Attachment B.docx

Request for Information (RFI) Coupon Redemption Contract RFI Issue Date: 23 May 2025 Response Deadline: 03 June 2025

1. Introduction & Background Provide an overview of your organization, its history, and the purpose of this information. Include details on your coupon program goals and how supporting both paper and digital coupon redemption fits into your overall strategy.

2. RFI Purpose & Scope This RFI seeks information from qualified vendors to understand their capabilities in implementing and managing a coupon redemption system that can support an annual volume of up to 20,000,000 coupons. The system must be flexible enough to handle both paper-based and digital coupon redemptions. We invite vendors to provide details on their technology, implementation process, security, integration with existing systems, scalability, support structure, and pricing models.

3. Vendor Information Company Overview:

· Briefly describe your company, its experience, and any relevant case studies or client references.

· What distinguishes your company in the field of coupon redemption and incentive management?

Past Experience:

· Describe previous projects similar in scale (supporting high-volume coupon redemptions).

· Provide examples or case studies where your system successfully handled both digital and paper coupon redemption.

4. Technical & Functional Requirements System Capabilities:

· Explain how your solution supports both paper and digital coupon redemptions.

· What methods do you use to capture and validate coupon data (e.g., barcode scanning, QR codes, manual entry)?

Scalability & Performance:

· How does your system manage and process up to 20,000,000 coupons annually, especially during peak periods?

· Detail the system’s performance metrics, including transaction processing times and load balancing strategies.

Data Management & Integration:

· How does your solution integrate with existing point-of-sale (POS), customer relationship management (CRM), and other enterprise systems? Will your system integrate smoothly to sync sales data, inventory, pricing, or customer purchase history?

· Describe your data handling, storage, and migration process. What measures are in place to ensure data consistency and integrity?

System Architecture:

· Provide an overview of your system architecture. Is it cloud-based, on-premises, or a hybrid solution?

· What redundancy and failover mechanisms are included to ensure uninterrupted service?

5. Security, Compliance & Fraud Prevention Security Measures:

· Detail the security protocols used to protect coupon data, both in transit and at rest.

· How is access to sensitive data controlled and audited?

Compliance:

· What industry standards does your system comply with?

· Describe any certifications or third-party audits your system has undergone.

Fraud Detection & Prevention:

· What processes or technologies are implemented to detect and prevent fraudulent coupon redemptions?

· How does your system manage coupon lifecycle events (issuance, redemption, expiration) to minimize abuse?

6. Implementation & Support Implementation Timeline:

· Outline your proposed timeline for system deployment, from initial setup to full operation.

· What resources (both from your side and ours) are required for successful implementation?

Training & Documentation:

· What training materials, user guides, and support documentation do you provide?

· Is there a demo environment available for evaluation?

Ongoing Support:

· Describe your post-implementation support services such as customer support channels, and maintenance updates.

· How do you handle system updates and upgrades?

7. Itemized Pricing & Contractual Considerations Cost Structure:

· Are there any additional costs for supporting both paper and digital redemption processes (e.g., licensing fees, implementation costs, maintenance charges, shipping and handling, and other recurring fees)?

Contract Terms:

· What are your standard contract terms and conditions?

· Is there flexibility for managing a growing workload in your system usage or adding features in the future?

8. Additional Questions

· How do you measure and report on coupon performance and redemption analytics?

· What monitoring tools are used to track system health and performance?

· Can your solution accommodate custom workflows or promotional variations as needed?

· How is the system designed to handle concurrent transactions to ensure data accuracy and consistency?

· Are there any limitations or potential challenges we should be aware of with your current solution?

9. Response Instructions Please submit your responses electronically in (e.g., PDF) by 3 June 2025 at 3pm EST. Include any additional information that you believe would help us evaluate your solution effectively.

For any questions or clarifications regarding this RFI, please contact:

Dr. Vernon L. Mayfield Contract Specialist Vernon.mayfield@deca.mil 804-734-8000 ext 48688

Thank you for your interest in this opportunity. We look forward to reviewing your detailed responses.

This RFI is intended solely for the purpose of gathering information and will not necessarily result in a contract award. All information provided will be treated as confidential.