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 to find out more.

Title Closing Date Tender No.
Five (05) Truck: Water H/STA.Pump: 9001 - 12000I 2018-05-23 11:00 S018/ 18
Appointment of a service provider to conduct an impact assessment of the NCR’S Educational and Investigation activities for 2017/2018 FY. 2018-05-15 11:00 NCR492.04.18
Appointment of a Panel of Professional Service Providers (PSPs) to assist Provincial Departments, public entities, and municipalities in the planning, budgeting, implementation, monitoring and reporting of new and existing infrastructure assets within the province of Kwazulu-Natal on an “as and when required” basis for a period of 3 years. 2018-05-25 11:00 1219/ 2018- F
Supply, Delivery, Installation, Commissioning and Maintenance of Office Automation Solutions to the State for the period 1 October 2018 to 30 September 2021” 2018-06-01 11:00 RT3- 2018
Appointment of a Service Provider for Provision of a High Quality Courier Service to the Human Sciences Research Council (HSRC) Offices, Nationally and Internationally for a period of three (3) years 2018-05-02 11:00 HSRC/ 03/ 2018/ 19
Appointment of a service provider to facilitate the Development of Occupational Qualifications for insurance brokers. 2018-05-17 11:00 ETQA/ 2018/ 03
Appointment of a Service Provider for the Off-Site Storage for a period of five (5) years 2018-05-11 11:00 HSRC/ 11/ 2017/ 18
Two (02) Roller: Vibr. Steel/PN.: 9251-11000kg 2018-05-23 11:00 S017/ 18
Provision of License Renewal for Fortinet Products. 2018-05-11 11:00 GMA/ 001/ 18
Appointment of a Service Providers to Render Comprehensive Hygiene Services for a period of three (3) years. 2018-05-02 11:00 HSRC/ 01/ 2018/ 19
The Film and Publication Board invites suitable service provides to submit quotations for Research Online Journal Subscriptions. 2018-05-11 11:00 OPPSAPR001- 2018
Appointment of a Service Provider for the Development of Language Items for an E-Assessment System for Intermediate Phase (Grade 4 And 6). 2018-05-03 11:00 HSRC/ 04/ 2018/ 19
One (01) Roller: Vibr. Tandem: 2501-6400kg 2018-05-23 11:00 S016/ 18
Provision of security services for OR Tambo regional offices (Mthatha) for a 2 year period. 2018-05-14 11:00 SCMU 02 - 2018/19
Lease of Remainder of Portion 148 (ptn of Ptn 5) Driefontein No 85 – IR 2018-05-24 14:00 N012- 019- N- P- 12038
Lease of Portion 127 of the Farm Grootvaley No 530 - KR. 2018-05-24 14:00 N001-025-N-P-12409
Lease of Portion 126 of the Farm Grootvaley No 530 - KR and 2018-05-24 14:00 N001-025-N-P-12408
The appointment of a suitably-qualified audit firm to undertake annual regulatory audit in terms of the public audit act (act no. 25 of 2004) on the financial records of the engineering council of South Africa for a 3 year period commencing on 2018/19 to 2020/21 financial years. 2018-05-25 12:00 ECSA/ RFP03/ 2018
Lease of Portion 125 (portion of Portion 87) of the Farm Grootvaley No 530 - KR 2018-05-24 14:00 N001-025-N-P-12407
Cleaning Services at Head Office Complex 172 Burger Street, 240 Burger Street, 224, 230, 231Prince Alfred Street 291 Pietermaritz Street. 2018-05-18 11:00 ZNB 1414/ 17 T


Tender adjudication process

The SBD/WCBD6.1 document must form part of all bids invited.  It contains general information and serves as a claim form for preference points for Broad -Based Black Economic Empowerment (B -BBEE) Status Level of Contribution, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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