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.
Department of Education: Ewubwini Primary School and Induma Junior School: Sanitation Programme: Cluster UGU 08: CIDB Grading 6 GB or higher (Only Eyesizwe Contractors) 2018-12-19 11:00 ZNTM00906W
Department of Education: Sifsesihle Primary School : Sanitation Programme : Cluster UMG 25: CIDB Grading 5 GB or higher (Only Eyesizwe Contractors) 2018-12-19 11:00 ZNTM00951W
Department of Education: Fortmannspruit Primary School: Sanitation Programme: Cluster UMG 19: CIDB Grading 5 GB or higher (Only Eyesizwe Contractors) 2018-12-19 11:00 ZNTM00923W
Container aluminium sterilization with 2 filters on top 2018-11-27 11:00 PSH 1054/ 1819
Department of Education: Pheshe Primary School : Sanitation Programme : Cluster UMG 17: CIDB Grading 5 GB or higher (Only Eyesizwe Contractors) 2018-12-19 11:00 ZNTM00921W
Department of Education: Amandus Hill Primary School: Sanitation Programme: Cluster UMG 08: CIDB Grading 5 GB or higher (Only Eyesizwe Contractors) 2018-12-19 11:00 ZNTM00944W
Department of Education: Emnwaneni Primary School : Sanitation Programme : Cluster HG 12: CIDB Grading 5 GB or higher (Only Eyesizwe Contractors) 2018-12-19 11:00 ZNTM01067W
Occupational items: rubber pencil, super glue, soccer ball and bathroom mat. Quantity: various 2018-11-27 11:00 PSH 1061/ 1819
Gugulethu Office 1: New office Accommodation for SASSA: Area of 922.57m2 and 2 Lockup garages, 8 Undercover & secured parking bays for a 3 years period. Category C. 2018-12-07 11:00 CPTL31 / 18
Gugulethu Office 2: New office Accommodation for SASSA: Area of 695.54 and 2 Lockup garages, 8 Undercover & secured parking bays for a 3 years period. Category C. 2018-12-07 11:00 CPTL32 / 18
Khayelitsha Office 1: New office Accommodation for SASSA: Area of 999.45m2 and 2 Lockup garages, 8 Undercover & secured parking bays for a 3years period. Category C. 2018-12-07 11:00 CPTL33 / 18
Instrubac blue (5 lt). Quantity: 3 units 2018-11-27 11:00 PSH 875/ 1819
Department of Education: Emtulwa Primary School : Sanitation Programme : Cluster UMG 18: CIDB Grading 4 GB or higher (Only Eyesizwe Contractors) 2018-12-19 11:00 ZNTM01064W
Oesophageal dilators. Quantity: 100 units 2018-11-27 11:00 PSH 954/ 1819
Department of Education: eThekwini Region: Madlanga Junior Primary School: Mandini: Replacement of Perimeter Fencing 2018-12-20 11:00 ZNTD 04648W
Vredendal: New office Accommodation for SASSA : Area of 653.13m2, 8 Undercover & secured parking bays for a 3years period. Category C 2018-12-07 11:00 CPTL36 / 18
Department of Education: eThekwini Region: Macambini Primary School: Gingindlovu: Replacement of Perimeter Fencing 2018-12-20 11:00 ZNTD 04647W
Department of Education: eThekwini Region: Umzokhulayo Junior Primary School: Ndwedwe: Replacement of Perimeter Fencing 2018-12-20 11:00 ZNTD 04663W
Khayelitsha Office 2: New office Accommodation for SASSA: Area of 964.45m2 and 2 Lockup garages, 9 Undercover & secured parking bays for a 3 years period. Category C. 2018-12-07 11:00 CPTL34 / 18
Department of Education: eThekwini Region: Untunjambili Primary School: Stanger: Replacement of Perimeter Fencing 2018-12-20 11:00 ZNTD 04675W

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Advantages and disadvantages of Consortiums

Consortiums are often considered as entities to use when responding to tenders in South Africa. The question that arises is whether to use a Consortium or a Joint Venture when responding to a tender. To help you with this we have compiled a list of advantages and disadvantages for both Consortiums as well as Joint Ventures. In this article we list the advantages and disadvantages of Consortiums. Look out for the same article on Joint Ventures.

Consortiums Advantages:

  • Easy to establish as there are no formal procedures... Read More
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