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.
Request for Proposals to appoint a panel of service providers for an Intellectual Property Services for a period of three years. 2018-02-26 11:00 ARC/ 43/ 01/ 18
Provision of physical security services at Water and Wastewater Treatment Facilities in Giyani 2018-02-27 11:00 LNW 02/ 17/ 18
The Supply and Delivery of Dry Rations to the Department of Defence (Johannesburg Area) for a Period of Three (03) Years. 2018-02-26 11:00 CPSC- B- PC- 036- 2017
The Supply and Delivery of 1500 x Boxes of Paper Tabulating Machine Continuous Flat Fold 3 Ply Paper to the Department of Defence. 2018-02-28 11:00 CPSC- B- G- 305- 2017
Supply, delivery, maintenance and commission of twenty four (24) starring fans in four (4) houses and two(2) laying cages at house D: Losperfontein Correctional Centre :Rustenburg Management Area 2018-02-26 11:00 LMN/ RTB 01/ 2018
Requirement for the placement of seventy (70) calf compressor devices inclusive of all servicing and maintenance of the devices and the supply of consumables for Groote Schuur Hospital over three (3) year period. 2018-02-26 11:00 GSH: PT91/ 2017
Appointment of a Service Provider for the Supply and delivery of Perfusion and Cardiothoracic Surgery Requirements to Groote Schuur-, Tygerberg- and Red Cross War Memorial Children’s Hospital for a period of three (3) years. 2018-02-23 11:00 TBH 507/ 2017
Supply, delivery and installation of two 1250KVA generator sets with two 1250KVA step-up transformers with related MV Switching equipment including civil and structural works at Nelson Mandela Academic Hospital in Mthatha, Eastern Cape. 2018-02-23 11:00 SCMU3- 16/ 17- 0356- HO
Supply and Delivery of Cleaning Material and Toiletries for a period of 01 year to Krugersdorp Management Area. 2018-02-26 11:00 KRU01/ 2018
Request for Proposals for Cleaning Services for all the ARC Pretoria based offices for a period of three years. 2018-02-26 11:00 ARC/ 37/ 12/ 17
For consulting engineering services for the construction monitoring and close out for the Upgrade of National Route 3 section 3 from Sanctuary Road interchange (km 15.1) to link road (km 21.2) 2018-02-23 14:00 NRA N.003- 030- 2018/ 1S
Consulting engineering services for the periodic maintenance of national route 5 from section 1 Vaalpensspruit (km 31.0) to section 2 Senekal (KM 4.4) 2018-02-23 14:00 NRA N.005- 012- 2018/ 1F
Erection of Fencing at ARC Robertson Research Farm 2018-03-05 11:00 ARC/ 42/ 01/ 18
Leasing of Office Space for Empangeni Satellite Office for the Duration of Five (05) years for 500 sqm 2018-02-28 11:00 RFB/ 2017/ PSIRA/ 12
Supply and configure a next generation firewall solution for four year period 2018-02-23 12:00 MTK20/ 2017
Panel of Emerging Firms For Provision of Professional Services Infrastructure Planning, Project Preparation, Project Implementation and Specialised Project Support Services for the Delivery of Social, Economic and other 2018-03-02 11:00 RFP004/2018
Provision of Professional Services Infrastructure Planning, Project Preparation, Project Implementation and Specialised Project Support Services for the Delivery of Social, Economic and Other Infrastructure 2018-03-02 11:00 RFP003/2018
Supply & delivery of sodium hypochlorite 2018-02-22 12:00 2018/068
Provision of ICT infrastructure upgrade 2018-02-22 11:00 OPFA/INUP2018/T5
Provision of Security Services to Rand West City Local Municipality 2018-02-26 11:00 RWCLM-5/007/2017-2018


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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