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  • Writer's pictureJordi Vandenhouwe

What is an RfQ (Request For Quotation)?

E-tendering has dramatically transformed the procurement landscape. While there are several components to e-tendering, understanding the pivotal role of RFQs (Request for Quotation) is instrumental for businesses looking to enhance their procurement process. So, let's demystify RFQs and their significance in e-tendering.

Request for Quotation

A Request for Quotation, commonly known as RFQ, is a structured method through which organisations seek prices or quotations from potential vendors for well-defined products or services. Unlike the broader RFI (Request for Information), an RFQ is laser-focused on costs and specifics. Its primary objectives are:

  1. Cost Estimation: RFQs enable businesses to gauge the financial implications of their procurement, providing a clearer picture of the potential budgetary outlay.

  2. Vendor Competitiveness: By soliciting quotations, organisations can assess which vendors offer the best value for money.

  3. Transactional Clarity: RFQs provide detailed specifics about the required goods or services, reducing ambiguity and ensuring both parties are on the same page.

How to build an RFQ?

Though the content might vary, a conventional RFQ generally contains:

  1. Introduction: A brief overview of the organisation and its procurement goals.

  2. Detailed Specifications: A comprehensive list of required products or services, ensuring vendors understand the expectations.

  3. Submission Guidelines: Clear instructions on how vendors should present their quotations, ensuring consistency across responses.

For an RFQ to be effective, it should be clear, concise, and comprehensive, leaving no room for ambiguity.

Discover some free RFQ templates here.

RFQ: Best Practices and Recommendations

  1. Detailed Descriptions: The more precise you are about your requirements, the more accurate the quotations will be. Include specifications about the product, dimensions...

  2. Set Clear Deadlines: Offer vendors ample time to provide a detailed and competitive quotation but ensure there's a clear deadline.

  3. Transparency is Key: Clearly mention any potential variables or conditions that might influence the final cost or product/service delivery.

  4. Work in 2 rounds: it's a best practice to implement a two-round process, beginning with an initial quotation phase followed by a BAF (Best and Final Offer) round, ensuring suppliers refine their proposals and present their most competitive terms.

  5. Keep it simple: maintain a simple and consistent pricing structure for all participants. This way it will be easier to compare the RfQ's afterwards.

Concluding Thoughts

RFQs play a critical role in the e-tendering process, facilitating a streamlined and transparent procurement procedure. With platforms like Valcori, managing RFQs becomes a seamless experience, allowing businesses to focus on obtaining the best value from their purchases.

Elevate your procurement strategies by leveraging the power of RFQs with Valcori.


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