request for quotation (RFQ)

A request for quotation (RFQ) is a formal procurement document used to invite suppliers to submit competitive price quotes for specific, well-defined goods or services. Unlike a Request for Proposal (RFP), which asks vendors to propose solutions, an RFQ focuses squarely on pricing — making it one of the most straightforward procurement tools available.

How does an RFQ work?

The contracting authority or buyer prepares a document specifying exactly what is needed: quantities, technical specifications, delivery schedules, and any other relevant terms. This document is sent to a select group of suppliers who are invited to submit a price quote. After the submission deadline, the buyer reviews all quotes and typically selects the supplier offering the best price.

In the EU/EEA, the RFQ is not a formal procedure under Directive 2014/24/EU, which defines procedures like the open, restricted, and negotiated routes for contracts above the EU threshold values. RFQs are most commonly used for below-threshold procurements governed by national rules, though the EU Treaty principles of transparency and equal treatment still apply.

When should you use an RFQ?

An RFQ is most effective when:

• Requirements are clearly defined: The specifications are detailed enough that suppliers need only provide a price, not a proposed solution.
• Price is the primary criterion: The evaluation focuses on cost rather than weighted award criteria balancing quality and price.
• Goods or services are standardised: The products are comparable across suppliers, making bids easy to evaluate against each other.

For complex procurements requiring tailored solutions, a Request for Proposal supported by comprehensive tender documents is more appropriate. Tools like Cobrief can help suppliers discover RFQs and other public procurement opportunities, ensuring they respond with competitive quotes in time.

An RFQ is a practical and efficient way to obtain competitive pricing for well-defined needs — whether in public procurement below regulatory thresholds or in private-sector purchasing through a framework agreement.