How to Structure an RFQ for Cross-Border Procurement in Africa

A badly structured RFQ is the single most common reason cross-border procurement takes three times longer than it should. Suppliers can't quote accurately. Lead times can't be confirmed. Logistics can't be costed. And your mine sits waiting.

Whether you are sourcing replacement parts for a copper operation in Zambia or doing a full BOM run for a new plant in the DRC, the structure of your request determines how fast — and how reliably — you get a usable quote back.

1. Full Part Number and Manufacturer

This is the most common failure point in cross-border RFQs. 'Bearing for crusher #4' isn't a part number. Suppliers can't quote it, and if they attempt to, you risk receiving the wrong item on site.

Always include: manufacturer name, full part number, and — where available — the OEM drawing or datasheet reference. If you only have a description, include the machine make, model, and year so the supplier can cross-reference.

2. Quantity and Unit of Measure

Specify quantity per item and total order quantity. For consumables (filters, belts, fluids), specify unit of measure explicitly — litres vs drums, metres vs rolls, pieces vs sets.

For cross-border orders in particular, quantities affect freight cost dramatically. A supplier quoting on 5 units may price air freight; at 50 units, sea freight becomes viable and cost per unit drops significantly.

3. Required Delivery Point and Incoterm

State your preferred Incoterm upfront. This is non-negotiable for cross-border procurement — Incoterms determine who handles customs clearance, who pays freight, and who carries the risk of goods in transit. If you leave this out, every supplier will quote a different term, and your quotes won't be comparable.

HDI Group quotes FCA Johannesburg (Free Carrier — Freight Forwarder of choice) or EXW Johannesburg. Why? Because it gives you full control. You choose your freight forwarder, your route, and your insurance. Suppliers who offer DDP or CIF are baking logistics margins into the price that you can't see or negotiate. FCA keeps the supply cost and the freight cost separate — which is exactly how a well-run procurement operation wants it.

4. Required Delivery Date — and Why

Give the date you need goods on-site, not the date you want to receive a quote. Suppliers who understand the downstream urgency will flag lead-time issues early rather than accepting the order and delivering late.

If the delivery is tied to a planned shutdown, say so. Suppliers will prioritise accordingly.

5. Approved Brands or Equivalents

If a specific brand is approved for site use, state it. If equivalents are acceptable, say so explicitly — 'approved equivalent acceptable, subject to site approval'. This opens up more supplier options and often reduces cost.

Do not leave this ambiguous. A supplier who assumes equivalents are acceptable may quote a cheaper item that fails site approval. That delay costs more than the saving.

6. Export and Compliance Documentation Required

For cross-border shipments into SADC countries, specify upfront what documentation is required: SADC Certificate of Origin, EUR.1 movement certificate, SABS approval documentation, packing list format, fumigation certificate, or any country-specific import permit requirements.

A supplier who does not export regularly will need time to arrange these. A supplier who does — like HDI Group — will already have them in process before goods are ready for collection.

The one-RFQ approach

The fastest way to get a complete, exportable quote is to send one RFQ to a procurement partner who already has supplier relationships across all the categories you need. Rather than managing 15 separate supplier conversations, you receive one consolidated quote, one invoice, and one export consignment.

If your procurement team is managing cross-border supply to Africa, HDI Group handles the full process — from sourcing to export documentation. Send your RFQ to sales@hdi-group.com.