Request for Quotations (RFQ)

A Request for Quotations (RFQ) is a simplified solicitation document used by UN agencies and multilateral development banks to obtain price quotes from a limited number of suppliers for lower-value, clearly defined purchases, where the full formalities of a sealed-bid competition are not required.

What is a Request for Quotations?

In the UN procurement framework, the RFQ applies to purchases in the USD 4,000 to USD 40,000 range. Above USD 40,000 the buyer must use either an itb or an rfp, both of which carry formal competition requirements. Below USD 40,000, the RFQ allows the procurement officer to approach at least three pre-identified suppliers directly, collect written price quotations, and award to the lowest compliant offer without publishing a public notice.

At MDBs the equivalent is "shopping," which uses a similar approach of soliciting quotations from multiple suppliers for small purchases, typically below USD 100,000 to USD 500,000 depending on the country context. In the UN methods table, shopping and RFQ are functionally the same instrument at different institutional names.

RFQs are not published on UNGM in the same way that ITBs and RFPs are, because the solicitation goes directly to selected vendors. However, vendors registered on UNGM with the right UNSPSC product codes are the pool from which procurement officers select suppliers to invite. A QatarEnergy Mushtaryat portal also uses the term RFQ for its sourcing events within its proprietary e-procurement system.

Why RFQ matters for bidders

RFQs represent high-volume, lower-barrier opportunities that many suppliers overlook because they are not publicly announced. A vendor whose UNGM registration includes accurate UNSPSC codes and a current company profile is far more likely to be invited into RFQ processes than one with a minimal or outdated profile. Because competition in an RFQ is limited to invited suppliers, being on a UN agency's active vendor list is often more valuable than winning a formal competitive tender.

Example

A UNHCR field office in Kenya needs USD 28,000 worth of emergency shelter tarpaulins. The procurement officer identifies four UNGM-registered suppliers with the relevant UNSPSC codes, sends each an RFQ, and awards to the lowest compliant quotation meeting the technical specification within the response deadline.

Frequently Asked Questions

Is an RFQ published publicly on UNGM?

Generally no. RFQs are sent directly to selected vendors rather than posted as public notices. Vendors are sourced from the UNGM vendor database, so accurate registration with the right product codes is the route to receiving RFQ invitations.

What is the threshold for using an RFQ in the UN system?

In the UN procurement framework, RFQs are used for purchases between USD 4,000 and USD 40,000. Above USD 40,000, a formal ITB or RFP is required.

How quickly must suppliers respond to an RFQ?

Response windows for RFQs are shorter than for formal tenders, often five to fifteen days, because the purchase value is lower and the specifications are clear. Suppliers with standard product catalogues and pre-prepared quotation templates respond faster and win more frequently.