This is a good question, and one we hear often. We’ll try our best to provide a simple answer to help you make an informed decision when performing your purchasing duties. This scenario surfaces when you are faced with generating a purchasing document to send to your suppliers.

Documents issued by the Purchasing group may include an RFQ (Request for Quote), RFI (Request for Information), RFP (request for proposal), ITQ (Invitation to Quote), IFB (Invitation for Bid), or other solicitation documents.

An RFQ (Request for Quote) is typically used when the Owner knows the exact type and quantity of goods required. In contrast, an RFP (Request for Proposal) asks bidders to propose a solution to a requirement that may be addressed in multiple ways.

For example, an RFQ would be appropriate if you are purchasing 100 Toshiba laptop computers with defined specifications, such as 2 GB RAM, 100 GB hard drive, DVD burner, and a specific version of Windows. In this case, the requirement is clearly defined, and vendors are quoting against a specific specification.

An RFP, however, may be used if you are uncertain whether to purchase, lease, or rent those same 100 computers, or if hardware and software requirements vary by user. In this situation, vendors are invited to propose a solution that best meets your operational needs.

With this distinction in mind, evaluating an RFQ is generally more straightforward, as responses can be compared primarily on price and compliance with specifications. Evaluating an RFP is more complex, as proposals must be assessed based on not simply cost but methodology, value, risk, and overall suitability.