When a company engages in business with other corporations on a business to business (B2B) basis, they will have to navigate tricky clientele attainment processes. With thousands of businesses to choose from, it can be difficult to find the best price for goods and services without putting in hours of research. Companies engage in large-scale B2B operations through the distribution of Requests for Proposals (RFPs) and Request for Quotes (RFQs).
These documents allow companies to send out requests to potential contractors and vendors for certain goods and services. In turn, these vendors will send quotes and project proposals to the company for approval and, hopefully, hiring. Usually, the procurement department of a company will distribute these documents.
Though they are similar documents, different situations can lead to choosing RFQ vs. RFP use by a company. A key factor in successful corporate sales is knowing when to appropriately use one over the other. Luckily, there are a few key differences between an RFQ and an RFP that can help corporate professionals navigate these documents.
Request for Quote
A Request for Quote, or RFQ, is a document that companies use to gather information about goods from the potential vendor. Before the procurement of these goods, this document explains that the company wishes to purchase a certain type and amount of goods from a vendor. The RFQ will detail the specifications and quantities of those goods.
The company will send the RFQ to specific companies they are interested in working with. In response, potential vendors will send quotes and price estimates to the company who put the RFQ out. From these responses, the company can choose which vendor can provide the best products at the best prices. Usually, a company uses an RFQ if they need to make a large-scale purchase.
For example, imagine that an office is in the market to purchase a large quantity of paper for an upcoming conference. They need to purchase 2,500 reams and are trying to find the best price for their project. The office will send an RFQ to various paper suppliers in their area to find the best quote for the amount they need.
RFQ may also stand for “Request for Qualifications.” Companies use this document to solicit vendor and contractor qualifications to narrow down choices for a project bid.
Request for Proposal
A Request for Proposal, or RFP, is a document that companies use to gather information about services from a potential supplier or contractor. These documents are more complicated than RFQs since they ask for more than just a price.
Since the document is a request for services, not products, the information contained in the RFP is more detailed than information in an RFQ. The RFP will detail the goals and nature of the project that the company needs completed. In addition, it will detail the number of pages and illustrations that the proposal should contain, what laws the project is subject to, and what qualifications the contractors should have. The company may request the proposal contain other information as well, depending on the project.
In return, the potential contractor will submit a proposal detailing:
- What the contractor needs for project completion
- The estimated costs of labor
- The estimated costs of management and other fees
- The total project cost
The company will use this proposal to decide whether to hire that contractor. Companies who lack the expertise to detail the scope of the project they want to complete use RFPs to solicit assistance from more knowledgeable contractors.
For example, imagine that a corporation is looking to open a new store location in a different state. They need to find a contractor to renovate their property to match the design of their other locations. They will send an RFP to various contractors in the area detailing the nature and goals of the project, the different building codes that the contractor will have
to adhere to, the company’s style guide, and the licensing requirements the company is seeking. Contractors will return proposals to this company and the company will select the best proposal for hire.
What About RFT and RFI?
Other documents that companies use to solicit information from potential suppliers are RFIs and RFTs. RFI stands for Request for Information. Companies use RFIs to gather information on what steps to take next in a contract negotiation. Usually, RFIs are the last stage in the RFQ or RFP process.
RFT stands for Request for Tender. Companies use RFTs to solicit offers from potential suppliers for specific goods and services detailed in the request document. These documents help companies make informed decisions based on pre-identified criteria before hiring or purchasing goods and services.
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Very informative article for frequently asked questions