An RFQ (request for quotation) asks suppliers for a price on clearly defined goods or services, while an RFP (request for proposals) asks for a proposed solution, usually for services or consultancy, and judges quality as well as price. Knowing which one you are looking at tells you how to prepare your response and how much time to spend on it.
RFQ vs RFP at a glance
- Purpose: An RFQ buys a defined item or service at the best price. An RFP seeks the best solution to a problem.
- What the buyer already knows: With an RFQ, the specification is fixed. With an RFP, the buyer describes a need and expects you to propose how to meet it.
- How you are judged: RFQs are usually decided mainly on price among suppliers who meet the specification. RFPs are judged on technical quality, experience and approach, as well as price.
- Effort to respond: An RFQ is typically a short quotation with supporting documents. An RFP needs a detailed written proposal.
- Typical use: RFQs suit supplies, equipment and routine services. RFPs suit consultancy, system design, and complex or professional services.
What is an RFQ?
An RFQ is a request to a few suppliers to quote a price for a clearly specified purchase, such as stationery, laptops or cleaning services. If you meet the specification and offer a competitive price, you have a good chance. Our guide to responding to an RFQ covers the steps.
What is an RFP?
An RFP is used when the buyer needs expertise or a tailored solution. You explain your approach, team, experience and timeline, and give a price. Evaluators score your proposal against set criteria, so presentation and evidence matter as much as cost.
Two examples side by side
RFQ example: a school needs 200 exercise books, 50 reams of printing paper and 20 boxes of pens. The specification is clear. The school asks three suppliers to quote, and picks the lowest compliant price. Your job is to meet the specification, price carefully and submit complete documents.
RFP example: a county wants help designing a system to track its supplies. It doesn’t know exactly what the solution should be. It asks firms to propose their approach, team, timeline and price. Evaluators score each proposal, and a slightly dearer firm with a stronger approach can win. Your job is to show you understand the problem and can deliver the solution.
How to respond to an RFP: the structure of a good proposal
- Executive summary. One page on your understanding of the problem and how you will solve it.
- Understanding of the requirement. Show you read the document by restating the buyer’s goals in your own words.
- Technical approach. Explain the steps you will follow, tools you will use and how you will manage quality.
- Work plan and timeline. Give a clear schedule with milestones.
- Team and experience. Name the people who will do the work, with their qualifications, and include relevant past projects.
- Price. Break it down so the buyer sees what they pay for.
- Required documents and forms. Attach everything the RFP lists, completed and signed.
How RFPs are usually scored
RFPs normally state their evaluation criteria in the document. The weightings differ from one RFP to the next, so read them closely. As an illustration, a buyer might give most of the marks to technical quality and experience, and a smaller share to price. Where the marks go tells you where to spend your effort. If technical quality carries most of the marks, a thin proposal with a low price rarely wins.
How a buyer decides between an RFQ and an RFP
- Is the need clearly defined? If yes, an RFQ works. If no, an RFP lets suppliers propose solutions.
- Is it goods or services? Standard goods suit RFQs. Complex services and consultancy suit RFPs.
- How big is the purchase? Smaller purchases tend to use simpler methods.
- Does quality matter more than price? If so, an RFP lets evaluators weigh both.
The method also has to comply with the buyer’s procurement rules, so the buyer’s choice is not entirely free.
Common RFP mistakes
- Copying a generic proposal that doesn’t answer the buyer’s actual problem.
- Ignoring the evaluation criteria and spending effort in the wrong places.
- Making claims without evidence, such as case studies or references.
- Pricing without understanding the scope, then struggling to deliver.
- Missing a required form or signature, which can disqualify an otherwise strong proposal.
Which should you respond to?
- New or small supplier: start with RFQs. They are quicker, the paperwork is lighter, and they help you build a track record.
- Specialist or consulting firm: RFPs reward expertise and experience, so they can suit you better.
- Limited time: an RFP can take days to write well. Don’t respond to one unless you have the time and the capacity to deliver.
How RFQs and RFPs fit into Kenya’s tender types
Both are procurement methods that buyers may use alongside open and restricted tenders. See our guide to the types of tenders in Kenya. To bid on government procurement you also need to register as a supplier: read our eGP Kenya registration guide.
Get found by buyers who send RFQs
List your business on Source.ke so private companies, NGOs and counties can find you and request quotes.
Should you bid? A quick decision checklist
Both RFQs and RFPs cost you time. Before you respond, ask yourself these questions:
- Can we deliver? Do we have the people, stock, equipment and cash for this contract?
- Do we meet the requirements? This includes registrations, licences and the experience the buyer asks for.
- Is the margin worth it? Count delivery costs and the risk of late payment.
- Do we have time to do it well? A rushed proposal rarely wins.
- Does it build our record? Even a small contract can open the door to bigger ones.
If most answers are “no”, skip it and put your effort into an opportunity that fits. Choosing what to bid for is part of the strategy, which is one of the real benefits of tendering.
Frequently asked questions
Q: Is an RFP more expensive to respond to than an RFQ?
A: In time and effort, usually yes. An RFP needs a detailed proposal, while an RFQ is mainly a priced quotation with documents.
Q: Can I respond to an RFP if my business is small?
A: Yes, if you can show relevant experience and a credible plan. Some buyers welcome smaller firms, especially in partnership with others.
Q: What is the difference between an RFQ and an RFP?
A: An RFQ asks for a price on a defined purchase. An RFP asks for a proposed solution and judges quality as well as price.
Q: Is an RFQ the same as a tender?
A: An RFQ is one procurement method. It is usually simpler and used for smaller, standard purchases than a full open tender.
Q: Which is easier for a small business to win?
A: RFQs are usually easier to start with, because the specification is fixed and the paperwork is lighter.
