How to Handle RFPs Without Losing Control

How to Handle RFPs Without Losing Control

Procurement teams, purchasing departments, administrators and organizational buyers use RFPs and RFQs to source custom apparel, uniforms, promotional products and branded merchandise.

Whether you already have exact products selected or need a supplier to review a larger purchasing program, understanding the difference between an RFP and an RFQ can make the process easier.

Inkdnylon Custom Apparel accepts RFPs, RFQs, spreadsheets, product lists and purchasing specifications for qualifying large-volume programs.

What Is an RFP for Custom Apparel and Branded Merchandise?

An RFP, or Request for Proposal, is used when an organization wants potential suppliers to respond to a defined set of purchasing requirements.

The buyer may be evaluating more than price. Product selection, specifications, approved alternatives, decoration, delivery requirements, fulfillment and repeat ordering may all be part of the decision.

An apparel or branded merchandise RFP may include:

  • Employee uniforms and workwear
  • Embroidered polos, jackets and headwear
  • School and university apparel
  • Healthcare uniforms and scrubs
  • Promotional products
  • Event and campaign merchandise
  • Employee and new hire kits
  • Branded merchandise programs
  • Multiple departments or locations
  • Repeat ordering and fulfillment

RFP vs. RFQ: Which One Do You Need?

The easiest way to determine which process fits your purchase is to look at how much has already been decided.

  • Use an RFP when your organization wants suppliers to propose products, approved alternatives, program structure, fulfillment options or solutions in addition to pricing.
  • Use an RFQ when you already know the products, quantities, specifications and delivery requirements and primarily need pricing.

If you already have manufacturer names, style numbers, quantities, colors, artwork and shipping requirements, an RFQ may be the more direct option.

If you need a supplier to evaluate a broader apparel or branded merchandise program, an RFP may provide more flexibility.

Who Uses Apparel and Branded Merchandise RFPs?

RFPs and RFQs are useful when an organization needs a structured purchasing process rather than a basic one-time custom apparel order.

Buyers may include:

  • Corporate procurement and purchasing departments
  • Healthcare organizations and medical groups
  • Schools, districts, colleges and universities
  • Municipalities and public organizations
  • Nonprofits and associations
  • Construction and manufacturing companies
  • Hospitality and restaurant groups
  • Property management organizations
  • Multi-location businesses
  • Event and experiential marketing organizations

The purchase may involve one large order or an ongoing program serving multiple employees, departments, campuses, facilities or locations.

What Should You Include in an Apparel RFP or RFQ?

You do not need to make the document complicated. The goal is to give the supplier enough information to understand what you are purchasing.

Include as much of the following as possible:

  • Product names, style numbers or descriptions
  • Estimated quantities
  • Sizes and colors
  • Artwork and logo files
  • Logo placement and approximate size
  • Decoration requirements
  • Required brands or approved alternatives
  • Packaging requirements
  • Shipping destinations
  • Required delivery dates
  • Repeat-ordering requirements
  • Bid, purchasing or compliance documents

For larger programs, you can also submit spreadsheets, specification sheets and complete product lists.

Exact Products or Approved Alternatives?

This should be clearly identified before suppliers begin pricing the project.

If your organization requires an exact manufacturer, style number, material or color, include that information in the RFP or RFQ.

If approved alternatives are permitted, comparable products can be evaluated based on intended use, construction, availability, branding requirements and budget.

Clearly stating whether substitutions are allowed helps prevent unnecessary revisions later in the purchasing process.

Planning a Large-Volume Apparel or Uniform Order?

Large-volume purchasing often involves several products rather than one item.

A company might need polos for office employees, jackets for field staff, headwear for events and promotional products for recruiting.

A school district might need staff apparel, uniforms, spiritwear and branded merchandise across several schools.

A healthcare organization might require scrubs, polos, jackets and employee merchandise across several departments or facilities.

Inkdnylon can review multiple product categories within the same purchasing program, giving organizations one source for apparel, uniforms, promotional products and branded merchandise.

Example: How a Large Apparel RFQ Works

Consider an organization purchasing products for several departments and locations.

The purchasing requirements include:

  • 500 embroidered polos
  • 250 branded jackets
  • 1,000 promotional products
  • Three delivery locations

Instead of requesting unrelated prices without a consistent scope, the buyer can organize everything into one RFQ.

The RFQ identifies the products, quantities, artwork, decoration requirements and delivery locations. If exact products are required, the style numbers are included. If approved alternatives are allowed, that is stated as well.

Inkdnylon can then review the requirements and prepare pricing based on the submitted specifications.

The buyer now has a proposal connected to an actual purchasing scope rather than a collection of unrelated unit prices.

Include Decoration Requirements

Decoration is part of the product specification.

Artwork, logo size, placement, product construction, quantity and intended use can affect production requirements and pricing.

Depending on the project, specifications may include embroidery, screen printing, DTF, DTG, patches or another appropriate branding application.

Providing these requirements before pricing helps establish a clearer scope and reduces unnecessary changes later.

What About Multiple Locations and Repeat Orders?

For organizations with several offices, campuses, facilities or departments, purchasing does not always end with one shipment.

An RFP or RFQ may include:

  • Delivery to one central location
  • Shipping to multiple locations
  • Department-level distribution
  • Recurring purchasing
  • Nationwide fulfillment

These requirements should be identified before pricing so the complete purchasing program can be evaluated.

Need an Ongoing School or Company Store?

Organizations that repeatedly purchase uniforms, employee apparel or branded merchandise may need more than individual orders.

An Inkdnylon private store can organize approved products and provide a consistent purchasing destination for employees, departments, schools, campuses or locations.

This can simplify repeat ordering while helping organizations maintain approved products and brand consistency.

Explore Inkdnylon Private Company Stores

How to Submit an RFP or RFQ to Inkdnylon

If you already have purchasing requirements, the process is straightforward.

  1. Define what you need.
    List the apparel, uniforms, promotional products or branded merchandise you are purchasing.
  2. Add quantities and specifications.
    Include quantities, sizes, colors, manufacturer names, style numbers or product descriptions when available.
  3. Provide your artwork.
    Include logos and available information about placement, size and decoration requirements.
  4. Identify product rules.
    State whether exact products are required or approved alternatives may be considered.
  5. Add delivery requirements.
    Include required dates, shipping destinations and any multi-location requirements.
  6. Upload your documents.
    Submit your RFP, RFQ, spreadsheet, product list or purchasing specifications to Inkdnylon.
  7. Review your quote or proposal.
    Review the products, specifications, pricing and purchasing requirements before moving forward.

Do You Need a Formal RFP?

No.

If you already know what you need, you can submit the purchasing requirements directly without creating a formal RFP document.

An RFQ, spreadsheet, product list or standard quote request may be enough.

The important part is providing clear information about the products, quantities, artwork, decoration and delivery requirements.

Have an Active RFP or RFQ?

Submit your RFP, RFQ, spreadsheet, product list or purchasing specifications to Inkdnylon Custom Apparel for review.

Include your products, quantities, artwork, decoration requirements, delivery locations, required dates and available purchasing documentation.

No formal RFP? No problem. Your product list and purchasing requirements can be submitted for a free quote.

Quotes are free. Approved pricing is available for payment for 24 hours from the time it is issued. Inkdnylon does not offer Net 30 payment terms.

Submit Your RFP, RFQ or Product Requirements

Inkdnylon Custom Apparel works with businesses and organizations in Chicago and across the United States for custom apparel, uniforms, promotional products and branded merchandise.

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