AWRA Help Center

An RFQ asks suppliers to quote for a defined need. Clear RFQs produce comparable quotations. Poor RFQs create confusion, missing prices, late responses, and weak supplier decisions.

Before You Start

• The purchase request or buying need is clear and approved if required.
• Item description, quantity, unit, required date, delivery location, and terms are known.
• Vendor records have correct contact emails and phone numbers.
• Required attachments, specifications, drawings, certificates, or terms are ready.
• You know the RFQ deadline and evaluation criteria.

Steps

1. Open Procurement, then RFQs or the approved request.
2. Create an RFQ and add items, quantities, delivery location, deadline, terms, and notes.
3. Select vendors and confirm contact details before sending.
4. Attach specifications or documents that suppliers need to quote accurately.
5. Send or publish the RFQ according to your organization workflow.
6. Monitor supplier responses and follow up before the deadline if needed.
7. Review each quotation for price, tax, freight, delivery time, warranty, validity, availability, and exceptions.
8. Record evaluation notes and prepare selection for approval or PO creation.

Quotation Comparison Checklist

Common Mistakes

• Sending RFQs with unclear item descriptions.
• Forgetting attachments or delivery requirements.
• Comparing only price and ignoring lead time, tax, freight, warranty, or validity.
• Selecting a supplier without recording the reason.
• Allowing late quotations without explaining the exception.