RFQ process
Editable rfq process swimlane from “Define purchasable specification” through “Sufficient compliant quotations?” to a documented outcome. Includes named roles, exception paths and evidence.
What the rfq process process is
The workflow starts at “Define purchasable specification”. The next two steps, “Confirm supplier shortlist and quote deadline” and “Issue identical RFQ pack to suppliers”, establish the information needed for a defensible decision. The chart assigns each handoff to a role and retains the evidence at closeout.
The main gates are “Sufficient compliant quotations?” and “Selected quote meets specification and authority?”. The first branch leads to extend deadline or document competition exception; the second can require seek clarification or negotiate revised quotation. If that cannot be resolved, the case can end at “Cancel or reissue RFQ with documented reason”. Define your quotation count and exception route in policy; do not assume a universal three-quote rule.
What this flowchart covers
In this template
- Define purchasable specification followed by confirm supplier shortlist and quote deadline.
- Sufficient compliant quotations? with a route for extend deadline or document competition exception.
- Log questions and issue common clarifications and check quote completeness and technical fit as separate supplier and internal handoffs.
- Selected quote meets specification and authority? with seek clarification or negotiate revised quotation when the decision fails. A separate decision can end at “Cancel or reissue RFQ with documented reason”.
- Compare price, lead time and terms, approve selected quotation and archive comparison and issue po as the controlled closeout.
When to use this template
- Use it to agree who owns “Define purchasable specification” and what information the next role needs.
- Use it when the answer to “Sufficient compliant quotations?” is unclear or decisions are made outside the record.
- Use it to make “Archive comparison and issue PO” visible in an audit or operational review.
How it works
Assign decision owners
Replace the Requester, Procurement, Supplier, Technical reviewer, Approver lanes with your actual functions. Keep the owner of “Sufficient compliant quotations?” separate from the requester where your authority rules require it.
Configure the gates
Define your quotation count and exception route in policy; do not assume a universal three-quote rule. Define what evidence is sufficient for “Selected quote meets specification and authority?” and who may authorize an exception.
Connect downstream records
Link archive comparison and issue po to the relevant purchase order, contract, supplier record or operational case. Set retention and review dates under your document policy.
Frequently asked questions
What does the rfq process template include?
It covers define purchasable specification, issue identical rfq pack to suppliers, check quote completeness and technical fit, and archive comparison and issue po, with three labelled decisions and rework paths.
Can the decision rules be changed?
Yes. Define your quotation count and exception route in policy; do not assume a universal three-quote rule. Edit the gate labels, swimlanes and return paths before using the chart in your organization.
What evidence should be retained?
Keep the input to “Sufficient compliant quotations?”, the evidence behind “Selected quote meets specification and authority?”, approvals or exception decisions, and the closeout record: “Archive comparison and issue PO”.
Where this process fits
In most operations this process follows Strategic sourcing process and hands off to Bid evaluation process.
Comes before
- Strategic sourcing process — Editable strategic sourcing process swimlane from “Identify spend or upcoming need” through “Sourcing route and competition justified?” to a documented outcome. Includes named roles, exception paths and evidence.
Comes after
- Bid evaluation process — Editable bid evaluation process swimlane from “Lock evaluation criteria and conflict declarations” through “Bid technically compliant?” to a documented outcome. Includes named roles, exception paths and evidence.