What is an RFQ?


Do you have the title of Project Manager? Have you been asked to obtain RFQs for a project, but don’t know what that means or where to start?

Not to worry, because we’ve got you covered.

Here, we provide a detailed description of what an RFQ is, some advantages and disadvantages, and when they are most often used.

After reading this article, you’ll understand what an RFQ is and when it’s necessary to use this technique.

What is an RFQ?

A request for quote, or RFQ, is a method of soliciting something in the procurement cycle.

In a request for quote, a company will ask its trusted vendors to provide a quote (or an estimate) of costs to complete a service, project, or task.

The company requesting the quote will provide detailed specifications regarding how the service, project, or task should be completed, and each vendor will quote it according to those specs. The company will then compare each of the vendors’ bids to determine which has the most competitive pricing and will be able to deliver given the provided specs.

If a vendor cannot fulfill the specs as requested, they may offer alternative options in order to remain competitive. Alternately, they may quote only the portions they are able to provide. Or, they may decline to quote the project in its entirety.

Advantages and Disadvantages

One of the advantages of using the RFQ method to procure pricing is that the company making the solicitation does not need to prepare any documentation, as requests are sent out privately. With less paperwork to prepare, turnaround times for quotes are reduced.

There aren’t many disadvantages to utilizing this approach.

The main one, though, is that it can be limiting, as companies only receive quotes from vendors they have established relationships with – meaning new vendors who may be able to provide the same service, project, or task for a smaller fee won’t have the opportunity to do so.

As a result of this, the company may miss out on good deals.

When to Use a Request for Quote

The best time to use this approach is when you have a specific service, project, or task that you only trust a few select vendors to handle. Or, when you wish to receive pricing in a timely manner. It’s also a good idea to request a quote when you’re looking to get the best possible result for the best price.

RFQs are also a useful way to gauge the capabilities and core competencies of your vendors. It will only take a few quotes to get a good handle on what they’re going to be the most competitive at.

Need Help Managing Your Procurement Processes?

We can help!

We have the tools to ensure that your company isn’t duplicating requests for the same procurement opportunities and damaging the productivity of your staff.

Contact us today to learn more about these tools, our daily notification emails, and more.

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