Definition
Request for Quotation(RFQ)
A price-led request against a clearly specified requirement.
A Request for Quotation (RFQ) is a simplified procurement document used by public buyers for lower-value, well-defined purchases where price and basic delivery terms are the main deciding factors. It is quicker to run than a full Invitation to Tender and usually involves fewer suppliers and a shorter response window.
Typical RFQ scenarios
RFQs are common for straightforward goods, standard services or call-offs from an existing framework, where the specification is fixed and there is little to differentiate suppliers beyond price, availability and basic quality assurance.
Many RFQs are run through Crown Commercial Service or sector-specific frameworks, with buyers inviting a shortlist of approved suppliers to quote rather than advertising openly on Find a Tender.
What to include in an RFQ response
Even a simple RFQ deserves a properly checked submission. Buyers still reject quotes that miss a mandatory form, quote the wrong unit of measure, or fail to confirm delivery lead times clearly.
- A clear, itemised price broken down as requested
- Confirmation of delivery or mobilisation timescales
- Any mandatory certifications or insurance details
- Validity period for the quoted price
- Signed form of tender or quotation form if required
RFQ compared with ITT and RFP
An RFQ differs from an ITT mainly in scale and formality: both can involve a fixed specification, but an RFQ process is lighter-touch, with less evaluation documentation and a shorter standstill period, if one applies at all. It differs from an RFP in that suppliers are not expected to propose their own solution, only to price a known requirement accurately.
Frequently asked questions
- Is an RFQ legally the same as a tender?
- An RFQ response is still treated as a tender for procurement purposes, and public buyers must still apply fair and transparent processes. It is simply a lighter format usually reserved for lower-value or lower-risk purchases.
- How quickly do I need to respond to an RFQ?
- RFQ deadlines are often much shorter than full ITT submission deadlines, sometimes just a few working days, because the requirement is simple and the evaluation is largely on price. Always check the stated deadline rather than assuming a standard timeframe.
- Can price alone decide an RFQ award?
- Yes, many RFQs are awarded on lowest price provided minimum quality or compliance thresholds are met, though some still use a weighted price and quality model similar to a small-scale Most Economically Advantageous Tender evaluation.