RFIs allow organisations to gather details from potential vendors about their products, services, or capabilities, helping to clarify what they offer before moving forward in the process. A request for information (RFI) is a formal document issued by organisations looking to find out key details from potential suppliers, such as their capabilities and offerings.
Unlike an RFP (Request For Proposal) or RFQ (Request For Quotation), an RFI is not focused on selecting a vendor or securing pricing. Instead, it is solely for gathering general data about a vendor to gain a deeper understanding of them and make informed decisions about the next steps in the procurement process.
Who is this for?
If you’re a procurement manager or project lead at a B2B or public sector organization struggling to identify qualified vendors or clarify requirements ahead of an RFP, this guide will help you use RFIs to gather relevant insights and set your procurement process up for success.
Why use an RFI?
Having the right information to hand is essential when making big decisions for your business. That makes RFIs particularly useful when:
- Doing deeper research: If a buyer is unfamiliar with the market or available solutions, this helps them to understand what is out there.
- Deciding the best approach: When there are multiple approaches to solving a buyer’s problem, an RFI can help the best option come to light.
- Refining project parameters: Before issuing an RFP or RFQ, an RFI can help a buyer to refine their project requirements in order to get the best responses possible.
Key components of an RFI
In order to get the right information from vendors, a well-structured RFI will typically includes:
- Introduction: An overview of the issuing organisation and the purpose of the RFI.
- Project or business need: A clear explanation of the problem the organisation is trying to solve or the need it is addressing. This may not go into full details at this stage, as this may be reserved for the RFP or RFQ stage in the procurement lifecycle.
- Information requested: Any specific questions or data points the organisation seeks from vendors. This may outline specific details the issuing organisation wants to see to help guide the depth of information.
- Response guidelines: Instructions for submitting responses, including format, deadline, and required documentation.
- Next steps: Information on how the responses will be evaluated and what will follow after the RFI stage.
The RFI process
Like all parts of the procurement process, managing an RFI follows a very similar framework to create and issue the document before properly evaluating responses.
Step 1: Define objectives
The organisation identifies its goals for issuing the RFI, such as exploring available technologies or understanding vendor capabilities. This can also shape how detailed the organisation will require RFI responses to be in order to obtain the information required.
Step 2: Draft the RFI
Next, clear and concise questions are assembled into an RFI document designed to gather the necessary information from the vendors. The number of questions can vary depending on what the organisation needs to find out.
Step 3: Distribute the RFI
The RFI is shared with selected vendors or made publicly available, depending on the organisation's approach.
Step 4: Evaluate responses
The organisation reviews the information provided by vendors, usually conducted by a board of individuals handing the procurement process. They will compare responses and identify key insights that can help shape the next stages.
Step 5: Determine next steps
Based on the information gathered, the organisation may issue an RFP, RFQ, or move forward with a specific vendor if they feel one response fits the criteria they were seeking.
When to use an RFI
Putting out an RFI can be most effective in the following scenarios:
- Exploring new markets: When an organisation is entering a new industry or adopting new technology.
- Identifying potential vendors: Gaining a shortlist of suppliers who can meet specific needs, narrowing the playing field for an RFP.
- Refining requirements: Clarifying what is feasible and practical before committing to a formal procurement process.
If you already have what you need to answer each of these points above, you might not need to issue an RFI within your procurement process. If an organisation already has a shortlist of vendors they know well, they may be able to proceed directly to an RFP if required.
Best practices for creating an RFI
- Be clear about your objectives: Clearly state what information you are seeking and why.
- Ask specific questions: Avoid vague or overly broad questions that may yield unhelpful responses.
- Allow sufficient response time: Give vendors adequate time to provide thoughtful, comprehensive answers.
- Follow up: Reach out to vendors for clarification or additional information as needed.
Key takeaways & wrap up
Information is possible the most valuable tool within procurement, which is why well-written RFIs are so important in the early procurement stages. By issuing one that’s structured well with the right questions, you can set your organisation up for success with the insights needed to make the right decisions later down the line.
- RFIs are used to gather preliminary information from vendors.
- RFIs are often a precursor to issuing RFPs or RFQs.
- They are not binding and do not result in a contract or pricing agreement.
- A well-written RFI should include clear objectives, specific questions, and response guidelines.
RFI - FAQs
What is the difference between an RFI and an RFP?
An RFI is used to gather general information from vendors, while an RFP requests detailed proposals and solutions for a specific project or need.
How detailed should an RFI be?
An RFI should be as detailed as necessary to gather the required information without overwhelming vendors. Ideally, it needs to focus on specific, targeted questions to illicit detailed responses that answer your needs.
Do vendors have to respond to RFIs?
Responding to an RFI is optional for vendors, but it provides them with an opportunity to demonstrate their capabilities and potentially secure future business.
What comes after an RFI?
After reviewing RFI responses, an organisation may issue an RFP or RFQ, or move forward with a specific vendor depending on the information received.
Can RFIs be used for all industries?
Yes, RFIs are versatile and can be used across industries such as IT, healthcare, manufacturing, and more.
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