What Procurement Teams Should Know About RFPs vs. RFQs for Uniforms

When it comes to sourcing uniforms for large teams, procurement professionals must choose the right path: issue an RFQ (Request for Quote) or an RFP (Request for Proposal)? While both tools serve essential but distinct purposes, understanding when to use each can make or break your ability to secure not only the best price but also the best long-term outcome for your organization.

At a glance:

• RFQs are ideal when you’re buying a known product in bulk with little variation.
• RFPs are necessary when you need a full-service solution, not just a product.

Why the Distinction Matters for Uniforms

Uniform sourcing today involves far more than choosing a shirt and a size. For organizations with hundreds or thousands of uniform-wearing employees across departments and job roles, a uniform purchase is actually a uniform program. That includes:

• Online portals for employee self-service: Employees can log in to a secure, web-based system to view and order only the uniform items for which they are eligible, based on their job role.
• Eligibility and allowance controls: Employers can set dollar or item category-based limits per employee, ensuring budget compliance and preventing over-ordering or unauthorized purchases.
• Role-based product visibility: The system dynamically shows only the approved garments for each employee’s specific role, department, or location, minimizing confusion and errors.
• Branding and customization: Uniforms can be customized with company logos, colors, and job titles using embroidery or screen printing, all managed within the same ordering workflow.
• Each employee’s items are shipped in their own labeled bag. Instead of receiving bulk shipments, every order is pre-sorted and individually packaged with the employee’s name, location and items in the package, making internal distribution fast and error-free.
• Reporting and program oversight: Administrators gain real-time visibility into order history, spend by department, usage trends, and upcoming replenishment needs, all from a centralized dashboard.

If you use an RFQ for something this complex, you’re asking vendors to compete on price without assessing their ability to manage any of these operational layers. This can result in low-cost bids that fall short on service, leading to high costs down the line in administrative hours, employee frustration, and compliance risk.

When to Use an RFQ

Choose an RFQ when your purchasing needs are simple, well-defined, and focused purely on price. This approach is best when:

• You’re buying standard, uniform products in bulk: For example, ordering 1,000 identical T-shirts in the same color and size range for a one-time event.
• You don’t require services beyond basic delivery: There’s no need for tech systems, customization, or ongoing support.
• The lowest bid wins: You’re comparing vendors solely based on cost, and other factors, such as user experience, fulfillment logistics, or program management, don’t apply.

When to Use an RFP

Use an RFP when your uniform purchase requires service, technology, or ongoing management. An RFP provides vendors with an opportunity to explain how they will deliver value beyond just the product. It’s appropriate when:

• You need a managed uniform program, not just garments: This includes allowance management, employee self-service, and inventory control.
• You want a strategic partner, not just a supplier: Someone who can deliver fulfillment, technology, and account support at scale.
• Your organization has unique or complex needs: You require branding, role-specific catalogs, or site-specific shipping.

With an RFP, you can evaluate:

• Technology platforms, such as Unitec’s Proximity System™, enable digital ordering, role-based visibility, and real-time eligibility control.
• Customization workflows: Including embroidery or screen printing that complies with your brand standards.
• Fulfillment models: Like individually packaged shipments per employee to eliminate internal sorting.
• Data reporting: Tools to track usage, costs, and employee ordering patterns.
• Customer support and program oversight: Including dedicated account managers, proactive communication, and fast response times.

The Real Cost of Getting It Wrong

Choosing the wrong sourcing method doesn’t just affect procurement; it also impacts the entire organization. It ripples through operations, HR, and the employee experience. For example:

• Vendors chosen through RFQs may lack the systems to control individual allowances, allowing employees to unknowingly exceed their budget or order unapproved items, which can lead to inconsistent gear, overspending, and a loss of accountability.
• Bulk shipments that aren’t pre-packaged by employees often result in hours of manual sorting by internal staff, slowing down distribution, delaying onboarding, and pulling resources away from core responsibilities.
• Vendors without reliable customer support can cause fulfillment errors or delays, leading to new hires starting work without uniforms, frustration across departments, and compliance issues if safety gear isn’t delivered on time.

Unitec often helps clients transition from traditional RFQ-based buying to a strategic RFP-led partnership, unlocking cost savings not just in product pricing, but also in time, control, and compliance.

Insights to Strengthen Your Next RFP

If your procurement team is preparing a uniform RFP, it may be worth exploring criteria that go beyond just unit cost. In a brief consult, we’ll walk through research-backed criteria and examples of how other organizations structure RFPs to assess the full value of managed uniform programs. Schedule My Consult