Issue Date: 
Tuesday, October 11, 2016

Difference Between a RFI, RFQ and RFP

We are regularly asked, ‘what is the difference between a Request for Information (RFI), Request for Proposal (RFP) and Request for Quote (RFQ)’. Below is an explanation of these three requests.

According to the Government, the differences between RFQ’s, RFI’s and RFP’s are as follows:

“RFx is an abbreviation used to refer to a group of ‘Request For…’ documents, used to solicit responses of various types from suppliers. The three documents used in this group include Request for Information (RFI), Request for Proposal (RFP) and Request for Quote (RFQ).

Request for Information (RFI)

An RFI is generally used when the solution to a business problem is not immediately evident or clearly defined. The RFI is used to gather information, NOT to make a selection or an award. The Supply Chain Management Unit works with the Customer to:

  • clearly define the problem;
  • solicit external expertise regarding how to solve the problem;
  • study proposed solutions.

Request for Proposal (RFP)

An RFP is used when the Customer understands the business problem and what’s needed to solve it, including specifications and procedures. Price is usually not the determining factor in the evaluation of an RFP. Factors such as quality, service, and reputation are also taken into consideration.

Request for Quote (RFQ)

An RFQ is generally used to obtain pricing, delivery information, terms and conditions from suppliers. In this case, requestors have a clear understanding of what they need, including requirements and specifications. To procure the exact product or service you need, the Customer provides the Supply Chain Management Unit with as much information as possible, including complete specifications, quantities, and delivery schedule.”

The common threat between all three types of requests is that the Customer or Government Entity is not obliged to appoint a service provider on the results from issuing any of these requests. The best way to know that a tender award will be made is when you respond to a formal quotation or a competitive bid. Normally a formal quotation will be for goods or services with a value between R30,000-00 and R200,000-00 and a competitive bid will be for goods or services with a value exceeding R200,000-00.

Visit our website www.how2tender.com to find out more.

Title Closing Date Tender No.
Procurement of Hp Servers For Mfd/Goaml/Postilion/Gis Projects IT Infrastructure/17/18 2017-11-16 11:00 RFP20
Supply and delivery of software 2017-10-19 11:00 GK11800232
Water riticulation rehabilitation - Vosburg 2017-11-17 12:00 C00010N
Provision of services for the supply and installation of Soalar Photovoltaic (PV) Roof top systems to the CSIR 2017-11-17 16:30 CSIR RFP 3157/17/11/2017
Supply and delivery of Christmas lights 2017-10-20 11:00 275866
Supply and delivery of Spares 2017-11-21 10:00 PSCED0084
Supply: Supply and delivery of full hd smart tv 2017-10-19 11:00 GK11800230
Montagu Hospital - General Repair and Renovations 2017-11-23 12:00 WCGH 001-2017
Supply: Pickhead - type: diamond and chisel 2017-10-19 12:00 GD11800366
GIS Software License 2017-10-20 12:00 128/2017-2018
Supply: Bowsaw, rake 2017-10-19 12:00 GD11800368
Supply and delivery of office furniture & electrical appliances. 2017-10-23 11:00 275082
Supply: Drill bit, cutterbelt, wheel, allen key 2017-10-19 12:00 GD11800367
Supply: Hydraulic soil pipe cutter 150mm-500mm 2017-10-24 12:00 GD118S0371
Supply: 246l clay pipe cutter 2017-10-19 12:00 GD11800370
Supply of parts for saber 1.5 bush cutters 2017-10-19 12:00 GD11800369
Ecosystem Restoration - Rondevlei, Pelican Park, Strandfontein Birding Area and Sandwolf Nature Reserves 2017-10-30 14:00 SQ11800174
Supply, delivery and erection of Street Names in Kimberley 2017-10-23 11:00 Q013/2017/2018
Leasing of hawker stands at the beach fronts in the George Municipal Area for a period of one year from date of appointment 2017-10-27 12:00 COM001/2017
Replace existing curtains at Langa Civic Hall 2017-10-27 14:00 SB11800323

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Functionality and Tenders

In all competitive bids (tenders) you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids (tenders) as follows:

  • The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points... Read More
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