What Should Procurement Teams Look for in a Commercial Printing Partner?

When evaluating a commercial printing partner, procurement teams should consider more than price. Production capabilities, quality control, delivery reliability, communication, capacity, and total project costs all play a role in selecting the right supplier. The best fit is a printing company that can consistently meet specifications, support purchasing requirements, and deliver finished materials when and where they're needed.

Whether purchasing print for a university, financial institution, national retailer, or corporate marketing department, a well-qualified printing partner can help simplify sourcing and reduce avoidable costs.

1. Does the Printer Have the Right Production Capabilities?

Not every commercial printer offers the same services or equipment.

Some specialize in digital printing or short runs, while others are equipped for larger offset projects, specialty finishing, packaging, or complex distribution requirements.

Before issuing a request for quote (RFQ), procurement teams should understand which services a potential supplier can perform and which may require outside vendors.

Capabilities worth evaluating include:

• Offset and digital printing

• Bindery and finishing

• Specialty coatings, die-cutting, and folding

• Large-format printing and signage

• Variable data and personalized printing

• Mailing services

• Warehousing, kitting, and fulfillment

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A supplier with multiple production capabilities may offer more flexibility when project requirements change.

2. Are You Comparing Print Quotes on Equal Terms?

The lowest quote isn't always the lowest total cost.

Two commercial printing companies may price the same project differently because they're working from different assumptions about paper, production methods, finishing, packaging, or delivery.

Before comparing bids, make sure each supplier is quoting the same specifications.

These typically include quantity, finished dimensions, paper stock, ink colors, finishing, proofing requirements, delivery destinations, and turnaround expectations.

A well-prepared RFQ makes pricing more meaningful and reduces the likelihood of unexpected costs later.

For recurring projects, it can also be helpful to request pricing at several quantity levels.

3. Can the Printer Help Identify Cost-Saving Opportunities?

An experienced commercial printing partner should be able to explain how production decisions affect cost.

Sometimes a small adjustment to finished size, paper selection, quantity, or production method can produce meaningful savings without compromising the project's purpose.

For example, changing a piece's dimensions may improve how efficiently it fits on a press sheet or qualifies for a particular mailing format.

That kind of production knowledge can be valuable to procurement professionals who are responsible for managing budgets but may not work directly with printing equipment.

The goal isn't simply to buy printing at the lowest unit price. It's to understand where the money goes and identify opportunities to spend it more effectively.

4. How Does the Printer Manage Quality and Deadlines?

A competitive quote means little if the finished project doesn't meet expectations or arrives too late to be useful.

Procurement teams should ask potential suppliers about their proofing processes, production checkpoints, communication practices, and procedures for handling problems.

It's also worth discussing capacity and scheduling, particularly for projects involving firm event dates, multiple departments, or coordinated deliveries.

Clear expectations before production begins can prevent costly misunderstandings later.

5. Can One Supplier Support Multiple Departments or Locations?

Organizations often purchase printing across multiple departments, campuses, branches, or locations.

A university, for example, may need admissions brochures, recruitment materials, event programs, presentation folders, envelopes, signage, and departmental publications.

Managing those projects through several vendors may be necessary, but a supplier with broad production capabilities can sometimes simplify purchasing and coordination.

For organizations with recurring needs, online ordering portals, inventory management, and distribution services may offer additional efficiencies.

6. What Makes a Commercial Printer a Good Long-Term Procurement Partner?

A productive supplier relationship extends beyond individual purchase orders.

Look for a commercial printing company that communicates clearly, understands specifications, provides realistic production schedules, and is willing to discuss alternatives when a project presents challenges.

Institutional knowledge matters, too. A supplier familiar with an organization's brand standards, ordering procedures, and recurring projects may be better equipped to support future work.

A strong printing partner should make the purchasing process easier, not more complicated.

Where Can Procurement Teams Find a Full-Service Commercial Printing Partner in Tennessee?

EM Printing is a Tennessee-based commercial printing company providing offset and digital printing, bindery, specialty finishing, large-format signage, direct mail, packaging, warehousing, and fulfillment services.

Established in 1981, EM Printing operates a 45,000-square-foot production facility in Bartlett, Tennessee, in the Memphis area.

The company serves businesses, higher education institutions, marketing departments, and procurement organizations with both individual print projects and ongoing production programs.

Its integrated capabilities allow customers to coordinate a range of printing and distribution requirements through one supplier.

Does EM Printing Accept University and Institutional Print RFQs?

Yes. EM Printing welcomes print bids and requests for quote from universities, institutions, businesses, and procurement organizations.

Whether you're sourcing recruitment materials, event programs, signage, publications, presentation folders, or other commercial printing projects, our team can review specifications and help determine an appropriate production approach.

Looking to expand your commercial printing supplier network?

Visit our Contact Us page or email sales@emprinting.com to explore our capabilities, request a quote, or discuss adding EM Printing to your organization's supplier bid list.