Obtain Request for Information (RFI) automatically
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Get to know new suppliers: RFI
All RFx processes from a single source
In order to select procurement partners, you need detailed information on potential suppliers. The first step in this direction is the Request for Information (RFI): This term refers to a general inquiry to a supplier regarding its services or deliverable product groups, characteristics and capabilities in order to subject them to a preliminary review. The aim of an RFI is therefore to get to know suppliers and compare them with your own purchasing requirements at high altitude - in other words, to gather basic information on the market and prices. In this way, potential suppliers are identified and their capabilities and experience evaluated.
Basis of strategic procurement: RFx process
The RFI (Request for Information), RFQ (Request for Quotation) and RFP (Request for Proposal)steps together form the RFx process - and therefore the basis for structured strategic procurement. The collection of basic market information is the first step in the systematic RFx process, which supports companies in selecting the best suppliers in terms of improving the cost structure and the quality delivered. The goal of quality optimization makes it clear that the RFx process is also a means of minimizing risk and ensuring competitiveness.
Do you have questions about the RFI process?
As an open request that enables market information and market data to be obtained, the RFI is aimed at a wide range of suppliers. In this first step in the procurement process, the RFI serves to obtain information in preparation for the next steps (RFQ, RFP).
An RFI is used to obtain non-binding information as a basis for the next steps in the procurement process. Detailed information on the market and suppliers can also be used to better define the buyer's requirements and make the next steps in the RFx process more efficient. An RFI alone therefore does not result in an obligation to submit an RFQ or to place an order.
RFIs must of course always be created on a project-specific basis. As a rule, the following structure is recommended:
- Outline of the project or requirement, including objectives and presentation of your own company
- Presentation of the desired time frame (schedule for the project or the planned scope of services); the desired response time for inquiries should also be clarified for later collaboration
- Necessary details on the product or service specification to enable the supplier to provide correct data
- Guidelines: Suppliers should know how they can respond with information
- Possibility for further details/attachments: This allows suppliers to add information useful for the solution
Below is an example of what a request for information (RFI) from a mechanical engineering company could look like. Of course, the content varies depending on the industry-specific requirements, but the structure is basically universal:
Introductory information (objectives and tendering company)
This tender collects market data for 3 manufacturing company locations. The company is one of the leading suppliers in the DACH region and will order drawing-based components made of sheet steel (thin sheet to heavy plate with max. 7 mm). The aim is to establish a long-term partnership with selected suppliers in regional proximity to the individual sites.
Time frame
Orders are always placed four weeks before the desired delivery date and begin 90 days after conclusion of the contract for all locations. Please use the link in this RFI to submit your responses within 30 days (by 12/15/2025).
Special Features
Individual parts will be produced based on the CAD data submitted. A confirmation of compliance with all specifications must be submitted prior to production. Any deviations (e.g. alloys other than those specified in the tender) must be notified and justified prior to production.
Steel sheets of European origin are preferred
Advice for responses
We ask suppliers to use the online portal (see link). Submissions after the performance period will not be considered.
Supplementary information
Information on any sustainability measures taken by the supplier and on logistics is also relevant to the decision.
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