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.
Lease of main Recreational Hall (currently known as The Owl’s pub) at Uilenkraalsmond Resort 2017-12-18 12:00 T12-2017/18
Construction of Kayamandi George Blake Informal Trade Site Stellenbosch 2017-12-18 12:00 BSM 42/18
Supply and delivery of 150 Mm Stainless Steel Couplings to Fit 150mm C.O.D. Fibre Cement Pipes 2017-11-22 11:00 SQ11171136
Provision of Voice Services for the contract period ending 30 June 2020 2017-12-18 12:00 B/SM 40/18
Supply and delivery of 6m Lengths 177 mm Dia Class 12 Metroflo Mpvc Pressure Pipes. (5.8mm X 28.6kg) 2017-11-22 11:00 SQ11171136
Leasing of shop, gift/coffee shop and flat at Uilenkraalsmond Resort 2017-12-18 12:00 T11-2017/18
Supply and delivery of 200 mm Stainless Steel Couplings to Fit 200mm C.O.D. Fibre Cement Pipes. 2017-11-22 11:00 SQ11171136
Guarding and security services at the Overberg district municipality’s Bredasdorp and Caledon Offices 2017-12-18 12:00 T14-2017/18
Supply and delivery of 20 mm Brass Talbot Ferrules for Iron. 2017-11-22 11:00 SQ11171136
Mechanical, refurbishment and auto electrical services for the firefighting vehicles for the period ending 30 June 2019 2017-12-18 12:00 T15-2017/18
The appointment of service providers for the supply, delivery and off-loading of sand, stone and road building material on an as and when required basis from date of award until 30 June 2020 2017-12-19 10:00 A-RS 01-2018
Supply and delivery of Code En32 G.B.O. 16 mm Ring Nuts with Elongated Ring 2017-11-22 11:00 SQ11171135
Provision of a suitable Mobile On/Off Track Sanding philosophy that will supplement the current manual sanding process used by TFR to fill the sand box on the locomotives. 2018-01-09 10:00 RFI: HOAC-HO-24850
Supply and delivery of Fibreglass Joint Boxes for 25 Mm - 35 Mm Mc 1001/D -Aberdare Pe 16/70 Joint. 2017-11-22 11:00 SQ11171135
The provision of short term contracts for a period of 12 months for security guarding services (static and ad hoc), crime prevention patrols and armed response for the various zones within the KZN Operating Unit 2018-01-09 10:00 DD 6539/LN
Tenders are invited for the Service, Maintenance and to Conduct Test on a BA Set at Groendal WTW 2017-11-28 11:00 CSQ11171184
Appointment of a service provider for the supply and delivery of contact wire for electrical for PRASARAIL Nationally 2018-01-15 12:00 020/2017/PR/HO/ENG/INFRA(E)
Supply and deliver Contactor Moeller Dilm 150 coil,220volt. 2017-11-24 11:00 SQ11171133
The provision of Large Power User (LPU) installation audits for eskom distribution energy trading department on an “as and when required” basis 2018-01-16 10:00 CORP4297
Supply and deliver Lamps 1000watt high pressure sodium 2017-11-24 11:00 SQ11171133


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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