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.

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Title Closing Date Tender No.
Supply floor polishing machine x 3 - once off 2017-10-31 11:00 ZNQ469/ 17
Supply and Deliver Water Tanks 5000 Litres, Green (Anti-Sun) X 11 Units 2017-11-08 11:00 ZNQ 048/ 17/ 18 - MCP
Centralisation of records for The Department of science and Technology for a period of three years 2017-11-13 11:00 DST11/ 2017- 18
Supply and deliver boardroom chairs 2017-10-27 11:00 268/ 2017/ 18
Request for proposals: development of Erven 257, 258, 259, 260, 264, 265, 266, 268, 269, 270, 273, 275, 276, 283, 285 & 286 measuring 30.7959 HA in extent and the remainder of farm 287 measuring 733.0000 ha in extent for the Covie communal property association, Covie, Bitou municipality, Eden district Municipality,Western Cape. 2017-11-03 11:00 SSC WC Q18 (2017/ 2018)
Hip spica table 2017-11-01 11:00 ZNQ: 406/ 2017/ 18
Appointment of a service provider to develop a model land use scheme for a period of eight (08) months 2017-11-13 11:00 5/ 2/ 2/ 1- RDLR 0123(2017/ 2018)
Appointment of a Professional Service Provider for repair of damaged Planar 17’’ 3D Stereoscopic monitor for the office of CD NGI 2017-10-30 11:00 SSC WC Q19 (2017/ 2018) DRDLR
Specialist Civil Engineering and Geo-Professional Services: DRMS: Phase 4A: Emergency and Ad-Hoc Property Investigations in Support of the Dolomite Risk Management Strategy for the properties of the National Department of Public Works. 2017-11-20 11:00 H17/ 032
Pretoria: Department of Public Works: Rendering of security services at 115 Minaar Workshop, 25 Soutpansberg and 09 Brynterion for period of 24 months 2017-11-14 11:00 Pt17/ 035
Placement or outright Purchase of Automated RNA DNA Extraction for Virology Laboratory for a period of three years 2017-11-20 11:00 RFB 054/ 17/ 18
Pretoria: Department of Water & Sanitation Roodeplaat Training Centre: Renovation of the Kitchen: Appointment of Occupational Health and Safety Agent 2017-11-14 11:00 Pt17/ 032
Pretoria: Department of Public Works: Rendering of security services at Toitskraal Sewerage plant, Wallmansthal and Centre for Advance Training for period of 24 months 2017-11-14 11:00 Pt17/ 034
Supply, Delivery and Installation of Single Quadrupole Liquid Chromatograph Mass Spectrometer 2017-11-17 11:00 SAMRC/ BRIPSQLCMS/ 2017/ 32
Pest Control and Fumigation (Mbonwa Clinic) 2017-11-14 11:00 ZNQ: 405/ 17/ 18
Supply, Delivery and Installation of In Vitro Extracellular Flux Analyser System 2017-11-17 11:00 SAMRC/ BRIPIVEFAS/ 2017/ 31
Pest Control and Fumigation (KwaMbotho Clinic). Contract Period: 12 Months 2017-11-14 11:00 ZNQ: 403/ 17/ 18
Supply, Delivery and Installation of Benchtop Ultracentrifuge 2017-11-17 11:00 SAMRC/ BRIPBUC/ 2017/ 29
Pest Control and Fumigation (Pisgah Clinic). Contract Period: 12 Months 2017-11-14 11:00 ZNQ: 408/ 17/ 18
Pest Control and Fumigation (Santombe Clinic). 2017-11-14 11:00 ZNQ: 402/ 17/ 18


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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