A label tender for a multi-site group works when it is built on comparable specifications, not on a price list. The core is: a specification pack per SKU, a qualification phase with line trials at each plant, a quality agreement (defect classes, tolerances, sampling, complaints), KPIs such as on-time-in-full and complaint rate, a pricing structure that separates set-up, tooling and price per thousand with an agreed raw-material clause, an inventory model, and a continuity plan with dual sourcing for critical SKUs.
- Group SKUs by family (material, size, finish) before asking for prices.
- Qualify new suppliers with line trials on every plant that will use the labels.
- Put tolerances, defect classes and sampling in a written quality agreement.
- Separate set-up, tooling and unit price so offers can be compared.
- Plan artwork changes and regulatory updates in the contract, not after.
1. Scope and specification pack
List SKUs with annual volume, number of versions, plants, material, size, finishes, roll specification and current problems. Grouping SKUs into families shows where formats and materials can be harmonised, which is often the largest saving in the whole tender. The specification checklist covers the fields for each SKU.
2. Supplier qualification
- Documents: certifications with scope and validity, insurance, sustainability data. See which certifications to ask for.
- Samples on the specified materials for representative SKUs.
- Line trials at each plant at real speed, with the plant's own operators.
- Colour performance against your targets and tolerances.
- A visit or remote audit of the production process when relevant.
3. Quality agreement
| Clause | What to define |
|---|---|
| Defect classes | Critical (wrong text, wrong code, mixed versions), major (colour out of tolerance, die-cut faults), minor (cosmetic) |
| Tolerances | Size and die-cut position, colour ΔE per critical colour, roll data |
| Sampling | Inspection method and acceptance levels (for example based on ISO 2859-1) |
| Version control | How artwork versions are identified and segregated, especially in multi-version runs |
| Complaints | Response time, root-cause analysis, credit and replacement rules |
| Change control | Notification before changes of material, adhesive or process |
4. KPIs
- On-time in-full (OTIF) against the confirmed date.
- Complaint rate and recurrence of the same cause.
- Artwork-to-delivery lead time for new or changed artwork.
- Line performance: stops attributed to labels at each plant.
- Obsolete stock written off because of artwork changes.
5. Pricing and inventory model
Ask for set-up, tooling (dies, plates, embossing tools) and price per thousand by quantity break as separate lines, and agree in advance how raw-material price changes are handled. Then choose an inventory model: delivery per order, call-offs against a frame agreement, safety stock held by the supplier, or consignment. The right model depends on how often artwork changes and how critical the SKU is for the line.
6. Continuity and dual sourcing
For SKUs whose absence would stop a line, qualify a second source on the same specification, or agree a safety stock. Common specifications and master samples make a second source usable without a new qualification each time.
Inviting UltraPixel to a tender
Send the scope and specification pack through the quote request form; we will also tell you where formats or materials could be harmonised.
Frequently asked questions
How should a group compare label offers?
On the same specification per SKU, with set-up, tooling and unit price separated, and after samples and line trials, not on price lists alone.
What KPIs are used for label suppliers?
Typically on-time in-full delivery, complaint rate, artwork-to-delivery lead time, line stops attributed to labels and obsolete stock.
Should a group dual-source labels?
For SKUs critical to production it reduces risk. Common specifications and master samples make the second source practical.
What belongs in a label quality agreement?
Defect classes, tolerances, sampling method, version control, complaint handling and change control.