request for information proposal and quotation is called as: What is a Request for information RFI: Meaning, example


The U.S. General Services Administration used an RFQ when they needed to establish government-wide janitorial services. As you might expect, this request for quotation example is very detailed and offers very specific information about scope, guidelines and requirements. The document also provides a clear process for evaluation so suppliers know what to expect. An RFQ is a document that details pricing options for a highly-specific service or product. RFQs are sometimes sent independently, or sometimes in tandem with an RFP document.

stands for request

An RFQ is typically the first step in submitting a request for a proposal. They might be similar but RFQs are generally comprehensive when asking for a price quote. The suppliers have to return the bidding by a set date and time to be considered for an award.

While an RFQ is a request for quote, an RFP is a request for proposal. An RFQ is sent when you know exactly what product/service you want, and you really only need to know the price. An RFP is sent when it’s more complicated and you want to evaluate many factors besides price before making a decision. So, a streamlined RFP process helps organizations and enterprises secure better, competitive bids, reducing the manual process required in procurement processes. It’s essential to know the differences between a proposal vs quote to ensure clarity and ease of communication with customers.

One of the best things about RFQ is that the selection and scoring for your potential suppliers can be done quickly. This is where the preparation that you did before the start of this whole process should shine. With your pricing table or template, you can compare the prices that each potential supplier has given you. If you’re working for a committee or a department, make sure that all relevant information is included in your memo.


Send a bid when you’re bidding for a large government project with clear project details. While bids and proposals are similar, proposals usually have more detail. Of course, the vendor with the best prices and terms will be handpicked by your team. If the reply letter from the supplier has other documentation included, make sure to read each of them carefully. To create a good request for quotation, some steps should be followed. Invited Bid – As the name suggests, it is when specific vendors receive the RFQ and are then invited to both open and sealed bids.


If so, a competitive process allows the vendor to specify exactly how their capabilities fit the needs of the company. Is the product or service required available from only a handful of vendors? If the product or service is only offered by a few vendors, such as local telephone service, then the RFI process might be enough to make a purchasing decision. An RFI will always include a list of information the buyer desires from the seller such as information about the seller’s services and products.

Like its name suggests, an RFI is focused on information about the seller and what they have to offer. There are different request types, with their focus being on the buyer and/or seller. Each business decides what specific information it wants to collect from different suppliers. You can easily fall into the trap of requesting that vendors provide you a system that does exactly what your current system does.

Request for Proposal RFP

The collective term RFX is often used to embrace a request for proposal , or any of the terms listed below. As you can see, RFIs are less specific and contain less information than RFPs or RFQs. However, their advantage is that they are less complex to prepare and can help you filter out suppliers from the beginning if you already see that they don’t offer what you want.

  • These differences determine which type of request should be used in different circumstances and will dictate which option AJ and his team use.
  • The RFQ process could be abused as a result of breaking requirements into smaller sizes just to apply this method of procurement.
  • As the RFQ format is uniform within a company, the soliciting company can easily compare the quotes.
  • This is a common RFQ type for most public and government procurement projects.

A best and final offer is a prospective homebuyer’s last and highest offer, often submitted in a bidding war for a property. Investopedia requires writers to use primary sources to support their work. These include white papers, government data, original reporting, and interviews with industry experts. We also reference original research from other reputable publishers where appropriate. You can learn more about the standards we follow in producing accurate, unbiased content in oureditorial policy.

Quote vs. Estimate vs. Bid vs. Proposal: The Bottom Line

They will detail what they need and make these request for information proposal and quotation is called as publicly available. Send a quote when you have a firm understanding of the specific details and project costs involved. This means you may need to visit the site, speak to the client, and do additional research to get all the information you need to quote.

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On the contrary, proposals are submitted as part of the competition to win business from customers. Proposals are somewhat of a hybrid of quotes, bids, and estimates, and are helpful in complicated projects with multiple solutions. The request and response are weighted much more closely in an RFP. With the focus on the buyer and the problem or need, the request is more expansive, detailing the different aspects of the problem or need and what is desired in a potential solution. In it, the seller provides general details about their products or services and how it will help the buyers’ problem or need.

While they all help organizations gather information from vendors, they each serve a distinct purpose. Used independently or together, RFIs, RFPs and RFQs are all important tools for reducing risk, saving money and picking the perfect partner. Use persuasive language to get potential customers to buy from you, e.g., appeal to their emotions or make a time-sensitive offer. Regardless, once the client accepts the quote , you have to complete the work as detailed in the quote and at that exact price. Nevertheless, while open to interpretation, an estimate, bid, quote, and proposal are meaningfully different. There are widely accepted definitions that hold true across industries.

What Is a Request for Proposal (RFP)?

Is generally expected to follow a structured evaluation and selection procedure, so that an organization can demonstrate impartiality – a crucial factor in public sector procurements. Ensures that suppliers respond factually to the identified requirements. Informs suppliers that an organization is looking to procure and encourages them to make their best effort.

price quote

The RFQ and RFP documentation help companies decide which vendor they want to buy from. It’s a similar process as when we consumers search online, compare stores and prices, and decide where and how to buy. Below we look at the request for proposal RFP and request for quote RFQ and their key differences. Have you ever searched for a product or service online, read reviews, compared prices and retailers until you knew you were making the right decision? Well, that’s what businesses do when making purchases, except it’s a more formal process.

An RFQ is appropriate for a project in which you are adding on to or augmenting an existing system. For instance, Cobalt offerscloud migration servicesfor organizations already usingMicrosoft Dynamics 365 products and services. If you’re moving from Dynamics CRM on-premises to Dynamics 365 online, an RFQ would be the right thing to send our team in the assessment phase. The alternative to an RFP is a less formal process requiring a project manager to research and identify potential vendors for a project. Depending on how exhaustive the search is, the potential responses can be limited.

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In 2017 they prepared a request for quotation when they needed to acquire new tablets and tablet covers. This RFQ form is a great example of the detail-oriented nature of the process. Throughout the process, it’s crucial that you maintain a level playing field. Share all the same information and ask all of the participants the same questions. As you receive responses, it’s good practice to confirm their receipt with the vendor. Unless you have an open bid, keep information about other vendors’ offers strictly confidential.

Request for quotation

Whenwriting an RFP and SOW, it is important to be mindful of organizational processes and best practices, to maximize effectiveness. This part should describe what is expected in terms of information and deadline. A request to the supplier to fill in basic information about their organization . RFIs are especially useful for companies that want or have to research many potential partners. As a vendor, I come to this issue with certain biases, but I prefer the RFI-RFP route as opposed to an RFQ. Typically, clients that come to us with an RFQ tend to be closed-minded in their approach.

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