Issue Date: 
Tuesday, October 11, 2016

Difference Between a RFI, RFQ and RFP

We are regularly asked what the difference is between a Request for Information (RFI), a Request for Proposal (RFP) and a Request for Quote (RFQ).

"RFX" is a term used, to refer to all 'Request For…' documents used to solicit responses, of various types, from suppliers. The three common documents are:

  • Request for Information (RFI)
  • Request for Proposal (RFP)
  • Request for Quote (RFQ)

According to the Government's eTenders portal (http://www.etenders.gov.za) the differences between RFQ's, RFI's and RFP's are as follows:

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 describe the problem;
  • Solicit external expertise regarding how to solve the problem;
  • Study proposed solutions.

Request for Proposal (RFP)

An RFQ 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 needed, the Customer provides the Supply Chain Management Unit with as much information as possible, including complete specifications, quantities, and delivery schedule.

The common thread between all three types of "RFX" documents is that the Customer/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 of 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.

To learn all you need to know to respond to tenders correctly, and hopefully successfully attend our How-to-Tender workshops. Visit our website www.how2tender.com to find out more and to register. For more information on the tender courses please email Werner at werner@how2tender.com.

This article was written by Werner van Rooyen, Director of HowToTender (Pty) Ltd. which specializes in tender consulting and tender training.

Title Closing Date Tender No.
Western Cape: DOD: Saldanha Military Academy: replace fire alarm system Appointment of : Mechanical Engineer 2018-11-09 11:00 CPTC003/ 18
Storage container 60lt. 2018-10-30 11:00 PSH 958/ 1819
Appointment of a service provider(s) for the provisioning of routine (preventative) and breakdown maintenance of medium capacity cyanoacrylate fuming cabinets, bench top discharge cartridge case fingerprint enhancement systems, bench mounted class 1 laser viewing boxes, small capacity desktop fingerprint development cabinets and shoe impression tyre track systems: Division: Forensic services for a period of three (3) years. 2018-11-20 11:00 19/ 1/ 9/ 1/ 144TP (17)
The appointment of a service provider to outsource the management, operating and maintenance services of three Messerschmitt-Bolkow-Blohm Bo 105 helicopters to be used by the department of environmental affairs for fire-fighting duties; planning and mapping work; anti-poaching work; surveillance; search and rescue; monitoring and evaluation; compliance and enforcement; Advocacy and extension services; and the taking of teams to inaccessible areas for the control of invasive species. 2018-11-09 10:00 E 1481
Establishment of the Ekurhuleni Construction Eco-system and Multipurpose centre, The Ekurhuleni PoP Up Centre 2018-11-15 11:00 GEP004/ Popupcentre/ 18
Provision for three (03) panel of travel management services. 2018-11-09 11:00 Ingwe/ 03/ 2018
Request for quotation: installation and internet telephony communications system. 2018-10-26 11:00 RFQ: NSF
King Williams Town Magistrates Court: Security Measures and Airconditioning. 2018-12-04 11:00 PE21/ 2018
The appointment of a service provider to develop a national buffering mechanism policy for world heritage sites in South Africa for the period of eight (8) months. 2018-11-09 11:00 E1482
SAPS: Mbekweni Police Station: Construction of Ablution Facilities 2018-11-09 11:00 CPT1012/ 18
Request for proposals to appoint a service provider to render psychosocial support to identified learners in the Frances Baard District for a period of 36 months for Northern Cape Department of Education. 2018-11-09 11:00 NC/ DE/ 003/ 2018- 2019
Pretoria: Service, Repairs and Maintenance of Air Conditioners at Department of Home Affairs New Cooperation Building for period of 24 months 2018-11-20 11:00 PT18/ 035
Cleaning brush 420mm x 5mm (instruments) 2018-10-30 11:00 PSH 859/ 1819
Pretoria: Service, Repairs and Maintenance of Air Conditioners at SANDF Blenny building for period of 24 months 2018-11-20 11:00 PT18/ 037
Pretoria: Service, Repairs and Maintenance of Air Conditioners at Thaba Tshwane 1 Military Hospital for period of 24 months 2018-11-20 11:00 PT18/ 036
Pretoria: SAPS: Repairs and maintenance of roof and stabilizing of foundation for Salvokop Radio Tech Unit Official Quarters 2018-11-20 11:00 PT18/ 034
Midlands Region: Department of Public Works: Regional Office Extension of the Existing Parking Area Contract Period : Six (06) Calendar Months. 2018-11-19 11:00 ZNTL 03930 W
NDPW: Repairs and replacement of all types of roofs, waterproofing, roof tiling, building works, facia, barge, ceilings and bird proofing for all Clients within the jurisdiction of the JHB Regional Office for a period of 24 months. 2018-11-13 11:00 JHB.18/ 18
Biliblanket pads for neonates and premature babies. 2018-10-30 11:00 PSH 877/ 1819
KIMBERLEY AREA B: Service, repair and maintain all kitchen equipment for 24 months. 2018-11-09 11:00 KIM- 0718- 107087

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Advantages and disadvantages of Consortiums

Consortiums are often considered as entities to use when responding to tenders in South Africa. The question that arises is whether to use a Consortium or a Joint Venture when responding to a tender. To help you with this we have compiled a list of advantages and disadvantages for both Consortiums as well as Joint Ventures. In this article we list the advantages and disadvantages of Consortiums. Look out for the same article on Joint Ventures.

Consortiums Advantages:

  • Easy to establish as there are no formal procedures... Read More
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