Form 4 - Technical Approach.docx

FORM 4 - TECHNICAL APPROACH

Provide responses to the following questions/instructions. Note that the space following each of the question or instruction expands so that complete responses may be provided.

REFUND SYSTEM

Describe your company’s and any proposed subcontractor’s refund system.

Describe your company’s and any proposed subcontractor’s policy and procedures regarding petty cash.

Describe your company’s and any proposed subcontractor’s process of maintaining the required Refund Log (see Section 2.2 Description of Services)).

Describe how refunds will be handled, in person, by mail, or by some other method? If in person how will you contact the customer to ensure refund is made?

How often will your company process refunds?

SERVICE SCHEDULE

Describe your company’s and any proposed subcontractor’s service schedule for inspection and restocking of each service site listed in Part 5 of this Proposal Form.

Some locations require specific servicing schedules. How will your company and any proposed subcontractor comply with those schedules (e.g., prisons require to be serviced twice weekly per section 2.3.4 and 2.3.5)?

Provide a preliminary restocking and service schedule based on the service site listing referenced in Part 5, Service Site Location of this form.

PHASE-IN STRATEGY

Describe your company’s and any proposed subcontractor’s anticipated phase-in strategy, including coordination with incumbent vendor, TWC-BET Specialist, and Site contact.

Describe your company’s and any proposed subcontractor’s plan for conducting site surveys and proposed time table for implementation of set-up?

Describe company’s and any proposed subcontractor’s process if a site requests that machines be removed due to service moving or no longer needing the machine (see RFP Section 2.5)

TRACKING SALES

Describe your company’s and any proposed subcontractor’s method of tracking sales.

Describe your company’s and any proposed subcontractor’s plan for handling meter readings on differing machine type (see RFP Section 4.3.16-4.3.18).

Describe your company’s and any proposed subcontractor’s process for the collection and calculating of sales (see RFP Section 4.3.12)

Request for Proposal (RFP) Form 4- Technical Approach- BET Vending Multiple Locations

Describe your company’s and any proposed subcontractor’s sales review schedule. Indicate whether the review is performed daily, weekly, monthly, or quarterly?

CUSTOMER SERVICE (Complaints, Suggestions, and Requests)

Describe your company’s process for handling customer complaints, suggestions, and requests.

Describe your company’s and any proposed subcontractor’s policy and approach regarding communicating with customers, service site representatives, and TWC-BET specialists.

COMPANY STABILITY

Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, provide an explanation of the impact to your company, both in organizational and directional terms.

Provide details of all past or pending litigation or claims filed against your company that may affect your company’s performance under a contract with the TWC-BET.

Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.