Request for quotation (RFQ)
A request for quotation (RFQ) asks suppliers to price a defined requirement, usually against a concise specification and stated terms. It may include quality questions, and its procedure varies by buyer, value, framework and jurisdiction.
Reviewed
For a defined, often straightforward requirement, the buyer may ask for a price through a request for quotation (RFQ). An RFQ can still include quality, delivery, compliance or social value questions; the label does not guarantee that price is the only criterion.
What to check
Read the specification, quantities, delivery points, validity period, taxes, payment terms, warranty, contract conditions and evaluation method. Complete the buyer’s pricing schedule exactly, including units and assumptions. Check whether the RFQ is a standalone competition, a call-off or a digital marketplace event with its own rules. Do not substitute an estimate for a quotation where the buyer asks for a firm price.
Price the right requirement
Public sector thresholds and internal standing orders vary. A buyer may use an RFQ for a lower-value or framework purchase, but it must still run the process fairly and transparently under the applicable regime. The Procurement Act 2023 and transitional rules may apply to newer procurements; Scotland and other jurisdictions have their own arrangements.
For example, an authority may request quotes for 200 standard laptops with delivery, warranty and support. A supplier should price the stated configuration and identify any permitted options, rather than offering a cheaper specification.
An RFQ response is not automatically accepted: wait for the buyer’s formal award or purchase instruction.