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.
Request for proposals for training and workshops on sexual reproductive health education in the John Taolo Gaetsewe District for a period of 36 months for Northern Cape Department of Education. 2018-11-09 11:00 NC/ DE/ 005/ 2018- 2019
Southern Corridor Phase 1 - Ithemba West Housing Project 2018-11-26 11:00 Western Cape: Department of Human Settlements: Supply Chain Management
Request for proposals to appoint a service provider to render psychosocial support to identified learners in the John Taolo Gaetsewe District for a period of 36 months for Northern Cape Department of Education. 2018-11-09 11:00 NC/ DE/ 004/ 2018- 2019
Southern Corridor Phase 1 - Ithemba East Housing Project 2018-11-26 11:00 HSC 06/ 2018/ 2019
Conduct women Councillors gender mainstreaming training programme 2018-11-09 11:00 COGTA 4/ 2/ 2- 2018/ RFP/ 04
Construction Of Infrastructure For Cement Crusher Plant (OSHO) and Kenako Concrete Batching Plant In Zone 5 Of The SEZ Retender 2018-11-12 12:00 CDC/ 496/ 18
Request for Proposal - Expression of Interest - provision of an E-Sourcing solution. 2018-10-31 17:00 ESD0001
The South African Social Security Agency hereby invites proposals from independent auditors to perform audit verification on cash paymaster services (Pty ) Ltd ( CPS)’s audited statements of expenses incurred, income received and net profit earned for a period not exceeding Four (4) Months. 2018-11-02 11:00 SASSA: 13/ 18/ IA/ HO
The appointment of a service provider to conduct feasibility study for the Amalgamation of the Department of Arts and Culture (DAC) entities. 2018-11-09 11:00 DAC 13/ 18- 19
The South African Social Security Agency hereby invites proposals from potential service providers to provide the CONTENT LIFECYCLE MANAGEMENT SUITE 16 ( LIVELINK) Support and Maintenance for a period of three (3) years 2018-11-09 11:00 SASSA: 14/ 18/ ICT/ HO
Food mincer. Quantity: 1 unit 2018-10-30 11:00 PSH 959/ 1819
Request to Appoint a Panel of External Compliance Risk Management Service Providers for a period of three (03) years 2018-11-09 11:00 RFA 1824/ 2018:
The Department of Arts and Culture (DAC) invites suitably, qualified and experienced service provider to bid for a task of Development and Implementing Arts and Culture Development Programmes in collaboration with Community Arts Centres (CACs) and Community Arts Organisation in the four provinces of Free State, Mpumalanga, Northen Cape, and Limpopo. 2018-11-09 11:00 DAC 11/ 18- 19
Appointment of a Service Provider to Provision, Upgrade And Implement Sage Enterprise Resource Planning (ERP) System To Robben Island Museum (RIM) for the period of thirty-six (36) months 2018-11-19 11:00 RIM ICT- 02- 2018 / 2019
The appointment of a service provider to render project management services in the implementation of training, mentorship and placement of graduates in farms funded by the national skills fund. 2018-11-16 11:00 4.4.12.4/ 14/ 18
Appointment of a Service Provider to undertake a comprehensive refurbishment of a 13m fibreglass coastal research vessel, including the provision of a dolly, routine and unforeseen maintenance and modifications to the vessel over a period of three (3) years 2018-11-19 11:00 NRF/ SAIAB/ 2019- 006
Appointment of a panel of service providers to supply and deliver 50ppm diesel in the ports of Mossel Bay, Cape St. Francis, Port Elizabeth, East London, Durban and Richards Bay to fuel two coastal research vessels and vehicles for a period of five (5) years 2018-12-05 11:00 NRF/ SAIAB/ 2019- 002
Repairs and upholstery of chairs - 29 chairs 2018-10-26 11:00 ZNQ 61/ 08/ 2018
Welkom Department of Rural Developement and Land Reform (Drd & Lr): Lejweleputswa District: Alternative Office Accommodation and Parking Facilities (1557.50m² and 20 Parking Bays) 2018-11-13 11:00 BL18/ 064
Invitation to service providers to submit proposals for acquisition of a service provider to provide project management services to the Enterprise Project Management office for a period of 12 months /or 785 Hours, whichever comes first. 2018-11-19 11:00 CIPC BID NUMBER: 13/ 2018/ 2019

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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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