Issue Date: 
Tuesday, October 11, 2016

Difference Between a RFI, RFQ and RFP

We are regularly asked what the difference is between a Request for Information (RFI), a Request for Proposal (RFP) and a Request for Quote (RFQ).

"RFX" is a term used, to refer to all 'Request For…' documents used to solicit responses, of various types, from suppliers. The three common documents are:

  • Request for Information (RFI)
  • Request for Proposal (RFP)
  • Request for Quote (RFQ)

According to the Government's eTenders portal (http://www.etenders.gov.za) the differences between RFQ's, RFI's and RFP's are as follows:

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 describe the problem;
  • Solicit external expertise regarding how to solve the problem;
  • Study proposed solutions.

Request for Proposal (RFP)

An RFQ 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 needed, the Customer provides the Supply Chain Management Unit with as much information as possible, including complete specifications, quantities, and delivery schedule.

The common thread between all three types of "RFX" documents is that the Customer/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 of 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.

To learn all you need to know to respond to tenders correctly, and hopefully successfully attend our How-to-Tender workshops. Visit our website www.how2tender.com to find out more and to register. For more information on the tender courses please email Werner at werner@how2tender.com.

This article was written by Werner van Rooyen, Director of HowToTender (Pty) Ltd. which specializes in tender consulting and tender training.

Title Closing Date Tender No.
Purchase of MTC Network Asset and Service Level Agreement 2019-06-24 16:00 A34-2018/2019
Request for Proposals for Chronic Medication delivery and adherence support 2019-06-10 16:00 EEIH052019
Consultancy services to conduct touristic asset inventory and mapping analysis for selected African countries 2019-06-07 14:30 70/NPCA/NRG/TOURISM/QCBS/2019
Appointment of a contractor for the construction of the Rosemoor Tartan Track and associated works 2019-06-25 12:00 COM 015 OF 2019
TV Licence e-billing services for a period of five (5) years 2019-06-14 12:00 RFP/TVL/2019/33
Construction of internal streets, Rosedale 2019-06-21 14:00 TN035/2019
Tender for the construction of new Rothdene Pump Station rising main in Meyerton, Gauteng 2019-06-21 12:00 RW01509/18
Appointment of a service provider to provide pest control services and snake treatment at ATNS Bisho sites for a period of 12 months 2019-05-28 12:00 RFQ/ATNS/FAUT/18.20/PESTCONTROL/01
Maintenance of Fire Protection Equipment-Southern Free State and Central EC 2019-06-03 11:30 N1903 Central
Tender for the appointment of transactional advisory services for Lejwe Le Putswa Development Agency for 3 years 2019-06-28 11:00 2019/05/001
Appointment of a panel of consultants for a period of 3 years (land surveyors, town planners and environmentalists) 2019-06-06 10:00 T/TECH05/2019/2020
Supply and delivery of electricity, water and sanitation consumables and spare parts for the Municipality stores on an as and when required basis for a period of 24 months from 1 July 2019 to 30 June 2021 (2 x service providers to be appointed) 2019-06-06 10:00 T/FIN05/2019/2020
Appointment of a service provider to develop gateway vision 2030 blueprint for a period of 3 years 2019-06-06 10:00 T/MM05/2019/2020
Appointment of a professional service provider to develop a detailed business plan for development of a new regional cemetery for VKLM 2019-06-06 10:00 T/S0C/05/2019/20
Supply and delivery of 5 x self-propelled grass mower with detachable ride-on seat 2019-06-06 10:00 T/SOC05/2019/2020
Professional Services for the Preparation of a Social Development Master Plan for the LHWP Phase II 2019-09-02 14:00 6032
Provision of HIV Counselling and Testing (HCT), Wellness Screening Services and Employee Assistance Programme (EAP) for a period of (36 months) three years. 2019-06-20 14:00 SW/HCTEAP/201908
Appointment of a Service Providers for Collection, Manage Waste and Dispose various Scrap Material within Autopax 2019-06-11 12:00 APX/ SCM/ 002/05/ 2019
Appointment of a Service Provider for the Supply and Delivery of Bus Brake Parts and Brake Shoes Riveting 2019-06-11 12:00 APX/ TECH/ 001/05/ 2019
Evaluation of the Norwegian Ministry of Foreign Affairs Support to the Development and Implementation of the African Union Human Rights Decade Project (2016-2018): 2019-06-07 15:00 AUC/DPA/CS/04

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10 things to remember when you tender

By Werner van Rooyen

31 January 2019

There are many things that you as a small business owner must remember when you respond to a tender and sometimes responding to a tender can be overwhelming. Experience has taught me that there are some important things to remember when responding to a Tender and there are some less important things to remember when responding to a Tender.

Here are ten of the important things to remember when responding to a Tender. Please remember that all ten of these items mention here are equal... Read More

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