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.
Bethlehem Department of Rural Developement And Land Reform (Drd & Lr): Thabo Mofutsanyane District: Alternative Office Accommodation And Parking Facilities (1994.17m² and 25 Parking Bays) 2018-11-13 11:00 BL18/ 063
For sale of: removal and recycling of cardboard and waste paper 2018-10-26 11:00 ZNQ 64/ 08/ 2018
FICKSBURG: SOUTH AFRICAN SOCIAL SECURITY AGENCY (SASSA): New Office Accommodation and Parking Facilities (561.01m² and 20 Parking Bays) 2018-11-13 11:00 BL18/ 065
Appointment of a service provider at the Independent Communications Authority of South Africa for provision of storage facilities on an 80/20 PPPFA 2000, Preferential Procurement Regulation: 2017 2018-10-26 11:00 ICASA 21/ 2018
Invitation to bidders to submit proposals for the appointment of a group risk insurance/assurance provider for all CIPC employees. 2018-10-22 11:00 CIPC BID NUMBER: 17/ 2018/ 2019
Invitation for an open tender for the Supply of Telephone Management System and Maintenance of Voice Over Internet Protocol (VOIP) At Aidc’s Multiple Sites 2018-11-15 11:00 AIDC T10/ 2018
Staff lockers (ABS Plastic) 3 tier x40 2018-10-30 11:00 ZNQ 744/ 18
Request for proposal for air quality monitoring in The Coega Special Economic Zone (SEZ). 2018-11-12 12:00 CDC/ 446/ 18
Fridge tags 2018-10-31 11:00 ZNQ: 303 / 2018/ 19
Construction of Sidewalks on P483 in the Amajuba District. Tenderers must be registered as 3CE with the CIDB ,Department of Transport’s Vukuzakhe Emerging Contractors Database and also be registered with the National Treasury’s Centralized Supplier Database (CSD).Target designated group: Women. The duration of the project will be stipulated in the tender document. 2018-11-15 11:00 C253/ 1819/ SW/ 561
Construction of Sidewalks on P41 in the Amajuba District. Tenderers must be registered as 3CE with the CIDB ,Department of Transport’s Vukuzakhe Emerging Contractors Database and also be registered with the National Treasury’s Centralized Supplier Database (CSD).Target designated group: Open. The duration of the project will be stipulated in the tender document. 2018-11-15 11:00 C253/ 1819/ SW/ 563
Consultancy Services for Implementation of a Contract Management System 2018-11-16 15:00 AUC/OLC/C/325
The Province of KwaZulu-Natal, Department of Transport, invites tenders from Established Contractors, experienced in Bridges, and earthworks construction, for the construction of the Extension of Kwasitholane River Bridge No. 3527.The duration of the project will be 4 months. 2018-11-15 11:00 ZNT3507/ 18T
Provision of Security Services at RTI Mkondeni DLTC. 2018-11-21 11:00 ZNB1432/ 17T
Require: Tender must be registered as grade 2CE only with the CIDB register of contractors.Tender must be registered as Emerging Contractors in the Vukuzakhe Emerging Contractor Development Programme (as per database of Department of Transport).Tenders must be registered with the National Treasury’s Centralized Supplier Database(CSD).Tenders will be evaluated in terms of the 80:20 Preference Points(as per Preferential Policy Framework Regulations,2017). 2018-11-20 11:00 ZNT373T/ C238/ 1100/ S/ 18
Require: Tender must be registered as grade 2CE only with the CIDB register of contractors.Tender must be registered as Emerging Contractors in the Vukuzakhe Emerging Contractor Development Programme (as per database of Department of Transport).Tenders must be registered with the National Treasury’s Centralized Supplier Database(CSD).Tenders will be evaluated in terms of the 80:20 Preference Points(as per Preferential Policy Framework Regulations,2017) 2018-11-20 11:00 ZNT373T/ C238/ 1100/ S/ 71
National Department of Public Works: Cleaning of carpet, sofas and chairs for a period of 24 months. 2018-11-13 11:00 JHB.18/ 20
Require: Tender must be registered as grade 2CE only with the CIDB register of contractors. Tender must be registered as Emerging Contractors in the Vukuzakhe Emerging Contractor Development Programme (as per database of Department of Transport).Tenders must be registered with the National Treasury’s Centralized Supplier Database(CSD). Tenders will be evaluated in terms of the 80:20 Preference Points (as per Preferential Policy Framework Regulations, 2017) 2018-11-20 11:00 ZNT373T/ C238/ 1100/ S/ 19
Require: Tender must be registered as grade 2CE only with the CIDB register of contractors. Tender must be registered as Emerging Contractors in the Vukuzakhe Emerging Contractor Development Programme (as per database of Department of Transport). Tenders must be registered with the National Treasury’s Centralized Supplier Database(CSD). Tenders will be evaluated in terms of the 80:20 Preference Points(as per Preferential Policy Framework Regulations,2017). 2018-11-20 11:00 ZNT373T/ C238/1100/ S/ 17
Department of Justice & CD: Roodepoort, Kagiso, Westonaria, Brakpan, Heidelberg and Randfontein Magistrate Courts: Rendering of gardening services for a period of 24 months. 2018-11-13 11:00 JHB.18/ 19

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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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