Project Information

Bid Title

Embroidery and Screen-Printing Services

Issuing Agency

City of Dublin

Location

California

Published Date

May 27, 2026

Closing Date

Jun 17, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Title:	Embroidery and Screen-Printing Services
Category:	City of Dublin Bid Postings
Status:	Open

Description: 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. Publication Date/Time: 5/27/2026 1:30 PM Closing Date/Time: 6/17/2026 5:00 PM Contact Person: Jennifer Staffa Jennifer.Staffa@Dublin.Ca.Gov (925) 556-4528 Related Documents: Embroidery and Screen-Printing Services RFP

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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.

Commodity Codes

• NAICS 323113Commercial Screen Printing

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