Request for Quotation (RFQ), UN

A Request for Quotation in the UN system is an informal competitive solicitation used for straightforward purchases of goods or services in the USD 4,000 to USD 40,000 range, where the agency contacts at least three potential suppliers, collects written price quotations, and awards to the lowest compliant price without a formal sealed-bid process.

What is a Request for Quotation (RFQ) in the UN?

UN procurement divides solicitations by value and complexity. For purchases under USD 4,000, micro-purchasing rules apply and no formal competition is required. Between USD 4,000 and USD 40,000, the RFQ is the standard method: the procurement officer identifies at least three qualified suppliers, sends them a simple description of the requirement, and receives written price quotations by a set deadline. The award goes to the lowest price from a supplier whose quotation meets the stated requirements. Above USD 40,000, the formal invitation-to-bid-itb-un or request-for-proposal-rfp-un methods apply.

RFQs are typically used for standard office supplies, small equipment, minor services, and routine purchases where the specification is clear and price comparison is straightforward. They are less visible than formal solicitations because they are not always published publicly on ungm; instead, procurement officers draw on their vendor databases or registered supplier lists. Some agencies post RFQs on their portals and on UNGM to expand the supplier pool, particularly for recurring categories where competitive tension is important.

Why RFQs matter for bidders

For small and mid-sized suppliers, the RFQ is often the most accessible entry into UN procurement because the process is short, the documentation burden is minimal, and the award threshold is low enough to be within reach of many companies that could not mobilise for a major invitation-to-bid-itb-un. The key to being invited is maintaining an accurate and complete vendor profile on ungm and on individual agency portals, so that procurement officers searching for suppliers in a given category find the firm's name. Being responsive within the often tight RFQ deadline, typically a few days to two weeks, and submitting a clear, complete quote with no missing fields is what converts visibility into awards at this level.

FAQ

Does an RFQ require a formal bid bond or bank guarantee?

No. RFQs are informal quotation processes and do not require bid securities, performance bonds, or the other formal guarantees associated with invitation-to-bid-itb-un procurement. This lower administrative burden is one reason the method is appropriate for small-value purchases.

Can the same supplier receive multiple RFQs from the same agency?

Yes. For recurring purchase categories, a supplier that has performed well may be invited repeatedly. Some agencies maintain approved vendor lists and rotate or score vendors to ensure fair access, but there is no rule preventing repeated awards to the same supplier if the price and quality remain competitive.

What happens if fewer than three quotations are received?

Most UN procurement rules require a minimum of three quotations for the RFQ to proceed. If fewer than three are received, the procurement officer may extend the deadline, contact additional suppliers, or, in justified circumstances, document the reasons and seek supervisory approval to award on fewer quotes.