7-RFP SOW for Promotional Items, Marketing Signage and Screen Printing.pdf

UTD20250711-AN

University of Texas at Dallas

Request for Proposal for Promotional Items, Marketing Signage and Screen Printing

RFP # UTD20250711-AN

ISSUED ON: September 10, 2025

SUBMITTAL DEADLINE: October 08, 2025, at 5:00 PM CDT

This new solicitation will replace UTD20190723-LH (Promotional Items).

Vendors previously awarded under that solicitation are encouraged to participate.

Prepared By:

Angela Niezgoda, Senior Buyer The University of Texas at Dallas

Office of Budget & Finance – Procurement Management

About University of Texas at Dallas (“UTD”)

The University of Texas at Dallas (“UTD”) is a Carnegie R1 classification (Doctoral

Universities – Highest research activity) institution, located in a suburban setting 20 miles north of downtown Dallas. The University enrolls more than 26,700 students — 17,350 undergraduate and 9,440 graduate — and offers a broad array of bachelor’s, master’s, and doctoral degree programs.

Established by Eugene McDermott, J. Erik Jonsson and Cecil Green, the founders of Texas

Instruments, UTD is a young institution driven by the entrepreneurial spirit of its founders and their commitment to academic excellence. In 1969, the public research institution joined The

University of Texas System and became The University of Texas at Dallas.

A high-energy, nimble, innovative institution, UTD offers top-ranked science, engineering and business programs and has gained prominence for a breadth of educational paths from audiology to arts and technology. UTD’s faculty includes a Nobel laureate, six members of the

National Academies and more than 560 tenured and tenure-track professors.

Project Details

1. Project Definition

1.1. Project Background:

This new Request for Proposal (RFP) is intended to replace the previous solicitation, UTD20190723-LH (Promotional Items), and will establish a refreshed pool of qualified vendors for promotional items for university wide use. The RFP process is essential for vetting vendors to ensure they are properly licensed and capable of offering and delivering a wide range of high-quality, brand-compliant, and cost-effective products that meet the needs of various campus departments.

1.2. Project Overview:

UTD’s Marketing Department is responsible for overseeing the licensing and proper usage of all trademarked university logos. This includes, but is not limited to, the monogram and wordmark, athletics logos, university seal, legacy marks, and all variations thereof. To ensure compliance with branding standards and trademark regulations, UTD collaborates with the Collegiate Licensing Company (CLC), as well as the University of Texas

System’s licensing office. All vendors are required to maintain an active license through

CLC and adhere to reporting requirements to ensure accurate royalty collection and proper use of university marks.

1.3. Project Goals:

UTD aims to establish multi-year contracts with qualified vendors to support ongoing needs across various departments and initiatives. The goal is to have these contracts in place by, or as close as possible to January 1, 2026.

2. Scope of Work

UTD is interested in proposals for the following categories: (1) Promotional Items; (2)

Marketing Signage; and (3) Screen Printing. Vendors are encouraged to offer a variety of promotional products, but they are not required to cover every category listed. Proposals can include one, several, or all categories. Proposals should demonstrate and include the following:

Company overview, experience in higher education and personnel qualifications

Strong customer service, including timely delivery, and flexibility for high-volume or short-lead time orders

Sample pricing structure, including volume discounts, and/or University specific discount offers

Indicate the category or categories you are submitting a proposal for (see

Attachment-General Questionnaire)

Online product catalog URLs

2.1. Compliance and Certifications

Vendors must be licensed by the Collegiate Licensing Company (CLC) to provide

UTD internal promotional products, or if not currently licensed, must obtain the

CLC license within sixty (60) days of award. Adherence to CLC’s royalty reporting schedule is required, regardless of internal or external use.

Vendors must review and understand CLC Requirements.

Ensure all items comply with UTD’s branding guidelines, colors, trademarking, and approved through CLC’s Brand Manager 360 portal.

2.2. Service Requirements

Suppliers should aim to meet the following requirements:

2.2.1 Key Personnel Qualifications

a) Account Manager/Customer Service: The vendor must designate a primary account manager with a minimum of three (3) years of experience managing promotional product accounts or similar size and scope, preferably in the higher education sector.

b) Graphic Design Compliance: The vendor must have at least one (1) in-house or contracted graphic designer with a minimum of two (2) years of experience in designing promotional materials, including logo placement, color matching, and brand compliance.

2.2.2 Experience

a) Ideally, the vendor will have maintained continuous operations in the promotional products industry for at least five (5) years.

b) Vendors are encouraged to demonstrate experience with at least three (3) contracts of similar size and scope within the past five years, preferably involving public institutions, universities, or large organizations.

2.2.3 Product and Service Capabilities

a) Must offer a comprehensive online catalog.

b) Must have the capability to provide custom branding in accordance with UTD’s brand guidelines, including Pantone color matching and logo placement.

c) Be able to provide samples upon request and mock-ups for approval prior to production where applicable.

2.2.4 Logistics and Fulfillment

a) Must demonstrate the ability to fulfill orders within the standard lead times (typically

10-15 business days) and offer rush order options.

b) Provide prompt turnaround of estimates for products (within 48 hours) and provide prompt responses to on-campus clients with the status of the orders (within 24 hours).

c) Have a proven track record of on-time delivery and the ability to ship to multiple campus locations, as needed.

d) Local vendors with a storefront presence are expected to make pickup options available to campus units, when feasible.

2.2.5 References

a) Must provide three (3) client references from similar institutions or organizations, including contact information and a brief description of services provided. (see

Attachment-General Questionnaire).

2.3. Categories

2.3.1. Promotional Items

This category includes a wide range of promotional items that can be branded with the university’s logo or other marketing materials. These items may be used by the university community for promotional and branding purposes, including events, giveaways, and more. These examples are not an all-encompassing list, they are an overview of the category, there may be more items in this category than the ones listed that you may be asked to provide on an as-needed basis. (Please do not include office supplies or uniforms)

Promotional Product Type Examples:

Apparel (T-shirts, Hoodies Caps and Hats, Jackets, Polos)

Drinkware (Water Bottles, Mugs, Tumblers, Travel Mugs, Reusable Straws)

Tech Accessories (USB Drives, Power Banks, Phone Stands, Speakers, Laptop

Sleeves)

Event Giveaways (Pens, Pencils, Notepads, Padfolios, Sticky Notes, Mouse Pads, Desk Accessories)

Accessories (Lanyards, Keychains, Wristbands, Tote Bags, Backpacks)

Stickers/Decals

Awards and Recognition

Miscellaneous (Umbrellas, Blankets, Stress Balls, Magnets, Pennants, Nameplates, Nametags)

2.3.2 Marketing Signage

Banners (Retractable Banners, Backdrops, Step-and-Repeat Banners, Mesh or

Vinyl Banners)

Table Covers

Feather Flags

Flags (Vinyl or Polyester Flags)

Pop Up Canopy Tents

Yard Signs/Sandwich Boards

2.3.3 Screen Printing

Screen Printed Apparel (Primarily T-shirts)

Embroidered Apparel (Corporate Apparel, Hats, Polos, Jackets, Zip Up pullovers, and Cardigans)

3. Quote Requirements

3.1. Contractor shall ensure that the Quote includes the following, as applicable:

3.1.1. Total cost, with an itemized breakdown of prices for each product and service.

3.1.2. Start date and schedule for services/products delivery.

3.1.3. Scope of work for each service/product, limited to a single department.

3.1.4. Reference to RFP No. in all quotes.

3.1.5. Freight terms: FOB Destination, pre-paid and add.

3.1.6. Payment Terms: UTD’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

4. Pricing for Work and Expenses

4.1. Please submit pricing by completing the attached Microsoft Excel file named Scenarios-

Cost Proposal for evaluation purposes only. Scenario responses are not to be considered a replacement for the vendor’s full catalog and pricing. Proposers must attach the items listed below as a separate file, if applicable.

4.1.1. Proposer shall provide the description and pricing for all products and services (e.g., hourly costs, design costs, or any associated fees) proposed to be offered by the Proposer.

4.1.2. The corresponding retail price list, catalog, or online location of price (URL) shall be included in your proposal. URL Option: If available, please provide the URL to your online catalog.

4.1.3. If offering a catalog discount for UTD, the offeror must provide this information in the cost proposal section (or as a separate file). Include any percentage discount exceptions.

4.1.4. Demonstrates a commitment to fair and competitive pricing throughout the duration of the contract, ensuring value and cost-effectiveness for UTD.

Proposer’s failure to submit the price list, catalog, or URL will result in University’s rejection of the proposal as non-responsive due to material failure to comply with advertised specifications.

5. Response Format

The proposal should contain all documentation specified on the Required Procurement

Documents page of this RFP.

5.1. Required Documents:

5.1.1. Signature Page

5.1.2. General Questionnaire

5.1.3. Terms & Conditions

5.1.4. Scenarios Cost Proposal (Complete the attached Excel form)

5.1.5. CLC License Form (Complete the form)

6. Evaluation Criteria

Section Criteria Points / Outcome Details

6.1. Cost Proposal 40 Points Complete the Cost

Proposal form provided.

6.2. Experience & Qualifications 15 Points

Demonstrated relevant experience and qualifications of the vendor and key personnel.

6.3. Comprehensive Proposal 10 Points Quality, clarity, and

completeness of the overall proposal.

6.4. SME Defined Criteria

1.Turnaround time (15)

2 Range of Products/Services (20)

Points 35 Points

Meets the needs of the department.

6.5. Signature Page Pass / Fail Must be completed

and signed.

6.6. Terms & Conditions Pass / Fail Acceptance of all

terms and conditions as stated in the RFP.

Any discussion of the RFP with a department staff member can result in Bidder disqualification. All questions regarding the RFP should be directed through the Bonfire portal.