RFQ, ITB, RFP and EOI explained: tender types in Sierra Leone

Open the tender list on any given week and you will see a mix of letters: RFQ, ITB, RFP, EOI, sometimes CFP. They are not just different names for the same thing. Each one tells you how the buyer will choose a winner, how much time you have, and what kind of response they expect. Reading the label correctly is the fastest way to decide whether a tender is worth your time and how to prepare for it.

This guide explains the main tender types you will meet in Sierra Leone, from government procuring entities working under the Public Procurement Act 2016 and the Public Procurement Regulations 2020, to UN agencies, NGOs and donor-funded projects.

RFQ – Request for Quotations

An RFQ is the simplest and quickest method. The Public Procurement Regulations 2020 describe it as a simplified method for low-value procurement of standard goods, routine works or services. Think office stationery, laptops, motorbikes, catering or small repairs.

What it means for you:

• The buyer usually sends or publishes a short document with a list of items, quantities and delivery terms.
• You reply with a priced quotation, often on the buyer's own form.
• Deadlines are short, sometimes only a few days.
• The award normally goes to the lowest-priced quotation that meets the requirements. The US Commercial Service's guide to Sierra Leone notes that RFQs are the most common method used by government entities and normally require at least three quotes.

UN agencies use RFQs too. UNDP, for example, publishes guidance describing the RFQ as its most flexible and least formal method for lower-value contracts.

Tip: Because RFQs are price-driven, small mistakes cost you. Quote every line, match the specification exactly, state your delivery time and make sure your quote is valid for the period requested.

ITB – Invitation to Bid (also called Invitation for Bids or Tender)

An ITB is used for larger purchases where the buyer knows exactly what it wants: a defined building refurbishment, a quantity of equipment, a supply contract with clear specifications. In government procurement this is usually national competitive bidding or, for very large or specialised contracts, international competitive bidding.

What it means for you:

• You receive a full bidding document: instructions to bidders, qualification criteria, technical specifications or bills of quantities, contract conditions and forms.
• You often need bid security (a bank guarantee or a bid-securing declaration).
• Bids are usually submitted sealed and opened in public at a stated time.
• Bids are first checked for completeness and qualification. Among the bids that pass, the contract normally goes to the lowest evaluated responsive bid.
• Under Regulation 57 of the 2020 Regulations, the minimum time to prepare bids is generally 4 weeks for national competitive bidding and 6 weeks for international competitive bidding, though this can be shortened in approved urgent cases.

Tip: ITBs are often lost on paperwork, not price. Use a checklist (see Documents you need to bid for a tender in Sierra Leone) and read Bid security explained well before the deadline, because guarantees take time to arrange with your bank.

RFP – Request for Proposals

An RFP is used when the buyer cannot fully define the solution in advance and wants to compare ideas and expertise as well as price. Under the 2020 Regulations, the RFP is the standard method for consultancy services: studies, audits, surveys, software development, training, evaluations and similar assignments.

What it means for you:

• You submit a technical proposal (your understanding of the task, methodology, work plan, team and CVs, past experience) and a financial proposal, often in separate envelopes or files.
• The technical proposal is scored first. Price is only one part of the decision.
• The 2020 Regulations set Quality and Cost Based Selection (QCBS) as the normal method for consultancy, meaning the winner is the proposal with the best combination of quality and cost. Other methods include quality-based, fixed-budget and least-cost selection; the RFP will tell you which one applies.

Tip: In an RFP, a generic, copy-and-paste methodology is the most common way to score poorly. Answer the terms of reference point by point, and make sure the key experts you name actually meet the minimum qualifications listed.

EOI – Expression of Interest

An EOI (or REOI, Request for Expressions of Interest) is not a request for a full bid. It is the first step used to build a shortlist, most often for consultancy work or for pre-qualifying suppliers.

What it means for you:

• You send a short submission showing that you are qualified: company profile, relevant past assignments, key staff, registration documents.
• You usually do not include a price or a detailed methodology at this stage.
• For government consultancy, Regulation 81 of the 2020 Regulations says the shortlist must have at least 3 and no more than 6 consultants. Only shortlisted firms receive the RFP.

Tip: Treat an EOI seriously. If you are not shortlisted, you cannot bid at all. Show assignments that closely match the one being advertised, with client names, dates and contract values where you can.

Other labels you may see

• Pre-qualification: similar to an EOI but used for works or supply contracts. Only pre-qualified firms are invited to bid later.
• Restricted bidding: the buyer invites a limited group of firms directly. In government procurement this needs approval, and the invited list should normally include at least five firms.
• Sole source or direct procurement: only one supplier is approached, allowed only in limited situations such as genuine emergencies or when only one firm can do the job.
• CFP – Call for Proposals: usually a grant, not a contract.

Quick comparison

• RFQ: low value, standard items, short deadline, lowest compliant price usually wins.
• ITB: larger contract, clear specifications, formal documents and often bid security, lowest evaluated responsive bid usually wins.
• RFP: consultancy or complex work, technical and financial proposals, best balance of quality and cost wins.
• EOI: first stage, no price, used to choose who gets invited to bid.

How to use this when choosing tenders

1. Check the label first. It tells you whether you need a quick price, a full bid file or a detailed proposal.

2. Match the method to your strengths. Price-competitive suppliers often do best on RFQs; firms with strong experts should target EOIs and RFPs.

3. Count back from the deadline. ITBs and RFPs need weeks of preparation. If time is too short to do it properly, it may be better to skip and prepare for the next one.

4. Keep your core documents current. Every method needs registration papers and valid clearances. Being registered with NPPA (see How to register as a supplier with NPPA in Sierra Leone) saves time on government tenders.

5. Read the whole notice. How to read a tender notice walks you through the five things to check before you start.

For donor and UN buyers, rules come from the agency's own procurement manual rather than the Sierra Leone Act, but the logic of the labels is very similar. Winning NGO and UN tenders explains the main differences.

Find your next tender

WushBids lists open RFQs, ITBs, RFPs and EOIs from government, UN agencies, NGOs and donor projects across Sierra Leone, all in one place and free to use. Browse the open tenders on WushBids today, and follow the WushBids WhatsApp Channel to get new opportunities as soon as they are posted.

This guide reflects information available as of October 2026. Rules and fees can change – always check with the official source.