To respond to a request for quotation (RFQ) in Kenya, read the specification carefully, confirm you are eligible, price every cost including tax and delivery, attach the required compliance documents, and submit before the deadline in the way the buyer asks. RFQs are used for smaller, standard purchases, which makes them one of the best ways for a new supplier to win a first contract.
What is an RFQ?
A request for quotation is a buyer’s invitation to a few suppliers to quote a price for clearly defined goods or services. The buyer usually picks the lowest quotation that meets the specification. RFQs are quicker and have lighter paperwork than full open tenders.
How to respond to an RFQ in Kenya: 8 steps
- Read the whole RFQ twice. Note the specification, quantities, delivery location, delivery deadline and how quotations will be judged.
- Check you are eligible. Some RFQs are reserved for AGPO groups or require eGP registration. See our guides to eGP registration and AGPO registration.
- Match the specification exactly. If you offer a different brand, size or standard, say so clearly. Don’t assume it will be accepted.
- Price every cost. Include transport, installation, taxes such as VAT where they apply, and any costs from delayed payment. Check that your price still leaves a margin.
- State how long your quotation is valid. Buyers often ask for a validity period, and quoting less than they require can disqualify you.
- Attach the required documents. Typical items are your business registration certificate, KRA PIN, Tax Compliance Certificate and any trade licences the RFQ asks for. Check the RFQ for the exact list.
- Submit on time, the right way. Follow the buyer’s instructions on format, envelope, email or portal. Late quotations are normally rejected, so submit early.
- Keep proof and follow up politely. Save your submission receipt. After the deadline, ask for feedback so you can improve your next quotation.
What buyers look for in a quotation
Buyers who send RFQs usually screen quotations in two stages. First they check that each quotation is compliant: it matches the specification, arrives on time and includes the required documents. Then they compare the price among the compliant ones. This means a very cheap quotation that is missing a document can lose to a slightly dearer one that is complete. Treat compliance as the foundation of every response.
What a good quotation contains
- Your business details: registered name, address, phone, email and KRA PIN.
- The RFQ reference number and date, so your response is matched to the right request.
- An itemised price table: description, quantity, unit price and total for each item.
- Taxes and delivery shown separately, so the buyer can see exactly what they pay.
- Delivery time: when you can deliver after receiving an order.
- Validity period: how long your prices stay fixed.
- Payment terms you are asking for, if the RFQ allows you to state them.
- A signature and company stamp, if the buyer requires them.
A worked pricing example (illustrative)
The numbers below are made up to show the method. They are not real prices.
Imagine an RFQ for 20 office chairs. Your supplier charges you KSh 6,000 per chair, so goods cost KSh 120,000. Transport to the buyer costs KSh 5,000. You want to cover your handling costs and earn a margin, so you add 12%, which is about KSh 15,000. Your price before tax is about KSh 140,000, or KSh 7,000 per chair. You then add VAT if it applies to your business and show it as a separate line.
The lesson is to start from your real costs, add delivery and a margin you can live with, and only then compare with what you think competitors will charge. If the margin disappears when payment is delayed by a month or two, the contract may not be worth taking.
A quick pre-submission checklist
- Is every item in the specification answered, with quantities that match?
- Are the prices correct, and do the totals add up?
- Are all required documents attached and still valid?
- Is the quotation signed or stamped if required?
- Is it addressed and delivered exactly as the buyer asked?
- Will it arrive before the deadline, with time to spare?
What happens after you submit
The buyer opens the quotations on or after the deadline, checks compliance, compares prices and awards the contract, usually by issuing a purchase order or contract. If you win, read the order carefully, confirm the delivery date and deliver exactly what you quoted. If you lose, politely ask for feedback. Buyers often tell you whether price, documents or specification let you down, and that is free coaching for your next quotation.
Turn one RFQ into repeat business
Buyers prefer suppliers who deliver on time, communicate clearly and invoice correctly. Deliver the first order well, keep your paperwork tidy, and ask to be added to the buyer’s supplier list. A good first RFQ often leads to invitations for later ones, and a record of delivered orders strengthens bigger bids. Our post on the benefits of tendering in Kenya explains how each contract builds your track record.
Warning signs to check before you respond
- A request that asks you to pay a fee before you can quote.
- No clear buyer name, contact or address.
- A very short deadline that doesn’t allow time to price properly.
- A specification so vague that you can’t tell what you are pricing.
When something feels wrong, ask the buyer to clarify in writing before you respond.
Common RFQ mistakes
- Missing the deadline or submitting to the wrong address.
- Leaving out required documents.
- Pricing too low to make a profit, then struggling to deliver.
- Offering something that doesn’t match the specification.
- Forgetting to include delivery and tax in the price.
Where to find RFQs
Government RFQs are published on procurement portals and notice boards. Private companies, NGOs and counties also send RFQs directly to suppliers they can find. Learn the different types of tenders in Kenya and why starting small helps in our post on the benefits of tendering. TenderPro Alerts can notify you of new government tenders.
Get RFQs from buyers outside government too
List your business on Source.ke so buyers can find you and request quotes.
How RFQs fit with other ways of selling to buyers
RFQs are one of several procurement methods. Open tenders are larger and more formal, restricted tenders go only to invited suppliers, and requests for proposals are used when the buyer wants a tailored solution. Read RFQ vs RFP to understand the difference, and our guide to the types of tenders in Kenya for the full list. If the buyer is a government entity, you may also need AGPO and eGP registration before you can quote.
Documents to keep ready for every RFQ
Create a folder on your phone or computer with current scans of your business registration certificate, KRA PIN, Tax Compliance Certificate, ID copies, bank details and any licences your trade needs. Add a company profile and a short list of past customers. When an RFQ arrives, you can respond in hours instead of days, which matters when deadlines are short.
Frequently asked questions
Q: How many quotations does a buyer usually request?
A: It depends on the buyer’s rules, but RFQs are normally sent to several suppliers so prices can be compared.
Q: Can I change my price after submitting?
A: Usually not. Check the RFQ rules, and ask in writing if you need to correct a genuine mistake before the deadline.
Q: What is the difference between an RFQ and a tender?
A: An RFQ is a request for price quotes on defined, usually smaller purchases. A tender is a wider, more formal process with more requirements. RFQs are usually quicker and simpler.
Q: Can a new business respond to an RFQ?
A: Yes. RFQs are a good starting point because the paperwork is lighter and the contracts are smaller.
Q: Do I always need the lowest price to win?
A: Often the lowest compliant quotation wins, but your quotation must meet the specification and include all required documents to be considered.
