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.
Provision of Statistical Services and Review of research methodolgy and questionaire for the Customer Satisfaction Survey Project 2018-02-01 11:00 CSQ01181207
Supply Star of life decals 2018-01-26 12:00 GL11800498
Supply and deliver Mercury Vapour Lamps for Mitsubishi DLP Rear Projection Video. 2018-01-31 11:00 GQ01181668
Supply and delivery of Solenoid for Oakdale pumps station 2018-01-27 11:00 GH11800384
Supply Frost f/stand & purifier coolers 2018-01-26 12:00 GL11800499
Supply Various items for desk replacements 2018-01-29 12:00 GL11800501
Supply: Coffee mugs 2018-01-26 12:00 GL11800502
Replace rusty leaking gutter box - Zolani centre, Sthandathu Avenue, Nyanga. 2018-02-01 09:00 SN1180503A
Supply flashband 2018-01-26 12:00 GG11800514
Supply 135 square meter x tile; floor 2018-01-30 12:00 GG11800515
Supply: 48 meter x timber 2018-01-30 12:00 GG11800516
Supply roof sheet 2018-01-30 12:00 GG11800517
Supply: Recreational items 2018-01-26 12:00 GG11800518
Supply: glass sheet 2018-01-26 12:00 GG11800512
A Residential Security Estate in Centurion are currently inviting tenders from interested parties for the delivery of Security Guarding Services at the Estate 2018-02-15 12:00 HP/CH-SNR2018
Invitation to bid: the streetscape and beautification of Maphumulo Town 2018-02-07 12:00 KZN294/BEA-W10/201/18
Supply: Mowbrey controller & mowbrey ultrasonic transmitter 2018-01-29 11:00 GH11800376
Houston Double - Decker Sport Bags With Municipal Logo (Embroideries) 2018-01-29 12:00 2017/2018-118
Supply: Mowbrey controller & mowbrey ultrasonic transmitter 2018-01-29 11:00 GH11800376
Hire 30 Cub M Binlifter, 30Cub M Bins X6 With Roller Wheels. 2018-01-30 09:00 WJ11800307

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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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