Logowear RFQ~2.pdf

Date issued: Tuesday, April 15, 2025

Contact: Whitney Hoshaw, Marketing and Communications Manager Address: 250 S. 32nd Street, Springfield, Oregon 97478.

Phone: 541-736-4530 Email: whitney.hoshaw@willamalane.org.

PUBLIC NOTICE: Request for Quote

CONTRACT TYPE: Goods and Service

INTRODUCTION

Willamalane Park and Recreation District (Willamalane) is requesting two-year quotes to serve as Willamalane’s branded apparel and screen-printing partner. This contract will support branded apparel needs for Willamalane employees, volunteers, and affiliated programs. The contract period will begin July 1, 2025, and extend through June 30, 2027.

Types of Products The products included in this RFQ are branded apparel primarily for Willamalane employees and affiliates. Willamalane seeks a broad catalog of items that serve the diverse needs of field staff, office personnel, aquatic employees, event volunteers, and more.

Expected Vendor Support Willamalane is seeking a collaborative partner and expects the following:

● High-quality screen printing, embroidery, and other apparel decoration methods as requested.

● Ability to invoice Willamalane and accept payment via check, credit card, or electronic payment.

● Consistent pricing for the full contract term (two years).

● Production of only pre-approved items and designs, as approved by Willamalane’s

Community Engagement Team or authorized designee.

● Clear, proactive communication and excellent customer service.

● Ability to fulfill small and large orders (up to or above 500 pieces).

● Collaboration on and maintenance of an online catalog featuring district-approved items for internal use.

● Ability to handle multiple delivery locations if required.

mailto:whitney.hoshaw@willamalane.org

PROPOSAL REQUIREMENTS AND EVALUATION

Company Overview (10 points)

● Summary of your business and experience with custom-branded apparel and screen printing.

● Contact info for at least three organizations with similar needs.

Pricing Information (25 points)

● Unit pricing for common apparel items, including discounts for preferred items.

● Any add-on pricing (per item or per order).

● Any quantity discounts.

● Any delivery fees.

● Any costs for requesting samples.

● Any initial and repeat set-up fees for screen print and embroidery.

● Any available discounts for volume or repeat orders (such as common staff uniforms or reorders of jerseys).

Product Catalog and Apparel Options (20 points)

● Sample list or catalog of available items.

● Ability to source new items outside of commonly ordered items.

● Ability to request samples.

● Size ranges (XS–5XL+), gender-inclusive fits, and material types.

● Types of customization offered (screen printing, embroidery, etc.).

Service and Fulfillment Details (25 points)

● Maximum order capacity and lead times.

● Delivery options and turnaround time for standard and high-volume orders.

● Online catalog capabilities.

● Invoicing process and accepted payment methods.

● Explanation of what the ordering process looks like.

● Clarify who a specific point of contact or sales rep will be, along with expected turnaround times for communication.

● Ability to receive digital or physical proof before orders.

Customer Service and Communication (20 points)

● Primary point of contact and communication protocols.

● Description of how artwork approvals and order changes are managed.

REQUEST FOR QUOTE DEADLINE:

● All submissions are to be received by April 25, 2025.

● All RFQ documents must be received via email and sent to whitney.hoshaw@willamalane.org by April 25, 2025.

mailto:whitney.hoshaw@willamalane.org

ADDITIONAL INFORMATION

Willamalane reserves the right to reject any or all quotes, waive minor irregularities, and negotiate with the most qualified respondent if necessary to serve the district's best interests.

INTRODUCTION