Embroidery and Screen-Printing Services
| Agency: | City of Dublin |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | May 27, 2026 |
| Due Date: | Jun 17, 2026 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Title: |
Embroidery and Screen-Printing Services
|
| Category: | City of Dublin Bid Postings |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS
EMBROIDERY AND SCREEN-PRINTING SERVICES
City of Dublin
Parks and Community Services
Proposals must be received by June 17, 2026, at 5:00 PM (Pacific Time)
Contact: City of Dublin Parks and Community Services
Attn: Jennifer Staffa
Jennifer.Staffa@dublin.ca.gov
100 Civic Plaza, Dublin, CA 94568
925-556-4528
I. OVERVIEW
The City of Dublin Parks and Community Services Department is seeking proposals from
qualified vendors to provide high-quality apparel, embroidery, and screen-printing services for
various events and staff uniforms. The selected vendor will be responsible for the design,
production, and delivery of embroidered and screen-printed apparel and related items.
The City intends to enter into an agreement with a qualified vendor capable of providing high-
quality apparel, embroidery, and screen-printing services.
Annual expenditures are anticipated to range from approximately $45,000 to $75,000.
II. SCOPE OF WORK
The selected vendor shall provide apparel products and decoration services, including
embroidery and screen-printing services.
1. Apparel Products
The vendor shall supply items including, but not limited to:
• T‑shirts
• Polos
• Sweatshirts and crewnecks
• Jackets and outerwear
• Hats and caps
• Swim parkas
• Aprons
• Sweatpants and related garments
2. Brands
Examples of brands currently used include:
• Port & Company
• Port Authority
• Gildan
• Sport-Tek
• UltraClub
Equivalent or higher-quality brands may be proposed.
3. Embroidery Services
The vendor shall provide embroidery services including:
• Embroidering logos, text, and custom artwork on apparel
• Ability to embroider various fabric types and garment styles
• Access to multiple thread colors and customization options
• Preparation of embroidery digitizing files when required
4. Screen-Printing Services
The vendor shall provide screen-printing services including:
• Printing logos, artwork, and text on apparel and promotional materials
• Ability to produce single-color and multi-color prints
• Durable prints that withstand repeated washing and regular use
• Accurate color matching and consistent placement
Typical print locations may include:
• Left chest
• Full back
• Front center
• Sleeves
5. Artwork and Proofing
The vendor shall provide digital proofs for approval prior to production. The City will
typically provide artwork in the following formats:
• .AI
• .EPS
• .PNG
• .PDF
The proposal shall identify:
• Acceptable file formats
• Proof approval procedures
• Typical proof turnaround time
Production may not begin until written approval is provided by an authorized City
representative.
6. Order Process and Delivery
Orders will be placed on an as-needed basis throughout the year. The vendor shall:
• Accept both small and large orders
• Provide packaging and delivery to City facilities in Dublin, California
• Identify minimum order quantities, if applicable
• Provide estimated shipping or delivery costs
7. Turnaround Expectations
Vendors shall identify standard production turnaround times. An example is provided below:
Service
Proof Turnaround
Standard Order
Large Event Orders
Rush Orders
Expected Timeline
2-3 business days
10-14 business days after approval
3-4 weeks
As needed
Failure to meet timelines may be considered during performance evaluations or contract
renewal.
8. Quality Assurance and Conflict Resolution
The selected vendor shall maintain consistent production standards to ensure all products
meet agreed-upon specifications for quality, durability, and appearance. Standards shall
include accurate color matching, consistent logo placement, and materials suitable for
repeated use and laundering. Failure to meet these standards, including repeated delays,
inconsistent product quality, or deviations from approved pricing, may result in termination
of the agreement.
Vendors shall utilize industry-standard materials and processes, including fade-resistant
embroidery threads and high-quality ink designed for long-lasting wear.
The vendor shall establish a clear process for identifying, reporting, and resolving post-
production issues, including:
• Defective or damaged items
• Incorrect sizing or quantities
• Errors in artwork, placement, or design
• Premature wear or quality concerns
Proposals shall include a return, replacement, or reprint policy for items that do not meet
approved specifications. Vendors shall also identify any warranty coverage related to materials
or workmanship, including applicable timeframes.
Vendors shall specify required reporting timelines and expected resolution timeframes. The City
expects timely corrective action and clear communication throughout the resolution process.
III. PRICING REQUIREMENTS
Proposals must include a clear pricing structure that allows the City to evaluate overall cost,
transparency, and long-term value. Pricing shall reflect all anticipated costs associated with
apparel, embroidery, and screen-printing services.
At a minimum, proposals shall include pricing for the following:
• Blank apparel item cost
• Screen-printing setup fees
• Embroidery digitizing fees
• Per-location print cost
• Per-item embroidery cost
• Tiered pricing or quantity-based price breaks
• Additional color charges, if applicable
• Rush production fees, if applicable
• Shipping or delivery fees, if applicable
Vendors shall identify any assumptions, limitations, or conditions associated with their pricing,
including minimum order quantities, lead times, or seasonal considerations that may affect cost.
Pricing shall remain firm for the initial contract term. Vendors are encouraged to propose cost-
saving options, including bulk discounts, standardized apparel programs, or alternative product
recommendations that maintain quality while improving value to the City.
IV. VENDOR QUALIFICATIONS
Proposals will be considered from vendors who meet the following criteria:
• Vendors must have at least 5 years of experience providing embroidery and screen-
printing services
• Demonstrated ability to handle both small and large orders while meeting quality and
delivery expectations
• A portfolio of past work, including samples or photographs of previous products
related to municipal, parks, or recreational clients
V. PROPOSAL SUBMISSION DIRECTIONS AND REQUIREMENTS
Interested vendors shall submit a proposal that includes the following information:
1. Cover Letter and Company Overview
Provide a cover letter summarizing the proposal, company background, years in
business, and primary contact responsible for working with City staff.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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