Promotional Item or Paper/Mailing Product Ordering

Process Overview

Follow these steps to order promotional or paper/mailing items:

  1. Get approval or collaborate on designs through OMSC (marketing@fsw.edu) before initiating quotes. Timeframes depend on request complexity.
  2. Request quotes from three vendors for the same quantities and comparable products. For guidance, email marketing@fsw.edu. 
    1. Note: The provided vendor list is a list of all vendors licensed with FSW to use our trademarked logos. If you would like to work with an unlicensed vendor, please email marketing@fsw.edu to ensure proper logo and brand handling. 
    2. If assistance is needed with defining specs for items like paper weight, finish, color process, etc., please contact marketing@fsw.edu. 
  3. Send all quote requests via email, blind-copying the vendors, and set a two-business-day response deadline.
  4. Count any non-responses as one of the three quotes - document which vendors did not reply.
  5. Combine all documentation into a single file, attach it to the related TDX ticket or task, and send to your budget administrator.
  6. After the requisition is entered and approved by the budget administrator, send the combined documentation to purchasing@fsw.edu, copying Eric Barreto if there is any artwork.
  7. Artwork CANNOT be sent to a vendor until Purchasing issues a purchase order.
  8. If vendors request an EPS or vector file, please email marketing@fsw.edu (copying the vendor contact) with the purchase order number and project information. 

Request Quotes

  • Get approval or collaborate on designs through OMSC (email marketing@fsw.edu) before initiating the quote process. Timeframes depend on the complexity of the request.
  • Obtain quotes from three vendors for the same quantities and comparable products.
    • Send quote requests via email, blind copying the vendors.
    • Set a deadline for responses - generally a two-business-day turnaround.
  • Any vendor not responding by the deadline will still count as one of the three quotes, but proper documentation must be provided (see documentation sections).

 

EMAIL TEMPLATE: Quote Request

Use this template when requesting quotes from vendors:

Subject: Request for Quote: [Project/Item Description]

I am requesting a quote for the following:
 
Product Name/Description Quantity/Quantities In-hand Date
Product 1 500 5/5/2025
Product 2 500/1000 6/5/2025

Please provide your pricing and any applicable terms, keeping the quote itemized, with shipping, setup and other fees separate from the product price. The quote should be provided by no later than [Deadline Date] for consideration.
 

Submission of Documentation to Budget Administrator

Provide your budget administrator the following (any documents should be combined in a single file):

  • Screenshots of the original quote request emails with BCC and deadlines clearly visible.
  • Any quotes received.
  • Indication of which vendors did not respond by the deadline.
  • Suggested quantity/vendor for each item quoted.
  • Any artwork or designs approved through OMSC.
  • All files must also be attached to the related TDX ticket or task for record-keeping purposes.

 

EMAIL TEMPLATE: Submission to Budget Administrator

Below is a suggested email template that can be used to provide the budget administrator with all necessary documentation and details:

Subject: Request for Purchase Requisition: [Project/Item Description]

Please find the details of the requested promotional items below. I have included the following documentation:

  • Screenshots of the original quote request emails (including BCC and deadlines) (attached).
  • All quotes received (attached).
  • The following vendors did not respond by the deadline: Vendor 3
  • Approved artwork or designs from OMSC (attached).

Suggested Vendor and Quantity:

Product Name/Description Quantity Suggested Winning Vendor Reason Vendor Suggested
Product 1 500 Vendor 1 Lowest Cost
Product 2 500 Vendor 2 Prior knowledge of product quality

Please review and let me know if additional information is required to proceed with the requisition.

BUDGET ADMINISTRATORS: Submission of Documentation to Purchasing

After the budget administrator enters and approves the requisition for the item(s), all documentation should be combined into one file and sent to purchasing@fsw.edu. Ensure the following are included:

  • Screenshots of the original quote request emails with BCC and deadlines clearly visible.
  • Indication of which vendors did not respond by the deadline.
  • Any artwork or designs approved through OMSC.
    • Copy Eric Barreto to confirm OMSC approval of artwork.

 

EMAIL TEMPLATE: Submit Documentation to Purchasing (CC: Eric Barreto)

Below is a suggested template for the budget administrator when submitting documentation in support of the requisition:

Subject: Submission of Documentation for [Requisition/Project Name]

I am submitting the documentation associated with requisition [Requisition Number]. This includes:
  • Screenshots of the original quote request emails (including BCC and deadlines).
  • All quotes received. [Vendor XYZ did not reply by deadline.]
  • Approved artwork for the product, which was reviewed and approved by Eric Barreto, Brand Manager.

Please let me know if you need any additional information.
 

Working With Your Selected Vendor

  • Artwork CANNOT be sent to and work MAY NOT BEGIN with a vendor until Purchasing issues a purchase order.
  • Vendors in the list above can access FSW's approved logos and will submit the product to OMSC for final approval. 
  • If vendors request an EPS or vector file, please email marketing@fsw.edu (copying the vendor contact) with the purchase order number and project information.
  • If you have questions or concerns with logo usage or artwork, please contact marketing@fsw.edu with your purchase order number and project information. 

Contact

For design approvals or assistance, email marketing@fsw.edu.

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