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.
Hermanus: New office accommodation & 4 secured parking bays for SAPS: FCS Unit: Area of 284.94m2 - 5 years lease period: Category - B & D 2019-03-15 11:00 CPTL50 / 19
The Western Cape Department of Agriculture requires a service provider to conduct a Census in West Coast, Central Karoo and Overberg areas 2019-03-25 11:00 BID 855 - 2018/ 2019
Supply, install, commission tv sets, cages, wall brackets and dish x 11 2019-03-06 11:00 ZNQ 1003/ 18
Supply bags garbage clear 910x760mm x300 pkts per month for 6 months 2019-03-06 11:00 ZNQ 948/ 18
Appointment of a Panel of Recruitment Agencies for a period of three (3) years 2019-03-25 11:00 BRAND SOUTH AFRICA/ 008/ 2018
Contracting of a panel of programme management service providers for the implementation of training and skills development programmes in the KwaZulu Natal province for the period of thirty six (36) months 2019-03-15 11:00 ADA- E 12/ 2018
Appointment of a service provider for the purchasing, delivery and commissioning of the compound microscopes in the Stellenbosch Laboratory for the Department of Agriculture, Forestry and Fisheries. 2019-03-08 11:00 4.4.12.2/ 44/ 18
Appointment of a Security Service Provider to Provide Guarding Services at Atlantis Cape Town for a Period of Two (02) years with an Option to Renew 2019-03-18 11:00 34/ FIN/ 2019
Appointment of a service provider for the purchasing, delivery and commissioning of the stereo microscopes in the Stellenbosch Laboratory for the Department of Agriculture, Forestry and Fisheries. 2019-03-08 11:00 4.4.12.2/ 45/ 18
Pretoria: Rendering of daily cleaning and deep services at Union Building for period of 24 months 2019-03-26 11:00 PT18/ 081
Request for Proposal (RFP) for the appointment of a service provider to supply and deliver heavy duty oil spill response inflatable curtains booms at OPC 2019-03-25 12:00 SFF/ 2019/ 041
Invitation to Bidders to Submit Proposals for the Appointment of a Service Provider to Provide (3) Three Security Officers to Safeguard The CIPC Cape Town Customer Service Centre 2019-03-22 11:00 CIPC BID NUMBER: 19/ 2018/ 2019
Security Services required at Coastal KZN TVET College for the Central Office and 8 Campuses 2019-03-22 11:00 SS CKZN 01/ 2019
Betterment and Regravelling on Provincial Road P102 between Chainage 10.00km to 14.00km in the Ndwedwe Local Municipality for Grade 3CE Vukuzakhe Contractors 2019-03-27 11:00 ZNT373T/ 3/ C2930/ 014/ S/ 1/ 2018- 2019
Request for Proposal (RFP) for the appointment of a service provider to perform Tank Top Removal at Milnerton Tank Farm facility 2019-03-25 12:00 SFF/ 2019/ 043
Appointment of service providers to design, supply, deliver, install, commission and calibrate a crude oil sampling unit at the Saldanha Oil Jetty 2019-03-25 12:00 SFF/ 2019/ 042
Betterment and Regravelling on District Road D1574 between Chainage 0.00km to 3.20km in the Ndwedwe Local Municipality for Grade 3CE Vukuzakhe Contractors 2019-03-27 11:00 ZNT373T/ 3/ C2930/ 016/ S/ 1/ 2018- 2019
Betterment and Regravelling on District Road D868 between Chainage 1.00km to 4.90km in the Ndwedwe Local Municipality for Grade 3CE Vukuzakhe Contractors 2019-03-27 11:00 ZNT373T/ 3/ C2930/ 011/ S/ 1/ 2018- 2019
Invitation to tender for all Grade 3 CE contractors registered with KZN Department of Transport database, Vukuzakhe Contractors Association and CIDB to tender for The Blading on Roads L1258, L1729, L1993, L1199, D1905, D856, D855, D242, D466, D2469, D1907, P450, P735, P470 and P475 2019-04-05 11:00 ZNT 373/ C274/ 2604/ P/ 1/ 2018- 2019T
Request for Proposal (RFP) for the appointment of a service provider to perform Cleaning and Tank Integrity Inspections of two tanks at Milnerton Tank Farm. 2019-03-25 12:00 SFF/ 2019/ 044

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Extension of validity period

By Werner van Rooyen

www.howtotender.co.za

31 January 2019

Those of you who are familiar with responding to tenders will know that it is common practice for procuring entities to extend the bid price validity period. We received the undermentioned queries regarding the extension of the validity period of the bid price.

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