How to Handle RFPs Without Losing Control

By Inkdnylon Custom Apparel • Quality is the standard — we never race to the bottom

In business, three letters carry weight: RFP — Request for Proposal. For buyers, it’s a structured way to collect bids. For vendors, it’s often seen as both an opportunity and a trap.

At Inkdnylon Custom Apparel, we believe in one thing: never racing to the bottom. Our quality is the standard, and that applies whether we’re providing custom embroidery services in Chicago, screen printing t-shirts in the Midwest, or premium branded merch across the United States. Learn more about our full range of services here: Inkdnylon Custom Apparel Services.

What Is an RFP?

An RFP (Request for Proposal) is a formal request for vendors to submit bids. It usually outlines:

• Scope of work
• Timelines
• Specifications
• Evaluation criteria

On paper, it looks fair. In reality, RFPs are often structured to drive prices down while demanding the highest quality.

Why Buyers Use RFPs

Large buyers issue RFPs to create competition and push vendors lower. They want bulk promotional products at bargain prices, whether that’s custom embroidered polos, fundraiser t-shirts, or employee gifts for corporate events.

But here’s the truth: the lowest bid doesn’t guarantee the best outcome. That’s why Inkdnylon never competes in a race to the bottom.

The Pitfalls Vendors Face

• Rigid specs that eliminate flexibility.
• Bundled services forcing vendors to bid on low-margin work.
• Price-heavy scoring where quality counts for little.
• Hidden extras like digitizing or rush fees buried in the bid.
• Negotiation after the win, pushing prices down again.

If you’re not careful, you sacrifice profit, quality, and reputation.

The Smart Way to Handle RFPs

1) Choose Wisely

Not every RFP is worth responding to. Inkdnylon focuses on projects where buyers value professional uniform embroidery, top-rated screen printing, and fast local service in Chicago and the Midwest.

2) Lead With Value

We highlight our strengths: same-day production for select items and direct distributor pricing on premium blanks. This positions us as the low-risk, high-quality choice.

3) Unbundle Services

We break down costs clearly: embroidery, digitizing, vinyl printing, custom rhinestone shirts, DTF transfers, and more. No “hidden” extras.

4) Stick to Minimums

5) Control the Narrative

Instead of just reacting, we ask buyers:

• Do you want luxury branded merch or economy blanks?
• Do you need local pickup/delivery in Chicago?
• Is this for ongoing employee uniforms or a one-time event?

These questions move the conversation away from cost and toward service, quality, and trust.

Flipping the Script

RFPs aren’t the only way to do business. Many clients skip the RFP process when they know a vendor is reliable. That’s the position Inkdnylon holds:

• We build direct relationships that bypass endless bidding.
• We offer contract embroidery in Chicago and the Midwest with guaranteed turnaround.
• We brand ourselves as premium custom apparel providers across the United States.

When clients trust you, they stop asking “Who’s cheapest?” and start asking “Who can deliver with excellence?”

Final Thoughts

If you’re a business owner, here’s the bottom line:

• Don’t get trapped in the price war.
• Protect your value.
• Stand firm on your quality.

At Inkdnylon Custom Apparel, our promise is simple: we don’t race to the bottom — our quality is the standard. Whether you need custom embroidery near you in Chicago, screen printing t-shirts across the Midwest, or branded merch shipped nationwide, we deliver results that outlast the competition.