When your agency puts out a bid for uniforms—whether it’s for law enforcement, public works, transportation, corrections, or another department—getting the lowest price on paper isn’t always the same as getting the best value. Choosing the wrong vendor can lead to delayed orders, inconsistent sizing, budget overruns, and costly program administration headaches.
To ensure you’re selecting a provider who will meet your operational needs while maximizing taxpayer dollars, here’s what to consider when writing your RFP and evaluating bidders.
1. Go Beyond Price—Focus on Total Value
Many bids default to awarding based primarily on cost, but low prices mean little if the uniforms don’t hold up, fit properly, or arrive late. A strong evaluation process weighs:
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Garment quality and durability – Verify fabric specifications, manufacturing standards, and expected garment life.
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Program management capabilities – Ask how they’ll handle ordering, tracking, reporting, and exception requests.
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Service commitments – What is the guaranteed turnaround time? How do they handle rush orders or shortages?
2. Require an Ordering and Tracking System
Modern government uniform programs often involve multiple departments, job classifications, and locations—making manual ordering a nightmare.
Look for vendors that provide:
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Customizable online ordering portals tailored to your agency’s structure and rules.
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Employee-level spend controls to enforce allowances, allotments, and item restrictions.
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Real-time reporting to track spend by department, location, and employee.
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Built-in approval workflows for special requests or exceptions.
Tip: Ask for a live demo during the bid process to see if the software is truly user-friendly.
3. Evaluate Inventory & Fulfillment Capacity
Uniform supply is only as good as the vendor’s ability to deliver consistently. Ask bidders to detail:
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In-stock inventory levels for your program’s core items.
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On-hand logoed stock for faster turnaround.
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Manufacturing lead times for specialty garments.
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Warehousing capacity and whether they manage inventory specifically for your account.
4. Verify Experience With Similar Programs
Experience matters—especially for large or complex government programs. Look for a vendor that can provide references from:
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Agencies of similar size and scope.
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Programs with specialized uniforms or security-sensitive requirements.
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Contracts requiring multi-location delivery and centralized budget tracking.
5. Request a Quality Assurance Plan
Uniforms are a visible representation of your agency’s professionalism. Before awarding a bid, ensure the vendor:
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Provides embroidered or printed samples for approval.
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Has in-house quality checks for garment decoration and order accuracy.
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Outlines how they will handle product defects, sizing issues, or misprints.
6. Consider Long-Term Cost Control
The right vendor will help you avoid budget creep through:
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Locked-in pricing for the contract term.
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Reporting tools that prevent over-ordering.
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Clear processes for approving replacements or special orders.
Why This Matters
Uniform contracts are often multi-year commitments. A vendor who lacks the right infrastructure can create costly inefficiencies for your staff and taxpayer dollars. By including these criteria in your bid and weighting them appropriately in your evaluation, you ensure you’re selecting a partner who will keep your program running smoothly, on budget, and on time.
About Hanover Uniform
Hanover Uniform specializes in managing complex government uniform programs nationwide. From custom manufacturing and secure online ordering portals to same-day shipping from our on-site warehouse, we provide the tools, service, and experience to keep your team looking professional while saving you time and money.