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.
All prospective bidders are hereby invited to submit quotations for the following: Supply and delivery of tractor tyres 2017-08-21 12:00 No reference supplied
Supply: weatherboard 2017-08-18 12:00 R051800126
Supply: Hardware items 2017-08-23 12:00 R051800127
Supply: Coral blankets 2017-08-18 12:00 R051800129
Supply: adhesive 2017-08-18 12:00 R051800125
Service Provider to plan and implement the Busking Project 2017-08-24 09:00 W071800075
All prospective bidders are hereby invited to submit quotations for the following: Supply and installation of suggestion boxes 2017-08-21 12:00 No reference supplied
Supply: Drill pnuematic and sds hammer 2017-08-18 12:00 W041800147
Supply: Ladder, blade, polarity tester, shovel. 2017-08-23 12:00 W041800144
Supply: Linbins 2017-08-18 12:00 W041800146
Supply: C/breaker lv;mcb;40a;5ka;s/p;crv1/d;s 2017-08-23 11:00 R091800098
Supply: C/breaker and guy grip 2017-08-23 11:00 R091800097
Supply: Stay guard;wooden;109mmx45mmx2m 2017-08-22 11:00 R091800100
All prospective bidders are hereby invited to submit quotations for the following: maintenance material for electrical 2017-08-21 12:00 No reference supplied
Supply: Elec box; str light control s/phase 60a 2017-08-22 11:00 R091800099
Tenders are hereby invited for the supply of Catering Services AAD2018 - 08 at the Africa Aerospace and Defence Exhibition 2017-08-28 10:00 AAD2018 - 08
All prospective bidders are hereby invited to submit quotations for the following: maintenance material for electrical 2017-08-21 12:00 No reference supplied
Complaints & Disciplinary Management System 2017-08-28 12:00 T04/2017
Master Data Management System 2017-08-28 12:00 T04/2017
Trust Interest Collection System 2017-08-28 12:00 T03/2017

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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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