Request for Quotation (RFQ)
A Request for Quotation (RFQ) is a government solicitation used when an agency knows exactly what it needs and wants vendors to submit price quotes for delivering those specific items or services.
What Is a Request for Quotation?
A Request for Quotation (RFQ) is a government solicitation used when an agency knows exactly what it needs and wants vendors to submit price quotes for delivering those specific items or services.
Unlike an RFP, which seeks proposed solutions and technical approaches, an RFQ is used for clearly defined requirements where the primary evaluation factor is price and delivery terms.
Key Characteristics
Used for clearly defined requirements with minimal ambiguity
Focuses primarily on price and delivery terms
Typically requests quotes, not detailed technical proposals
Often used for commercial or standardized products and services
Commonly issued under Simplified Acquisition Procedures for lower-dollar buys
How It Works in Government Contracting
Where It Appears in the Procurement Lifecycle: RFQs appear after the government has finalized its requirements and is ready to compare pricing across vendors. They typically fall under Simplified Acquisition Procedures and are used when the scope is well-defined enough that a full proposal process is unnecessary.
Who Uses It: Contracting officers and procurement teams issue RFQs. Contractors, resellers, and service providers respond with quotes that include unit pricing, delivery schedules, and any required representations or product details.
Why It Matters: RFQs support faster purchasing when requirements are already known, helping agencies compare pricing across vendors for the same requirement. Speed and accuracy in responding are critical — late or incomplete quotes are commonly eliminated quickly from consideration.
Practical Application
Example 1 — Hardware Procurement: An agency issues an RFQ for 100 laptops with exact specifications, warranty requirements, and a defined delivery date. Vendors submit pricing and delivery terms, and the government selects the quote providing the best value under the stated evaluation approach.
Example 2 — Standardized Services: A contracting officer issues an RFQ for recurring janitorial services at a federal building with clearly defined square footage, frequency, and performance standards. Vendors compete primarily on price and delivery terms.
Example 3 — GSA Schedule Order: An agency uses an RFQ on a GSA Schedule platform to solicit pricing from multiple schedule holders for office furniture meeting exact specifications, comparing quotes before issuing a purchase order to the selected vendor.
Regulatory Framework
RFQs in federal contracting are commonly issued under Simplified Acquisition Procedures, with the primary regulatory framework governing their use found in FAR Part 13:
Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures
FAR Part 8 for orders against existing contract vehicles such as GSA Schedules
Agency-specific procurement policies governing simplified acquisitions
Why It Matters for Contractors
Business Implications: RFQs can be high-volume and repeatable, especially for common goods and standard services — providing contractors with a steady pipeline of smaller, faster-moving opportunities that build past performance and agency relationships.
Compliance Impact: Quotes must match specifications exactly and follow submission instructions. Noncompliant quotes are commonly rejected regardless of pricing, making attention to detail in quote preparation essential.
Strategic Importance: Speed and accuracy are the primary competitive advantages in RFQ responses. Contractors who can quickly deliver compliant, competitive quotes build a reputation for reliability that supports long-term agency relationships.
Risk Considerations: Underpricing, missed requirements, or unrealistic delivery commitments can lead to performance issues or loss of credibility. Contractors must ensure quotes are both competitive and achievable before submission.
Common Misconceptions About RFQ
The lowest price always wins.
Price is central to most RFQ evaluations, but the government may also consider delivery timeline, technical acceptability, and vendor responsibility before making an award decision.
An RFQ is the same as an RFP.
RFQs seek price quotes for clearly defined requirements, while RFPs seek proposed solutions, technical approaches, and management plans — they serve fundamentally different procurement purposes.
You can ignore submission instructions if your price is competitive.
Noncompliant quotes are commonly rejected outright, regardless of pricing. Following format and submission requirements is as important as price competitiveness.
Frequently Asked Questions
What is the difference between an RFQ and an RFP?
An RFQ asks for pricing for clearly defined requirements. An RFP asks for a proposed solution, technical approach, and pricing for more complex or undefined requirements.
Where do contractors find RFQs?
RFQs may appear on SAM.gov and other agency, state, or local procurement portals depending on the buyer and contract vehicle being used.
What should a contractor include in an RFQ response?
Typically: unit price and total price, delivery schedule, assumptions, required representations, and any required product or service details specified in the solicitation.
How does the government evaluate RFQ responses?
Usually by price and other stated factors such as delivery time, technical acceptability, and vendor responsibility as defined in the solicitation.
Related Government Contracting Topics
Request for Proposal (RFP): Used when the government wants solutions, methods, and technical approaches rather than just pricing — a more complex solicitation process than an RFQ.
Invitation for Bids (IFB): A sealed-bid method typically used when requirements are clear and award is based on lowest price, similar in intent to an RFQ but with a more formal sealed-bid process.
Simplified Acquisition Procedures (SAP): Streamlined purchasing rules under FAR Part 13 often used for smaller federal buys, the primary regulatory framework within which RFQs operate.
Purchase Order (PO): A common award document issued after an RFQ evaluation and vendor selection, representing the contractual instrument that formalizes the transaction.
Best Value Tradeoff: An evaluation approach where the government may pay more for better terms, lower risk, or faster delivery — applicable even in RFQ evaluations where non-price factors are included.