RFQ (Request for Quotation)

A Request for Quotation (RFQ) is a procurement document used to solicit price quotes from suppliers for clearly specified goods or services. The RFQ format is most appropriate when the contracting authority knows exactly what it needs, the specification is well-defined and standardized, and the primary differentiator between suppliers is price (and possibly delivery time or warranty terms). RFQs are simpler and shorter than RFPs, reflecting their focus on commercial terms rather than methodology or technical approach.

In EU public procurement, RFQs are most commonly used for below-threshold purchases, call-offs from framework agreements where the terms are largely pre-agreed, and direct purchases of standardized goods (office supplies, IT hardware, vehicle fleet). For above-threshold procurement, an RFQ approach is less common because the EU Directives emphasize MEAT evaluation and quality considerations. However, the Directives do allow lowest-price awards for straightforward purchases, which is effectively what an RFQ-based evaluation achieves.

The RFQ process is typically faster and less resource-intensive than an RFP process for both buyers and suppliers. The contracting authority specifies the exact requirements (product specifications, quantities, delivery locations, and timelines), and suppliers respond with their pricing, availability, and delivery commitments. Evaluation is primarily price-based, with compliance checks on the technical specification. This streamlined approach makes RFQs suitable for routine purchasing where the requirements are stable and the supplier market is competitive.