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.
Supply and delivery of corporate laptops to the South African Weather Service 2017-09-08 11:00 SAWS- 118 / 17
Supply and delivery of corporate desktop computers and high-end computer workstations to the South African Weather Service. 2017-09-08 11:00 SAWS- 120 / 17
SANSA invites bidders to tender for for Provision of CISCO maintenance and support for a period of three (3) years. 2017-09-19 11:00 SO/ 034/ 08/ 2017
Request for service provider to maintain and support the group campus and regional offices (Port Elizabeth, Durban and Cape Town) including the dti’s Parliamentary office(s), converged ICT network environment, telecommunications and network management instruments for a period of three (3) years 2017-09-08 11:00 RFB- 1609- 2017
The RAF hereby invites experienced, suitably service providers to provide Splunk, hardware and licences, including support and maintenance for a period of five (5) years. 2017-09-20 11:00 RAF/ 2017/ 00041
The RAF hereby invites experienced, suitably service providers to provide McAfee software, licensing, maintenance and support for a period of five (5) years. 2017-09-20 11:00 RAF/ 2017/ 00042
Advertising Agency Services 2017-09-15 11:00 IEC/ COM- 01/ 2017
Supply IT equipment to the College 2017-09-12 11:00 T11/ 17 IT
False Bay TVET College invites tender bids for the Supply and Delivery of 123 Complete Desktop Devices to our Khayelitsha Campus. 2017-09-11 11:00 FBC T1/ 2017
Supply pastoe chairs set of 5 (maroon in colour x 28 sets 2017-08-28 11:00 ZNQ 261/ 17/ 18
Supply voile curtains for five (5) houses as per specification x 05 each 2017-09-04 11:00 ZNQ 260/ 17/ 18
Supply curtains for chapel for 6 windows and stage 100% cotton x06 each 2017-09-04 11:00 ZNQ 258/ 17/ 18
Supply: 1. 10 Sets X 2 Peace (navy blue) small; 2. 20 Sets X 2 Peace (navy blue) medium; 3. 50 Sets X 2 Peace (navy blue) Large; 4. 45 Sets X 2 Peace (navy blue) X Large; 5. 25 Sets X 2 Peace (navy blue) XX Large 2017-08-25 11:00 ZNQ. NO: 180/ 07/ 17- 18
Supply: Piece Scrub Suits Doctors (See description for more details) 2017-08-25 11:00 ZNQ. NO: 156/ 07/ 17- 18
Request for ACCREDITATION to provide hardware maintenance and support of Wide Area network (WAN) and Local Area Networks (LAN) devices for SITA for a period of five (5) years. 2017-09-13 11:00 RFA 1605/ 2017
Request for ACCREDITATION for the design, supply, installation and maintenance for network cabling and related infrastructure goods for SITA for a period of five (05) years. 2017-09-11 11:00 RFA 1611/ 2017
The CCMA National Office invites prospective bidders for the supply, installation and support of a Data Analysis Software Tool required by Internal Audit. 2017-09-08 11:00 CCMA/ 2017/ 05 – IA
The supply, delivery and commissioning of fuel tanks and pumping equipment to the Department of Defence Units. 2017-09-18 11:00 CPSC- B- PC- 021- 2017
To collect, crush and dispose used florescent tubes in a permitted hazardous site (once off). 2017-09-01 11:00 ZNQ 397 OF 2017 / 18
Appointment of a Social Media Agency for South African Tourism India. 2017-09-11 12:00 SAT INDIA 001/ 17

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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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