Merchandise RFP and vendor scorecard builder
Build a request for proposal for a branded merchandise program in a few minutes: scope, requirements, the questions vendors should answer, a pricing table, evaluation weights and a timeline. Then score the responses side by side.
What a merchandise RFP should include
- Overview: who is buying, the program type and the contract term.
- Scope: annual pieces, delivery locations and the product categories in the program.
- Requirements: the documents, certifications, terms and service levels every vendor must meet.
- Questions for vendors: numbered questions by section, answered in the same order so responses line up.
- Pricing table: the same items and quantity bands for every vendor, with setup, art and other charges in their own columns.
- Evaluation criteria and weights: how responses will be scored, shared up front.
- Timeline: when questions are due, when answers go out, when responses are due and when you decide.
- Submission instructions: the format, the contact and the deadline.
For more detail, read the promotional products RFP guide and how to choose a merchandise vendor.
Sample questions to ask merchandise vendors
Company and team
- How many years have you been in business?
- Who will be our single point of contact, and who is their backup?
- Describe the team that will handle our account and what each person does.
- Describe similar programs you run today and provide 3 references we can contact.
Products and sourcing
- How do you recommend products for our audience and budget?
- What backup blank styles do you offer when stock runs short?
- Do you provide samples before production, and on what terms?
- Will you provide country of origin and product safety documents on request?
Decoration and quality
- Which decoration methods do you offer, and where is each one done?
- How is artwork proofed and approved before production?
- How do you keep colors and placement consistent across production runs and decorators?
- How are orders inspected before they ship?
- What is your remake or refund policy for errors?
Timeline and delivery
- What is your standard production time after proof approval?
- What rush options do you offer, and at what cost?
- Do you confirm in-hands dates in writing with every order?
- What happens if you miss an in-hands date?
- How do you ship to many addresses, and how is tracking shared?
Pricing
- Provide per unit prices at our quantity bands using the pricing table.
- List every setup, art, digitizing, kitting, storage and shipping charge separately.
- How long do you hold quoted prices?
- What payment terms do you offer?
Reporting and service
- How do you share order status updates?
- What spend and order reports do you provide, and how often?
- Do you hold quarterly reviews of the program?
How to weight the evaluation
| Criterion | Default weight | Why it matters |
|---|---|---|
| Total cost | 25% | Unit prices plus every setup, art, kitting, storage and shipping charge, compared at the same quantities. |
| Product quality and samples | 20% | Decorated samples show how the items will look and last after washing and daily use. |
| Delivery reliability | 20% | A missed in-hands date can waste an event or a launch, whatever the price. |
| Account management and service | 15% | A responsive contact keeps proofs, changes and reorders moving. |
| Capacity and scale | 10% | The vendor must handle your peak volumes and locations without slipping. |
| Compliance and sustainability | 10% | Safety documents, sourcing and certifications protect the brand and satisfy policy. |
Change the weights to fit the program: raise delivery reliability for event programs, where a late shipment cannot be recovered, and raise compliance and sustainability for regulated industries. Share the weights in the RFP so vendors know how they will be judged.
Suggested RFP timeline
| Step | When |
|---|---|
| Issue the RFP | Day 0 |
| Vendor questions due | 5 business days after issue |
| Answers sent to all vendors | 3 business days later |
| Responses due | 15 business days after issue |
| Finalists chosen and samples reviewed | 10 business days later |
| Decision | 5 business days later |
| Program kickoff | 5 business days later |
Frequently asked questions
- What is an RFP for promotional products?
- A request for proposal is a document that describes your merchandise program and asks vendors to answer the same questions, price the same items and follow the same timeline, so their responses can be compared fairly.
- How long should a merchandise RFP process take?
- About 8 weeks from issue to kickoff with the suggested timeline.
- How many vendors should we invite?
- Three to five is usually enough to compare fairly.
- How should we compare pricing between vendors?
- Ask for unit prices at the same quantity bands with every setup, art, kitting, storage and shipping charge listed separately.
- Should we ask for samples?
- Yes, from finalists, decorated with your logo on the exact items.
- What should a vendor put in writing?
- The in-hands date, the proof and approval process, and the remake policy.