What is RFx — Everything You Need To Know

RFx Process Flow

An RFX shall identify what you are looking for in a good or service, and allow the vendor to make its best offer. It may seem difficult to create RFx, but it doesn’t have to. RFx does not create itself, so here are some helpful hints on how to make RFXs:

1. Identify the need

The first step is the identification of the need to purchase goods, services, or projects by the organization. It shall be carried out by either a procurement team or project stakeholders. This would relate to a particular product, service, or project that the organization needs to meet its objectives and should be as specific as possible in order to get the best results from suppliers.

2. Define Requirements/Specifications

The procurement team will work together with relevant stakeholders in order to identify the specific requirements once they are determined. It shall include the specification of technical characteristics, quality standards, quantities, delivery dates, and any additional essential criteria.

3. Choosing the RFx Type

The team shall decide which type of RFX is the most suitable, taking into account the nature of the procurement. It could be an RFP (Request for Proposal) for more complex projects or services, an RFQ (Request for Quotation) for straightforward purchases, or an RFI (Request for Information) for preliminary research.

4. Prepare RFx Document

Once you know how to find what you are looking for, the RFx needs to be written. Make sure it’s clear and brief; the supplier should be in a position of understanding what you want with no difficulty. It shall contain all the required information related to a tender such as duration of works, technical requirements, evaluation criteria, conditions, and instructions for submitting tenders, all of which shall be prepared by the procurement team.

5. Identify potential suppliers

Potential suppliers or service providers that can meet these requirements are identified by the procurement team. Research on the markets, supplier databases, and contact with known suppliers may be used for this purpose. Once they are identified, send the RFx.

6. Clarifications

Suppliers may ask questions or obtain clarifications regarding the RFX document in order to get a better understanding of their requirements at this stage. In order to ensure a fair and transparent tendering process, the procurement team shall provide appropriate clarifications.

7. Supplier Response

Suppliers shall submit their replies no later than the specified deadline. Responses may include detailed proposals (in the case of RFPs), price quotes (in the case of RFQs), or relevant information (in the case of RFIs).

8. Review and Selection

You need to review the proposals from vendors and make a decision as to who will be awarded contracts. This could involve technical evaluation, financial analysis, compliance checks, and other relevant factors.

9. Negotiation

In the event that it’s necessary, negotiations with selected suppliers are carried out in order to finalize the terms and conditions. The selected supplier shall receive the contract or procurement order after negotiations have taken place.

10. Contract execution and management

The contract with the selected supplier is created and executed stipulating the terms and conditions, deliverables, payment terms, and other details relevant to both parties.

The procurement team shall keep a close eye on supplier performance and compliance with contractual requirements throughout the duration of the contract period, in order to achieve successful project execution and delivery.

Types of RFxs

We defined what an RFx is and provided its process flow. Now it’s time to take a look at its various types. There are many types of RFxs, but here are the three main types used in the procurement process.

1. Request for Information (RFI)

A Request for Information is a method of collecting information from different suppliers before the procurement manager starts to formally source products or services. In simple terms, this is the get-to-know part during the introduction phase.

2. Request for Proposal (RFP)

A request for proposal (RFP) is a document that contains the description of the project and solicits bids from potential contractors to complete it. This document defines the project, goals, and the organization that sponsors it and outlines the bidding process and contract terms.

3. Request for Quotation (RFQ)

RFQ or Request for Quotation simply means soliciting products or services for a company. The more detailed explanation would be the company asking its trusted vendor for an estimate of the costs for the completion of a service or project.

Now we have seen the three most used types of RFx in Procurement, but there is so much more. Here are the other lesser-known types of RFxs:

1. Request for bid

Similar to an RFQ and is used when seeking bids from suppliers to provide goods or services at the lowest cost possible.

2. Request for Tender

In government procurement, an RFT is used in a similar way to the request for proposals. The invitation to tender is used for the purpose of inviting bids from suppliers in respect of a specific project or contract.

3. Request for Qualifications

The RFQual shall be used to determine which suppliers are qualified in terms of their qualifications, experiences, and ability to carry out specific types of projects. This ensures that the selection process for suppliers is simplified.

4. Request for Solution

In cases where an organization has a particular problem or issue and is looking for innovative solutions from potential suppliers, it will be using the RFS. This study focuses on the creative aspects of solving this problem.

5. Request for Partnership

A request for partnership is used when the organization is looking to establish a partnership or collaboration with other businesses or organizations. The objectives and conditions of the partnership are set out in this report.