Who restocks it, and how often?

The provider does. If the answer to this question in any proposal you are reading is "your on-site team", you are being sold hardware with a service story attached.

How the schedule is set

Not by a fixed calendar. Consumption is uneven and building-specific: a student residence empties the snack lines in a week and never touches the tools in October, then reverses both in January. The replenishment run is driven by what the software sees actually leaving the compartments, with a floor under it so nothing sits empty for long even in a quiet month.

What a restocking visit covers

• Refilling consumables that have dropped below their threshold.
• Checking, cleaning and charging returned durable goods.
• Removing anything damaged, and replacing it.
• Making any agreed change to the selection: a line retired, a new one introduced.

What the building has to do

Provide access. That is the whole list. If a proposal adds anything else to this paragraph, price the staff time into your comparison, because it is a real cost that tends to go unlisted.