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.
Bloemfontein deeds office: Upgrading of sewer system CIDB grading 3CE or higher 2017-11-28 11:00 BL17/ 023
The Western Cape Government Department of Human Settlements invites tenders for the construction of civil services for various erven and the building of FLISP housing units. 2017-11-24 11:00 HSC 07 + 08/ 2017/ 2018
Replacement school: Kwafuku Primary School; Philippi 2017-12-05 11:00 S093/ 17
Construction of a replacement school: Disa Primary School; Strand 2017-12-07 11:00 S097/ 17
Replacement school: Crestway High School; Retreat 2017-12-05 11:00 S092/ 17
Replacement school: Turfhall Primary School; Athlone 2017-12-06 11:00 S094/ 17
Construction of a new school: Wallacedene Primary School; Kraaifontein. 2017-12-06 11:00 S095/ 17
Construction of a replacement school: Willows Primary School; Heideveld 2017-12-07 11:00 S096/ 17
Drilling and geotechnical services for the preliminary design of the Pietermaritzburg ring road on National route 3 2017-12-01 14:00 NRA N.003- 023- 2010/ 1D- SS1
Vrede SAPS: Police station and housing units: Condition based maintenance on structural, electrical and civil elements CIDB grading 4GB or higher and 3GB PE or higher 2017-11-28 11:00 BL17/ 024
Provision of Office Accommodation: Springbok Satellite Office for a period of 5 years. (Leases ranging from seven to ten years will also be considered). 2017-12-08 11:00 35/ 2017
Provision of Office Accommodation: Groblersdal Satellite Office for a period of 5 years. (Leases ranging from seven to ten years will also be considered). 2017-12-08 11:00 34/ 2017
Provision of Office Accommodation: Groblersdal Satellite Office for a period of 5 years. (Leases ranging from seven to ten years will also be considered). 2017-12-08 11:00 34/ 2017
Provision of Office Accommodation: Vryheid Justice Centre for a period of 5 years. (Leases ranging from seven to ten years will also be considered). 2017-12-08 11:00 32/ 2017
Provision of Office Accommodation: Modimolle Justice Centre for a period of 5 years 2017-12-08 11:00 33/ 2017
Provision of Office Accommodation: Tzaneen Justice Centre for a period of 5 years. 2017-12-08 11:00 37/ 2017
Supply of Hygiene Equipment and Maintenance Services to Gauteng Department of Education Offices for a specific term contract for period of 3 years 2017-11-24 11:00 GT/ GDE/ 158/ 2017
NW384 - Ditsobotla Local Office Accommodation 2017-11-24 11:00 IEC/ NW- 03/ 2017
NW393 - Mamusa Local Office Accommodation 2017-11-24 11:00 IEC/ NW- 04/ 2017
Supply, installation and commissioning of an overhead travelling crane, complete with all ancillary equipment and associated works as per specification 2017-11-30 11:00 SPSC- B- 028- 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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