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What is a Request for Tender (RFT)?
In the procurement process, precision and fairness are crucial—especially when dealing with large-scale, high-value projects. That’s where an RFT – Request for Tender – becomes a powerful tool. It is a formal, structured approach to sourcing suppliers and contractors, often used by government bodies or large enterprises to ensure compliance, transparency, and competitive pricing.
Understanding RFT
An RFT (Request for Tender) is a formal invitation to suppliers to submit a sealed bid for delivering specified goods or services. Unlike an RFP that allows flexibility in how the vendor proposes a solution, an RFT is used when the buyer has already defined every detail—from technical specifications to delivery terms.
The goal is simple: invite vendors to compete fairly by offering their best price and service terms for an already well-defined requirement.
When is an RFT Used?
An RFT is typically used when:
Requirements are fully known and documented
There's little to no flexibility in scope
Strict compliance or legal frameworks apply
Competitive pricing and transparent evaluation are essential
For instance, if a government agency or a large facility wants to outsource janitorial services for a specific set of locations using strict SLAs (Service Level Agreements), an RFT would ensure that all vendors bid under the same conditions, and only the most qualified and cost-effective ones are considered.
What Does an RFT Include?
An RFT document generally contains:
A complete specification of the goods or services needed
Mandatory qualifications or certifications
Legal and contractual terms and conditions
Submission guidelines and closing dates
Evaluation methodology and decision-making process
In many cases, failure to meet even a single mandatory requirement can lead to automatic disqualification.
Why is an RFT Important?
RFTs promote transparency, equal opportunity, and fairness in procurement. They:
Reduce negotiation cycles by setting clear expectations
Ensure legal and audit compliance, especially in public tenders
Help select suppliers based on objective, pre-set criteria
Minimize procurement risks with enforceable terms
Final Thoughts
An RFT is not just a formality—it’s a commitment to structured, fair, and well-documented procurement. Whether you're procuring critical infrastructure or large-scale maintenance services, using an RFT ensures the process remains accountable and delivers the best value to your organization. Want to gain deeper insights into an eProcurement system? Connect with TeroTAM’s eProcurement experts today or write to us at [email protected].
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