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.
Implementation and Administration of “Certificate in Public Management Development” (CPMD) Training In line With National Treasury Regulation for 10 Candidates 2018-05-02 11:00 8/2/197/2017-2018C
12 month newspaper subscription for the Mayor and Media staff 2018-05-03 12:00 SD11800449
Supply and delivery of Solid Brass Padlock 40mm Keyed Alike 2018-05-03 12:00 408/2017/2018
Supply, delivery and installation of mechanical, electrical and civil works for the capacity increase of the Mkhizwana Water Treatment Works from 1,3Ml/day to 4Ml/day Ward 2. 2018-05-25 11:00 WS.6998
Printing, Packaging and Posting of Amathole District Municipality Customer Account Statements for a Period of Three (3) Years 2018-05-18 11:00 8/2/112/2017-2018C
Supply & install two (2) actuator valves for Rheenendal water works 2018-05-03 12:00 409/2017/18
Provision of Professional Engineering Services: Dutywa Bulk Sewer Pipe Line Replacement 2018-05-07 11:00 8/2/111/2017-2018C
Replacement of stainless steel ozone gas piping at uShaka Marine World over a period of 36 months. 2018-05-18 11:00 UMW-167
Provision of Professional Engineering Services: Dutywa Water Pipe Replacement 2018-05-07 11:00 8/2/110/2017-2018C
Supply and Delivery of Wireless Equipment 2018-05-03 12:00 412/2017/18
The supply, installation and commissioning of (VSDs) on various slides at uShaka Marine World, in Durban, KwaZulu-Natal. 2018-05-11 11:00 UMW-166
Supply and Delivery of Stationery to Chiselhurst, BCMM Stores, East London 2018-05-02 12:00 RFQ/SCM/2017-18/401 (RE-ADVERTISEMENT)
Provide Security Risk Analysis Report for BCMM 2018-05-02 12:00 RFQ/HPS/2017-18/455
Supply, delivery and off-loading of low voltage cable jointing and cable termination kits and low voltage cable transition jointing kits during a 36-month period. 2018-05-18 11:00 E.9602
Topographical Survey / DTM Requirements for the Proposed Township Establishment – Remainder of Erf 414 Newlands (Component of a Consolidation of ERF 419 New lands) 2018-05-02 12:00 RFQ/DDP/2017-18/452
Supply, delivery and off-loading of accessories for XLPE and fluid-filled underground power cables during a 36-month period. 2018-05-25 11:00 E.9327
Supply and Delivery of Bituminous Emulsion: Anionic Stable Mix 60% For Beacon Bay Project 2018-05-02 12:00 RFQ/DES/2017-18/451
Mixing and Delivery of Ready Mixed Bituminous Slurry for Beacon Bay Project 2018-05-02 12:00 RFQ/DES/2017-18/450
Supply, delivery, off-loading, installation and testing of 275/132kV, 132/33kV, 132/11kV and 33/11kV power transformers for a fixed period of 36 months. 2018-05-25 11:00 E.9307
Supply and Delivery of Asphalt Filler Suitable for Labour Intensive Asphalt and Bituminous Works for Nahoon Project 2018-05-02 12:00 RFQ/DES/2017-18/449


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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