Promotional Products RFP
Purpose
The purpose of this tool is to help you design a promotional products Request for
Proposal (RFP). An RFP is a formal invitation to request vendor proposals that meet specific
business requirements and purchasing criteria. Vendors interested in pursuing the
opportunity will respond with their approach to delivering on your requirements, provide a
detailed project plan & budget, and relevant customer references. An RFP is useful for
expediting the contracting process.
How to Use this Template
Complete the following sections with your promotional products purchasing team. Cut and
paste this information into a document that reflects your corporate image, and deliver your
RFP to a short-list of potential vendors for review and proposal submission. The ‘Scope of
Work & Business Requirements’ section contains a very comprehensive list of potential
requirements. Be sure to cut out requirements you don’t need, and add any that are
particular to your organization.
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Title Page
[Insert Company Name or Logo]
Promotional Products Request for Proposal
[Insert Date]
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Contents
1. PURPOSE ........................................................................................................................................... 4
2. COMPANY INFORMATION............................................................................................................ 4
3. SCOPE ................................................................................................................................................ 4
4. PROMOTIONAL ITEMS .................................................................................................................. 5
5. SCHEDULE AND TERM .................................................................................................................. 6
6. PRICING, BILLING AND PAYMENT............................................................................................. 6
7. SUBMITTAL ELEMENTS ................................................................................................................ 7
8. PROPOSAL SUBMISSION PROCEDURE .................................................................................... 15
9. GOOD FAITH STATEMENT ......................................................................................................... 15
10. COMMUNICATION AND PROPOSAL SUBMISSION GUIDELINES .................................... 15
11. EVALUATION CRITERIA ........................................................................................................... 16
12. SHORT LIST SELECTION ........................................................................................................... 16
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1. PURPOSE
Provide a detailed description of the specific purpose for which you are purchasing
promotional products (ie. Are they simply going to be stocked in your “marketing closet”
or will they be used as part of a particular program or event?).
2. COMPANY INFORMATION
Provide a description of your organization including company size, locations, services
provided and/or products sold, target audience, and business goals you are are looking to
achieve.
3. SCOPE
Provide a detailed description of the procurement that is the subject of the RFP, and
specify whether the RFP is for a one time purchase or an ongoing program (ie. Annual
promotional products orders, company store, incentive program, etc…). If for a program,
specify the duration of the contract.
Include a description of the types of promotional products to be ordered (ex. awards,
corporate gifts, custom products, specialty active wear, incentive products, party supplies,
etc.).
In addition, describe the scope of services required of the promotional products vendors.
Typical services may include some or all of the following:

Offer a wide range of brand names;

Update [Insert your company name] regarding new promotional items, sales, bulk
opportunities, etc.;
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
Establish and maintain a web-based Electronic Catalog through the internet;

Provision of a customized order form for Requester to use for each order;

Create a document with photos of standard items for reference;

Arrange for [Insert your company name] staff to review and approve a physical
“proof” for new items;

Place orders with manufacturers or distributors;

Have the ability to combine department orders into larger bulk orders on a
monthly/quarterly/semi-annual basis;

Order and receive items, and check against [Insert your company name] purchase
order;

Provide gift wrapping and imprinting services for special requests (additional cost);

Handle the distribution of orders to departments and out-of-area
offices/representatives/salespeople;

Provide summary invoices for bulk orders with charges detailed by department or
representative;

Provide monthly/quarterly usage reports to [Insert your company name];
4. PROMOTIONAL ITEMS
This list is offered as a general guide to the items and volumes anticipated for the resulting
agreement. [Insert your company name] recognizes that items and manufacturers may
change throughout the term of the agreement as product availability changes and [Insert
your company name] selections are updated. NOTE: the manufacturer and item numbers
identified below are indicative of the product quality required. Bid substitutions are allowed
but sample(s) must be submitted with the bid.
Item
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Description
Est Qty (Annual)
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5. SCHEDULE AND TERM
This schedule is based on our current timelines, but is subject to change.
Project Milestones
Deadline
RFP Issued to Suppliers
Technical Question Period Ends
Final RFP Answers Posted
RFP Close Date
Supplier Presentations (if required)
Supplier Selection Complete
Contract Awarded
The resulting contract will be for an initial term of [insert number] years, with [insert
number] option years to be executed at the sole discretion of the [Insert your company
name]. Annual reviews will result in a switch out of some core items and updated pricing
for the new contract year(s).
6. PRICING, BILLING AND PAYMENT
The pricing options for specialty/promotional products, awards, and apparel must be
competitively priced and offer ongoing value to [Insert your company name]. The price,
when quoted, shall include all costs associated with providing service, including shipping
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and handling, decoration, fulfillment, and taxes. The prices/fees shall be firm throughout
the contract term unless otherwise noted by [Insert your company name].
Payment policies must be detailed in the response to this RFP. Any policy, price, handling
charge, delivery charge, taxes or any other fee not detailed in the response to this RFP will
be disallowed. Furthermore, such charges will not be the responsibility of the [Insert your
company name]. Prices quoted herein shall remain firm for the term of the contract unless
otherwise specified.
Vendor shall submit separate invoices for each purchase order after each transaction.
Invoices shall indicate the purchase order number and the proposal number. Invoices shall
be itemized. Funds for completed purchase/delivery orders concerning this contract will be
available within thirty (30) days of completion and acceptance by the district. Send invoices
via [U.S. mail / email] to:
[Insert your company name and address]
7. SUBMITTAL ELEMENTS
Include a detailed list of the information you would like the supplier to provide. Below is a
comprehensive list of common RFP questions. You should include only those that apply to
your particular procurement.
Company Information
Provide responses to the following questions that address your company’s operations,
organization, and structure:

What is your company’s legal name?

Describe your ownership structure
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
What State or Territory is your company incorporated in?

What is your company’s legal address? Provide the addresses of any additional
offices, warehouses, and/or distribution centers.

When was your company founded?

Provide the name and title of the person who would sign the Agreement with [Insert
company name] if you are awarded the contract

Is your company:
o A certified diverse supplier (MBE, WBE, VBE, etc.)?
o ISO certified?
o PCI compliant?
o Please attach any certifications or accreditations your firm has that are related
to this project.

Number of employees:
o Sales staff
o Warehousing, order fulfillment personnel (if applicable)
o Project management/customer support

To how many customers do you currently sell promotional products?

Do you operate your own distribution facility(s) or is this managed through a third
party relationship?

Does your company have a disaster recovery plan?

Please describe your company’s commitment to the environment. Describe any
“green” initiatives currently being used or proposed.

Indicate whether your company (ie. Management, key employees, large stockholders)
would enter into any conflicts of interest by conducting business with [Insert your
company name].

Briefly describe the nature of all your business operations including major lines of
business, major markets served, etc.
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Financial Information
Provide responses to the following questions that address your company’s finances:
Item
Amount
2012 Annual Gross Sales
2011 Annual Gross Sales
2010 Annual Gross Sales
Provide the following from your last audited financial statements:
Annual Interest Payments
Cash
Cash Flow From Operations
Current Liabilities
Current Receivables
Gross Sales
Marketable Securities
Net Income
Net Sales
Operating Income
Revenues
Total Assets
In addition, please attach a copy of your company’s last audited financial statements,
annual report, and D&B financial statement.
Customer Service and Project Management Capabilities
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Provide responses to the following questions that address your customer service and
project management capabilities:

Outline your company’s proposed account management and customer service
representative teams to support [Insert company name]. This outline should include
each associate’s name, title, location, qualifications, responsibilities, years of
experience in the role for which they will serve the [Insert company name] account,
reporting relationships, and their availability to the [Insert company name] account
(ie. 100% or part time).

Will you provide a local Account Executive who is dedicated to [Insert company
name]?

Describe your company’s customer service performance standards. Please indicate
how these performance standards are actually monitored and measured.

Does your company currently conduct customer forums/focus groups to assess
customer satisfaction related to service capabilities, and to identify potential
improvement opportunities?

Please describe any technology investment initiatives you have made or have
underway that would impact your customers in the next 3 to 5 years.

Describe your recommended communications process between [Insert company
name] employees and your local account manager?

In the event there is a problem with an order, explain how the issue is handled.

Describe your quality assurance program. How does this apply to products produced
overseas?

Describe your after-hours response abilities.
Industry Experience/Expertise
Provide information about your experience and capabilities in the promotional products
industry:
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
Describe the services that your firm is capable of providing for the supply of
promotional items.

What solutions and best practices do you provide to support the procurement of
promotional goods and ensure success and return on investment?

Describe the firm’s past experiences in providing similar services for a corporate
customer.

Describe your promotional marketing strategy from project conception to delivery.

Describe how you will work with [Insert company name] to select merchandise for
our promotional products program.

What are your in-house capabilities for imprinting, embroidery, engraving and
creative? What services to you source to a third party vendor?

Describe your special/custom order capabilities.

Provide a list of brand names that your firm offers for promotional items.

What unique features or experience do you have that give your company a
competitive edge in the promotional products industry?

What improvements or investments is your company planning for future capabilities
or services?

Do you outsource any piece of this business to a subsidiary or a third party
relationship (supplier/subcontractor)? If yes, please detail which portions would be
outsourced and how you intend to manage that process.

What changes do you see in the promotional products industry and how are you
going to be sure you are ahead of the trends?

How do you ensure you are aware of new/innovative items available in the
promotional products industry?

What efforts do you have in place to leverage your own buying power in the supply
chain?
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
Do you manufacture your own line of goods? If yes, please describe these products
and the advantage of incorporating them into our promotional products program.

Do you have a virtual sampling tool?

How do you manage slow moving or excess inventory?

How do you ensure that all promotional products are in compliance with U.S.
Consumer Product Safety Commission (CPSC) regulations, laws and product safety
standards?

Describe any value add services you provide.
Web Management/Online Capabilities
Please provide information on the following:

Describe your company’s capabilities to design and maintain a fully interactive webbased Internet/Electronic Catalog.

Does your website offer [Insert company name] the ability to track sales and
inventory of each item ordered? How often are inventory levels updated?

Is your ecommerce solution in-house or provided through a third party?

Does your system offer the ability to visualize logos on items not found in inventory
(virtual proofs)?

How is your system, technology and data protected from outside sources?
Warehousing, Fulfillment and Freight
Please provide information on the following:

How quickly are orders processed? Once an order is placed, when will the item ship
out?

What amount of inventory is carried, what is the inventory capacity, and what is your
inventory turnover rate? How are inventory levels managed and monitored?

How do you manage slow moving or excess inventory?
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
What are your standard lead times on special orders? What is your standard
turnaround time on in-stock orders? Include processing time from when the order is
placed to when it ships.

What are your warehouse capacity and fulfillment capabilities? To how many
locations can you drop-ship?

Please list your methods of delivery. What freight carriers do you utilize?

Describe your capabilities for on-demand ordering and fulfillment.

Describe your kitting experience.

Describe your product return policy.
Client References
Provide at least three client references with point of contact, including telephone number.
Reference #1
Company Name
Annual Volume
Contact Name
Contact Title
Contact Email
Contact Phone
Reference #2
Company Name
Annual Volume
Contact Name
Contact Title
Contact Email
Contact Phone
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Reference #3
Company Name
Annual Volume
Contact Name
Contact Title
Contact Email
Contact Phone
If you have lost an account/client in the last two years, please provide an explanation.
RFP Pricing, Assumptions, and Requirements
Please provide the following:

Provide samples of order forms, pictorial guides, or other documentation that would
be used in supporting this contract.

Submit a transparent cost proposal showing the item price, setup charge, running
charge, black/white paper proof charge, shipping, delivery and all other costs
elements for the promotional items identified in RFP Item 4.

Provide details on any warranties you offer on products ordered by [Insert company
name].

Describe any reports you will provide to [Insert company name] including their
frequency, the information they will contain, etc.

Describe how your company can assist [Insert company name] in reducing the
overall costs associated with our promotional products spend.

Describe how you will launch and introduce the promotional program to users
within [Insert company name].
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
Provide any other information regarding the firm’s approach to the services
requested that you would like the [Insert your company name] to consider.
8. PROPOSAL SUBMISSION PROCEDURE
By responding to this RFP, the vendor agrees to be responsible for fully understanding the
requirements or other details of the RFP, and will ask any questions to ensure such
understanding is gained. [Insert your company name] retains the right to disqualify vendors
who do not demonstrate a clear understanding of our needs. Furthermore, the right to
disqualify a vendor extends past the contract award period and [insert your company
name] will be at no fault, cost, or liability.
9. GOOD FAITH STATEMENT
All information provided by [insert your company name] is offered in good faith. Specific
items are subject to change at anytime based on business circumstances. [Insert your
company name] does not guarantee that any particular item is without error. [Insert your
company name] will not be held responsible or liable for use of this information or for any
claims asserted therefrom.
10. COMMUNICATION AND PROPOSAL SUBMISSION GUIDELINES
Communications shall not be effective unless a specified procurement executive who is
responsible for managing the RFP process formally confirms these communications in
writing. In no case shall verbal communication govern over written communications.
Please submit your proposal by [insert RFP Close Date]
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Please send questions related to this RFP, and vendor proposals to:
[Insert your company name]
[Insert department name]
[Insert mailing address]
Attention:
[Insert contact name & title]
[Insert phone/email/fax contact information]
11. EVALUATION CRITERIA
All proposals will be evaluated systematically, based on the following key criterion. The
purpose of this section is to identify suppliers with the interest, capabilities, and experience
to provide the products and services as defined in the Scope of Work.
Following is a prioritized list of our key evaluation criteria:
1. Insert Criteria
2. Insert Criteria
3. Insert Criteria
4. Insert Criteria
5. Insert Criteria
12. SHORT LIST SELECTION
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Vendors who have demonstrated their capacity to meet our needs will be contacted via
phone and/or mail to be notified of their selection to move forward in the RFP process.
Vendors, who have not been selected, will not be contacted.
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