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.
Cleaning of Culverts & Drains In Various Areas - as & when required 2018-01-23 14:00 DBN/OPS (RTPC) 757
Repairs to various cables - as & when required 2018-01-22 11:00 DBN/OPS (RTPC) 747
Maintenance, Support & Development Services for Regional Systems - as & when required 2018-01-24 09:00 DBN/OPS (RTPC) 738
Supply & Deliver Workshop Tools 2018-01-24 10:00 DBN/CAP (RTPC) 751
Maintenance & repair of printers, ticket machines, PTIMS machines, pc's, laptops, network points & IP phones - as & when required 2018-01-22 12:00 DBN/OPS (RTPC) 754
Repairs to Various Valves - as & when required 2018-01-24 11:00 DBN/OPS (RTPC) 748
Supply & delivery of points rodding & equipment 2018-01-23 10:00 DBN/CAP (RTPC) 743
Supply & Delivery of Perway General Tools 2018-01-24 12:00 DBN/CAP (RTPC) 739
Supply of various testing equipment and machinery for Transnet Engineering Durban 2018-01-23 10:00 TE 17 DBN 6GC 10355
Supply & maintenance of a self-propelled on-track wagon with crane 2018-01-23 12:00 DBN/CAP (RTPC) 737
Maintenance of track with on-track drain cleaning machine 2018-01-23 14:00 DBN/CAP (RTPC) 736
Cleaning of culverts & drains in various areas - as & when required 2018-01-23 14:00 DBN/OPS (RTPC) 757
Repairs to Bes Pantographs Type 2640 with Collector Pan - as & when required 2018-01-24 12:00 DBN/CAP (RTPC) 759
Maintenance, support & development services for Regional systems - as & when required 2017-12-24 09:00 DBN/OPS (RTPC) 738
Supply, Delivery and Laying of Crusher Stones in Various Substations in the Gauteng Operating Unit, on an as and when required basis 2018-01-24 10:00 DX749
Tender for the supply, delivery, off-loading, install and commissioning of new standby generator sets, as well as a maintenance contract for routine maintenance and repair of the standby generator sets: as and when required: three year period. 2018-01-24 10:00 USD EE 25-2017/18
Supply & deliver workshop tools 2018-01-24 10:00 DBN/CAP (RTPC) 751
Repairs to various valves - as & when required 2018-01-24 11:00 DBN/OPS (RTPC) 748
Supply & delivery of Perway general tools 2017-12-24 12:00 DBN/CAP (RTPC) 739
Repairs to BES pantographs type 2640 with collector pan - as & when required 2018-01-24 12:00 DBN/CAP (RTPC) 759


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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