An RFP (Request for Proposal) evaluates complete solutions — methodology, team, approach, and price. An RFQ (Request for Quotation) focuses almost entirely on price for a well-defined specification. Choosing the wrong instrument wastes time and money: use an RFP when you need innovation, use an RFQ when you know exactly what you want. With UK public procurement valued at roughly one-third of £1,335 billion total public expenditure (Hermix, 2025), getting this choice right has significant commercial impact.
RFP vs RFQ: The Key Differences
| Aspect | RFP (Request for Proposal) | RFQ (Request for Quotation) | |--------|---|---| | Purpose | Evaluate complete solutions | Get firm prices | | When to use | Requirements complex or open to interpretation | Specification fully defined | | Evaluation focus | Quality 60–70%, Price 30–40% | Price 70–90%, Compliance 10–30% | | Supplier flexibility | High — propose their own approach | Low — quote against fixed spec | | Response effort | 25 hours average (Loopio, 2025) | 2–5 hours typical | | Negotiation | Common | Rare | | Timeline | 4–8 weeks | 1–3 weeks | | Best for | Services, technology, consulting | Commodities, equipment, supplies | | UK public sector | Competitive Flexible Procedure | Below-threshold quotation or open tender |
What Is an RFQ?
An RFQ (Request for Quotation) is a procurement document that asks suppliers to provide a price for a clearly defined product or service. The buyer has already decided what they want — the only variable is cost and delivery terms.
RFQs work best when:
- The specification is fixed and not open to interpretation
- Multiple suppliers can deliver the same thing
- Price is the primary differentiator
- The purchase is straightforward — equipment, supplies, standard services
- You need a quick turnaround (1–3 weeks vs 4–8 for an RFP)
Examples: office furniture, IT hardware, cleaning services to a fixed schedule, vehicle fleet, print services.
What Is an RFP?
An RFP (Request for Proposal) invites suppliers to propose how they would solve a problem, not just what it would cost. The buyer describes their need and lets suppliers demonstrate their approach, experience, and innovation. The average UK RFP win rate is 46% (Bidara, 2025), meaning competition is genuine and response quality matters.
RFPs work best when:
- The outcome matters more than the specific method
- You want to compare different approaches to the same problem
- Quality, experience, and methodology matter alongside price
- The requirement is complex or involves professional judgement
- You're open to innovation from the supply market
Examples: software implementation, management consulting, marketing strategy, architectural design, digital transformation.
For the full definition, see our guide on what RFP means.
The RFI → RFP → RFQ Sequence
These three instruments serve different stages of procurement:
Stage 1: RFI (Request for Information)
Explore the market. Non-binding. Understand what's possible before committing to a specification. See our full guide on RFI vs RFP differences.
Stage 2: RFP (Request for Proposal)
Evaluate solutions. Scored against published criteria. Leads to contract award. The buyer knows what they need but wants suppliers to propose how.
Stage 3: RFQ (Request for Quotation)
Get prices. Used when the specification is fully defined — often informed by the RFP stage for the next procurement cycle. Fastest and simplest of the three.
Not every procurement needs all three stages. A simple equipment purchase goes straight to RFQ. A complex technology project might use all three over several months.
When Teams Choose Wrong
Using an RFQ when you need an RFP
The problem: You're buying consulting services but issued an RFQ because it's faster. You evaluate on price alone. The cheapest supplier wins. The result: Poor quality work, scope creep, eventual cost overruns that exceed what the more expensive (but better) supplier would have charged. The fix: If quality matters, use an RFP. The 25-hour average response investment (Loopio, 2025) is justified for complex requirements.
Using an RFP when you need an RFQ
The problem: You're buying 500 laptops to a fixed specification. You issue an RFP asking for methodology statements, case studies, and social value plans. The result: Suppliers spend 25 hours on a response for what should be a 2-hour quote. Many good suppliers don't bother. You get fewer responses and slower procurement. The fix: If the specification is fixed and price is the differentiator, use an RFQ. Save RFPs for complex requirements.
Real-World Examples
| Scenario | Right instrument | Why | |----------|-----------------|-----| | New CRM implementation | RFP | Multiple solutions exist, approach matters | | Office stationery supply | RFQ | Commodity, specification fixed | | Website redesign | RFP | Creative approach varies by supplier | | Photocopier lease | RFQ | Standard equipment, price-driven | | Management consulting project | RFP | Methodology and team quality are key | | Cleaning services (fixed schedule) | RFQ | Specification clear, price differentiates | | Cloud migration strategy | RFP | Complex, multiple valid approaches | | Fleet vehicle purchase | RFQ | Known specification, price comparison |
UK Context: Procurement Act 2023
In the UK, procurement is shaped by the Procurement Act 2023, which came into full effect on 24 February 2025. All public contracts above £135,018 (central government) or £207,720 (sub-central) must now be published on Find a Tender.
The Act introduced the Competitive Flexible Procedure, which blurs the traditional RFP/RFQ boundary by allowing public buyers to design procurement processes that combine elements of both — initial proposals followed by pricing refinement, for example.
Open tendering increased from 27% to 41% of all UK procedures between March 2025 and February 2026 (Open Contracting Partnership). For SMEs, 72% of all UK public tender lots are now designated as suitable for small businesses, making both RFP and RFQ opportunities more accessible than ever.
Tools like rfp.quest help UK teams respond to both RFP and RFQ opportunities efficiently, with AI-assisted drafting and bid content libraries that speed up response times.
Frequently Asked Questions
What is the main difference between RFP and RFQ? An RFP evaluates complete solutions (approach, team, quality, price). An RFQ focuses primarily on price for a defined specification. Use RFP when quality matters; use RFQ when you know exactly what you want.
What does RFQ stand for? RFQ stands for Request for Quotation. It is a procurement document asking suppliers to provide pricing for a clearly specified product or service. See ISM's definitions for the industry standard.
Can an RFQ lead to a contract? Yes. An accepted quotation is typically binding. Unlike an RFI (which is non-binding and exploratory), both RFPs and RFQs lead to contract awards.
When should I use an RFQ instead of an RFP? When your specification is fully defined, multiple suppliers can deliver the same thing, and price is the primary differentiator. Equipment purchases, commodity supplies, and standard services are typical RFQ candidates.
Do UK public sector bodies use RFQs? Yes, primarily for below-threshold procurements (under £135,018 for central government). These are published on Contracts Finder. Above threshold, formal tender procedures apply.
Related Pages
For the broader procurement terminology, see what RFP means and our RFP vs tender guide. To understand where RFQs fit in the sequence, read our RFI vs RFP comparison. For practical response advice, see how to write a tender response, and explore free RFP software for managing both RFP and RFQ responses.