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 to find out more.

Title Closing Date Tender No.
Removal of waste from various areas - as & when required. 2018-07-19 11:00 DBN/OPS (RTPC) 777
Tender for the construction of Phase 1 upgrades and urgent refurbishment at the Rooiwal Waste Water Treatment Works. 2018-07-20 10:00 USD WS 30-2017/18
Data cleansing project 2018-08-01 12:00 T 95/2017/18
The construction of Estcourt industrial water network upgrade. 2018-07-26 12:00 16/2018-CON
Ekuvukeni-bulk rising main and booster pump station to Zandbuilt Reservoir. 2018-07-27 12:00 10/2018-CON
Provision of banking services to Joe Gqabi District Municipality and Ukhahlamba Development Agency (PTY) LTD (trading as Joe Gqabi Economic Development Agency). 2018-08-17 12:00 JGDM 2017/18 - 019
Appointment of a suitable service provider for Provision of banking services for a period of five (5) years. 2018-08-14 12:00 T13/2017-2018 (Re-advert) 8/2/522
Strategy Formulation and employee engagement sessions 2018-07-18 12:00 MTK07/ 2018
Outsourcing of Electronic Document Management System (EDMS) for the Department of Defence, Central Procurement Service Centre for a Period of One (01) Year. 2018-07-19 11:00 CPSC- B- PC- 016- 2018
Provision of Office Accommodation: Gauteng Provincial Office for a leased period of 5 years. (Leases ranging from seven to ten years will also be considered 2018-07-20 11:00 10/ 2018
Provision of Office Accommodation: Mokopane Satellite Office for a period of 5 years. (Leases ranging from seven to ten years will also be considered). 2018-07-20 11:00 24/ 2018
Provision of Office Accommodation: Bizana Satellite Office for a leased period of 5 years. (Leases ranging from seven to ten years will also be considered). 2018-07-20 11:00 21/ 2018
Provision of Office Accommodation: King Williams Town Local Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-07-20 11:00 23/ 2018
Nelspruit: DHET: Acquisition of office Accommodation Measuring Approximately 579.32sqm and 21 Parking Bays 2018-07-18 11:00 NST18/ 021
Repairs to blower motor invertors & fans - as & when required. 2018-07-18 12:00 DBN/OPS (RTPC) 770
Repairs to doors (all components) - as & when required. 2018-07-18 13:00 DBN/OPS (RTPC) 779
Repairs & replacement of components in various substations (CIDB Grading 4EP). 2018-07-19 10:00 DBN/CAP (RTPC) 760
The appointment of consulting engineers for various projects in Hessequa Municipal area for a three (3) year period. 2018-07-20 12:00 HES-TECH 35/1819
Provision of single phase testing training services. 2018-07-20 10:00 59CON1870
Supply, Delivery and Installation of 75 Litre Galvanised Swivel Street Litter Bins (Coastal,Inland and Midland Regions of BCMM). 2018-07-22 12:00 3175


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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