RFQ Sourcing Services
We write the RFQ, send it to the right suppliers, chase the answers and level the bids. You get one clear recommendation to approve.
- Manufacturer$12,960
- National distributor$12,200
- Regional supplierNo bid
- Machine shop$14,660
- Surplus sellerNo bid
- Small business$12,950
Bids, ranked by landed cost
- 1National distributor$12,200
- 2Small business supplier$12,950
- 3Manufacturer$12,960
- 4Machine shop$14,660
What we handle
The whole RFQ, run for you
An RFQ is a small project: specs, suppliers, questions, bids and follow-up. We run it from start to finish. You confirm what you need and make the award.
- Confirm specs and quantitiesWith you
- Build the supplier listUs
- Write and send the RFQUs
- Answer supplier questionsUs
- Collect bids and chase late onesUs
- Level the bidsUs
- Send the recommendationUs
- Approve and issue the POYou
Bid leveling
The lowest price is not always the lowest cost
Bids arrive in different shapes. We put every one on the same basis, with freight, fees, lead time and terms side by side, so you compare what you will actually pay.
- 1Bids by unit price
- 2Freight, fees and lead time added
- 3Ranked by landed cost
- Machine shop$298+$2,100+$6405 weeks$14,660
- Manufacturer$312+$480None4 weeks$12,960
- Small business supplier$318Included+$2303 weeks$12,950
- National distributorRecommended$305IncludedNone3 weeks$12,200
Example figures. The cheapest unit price came last once freight and fees were counted.
Supplier reach
More suppliers at the table
We draw on more than 2,500 suppliers, manufacturers and open-market channels, and invite the ones that can meet your spec, not just the names you already know.
Certified small businesses are part of the search, which helps when small business participation counts.
- 2,500+Suppliers in reach
- 13Certified small businesses found
- 25Invited to quote, in this example
- Lowest landed cost of four bids
- Meets the drawing and the pressure rating
- Ships in 3 weeks, inside your need-by date
Four bids, landed cost
What you get back
One recommendation, with the proof
At the end you get a short recommendation: the supplier we suggest, the landed cost, the lead time and why, with every bid and the leveling sheet attached.
Approve it and issue the PO in your own system. We place the order and handle delivery and follow-up, the same as any Spotbuy order.
When to use it
Three times an RFQ pays off
Not every purchase needs an RFQ. These are the ones that do.
Pricing a proposal
You need supplier quotes to price a bid, fast, and in a form your estimators can use.
- Quotes gathered to your deadline
- Leveled on the same basis
- Small business participation noted
A one-time buy with specs
Equipment or parts with drawings, ratings or standards, where getting it right matters as much as price.
- Spec confirmed before the RFQ
- Questions answered for you
- Only compliant bids compared
Checking a price you pay today
A repeat purchase you have not quoted in a while. We test it against the market.
- Current supplier included
- Fresh bids from new suppliers
- A clear keep-or-switch answer
Spotbuy services
More ways Spotbuy takes buying off your desk
Spotbuy
One-off and urgent purchases, sourced from more than 2,500 suppliers and quoted fast.
Tail spend management
Hand every small, one-off purchase to one supplier and see it all in one report.
Non-catalog procurement
Items no catalog carries, bought through your own approvals and purchase orders.
Frequently asked questions
What are RFQ sourcing services?
We run the request-for-quote process for you: confirming the specs, choosing and inviting suppliers, answering their questions, collecting the bids, leveling them and recommending one. You make the award.
Which purchases suit an RFQ?
Purchases with specifications, larger quantities or several qualified suppliers, where price, lead time and terms all matter: equipment, specified parts, bulk supplies, quotes for a proposal, and repeat items you have not priced in a while.
Which suppliers do you invite?
It depends on the item. We draw on more than 2,500 suppliers, manufacturers and open-market channels and invite the ones that can meet the spec, including certified small businesses. Your current supplier can be included too.
What does bid leveling mean?
Putting every bid on the same basis so they can be compared fairly: the same quantity and units, freight and fees included, lead time and payment terms side by side. The lowest unit price is not always the lowest total cost.
Can you collect quotes for a government proposal?
Yes. Prime contractors use us to gather and level supplier quotes when they price a bid. Hubzone Depot is an SBA-certified HUBZone and Women-Owned Small Business (WOSB), so buying through us can also count toward small business participation. See prime contractors.
What do we receive at the end?
A short recommendation with the supplier we suggest, the landed cost, the lead time and the reasons, plus every bid and the leveling sheet.
Does it work with our procurement system?
Yes. You approve the recommendation and issue the purchase order in your own system. We then place the order and handle delivery and follow-up like any Spotbuy order.
How do we get started?
Book a call and tell us what you need to quote. We will confirm the specs and send the RFQ.
More resources
Get in touch
Need personalized assistance? Send us a message and our team will get back to you.
