RFPs for Commercial Printing What Printers Wish You Knew

Request for Proposal documents play a major role in how organizations choose a commercial printing partner. From national brands and institutions to marketing teams and procurement departments, RFPs are often the first step in identifying a printer capable of handling complex, high-volume, and high-visibility projects.

At Schiele Group Printers, we have reviewed and responded to countless RFPs over more than seventy years in commercial printing. We understand why RFPs exist, and we respect the need for structure, transparency, and accountability in the selection process. At the same time, there are important realities about commercial printing that are often misunderstood or overlooked in RFPs.

This article shares what experienced printers wish more organizations knew before issuing an RFP for commercial printing services and how a well-written RFP can lead to better outcomes, better pricing, and a stronger long-term partnership.

Printing Is Not a Commodity

One of the most common challenges with commercial printing RFPs is treating printing as a commodity. Paper in. Ink out. Lowest price wins.

In reality, commercial printing is a highly technical manufacturing process that combines equipment, materials, skilled labor, color science, logistics, and quality control. Two printers may appear similar on paper but deliver vastly different results in consistency, reliability, and brand accuracy.

At Schiele Group, we see firsthand how print quality affects brand perception at live events, trade shows, retail environments, and institutional settings. An RFP that focuses solely on unit price often misses the factors that actually determine success.

Specificity Matters More Than Volume

Many RFPs ask for pricing across a wide range of products without clearly defining specifications. Vague descriptions, such as "large-format signage" or "event graphics," make it difficult to provide accurate pricing or production timelines.

Printers need details to quote responsibly. Size, substrate, finish, quantity, color requirements, durability expectations, and delivery locations all directly impact cost and feasibility.

When an RFP includes clear and realistic specifications, it allows printers to engineer the best solution rather than guessing and padding quotes to cover unknowns. Clear RFPs almost always result in tighter pricing and fewer surprises later.

Color Accuracy Is Not Automatic

Color matching is one of the most underestimated aspects of commercial printing. Many RFPs assume that brand colors will simply match across all materials and formats.

Professional color management requires calibrated equipment, controlled workflows, and experienced press operators. Large format printing, sheet-fed printing, and web printing all behave differently with color, especially across different substrates.

If color accuracy is critical to your brand, the RFP should clearly state this and ask how the printer maintains color consistency across print methods and production runs. At Schiele Group, color matching is a core competency, not an afterthought, and we build workflows around maintaining brand integrity at scale.

Timelines Should Reflect Reality

Another common issue in RFPs is unrealistic production timelines. Print schedules are often tied to event dates, shipping windows, and installation schedules, leaving little margin for error.

Printers want to deliver on time every time, but compressed timelines without room for proofing, revisions, or logistics planning increase risk for everyone involved. When an RFP acknowledges realistic production timelines and asks how printers manage tight deadlines, it opens the door to proactive planning rather than reactive problem-solving.

Schiele Group has built its reputation on meeting demanding schedules for national campaigns and events, but that success starts with honest conversations early in the process.

Nationwide Printing Requires More Than Shipping

Many organizations now require nationwide service from a single printer. RFPs often ask whether a printer can ship nationwide, but shipping alone does not define national capability.

True nationwide printing involves consistent production standards, coordinated logistics, packaging expertise, and the ability to manage multi-location rollouts without variation. This is especially important for brands with hundreds of locations or events happening simultaneously.

At Schiele Group, nationwide service means more than boxes on trucks. It means delivering the same quality, color, and reliability whether the materials are going to Chicago, New York, or Los Angeles.

Experience Should Be Weighted Heavily

Years in business matter in commercial printing, especially for complex and high-stakes projects. Equipment can be purchased. Experience cannot.

RFPs that prioritize demonstrated experience with similar projects tend to result in smoother execution. Asking for examples of past work, industry experience, and problem-solving approaches provides deeper insight than pricing tables alone.

With over seventy years in the industry, Schiele Group brings institutional knowledge that helps clients avoid costly mistakes before they happen.

The Lowest Bid Often Leaves Out Critical Services

One reason bids vary widely is that not all quotes include the same scope of services. Some printers exclude prepress support, color proofing, packaging, or quality control to appear more competitive.

When evaluating RFP responses, it is essential to compare what is included, not just the bottom line. A slightly higher bid that includes experienced prepress, thorough quality checks, and proactive project management often saves money by preventing reprints, delays, and brand damage.

Schiele Group approaches RFPs with transparency because we believe long-term partnerships are built on trust and clarity, not surprises.

Union Printing Requirements Must Be Clear

For organizations that require union printing, the RFP must clearly state this requirement. Union Printing meets specific standards and holds credentials that not all printers can meet.

Schiele Group is proud to offer union printing services and understands the importance of compliance for political organizations, institutions, and regulated industries. Clear union requirements allow qualified printers to respond accurately and confidently.

RFPs Are the Start of a Relationship

Perhaps the most important thing printers wish clients understood is that an RFP is not just a transactional document. It is the beginning of a working relationship.

The best RFP processes allow for questions, collaboration, and dialogue. They recognize that printing partners bring expertise that can improve outcomes beyond what is written in the document.

At Schiele Group Printers, we view every RFP as an opportunity to understand a client’s goals, challenges, and expectations. Our most successful partnerships often begin with thoughtful RFPs that invite collaboration rather than just competition.

Choosing the Right Printing Partner

When done well, an RFP helps organizations identify a printer that aligns with their brand, timeline, and quality standards. When done poorly, it can lead to mismatched expectations, rushed production, and costly revisions.

Schiele Group Printers serves clients in Elk Grove Village and across the Chicago area, as well as throughout the United States, with comprehensive commercial printing services. From large-format printing and event signage to web printing, sheet-fed printing, die-cut solutions, color matching, and union printing, we help brands execute print projects with confidence.

If your organization is preparing an RFP for commercial printing, we encourage you to think beyond price alone and consider the experience, processes, and partnership that will support your brand long after the proposal phase ends.