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.
Ceza Stand Alone Water Supply Phase 2: Reticulation 08 2018-09-04 12:00 ZDM 088/ 2018
Supply and Installation of Concrete Universal Sleepers at various Turnouts within Western Cape Region. 2018-09-11 12:00 02/2018/CTN/INFRA
Ceza Stand Alone Water Supply Phase 2: Reticulation 07 2018-09-04 12:00 ZDM 087/ 2018
Installation of concrete mast poles and optic fibre cable. 2018-09-11 10:00 RFQ CRAC-KGG-27518.
Ceza Stand Alone Water Supply Phase 2: Reticulation 06 2018-09-03 12:00 ZDM 086/ 2018
Ceza Stand Alone Water Supply Phase 2: Reticulation 05 2018-09-03 12:00 ZDM 085/ 2018
A5 -Informal Trading- Permit Paper. 2018-08-29 12:00 SD11900134
Supply and delivery of iphone. 2018-08-24 11:00 GK11900074
Ceza Stand Alone Water Supply Phase 2: Reticulation 04 2018-09-03 12:00 ZDM 084/ 2018
For the provision of stripping, fault finding, repair, installation, testing and commissioning of coiling machine situated at RSE Business Bay 64 Durban. 2018-09-11 10:00 TE18-DBN-06I-06087
Supply and Delivery of Cape Times or Cape Argus (Morning Edition) and Die Burger Newspapers for the Business Express Train Services. 2018-09-11 12:00 12/2018/CTN/CS
Rural Roads Assets Management system 2018-09-19 12:00 ZDM095/2018
Water Loss and Demand Management System 2018-09-19 12:00 ZDM096/2018
Rehabilitation of Service Roads within the Western Cape Region. 2018-09-11 12:00 01/2018/CTN/INFRA
Register on the Database for Panel of Attorneys 2018-09-10 12:00 ZDM 098/2018
Supply and delivery of security clothing. 2018-09-18 11:00 CD19 B/2018
Hiring of an excavator for 30 days for Regravelling of Gravel Roads in Region 1 (Bethal and Emzinoni) 2018-08-27 12:00 RFQ NO: 8/3/2- 59/2018
Sethembe Emerging Contractors Programme 2018-08-30 12:00 ZDM103/2018
Head of actuarial function services. 2018-09-19 12:00 2018/11
Supply and delivery of Total Station and Accident/Crime Scene Mapping Software as per specification 2018-08-23 15:00 KEQ.EMPD.10.87 RE-ADVERT

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10 steps in the bid process

Each year, Organs of State invite the Private Sector to submit competitive bids for the supply of goods and services. Organs of State bid requests attract SMME's and large businesses across a wide range of sectors - from office supplies to major construction projects.

Here is an overview of 10 steps you should take to prepare a competitive bid.

1.    Register your interest

Follow the instructions in the bid document to register your interest with the purchasing agency. This important step will help keep you up to... Read More

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