of the original contract.
The selected contractor shall complete the Prime Contractor’s Quarterly Utilization Report (or similar type document containing the same information) and submit it to the contracting officer of the Issuing Office and BMWBO within 10 workdays at the end of each quarter the contract is in force. This information will be used to determine the actual dollar amount paid to Small Disadvantaged Business and/or Enterprise Zone Small Business subcontractors and suppliers, and Small Disadvantaged Business and/or Enterprise Zone Small Business participants involved in joint ventures. Also, this information will serve as a record of fulfillment of the commitment the selected contractor made and for which it received Disadvantaged Business and Enterprise Zone Small Business points. If there was no activity during the quarter then the form must be completed by stating “No activity in this quarter.”
NOTE: EQUAL EMPLOYMENT OPPORTUNITY AND CONTRACT COMPLIANCE STATEMENTS REFERRING TO COMPANY EQUAL EMPLOYMENT OPPORTUNITY POLICIES OR PAST CONTRACT COMPLIANCE PRACTICES DO NOT CONSTITUTE
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PROOF OF DISADVANTAGED BUSINESSES STATUS OR ENTITLE AN OFFEROR TO RECEIVE CREDIT FOR DISADVANTAGED BUSINESSES UTILIZATION.
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