RFP vs RFQ: what's the difference?

When governments use each one

Agencies issue RFQs when the requirement can be fully specified up front — quantities, dimensions, service levels, delivery dates. Office furniture, fleet parts, routine janitorial service to a defined scope, and standard IT hardware are classic RFQ territory.

RFPs appear when the agency needs vendors to bring judgement: system design, consulting, construction management, or anything where two qualified vendors would deliver it differently. The agency describes the outcome and lets proposals compete on approach as well as price.

Dollar thresholds matter too. Many jurisdictions allow simplified RFQ-style purchasing below a threshold, while larger requirements trigger formal RFP or sealed-bid processes.

How evaluation differs

An RFQ evaluation is mostly mechanical: confirm the quote meets the specification and mandatory terms, then rank by price. There is little room to win on a clever approach because the buyer has already designed the solution.

An RFP evaluation scores each proposal against published criteria — commonly a technical score combined with a price score, sometimes with a minimum technical threshold you must clear before price is even opened. The evaluation grid in the RFP tells you exactly where the points are.

What it means for your bid strategy

On an RFQ, your levers are price, compliance, and speed. Win by quoting exactly what was asked, attaching every required form, and pricing sharply — embellishment adds risk, not points.

On an RFP, your lever is the evaluation grid. Allocate writing effort in proportion to the points: a 40-point technical approach deserves far more care than a 5-point corporate overview, and a weak price can still win if the technical scoring rewards your strengths.

Frequently asked questions

Is an RFQ legally binding?

Your quote is generally an offer the government can accept within its validity period, so quote prices you can honour. A binding contract forms when the agency issues a purchase order or contract accepting the quote.

Can an RFQ turn into an RFP?

Yes. If quotes come back far apart or the requirement proves less defined than the buyer thought, agencies sometimes cancel an RFQ and re-issue the requirement as an RFP with fuller evaluation criteria.

Which is easier for a small business to win?

RFQs have a lower cost of bidding — no lengthy proposal — so they suit small firms with sharp pricing. RFPs reward firms that can write well and evidence past performance, which can favour smaller specialists over larger generalists.