If you’re serious about growing your business through public and private procurement, mastering RFQs (Requests for Quotation) is one of the fastest ways to start winning work. RFQ tenders South Africa are issued daily by municipalities, provinces, SOEs, universities, and corporates, often with short lead times and practical scopes ideal for agile SMEs. This guide shows you exactly how RFQs work, which rules apply, where to find opportunities, and how to price and submit winning quotations without getting tripped up by compliance. You’ll see real-world tips tailored to the South African context, CSD, TCS PINs, B-BBEE points, local content, and the 80/20 or 90/10 preference systems, plus a simple checklist to streamline your next submission.
What An RFQ Is And When It’s Used In South Africa
RFQ vs. RFP vs. RFI: Key Differences
- RFQ (Request for Quotation): A buyer knows exactly what they want, quantity, spec, delivery, so price, availability, and compliance are the main factors. Perfect for standard goods, minor works, and straightforward services.
- RFP (Request for Proposal): The buyer seeks a solution: scoring looks at methodology, team, risk plans, and price. More complex, longer timelines.
- RFI (Request for Information): Market sounding. No award, used to understand capabilities, pricing ranges, or innovations before an RFP/RFQ.
Typical Thresholds And Procurement Methods
In most South African organs of state, RFQs are used for low-to-medium values, typically:
- Up to R30,000: three written quotes (often informal).
- R30,000 to R1,000,000 (incl. VAT): formal written price quotations (FWPQ) via an RFQ process.
- Above R1,000,000: competitive bids/tenders (RFP/RFB).
Note: Each institution’s SCM policy can differ slightly (PFMA/MFMA frameworks apply). Always check the specific solicitation.
Why RFQs Favor Agile SMEs
RFQs move fast, require lean documentation, and reward suppliers who can mobilize quickly. If you’re responsive, price-savvy, and compliant, you can pick up recurring orders, stationery today, ICT accessories next week, a minor maintenance job after that. RFQs also help you build a delivery track record, which boosts your scoring on future, larger tenders.
Compliance Basics You Need Before You Quote
CSD Registration And Tax Compliance Status (TCS PIN)
Register on the National Treasury Central Supplier Database (CSD). Keep your profile current, banking, directors, commodities, and tax. SARS issues your TCS PIN, which buyers verify online. If your tax status isn’t compliant, your quotation won’t be considered, even if your price is the best.
B-BBEE And The 80/20 Or 90/10 Point Systems
Under the Preferential Procurement Policy Framework Act (PPPFA) and the 2022 Regulations, organs of state use:
- 80/20: for bids typically up to R50 million.
- 90/10: above R50 million.
Price counts most, but B-BBEE (or “specific goals” as set in the RFQ) can swing close calls. Provide a valid B-BBEE certificate or sworn affidavit (as per your turnover/EME/QSE status). No certificate = no preference points.
Industry Certifications And Legal Requirements (CIDB, COIDA, OHS)
- Construction/maintenance: CIDB grading may be required (often for works above R200k). Check the RFQ.
- COIDA: Letter of Good Standing for workplace injury cover.
- OHS: Safety plan, competent supervision, PPE, and compliance with the OHS Act.
- Sector specifics: PSIRA (security), SAHPRA (medical devices), NRCS (regulated products), NERSA (energy), etc.
Your RFQ Readiness Checklist
- Active CSD with correct commodities and bank details
- Valid TCS PIN (tax compliant)
- B-BBEE certificate/affidavit aligned with ownership
- COIDA letter, OHS competence, and any sector certifications
- Company documents: CIPC, IDs of directors, proof of address
- Past performance references and CVs (if services)
- Pricing template, letterhead, and a neat RFQ pack template ready to customize fast
Where To Find RFQ Opportunities
National Treasury eTender Publication Portal
The eTender Publication Portal lists open opportunities from many organs of state. Use filters for category, province, and closing date. Download full RFQ packs, note compulsory briefings, and diarise deadlines. Bookmark your commodity categories to avoid last‑minute scrambles.
Municipal, Provincial, And SOE Portals And Noticeboards
Many municipalities, provinces, universities, and SOEs post RFQs on their own sites or physical noticeboards. Examples include metros (City of Johannesburg, City of Cape Town, eThekwini), provincial Treasuries, Transnet, Eskom, PRASA, and SANRAL. Join mailing lists and supplier databases, they often email formal written price quotations directly to registered vendors.
Using eTender SA For Alerts, Filters, And Tracking
Manually checking dozens of sites is a time sink. eTender SA consolidates verified RFQs and tenders South Africa-wide, then lets you:
- Set custom alerts by province, sector, keywords, and value
- Save and track RFQs, notes, and deadlines
- Export a pipeline for your team and follow‑ups
It’s the simplest way to avoid missing short-deadline RFQs.
Supplier Databases, Panels, And Networking
Register on institutional supplier databases and framework panels. Attend supplier open days, pre-bid briefings, and industry sessions, buyers often share planned RFQs and practical tips. Stay visible: update your capabilities statement and bring samples if you sell physical goods.
How To Read An RFQ Pack Like A Pro
Scope, Specifications, And Mandatory Requirements
Start with the scope: what exactly must you supply or do? Extract specifications, models, SANS/SABS standards, quantities, and delivery location. Identify “mandatory” requirements (compulsory briefings, forms like SBD/MBD, and certificates). If mandatory items are missing, your bid is non-responsive, full stop.
Evaluation Criteria, Weightings, And Compliance Tests
Check how you’ll be scored: is it lowest acceptable price, 80/20 points, technical thresholds (e.g., min 70% to qualify), or functionality with demonstrable experience? Look for responsiveness tests: valid CSD record, tax status, signed declarations (SBD 4, 6.1, 8, 9), and any sector-specific forms.
Delivery Terms, Warranties, And Service Levels
Confirm Incoterms or local delivery expectations, lead times, installation requirements, and penalties for late delivery. Note warranty length (e.g., 12–24 months), onsite support, and SLAs (response/repair times). These affect your cost and risk, and your price.
Briefings, Site Meetings, And Addenda Management
If a briefing is compulsory, attend and sign the register. Monitor addenda, revised BOQs, extended deadlines, or spec clarifications often come mid-week. Keep a simple change log so your final quote reflects the latest addendum version numbers.
Pricing RFQs Strategically
Building A Costed BOQ And Avoiding Underquoting
Work from a Bill of Quantities (BOQ) or build your own: unit costs, quantities, labor, transport, packaging, insurance, and overhead allocation. Check exchange rates and supplier lead times. Underquoting wins the battle but loses the war, penalties, cash flow pain, and reputational damage.
Markups, Discounts, And VAT Treatment
Cost-plus markups must reflect effort and risk. Offer volume or early-settlement discounts if they make sense. Quote VAT-inclusive pricing when required (most RFQs specify). If you’re not VAT-registered, say so clearly, don’t embed VAT you’ll never charge.
Local Content, Designated Sectors, And SABS Forms
Some items (e.g., steel products, valves, buses, PPE categories) have minimum local content thresholds set by the dtic. RFQs will include SBD 6.2 and SABS LC annexures (Annex C, D, E). Complete them accurately. If you can’t meet the threshold, your bid will be disqualified unless an exemption is granted, which is rare.
Cash Flow, Purchase Orders, And Payment Terms
Confirm payment terms, organs of state must pay valid invoices within 30 days, but delays happen. Plan cash flow for materials and logistics. Ask for phased delivery aligned to PO lines, or retention release milestones. Include price validity (often 60–90 days) and any escalation clause if permissible.
Preparing A Compliant, Persuasive Quotation
Structure, Formatting, And A Strong Cover Letter
Use your letterhead, reference the RFQ number and title, and list a contents page for multi-part submissions. A tight cover letter should mirror the buyer’s need, confirm compliance, highlight delivery speed, and provide a single point of contact. Keep it one page.
Responding To Technical Specs And Approved Equivalents
Line-by-line compliance tables work wonders. For each spec, state “Complies” or describe the exact variance. If equivalents are allowed, attach datasheets and a short comparative note proving equivalence to the specified brand/model or standard.
Evidence Of Past Performance, References, And Capacity
Include two to four relevant references with contactable details, POs, and completion notes. For services, add brief CVs and proof of tools/equipment. Show capacity planning for concurrent projects, buyers fear over-commitment more than price.
Value-Adds, Warranties, And Risk Mitigation Plans
Offer installation, basic training, spares kits, or extended warranties if they’re valuable. Outline risks (supply chain, load shedding, logistics) and your mitigations: buffer stock, alternative routes, or dual sourcing. This builds evaluator confidence without inflating costs unnecessarily.
Submission And Post-Submission Steps
Submission Method, Labeling, And Deadline Discipline
Follow the method exactly: online portal upload, email submission, or physical box. Label envelopes with RFQ number, title, and closing date. Time-stamp screenshots or get a box receipt. Miss the deadline by five minutes and you’re out.
Clarifications, Deviations, And Extension Requests
Ask clarification questions early and in writing. If your product deviates slightly but meets performance, request approval as an equivalent. If addenda compress timelines unfairly, ask for an extension, politely and with reasons.
Evaluation, Award Notifications, And Debriefs/Objections
Expect administrative screening, functionality scoring, and preference point calculations. If unsuccessful, request a debrief to learn. Where rules allow, lodge an objection within the stated window, stick to facts and the RFQ criteria.
Contract Kick-Off, Delivery, And Performance Management
On award, sign the acceptance and align on delivery dates, site access, and invoicing details. Keep a delivery log, photo evidence, and proof-of-delivery notes. Close-out properly and ask for a performance letter, gold for future RFQs and larger tenders.
Common Mistakes And How To Avoid Them
Missing Mandatory Documents Or Non-Responsive Bids
One missing SBD/MBD form, unsigned pages, or an expired TCS PIN can sink you. Use a pre-submission checklist and a second-person “red team” review.
Spec Deviations And Unclear Equivalents
If you quote an alternative, say so plainly and prove equivalence with standards, test reports, and side-by-side specs. Hide nothing, evaluators spot gaps fast.
Arithmetic Errors, Price Qualification, And Lead Times
Double-check totals, VAT, and unit arithmetic. Avoid “subject to” terms that conflict with RFQ conditions (it can be grounds for disqualification). State realistic lead times backed by supplier letters.
Ethics, Conflicts Of Interest, And Fronting Risks
Declare interests (SBD 4, 8, 9). Don’t misrepresent B-BBEE or subcontracting, fronting carries severe penalties and will blacklist you. Play it straight: it pays off long term.
Conclusion
RFQ tenders South Africa reward SMEs and suppliers who are prepared, precise, and quick off the mark. Nail the basics, CSD, TCS PIN, B-BBEE, and then build a repeatable process: scan the market daily, read RFQ packs carefully, price with a full BOQ, and submit clean, compliant quotations. Do that consistently and you’ll turn small wins into a pipeline of steady orders and references for bigger bids. Ready to find opportunities without the noise? Visit eTender SA to discover verified tenders, set smart alerts, and never miss an RFQ that fits your business.
Frequently Asked Questions
What is an RFQ and when is it used in South Africa?
An RFQ (Request for Quotation) is used when buyers know the exact specification, quantity, and delivery needs. In South Africa, RFQ tenders are ideal for standard goods, minor works, and straightforward services where price, availability, and compliance determine the award—distinct from RFPs (solutions) and RFIs (market sounding).
What are the typical value thresholds for RFQ tenders South Africa?
Generally, up to R30,000 requires three written quotes, R30,000 to R1,000,000 uses formal written price quotations (FWPQs) via RFQs, and above R1,000,000 moves to competitive bids (RFP/RFB). Thresholds can vary by SCM policy under PFMA/MFMA, so always check the specific solicitation’s rules.
What compliance documents do I need for RFQ tenders in South Africa?
Have an active CSD profile, a valid SARS TCS PIN, and a B-BBEE certificate or affidavit for preference points. Depending on sector, include CIDB grading, COIDA Letter of Good Standing, OHS compliance, and any specific certifications (e.g., PSIRA, SAHPRA, NRCS). Missing mandatory forms renders bids non‑responsive.
Where can I find RFQ tenders South Africa and set alerts?
Start with the National Treasury eTender Publication Portal, plus municipal, provincial, university, and SOE sites. For speed, use eTender SA to consolidate RFQs, set custom alerts by sector, province, and value, and track deadlines. Also join supplier databases and mailing lists to receive FWPQs directly.
How long do CSD registration and TCS PIN verification take, and can I quote while pending?
CSD registration is usually same‑day, but bank and director verifications can add a few days. A SARS TCS PIN can be generated quickly if your tax affairs are compliant. You can prepare pricing, but most organs of state won’t consider your RFQ response until CSD and tax compliance are fully verified.