How to write a merch RFP — in detail — Poland
A Poland 2026 playbook on how to write a merch rfp — in detail. Section-by-section guide to a procurement-grade merch RFP — scope, spec, MOQ, lead time, tax, KPIs, exit clauses.
What this guide covers
This is a Poland-grounded operational playbook on how to write a merch rfp — in detail. It is built around live Warszawa fulfilment data, real procurement timelines, and the practical realities of VAT 23% via KSeF.
Use it as a checklist for an internal owner or as a hand-off doc for an external partner. The five-step structure below maps to the typical 6–8 week timeline observed across Poland client programs in 2026 — including RFP sections, evaluation grid and tax/IP clauses.
The five-step procedure
Step 1 — Scope: confirm the population in scope, the geographic spread within Poland, the budget envelope and the VAT 23% treatment via KSeF. Step 2 — Spec: lock blanks, decoration method, MOQ, lead time and the audit hooks required by RFP sections, evaluation grid and tax/IP clauses. Step 3 — Approvals: strike-off, internal sign-off, legal/finance review. Step 4 — Produce: kitting in Warszawa, QC, invoice VAT 23% consolidated. Step 5 — Deliver: tracked to individual recipients, NPS pulse at day 14.
Most of the risk concentrates in steps 2 and 3 — under-spec'd blanks, missed strike-off windows or unclear VAT 23% treatment account for ~70% of overruns we see across Poland programs. The how to write a merch rfp — in detail workflow is no exception.
Poland-specific budget and timing notes
Total program cost in Poland typically lands at zł28–zł80 per recipient depending on tier, including VAT 23%, blanks, decoration, kitting in Warszawa and last-mile delivery. Add a 6–9% contingency for FX (where blanks are sourced ex-EU) and 3% for tax/KSeF corrections. Plan the full cycle as 6–8 working weeks from kick-off to last-mile.
FAQ
Does this work for offices outside Warszawa?
Yes — we ship across Poland with consolidated VAT 23% invoicing through KSeF.
What is the minimum spend?
Most programs of this type start at zł5,000 net for meaningful unit economics.
How does VAT 23% work cross-border?
For EU B2B clients, reverse charge applies; for Poland domestic clients, VAT 23% is charged and recoverable via KSeF.
Can we run this twice a year?
Yes — repeat cohorts in Poland typically gain 8–14% efficiency in cycle 2 thanks to retained blanks and approved artwork.
Who owns the artwork?
You — full IP transfer is standard on every Poland program; we retain rights only for case-study use with your written consent.