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Bidding 2 min read

How to Respond to a Government RFQ

A practical guide to responding to Request for Quotation (RFQ) tenders from South African government departments. Templates, tips, and common pitfalls.

What is an RFQ?

A Request for Quotation (RFQ) is the simplest form of government procurement. It is typically used for purchases under R500,000 (below the formal tender threshold). RFQs are faster, simpler, and have fewer compliance requirements than formal tenders.

Where to Find RFQs

Government RFQs are published on:

  • eTenders.gov.za — the national tender portal
  • AITenders.co.za — AI-powered tender matching (with alerts)
  • Individual department websites
  • Provincial procurement portals

What You Need Before Responding

  1. CSD registration (Central Supplier Database number)
  2. Tax compliance (valid tax clearance or SARS compliance status)
  3. BBBEE certificate or sworn affidavit
  4. Company registration documents

How to Structure Your RFQ Response

1. Cover Letter

Keep it brief and professional. State:

  • The RFQ reference number
  • What you are quoting for
  • Your CSD number
  • Contact details

2. Pricing

  • Provide a clear, itemised breakdown
  • Include VAT separately
  • State the validity period of your quote (typically 30-90 days)
  • Include delivery/lead time

3. Supporting Documents

Always include:

  • CSD registration printout
  • Tax compliance certificate/pin
  • BBBEE certificate
  • Company registration (CIPC)

4. Technical Specifications

If the RFQ asks for specific products:

  • Include product datasheets
  • Confirm compliance with specifications
  • Note any deviations clearly

Common Mistakes That Get RFQs Disqualified

  • Missing documents: The most common reason for disqualification
  • Late submission: Even one minute late means automatic rejection
  • Wrong format: If they ask for sealed envelopes, don't email it
  • Unsigned declarations: All SBD forms must be signed
  • Expired certificates: Check all document expiry dates before submitting

Tips for Winning

  • Be competitive on price but don't undercut to the point of losses
  • Respond quickly — RFQs often have short closing periods (3-7 days)
  • Follow instructions exactly — deviate and you risk disqualification
  • Build relationships — visit supply chain management offices
  • Track your success rate — learn from unsuccessful bids