Polytechnic University of the Philippines

Invitation to Submit Proposals or Quotations for Qualified Suppliers or Providers

07/17/2025 Bulletin Board

Invitation to Submit Proposals or Quotations for Qualified Suppliers / Providers of College and other Academic Uniforms for High School, Colleges, Faculty and Administrative Departments in PUP System for the Academic Year 2025-2026

The Polytechnic University of the Philippines (PUP), through its Resource Generation Office (RGO), cordially invites qualified and reputable suppliers or service providers to submit formal proposals or quotations for the supply and delivery of college and other academic uniforms for high school and college students, faculty members, and administrative personnel of the PUP System.

image CDN courtesy of IMGUR

PUP seeks a service provider with proven capability, experience, and commitment to delivering high-quality, customized uniforms and related services. The scope of work includes, but is not limited to, the following:

Supply of Uniforms:
- Various types of uniforms for students, faculty, and staff (e.g., blazers, shirts, trousers, skirts, ties)
- Different sizes and customization options
- Uniform accessories as needed (e.g., badges, belts)
Fitting and Sizing Services:
- On-site fitting sessions for accurate sizing
- Custom tailoring services for non-standard sizes
Delivery and Distribution:
- Timely delivery of uniforms to the designated locations
- Distribution support as required
Additional Services:
- Alteration services post-delivery
- Emergency support for last-minute adjustments or additional orders

Please include a clear copy of the following documentary requirements:

Business Permit;
DTI Registration Certificate for sole proprietorship, SEC Registration for partnership and corporation, or Certificate of Registration (COR) for cooperatives Location map of the business establishment;
Tax Clearance/ BIR Registration Certificate;
Two (2) valid government-issued ID of the registered business owner/s;
Notarized sworn statement that the service provider is not blacklisted or barred from any transaction with the government or any of its agencies, offices, corporations, or Local Government Units (LGUs);
Latest audited financial statement; and
Other pertinent detailed proposal/documents relative to operation including the following information:
1. Company/Business Profile:
  - Background and experience in providing uniform services
  - Relevant certifications ad accreditations
  - References from previous clients
2. Service Offering and Specifications:
  - Detailed description of the uniforms provided (materials, design,
  - Size range and customization options
  - Additional services offered
3. Pricing:
  - Itemized pricing for each type of uniform and accessory
  - Any additional costs (e.g., fitting sessions, delivery charges)
  - Payment terms and conditions
4. Delivery and Collection Plan:
  - Proposed timeline for fitting sessions, delivery, and collection
  - Logistics and handling procedures
5. Quality Assurance and Certifications:
  - Description of quality assurance process
  - Copies of relevant certifications
6. Customer Support:
  - Contact details for the service team
  - Emergency contact information for the day of the event
7. Sustainability Practices:
  - Any eco-friendly practices in the manufacturing, packaging and delivery

Outlined below are the specifications and terms of reference for the products/services offering:

Scope of Services
1. The Provider shall supply various types of college uniforms as specified by the PUP.
2. The Provider shall offer sizing and customization options to accommodate all students, faculty, and staff.
3. The Provider shall ensure timely delivery and distribution of uniforms to designated locations.
Service Requirements
1. Uniforms must meet the quality standards specified by the PUP including materials, design, and durability.
2. The Provider shall conduct on-site fitting sessions to ensure accurate sizing.
3. The Provider shall adhere to the agreed delivery schedule and accommodate any emergency requests for additional uniforms.
Quality Assurance
1. The Provider must possess all relevant certifications and comply with national and local regulations.
2. Regular quality testing must be conducted, with results available to the PUP upon request.
3. The Provider must comply with all applicable environmental and safety regulations.
Pricing and Payment
1. The pricing shall be as per the agreed quotation, with a detailed breakdown provided.
2. Payments will be made according to the agreed schedule and terms specified in the contract.
3. The chosen service providers must assist in collecting student information, including names and courses/programs, by having students register on the official registration sheet provided by the RGO.
4. All payments for college and/or academic uniforms must be made directly to the University through the Fund Management Office (FMO). The chosen service providers are not authorized to collect any payment directly from students.
5. Upon confirmation of payment from the FMO, the service provider shall furnish the corresponding uniform supplies to students. The University, through the RGO, will provide the chosen service providers with an official copy of the list of students who have completed payment.
6. Any additional costs must be clearly communicated and approved by the Client prior to being incurred.
Cancellation and Termination
1. Either party may terminate this agreement by providing thirty (30) days’ written notice to the other party.
2. The PUP reserves the right to terminate the agreement immediately in the event of a serious breach of terms by the Provider.
Liability and Indemnity
1. The Provider is liable for any defects in the uniforms supplied due to negligence or failure to comply with the specified standards.
2. The Provider agrees to indemnify and hold the PUP harmless from any claims, damages, or expenses arising from the provision of services.
Others
1. Students are not required to avail the college and/or academic uniforms from the service provider selected by the University; they are free to choose their uniform provider but subject to aforesaid specifications.
2. Availing of these University-provided college and/or academic uniform services is voluntary; students may or may not opt to avail for the college and/or academic uniform services

All Proposals/Letters of Intent, Quotations, and Portfolios must be individually sealed and submitted to the Resource Generation Office (RGO), located on the 2nd Floor of the Dome, Main Building, PUP Mabini Campus, Anonas Street, Sta. Mesa, Manila.

To seek further information, kindly contact the RGO at 5335-1787/5335-1777 loc. 350 or 5335-1785 (direct line). You may also contact us through email at rgo@pup.edu.ph.