Build an Online Store

Scenario: A T-shirt printing company in Texas will sell custom T-shirts to a large fire department in California. The fire department does not want to handle collecting orders from employees, so has asked T-shirt company to collect the order info. Once collected, the T-shirt company will print the T-shirts and bill the fire department for all T-shirts ordered by employees. Website requires: -Password protected login, one username and one password are fine -"shopping cart" but NO ONLINE STORE, we will not take payments through the site -We will list 10 products (T-shirts), images will be provided, with brief description. Customer will select a product, and enter the quantity of that product to purchase, and a size (Small, Medium, Large or Extra Large / S, M, L, XL) -Would like each person to receive a unique order ID somehow before they order, maybe a promo code? So we make sure people are authorized to place an order. Not sure how to do this, and I'm open to suggestions. -At checkout, collect First Name, Last Name, Phone #, Email address -Client must be able to access a summary of the order data to fulfill the order. Maybe it would be ok for unique order ID, if within the order data summary, their names are included so fire department can make sure each person is an employee who has placed an order? Any suggestions on how to verify that each person is authorized to buy?