{"id":73357,"date":"2026-08-30T17:49:38","date_gmt":"2026-08-30T20:49:38","guid":{"rendered":"https:\/\/a3aengenharia.com\/?post_type=articles&#038;p=73357"},"modified":"2026-08-30T17:49:38","modified_gmt":"2026-08-30T20:49:38","slug":"rfq-engineering-commercially-comparable-quotations","status":"publish","type":"articles","link":"https:\/\/a3aengenharia.com\/en-us\/content\/technical-articles\/rfq-engineering-commercially-comparable-quotations\/","title":{"rendered":"RFQ in Engineering: how to request commercially comparable quotations"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">An <strong>RFQ in Engineering<\/strong> (<em>Request for Quotation<\/em>) is a quotation request used when the owner already has scope, specifications, quantities, supply conditions and compliance criteria sufficiently defined to compare prices and commercial terms on a common baseline. An RFQ should not be used to discover which technical solution to buy; it works best when most Engineering decisions have already been made before going to market.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The purpose of a well-structured RFQ is to reduce commercial ambiguity. Suppliers need to quote the same object, in the same units, with known assumptions and an explicit declaration of deviations. When each company interprets scope, taxes, freight, lead time, documentation, installation or warranty differently, the pricing sheet ceases to be comparable and the lowest value may simply represent a more incomplete proposal.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is an RFQ and what is its role in Procurement<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">RFQ means <em>Request for Quotation<\/em>. In PMBOK 8, the RFQ is presented as a solicitation document appropriate when price is the primary decision factor and the required solution is readily available or sufficiently defined.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In Engineering, this definition needs to be interpreted carefully. The fact that price carries significant weight does not eliminate technical analysis. It means that specifications, supplier approval, qualification, minimum requirements and other decisions that could produce very different solutions have already been addressed before quotation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Within <a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/procurement-projetos-engenharia-etapas-criterios\/\">Procurement in Engineering Projects<\/a>, the RFQ is a tool for turning a technically defined package into a comparable commercial baseline. It can occur after specification, supplier qualification or technical equalization of an RFP.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">When to use an RFQ instead of an RFP<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An RFQ is appropriate when the owner can objectively answer the main questions about the object:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>what will be purchased;<\/li><li>in what quantity;<\/li><li>to which specification;<\/li><li>in which unit;<\/li><li>where it will be delivered or performed;<\/li><li>within what lead time;<\/li><li>which documents must accompany the supply;<\/li><li>which technical conditions are mandatory;<\/li><li>which receiving and acceptance criteria will apply.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">When relevant freedom still exists for the supplier to decide architecture, methodology, scope composition or technical solution, an RFP tends to be more appropriate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The article <a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/rfi-rfp-rfq-diferencas-quando-usar-engenharia\/\">RFI vs. RFP vs. RFQ: differences and when to use each document in Engineering<\/a> explores instrument selection according to procurement maturity.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td>Situation<\/td><td>Is RFQ appropriate?<\/td><td>Reason<\/td><\/tr><tr><td>standardized and specified item<\/td><td>yes<\/td><td>prices can be compared on the same baseline<\/td><\/tr><tr><td>unit service with repetitive scope<\/td><td>yes<\/td><td>productivity and price are comparable<\/td><\/tr><tr><td>equipment with multiple possible architectures<\/td><td>normally no<\/td><td>technical solution still influences the decision<\/td><\/tr><tr><td>Consulting Engineering project<\/td><td>normally no<\/td><td>methodology, team and experience are relevant<\/td><\/tr><tr><td>supplier already technically approved<\/td><td>often yes<\/td><td>capability was verified before quotation<\/td><\/tr><tr><td>scope with major uncertainties<\/td><td>no<\/td><td>each supplier will form different assumptions<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">An RFQ does not replace the technical specification<\/h2>\n\n\n\n<div class=\"wp-block-a3a-destaque\">\n<p class=\"wp-block-paragraph\">An RFQ produces comparable prices only when Engineering has already defined the object. If each supplier still needs to decide what is included, the quotation is being issued too early.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/gestao-requisitos-engenharia-definicao-rastreabilidade-mudancas-aceite\/\">Understand how technical requirements support contracting<\/a><\/p>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\">One of the most common failures is issuing a generic RFQ and expecting suppliers to turn a poorly defined request into comparable prices.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A line such as \u201csupply and installation of a complete system\u201d does not state quantity, boundaries, standards, interfaces, available infrastructure, tests, documents or responsibilities. Each company will create its own interpretation and the result will be a set of total values that are difficult to equalize.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ should point to revision-controlled technical documents. Depending on the object, this may include specifications, drawings, bills of materials, design narratives, requirement data sheets, quantity matrices, service scope, test criteria and reference documentation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When requirements are not yet mature, <a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/gestao-requisitos-engenharia-definicao-rastreabilidade-mudancas-aceite\/\">Requirements Management in Engineering<\/a> should occur before quotation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Minimum structure of an Engineering RFQ<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An RFQ can be short, but it needs to be sufficiently precise. A typical structure includes:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>identification of the process and package;<\/li><li>object;<\/li><li>reference technical documents;<\/li><li>item and quantity sheet;<\/li><li>delivery or execution location;<\/li><li>required lead time;<\/li><li>transport and packaging conditions;<\/li><li>required documentation;<\/li><li>applicable tests and inspections;<\/li><li>warranty conditions;<\/li><li>pricing structure;<\/li><li>taxes and currency;<\/li><li>payment terms;<\/li><li>quotation validity;<\/li><li>procedure for deviations and exceptions;<\/li><li>deadline and method for submitting the response.<\/li><\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The more elements affect price, the more important it is to standardize how they are reported.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to build a comparable quotation sheet<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The commercial sheet is the core of the RFQ. It needs to allow the owner to reconstruct the price and identify exactly what each supplier quoted.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td>Field<\/td><td>Function<\/td><\/tr><tr><td>item<\/td><td>identify the comparison line<\/td><\/tr><tr><td>code\/specification<\/td><td>link the price to the correct requirement<\/td><\/tr><tr><td>description<\/td><td>clearly communicate the object<\/td><\/tr><tr><td>quantity<\/td><td>standardize volume<\/td><\/tr><tr><td>unit<\/td><td>avoid comparison between different bases<\/td><\/tr><tr><td>unit price<\/td><td>support analysis and quantity variations<\/td><\/tr><tr><td>total price<\/td><td>consolidate each line<\/td><\/tr><tr><td>delivery lead time<\/td><td>compare availability<\/td><\/tr><tr><td>manufacturer\/model<\/td><td>confirm compliance when applicable<\/td><\/tr><tr><td>comment\/deviation<\/td><td>make reservations visible<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">For service contracts, the structure may use HTE, day rate, unit, package, test, point, equipment or another technically coherent unit. The most important point is that every bidder uses the same logic.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Avoid using only a lump-sum value<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A lump-sum price can be useful for consolidation, but it should not be the only information when multiple items or milestones exist. A BRL 1 million proposal may appear comparable to another at BRL 900 thousand, but the difference may be concentrated in mobilization, training, parts, documentation, warranty or optional services.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Decomposition helps locate these differences and also facilitates later negotiation, quantity changes and contract management.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Quantity and unit of measure need to be unambiguous<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A commercially comparable RFQ depends on consistent units.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u201cEquipment installation\u201d may mean a price per equipment item, per crew, per day or for a complete package. \u201cDesign\u201d may be quoted per document, discipline, package or HTE. \u201cTest\u201d may be per point, batch, system or mobilization.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The unit needs to reflect what will be measured and contracted. Where consumption varies, it is advisable to separate unit price and estimated quantity, making clear whether the volume is guaranteed, indicative or subject to service orders.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Supply scope: material, service and documentation<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An equipment RFQ should state whether the price includes only the main item or also accessories, interfaces, packaging, transport, insurance, supervision, installation, start-up, training and documentation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A useful structure separates:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>main supply;<\/li><li>mandatory accessories;<\/li><li>spares;<\/li><li>special tools;<\/li><li>application Engineering;<\/li><li>installation;<\/li><li>supervision;<\/li><li>commissioning;<\/li><li>training;<\/li><li>documentation;<\/li><li>support and extended warranty.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This decomposition prevents a supplier from appearing cheaper simply because it transferred part of the supply to another unquoted line.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to address freight, logistics and Incoterms<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">For purchases with significant transportation requirements, the RFQ needs to state who assumes freight, insurance, unloading, storage, customs clearance and transportation risks.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In international transactions, Incoterms can be used to define commercial and logistics responsibilities, provided the applicable edition is stated and the parties understand its effects. The chosen term affects price and risk and therefore cannot remain implicit.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For domestic supply, even without formally using Incoterms, the RFQ should state the address, delivery condition, scheduling requirements, site-access restrictions, unloading equipment and responsibility for internal movement.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Delivery lead time: request a comparable date<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">\u201cDelivery in 60 days\u201d can mean 60 days after the purchase order, initial payment, drawing approval or release for manufacturing. The RFQ needs to define the starting milestone.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For made-to-order equipment, the schedule may include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>technical approval;<\/li><li>purchase order issuance;<\/li><li>submittal approval;<\/li><li>release for manufacturing;<\/li><li>inspection;<\/li><li>FAT;<\/li><li>shipment;<\/li><li>delivery to site;<\/li><li>installation;<\/li><li>SAT or start-up.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This turns lead time from an isolated number into a sequence that reflects real dependencies.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to request confirmation of technical compliance<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Even in an RFQ, the supplier should confirm that the quoted item complies with the specification.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A simple \u201ccomplies \/ does not comply \/ complies with deviation\u201d column may be sufficient for standardized purchases. For more technical objects, a compliance matrix can be attached.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The supplier should state manufacturer, model, revision, data sheet or another identifier when these data are relevant. Generic commercial descriptions impair traceability and may allow later substitution without analysis.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Deviations and exceptions should be in a single list<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Supplier general terms often contain important reservations. If the owner does not require consolidation, a deviation may appear in a footnote, email, technical proposal or separate commercial condition.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ should request an explicit statement:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>no deviations; or<\/li><li>complete list of deviations and exceptions.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Each deviation should state its technical, commercial and schedule impact when applicable.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This practice facilitates <a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/avaliacao-proposta-tecnica-engenharia\/\">Engineering Technical Proposal Analysis<\/a> and prevents a relevant condition from being discovered only during contracting.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Taxes, currency and tax basis<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A quotation is not comparable if suppliers handle taxes differently.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ needs to clarify whether prices should be presented net or with taxes separately stated, which taxes need to be identified, which currency will be used and which date or rule will apply to any currency conversion.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It should also state whether tax benefits, withholdings, specific regimes or other conditions affect price formation and can legally be disclosed to the market.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The commercial evaluation should avoid adding values stated on different tax bases without normalization.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Payment terms and their impact on price<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Payment timing and structure influence price. Comparing one proposal with a large advance payment against another with payment after delivery without considering the financial effect can distort the decision.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ can standardize payment terms or ask the supplier to price the condition defined by the owner. Where alternatives are accepted, they should be separated from the base proposal.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For manufacturing projects, milestones may be linked to design approval, raw-material procurement, FAT, shipment, delivery and acceptance. Each milestone should be linked to verifiable evidence to avoid payment without corresponding technical progress.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Warranty and support<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Warranty needs a defined start and duration. \u201c12-month warranty\u201d is ambiguous if it is unclear whether the period begins at manufacturing, invoice issuance, delivery, start-up or acceptance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ should state, as applicable:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>warranty period;<\/li><li>starting event;<\/li><li>coverage;<\/li><li>exclusions;<\/li><li>response time;<\/li><li>support location;<\/li><li>parts availability;<\/li><li>replacement or repair conditions;<\/li><li>optional extended warranty.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If support is a relevant part of life-cycle cost, it should be quoted separately and comparably.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Documentation required in the proposal and supply<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ may require documents for evaluating the offer and documents to be delivered after award.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">At quotation stage, data sheets, preliminary drawings, certificates, declarations of conformity, schedules, references and deviation lists may be requested.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">During supply, manuals, test certificates, inspection reports, final drawings, spare-parts lists, tax documents, data books or as-built documentation may be required.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Failing to define this creates hidden costs and rework during receiving.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Inspections, tests and FAT in the RFQ<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">When the supply requires inspection or testing, the RFQ needs to state whether the price must include those events.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It may be necessary to provide for ITP\/PIT, witnessing, hold points, FAT, material certificates, specific tests, calibration and attendance by the owner\u2019s inspector.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The content on <a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/inspecao-fabricacao-vendor-inspection-fornecedores-engenharia\/\">Manufacturing Inspection and Vendor Inspection<\/a> shows how inspection, FAT and release for shipment connect to equipment Procurement.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Proposal validity and market risk<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ should state how long prices need to remain valid. This period should be compatible with the schedule for analysis, approval and purchase-order issuance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In volatile markets, requiring excessively long validity can cause suppliers to include contingencies or decline to participate. In other situations, very short validity can make internal contracting governance unworkable.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If commodities, exchange rates or raw materials are indexed, the rule needs to be transparent and comparable.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Commercial alternatives without losing the base proposal<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The supplier may offer a quantity discount, different payment condition, alternative lead time or optional solution. These alternatives may create value, but they should not replace the base response.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A good RFQ first requests full compliance with the stated conditions and then allows separate alternatives. This preserves comparability while still creating room for negotiation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to perform commercial equalization of quotations<\/h2>\n\n\n\n<div class=\"wp-block-a3a-destaque\">\n<p class=\"wp-block-paragraph\">Commercial equalization does not correct technical noncompliance. First confirm that offers meet the requirements; then taxes, freight, warranty, options and other conditions can be normalized.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/avaliacao-proposta-tecnica-engenharia\/\">See how to analyze and equalize technical proposals<\/a><\/p>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\">After receiving RFQ responses, the team should build a common baseline.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Commercial equalization can normalize:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>quantities;<\/li><li>units;<\/li><li>taxes;<\/li><li>freight;<\/li><li>currency;<\/li><li>payment terms;<\/li><li>warranty;<\/li><li>lead time;<\/li><li>options;<\/li><li>included services;<\/li><li>documentation;<\/li><li>deviations.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The objective is not to alter the supplier\u2019s proposal. It is to show what would need to be added, removed or adjusted for offers to be compared against the same object.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td>Element<\/td><td>Supplier A<\/td><td>Supplier B<\/td><td>Equalization action<\/td><\/tr><tr><td>freight<\/td><td>included<\/td><td>not included<\/td><td>add an estimated basis or request revision<\/td><\/tr><tr><td>warranty<\/td><td>24 months<\/td><td>12 months<\/td><td>compare the same coverage<\/td><\/tr><tr><td>installation<\/td><td>included<\/td><td>optional<\/td><td>separate or normalize<\/td><\/tr><tr><td>taxes<\/td><td>included<\/td><td>separately stated<\/td><td>convert to the same basis<\/td><\/tr><tr><td>lead time<\/td><td>10 weeks<\/td><td>14 weeks<\/td><td>evaluate schedule impact<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Commercial equalization should occur after technical compliance is confirmed. A technically noncompliant price does not become competitive through financial normalization alone.<\/p>\n\n\n\n<figure class=\"a3a-mermaid\"><svg id=\"a3a-diagram-2\" width=\"100%\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"flowchart\" style=\"max-width:min(276px, 100%);height:auto;display:block;margin:0 auto\" viewBox=\"0 0 276 898.5\" role=\"graphics-document document\" aria-roledescription=\"flowchart-v2\" aria-labelledby=\"chart-title-a3a-diagram-2\"><title id=\"chart-title-a3a-diagram-2\">Quotation equalization flow in an Engineering RFQ<\/title><style>#a3a-diagram-2{font-family:Roboto,sans-serif;font-size:15px;fill:var(--a3a-diag-text, #0a0a0a);}@keyframes edge-animation-frame{from{stroke-dashoffset:0;}}@keyframes dash{to{stroke-dashoffset:0;}}#a3a-diagram-2 .edge-animation-slow{stroke-dasharray:9,5!important;stroke-dashoffset:900;animation:dash 50s linear infinite;stroke-linecap:round;}#a3a-diagram-2 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data-id=\"L_G_H_0\" transform=\"translate(0, 0)\"><foreignObject width=\"0\" height=\"0\"><div xmlns=\"http:\/\/www.w3.org\/1999\/xhtml\" class=\"labelBkg\" style=\"display: table-cell; white-space: nowrap; line-height: 1.5; max-width: 200px; text-align: center;\"><span class=\"edgeLabel\"><\/span><\/div><\/foreignObject><\/g><\/g><\/g><g class=\"nodes\"><g class=\"node default\" id=\"flowchart-A-0\" transform=\"translate(138, 45.5)\"><rect class=\"basic label-container\" style=\"\" x=\"-130\" y=\"-37.5\" width=\"260\" height=\"75\"><\/rect><g class=\"label\" style=\"\" transform=\"translate(-100, -22.5)\"><rect><\/rect><foreignObject width=\"200\" height=\"45\"><div xmlns=\"http:\/\/www.w3.org\/1999\/xhtml\" style=\"display: table; white-space: break-spaces; line-height: 1.5; max-width: 200px; text-align: center; width: 200px;\"><span class=\"nodeLabel\"><p>RFQ issued on a common baseline<\/p><\/span><\/div><\/foreignObject><\/g><\/g><g class=\"node default\" id=\"flowchart-B-1\" 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center; width: 200px;\"><span class=\"nodeLabel\"><p>Technical compliance validation<\/p><\/span><\/div><\/foreignObject><\/g><\/g><g class=\"node default\" id=\"flowchart-D-5\" transform=\"translate(138, 398)\"><rect class=\"basic label-container\" style=\"\" x=\"-130\" y=\"-37.5\" width=\"260\" height=\"75\"><\/rect><g class=\"label\" style=\"\" transform=\"translate(-100, -22.5)\"><rect><\/rect><foreignObject width=\"200\" height=\"45\"><div xmlns=\"http:\/\/www.w3.org\/1999\/xhtml\" style=\"display: table; white-space: break-spaces; line-height: 1.5; max-width: 200px; text-align: center; width: 200px;\"><span class=\"nodeLabel\"><p>Record deviations and exceptions<\/p><\/span><\/div><\/foreignObject><\/g><\/g><g class=\"node default\" id=\"flowchart-E-7\" transform=\"translate(138, 523)\"><rect class=\"basic label-container\" style=\"\" x=\"-130\" y=\"-37.5\" width=\"260\" height=\"75\"><\/rect><g class=\"label\" style=\"\" transform=\"translate(-100, -22.5)\"><rect><\/rect><foreignObject width=\"200\" height=\"45\"><div xmlns=\"http:\/\/www.w3.org\/1999\/xhtml\" style=\"display: table; white-space: break-spaces; line-height: 1.5; max-width: 200px; text-align: center; width: 200px;\"><span class=\"nodeLabel\"><p>Normalize scope, taxes and freight<\/p><\/span><\/div><\/foreignObject><\/g><\/g><g class=\"node default\" id=\"flowchart-F-9\" transform=\"translate(138, 648)\"><rect class=\"basic label-container\" style=\"\" x=\"-130\" y=\"-37.5\" width=\"260\" height=\"75\"><\/rect><g class=\"label\" style=\"\" transform=\"translate(-100, -22.5)\"><rect><\/rect><foreignObject width=\"200\" height=\"45\"><div xmlns=\"http:\/\/www.w3.org\/1999\/xhtml\" style=\"display: table; white-space: break-spaces; line-height: 1.5; max-width: 200px; text-align: center; width: 200px;\"><span class=\"nodeLabel\"><p>Compare lead time, warranty and terms<\/p><\/span><\/div><\/foreignObject><\/g><\/g><g class=\"node default\" id=\"flowchart-G-11\" 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line-height: 1.5; max-width: 200px; text-align: center;\"><span class=\"nodeLabel\"><p>Contracting recommendation<\/p><\/span><\/div><\/foreignObject><\/g><\/g><\/g><\/g><\/g><\/svg><figcaption>Quotation equalization flow in an Engineering RFQ<\/figcaption><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">The lowest price is not always the lowest cost<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Even in an RFQ, initial price may not represent total cost.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Equipment can differ in energy consumption, maintenance, parts, availability, service life, licenses and support. When these differences are relevant and objectively measurable, the RFQ can request TCO or life-cycle cost information.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The World Bank allows the evaluation of recurring and life-cycle costs when appropriate to the nature of the procurement. The application should be proportionate and based on a methodology defined before comparison.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">RFQ and supplier qualification<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An RFQ is much more efficient when suppliers have already undergone qualification appropriate to the package risk.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Qualification may evaluate:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>experience;<\/li><li>production capacity;<\/li><li>quality system;<\/li><li>financial capacity;<\/li><li>safety;<\/li><li>certifications;<\/li><li>support;<\/li><li>local structure;<\/li><li>performance history.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ therefore does not need to solve every institutional-capability issue again and can focus on compliance and commercial conditions for the specific package.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">RFQ for Engineering services<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An RFQ is not limited to materials. It can also work for well-defined and repetitive services.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Examples include standardized tests, point certification, inspections with defined day rates, unit field services, supply of HTE by professional profile or packages where the methodology has already been established.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The key caution is not to turn a complex intellectual service into a commodity merely to simplify quotation. If experience, methodology or technical interpretation are decisive for the outcome, an RFP tends to be more appropriate.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">RFQ in on-demand contracts<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">In on-demand contracts, the RFQ can be part of initial unit-price formation or be used for specific packages.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The organization needs to distinguish estimated quantities from guaranteed quantities. If the contract establishes a unit-price table for future service orders, the documents should explain how demands will be authorized, measured and invoiced.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This model connects to <a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/medicao-por-entregaveis-engenharia-consultiva-escopo-producao-tecnica-aceite\/\">Deliverable-Based Measurement in Consulting Engineering<\/a> when units are verifiable technical products rather than merely hours consumed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">RFQ and Procurement Planning<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ needs to be issued at the correct point in the schedule.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Quoting too early, while Engineering is still changing, creates rework and revisions. Quoting too late can compromise long-lead items and create urgency that reduces competition.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Procurement planning should align:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>required-on-site date;<\/li><li>date when Engineering is mature enough to quote;<\/li><li>market consultation period;<\/li><li>clarification time;<\/li><li>analysis and approval;<\/li><li>negotiation;<\/li><li>purchase-order issuance;<\/li><li>manufacturing;<\/li><li>inspection;<\/li><li>logistics;<\/li><li>delivery.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ is a process milestone, not an event isolated from the project schedule.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">RFQ and risk management<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Risks that affect price need to be visible.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Examples include exchange-rate volatility, scarcity, lead time, raw-material availability, special transportation, field conditions, approval dependency, site access and interfaces with third parties.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The article <a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/riscos-contratuais-fornecedores-projetos-engenharia\/\">Contract and Supplier Risks in Engineering Projects<\/a> helps structure risk evaluation before contracting.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">RFQ in Brazilian public procurement<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The RFQ acronym is common in international and corporate Procurement, but it does not replace the formal instruments of Brazilian public procurement.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In Public Administration, the process must comply with Law No. 14.133\/2021, regulations and procedures applicable to the object. The logic of obtaining comparable prices, structuring requirements and avoiding different baselines remains technically valid, but the legal and administrative form of the solicitation must follow the corresponding procedure.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Common RFQ mistakes<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Requesting quotations before finalizing scope<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The price arrives quickly, but comparison is false because each supplier considered something different.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Failing to state document revisions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Companies may quote different versions of the same specification.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Mixing options into the mandatory value<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The total no longer reflects the same configuration.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Failing to standardize taxes and freight<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The lowest proposal may simply use a different tax or logistics basis.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Accepting vague commercial descriptions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Without manufacturer, model or code, there is insufficient traceability of the offered item.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Failing to require a deviation list<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Exceptions remain hidden in general terms.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Failing to align lead time with the starting milestone<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Apparently equivalent lead times may start from different events.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Comparing before validating compliance<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Price should not compensate for noncompliance with a mandatory requirement.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Checklist for a commercially comparable RFQ<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before sending the request, confirm:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>scope and specification are mature;<\/li><li>documents have codes and revisions;<\/li><li>items, quantities and units are clear;<\/li><li>technically capable suppliers have been defined;<\/li><li>unit and total prices will be presented;<\/li><li>services, accessories and options are separated;<\/li><li>freight and delivery condition are defined;<\/li><li>taxes and currency will follow the same logic;<\/li><li>lead time has a clear starting milestone;<\/li><li>warranty has defined start and coverage;<\/li><li>documentation and tests are included;<\/li><li>deviations must be declared in a single list;<\/li><li>proposal validity is compatible with the process;<\/li><li>payment terms are comparable;<\/li><li>selection criteria are defined in advance.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">When Consulting Engineering adds value to an RFQ<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Even a quotation can require technical support when the package has critical specifications, complex interfaces, a need for supplier qualification, supply risks or significant schedule impact.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Consulting Engineering can support specification, vendor-list definition, RFQ structuring, compliance analysis, equalization, expediting, inspections and acceptance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The <a href=\"https:\/\/a3aengenharia.com.br\/servicos\/implementacao\/procurement\/\">Technical Procurement<\/a> service integrates these activities with Engineering, Procurement and Project Management.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Final considerations<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An effective Engineering RFQ turns an already-mature need into a controlled commercial comparison. Its value does not lie in asking several companies for prices, but in ensuring that all of them price the same baseline.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Specification, quantity, unit, lead time, taxes, freight, documentation, tests, warranty and deviations need to be explicit. When the solution is still undefined, the RFQ is premature; when Engineering has consolidated the object, it becomes an efficient tool for selecting commercial conditions with traceability.<\/p>\n\n\n\n<div class=\"wp-block-a3a-destaque\">\n<p class=\"wp-block-paragraph\">For critical packages, the RFQ is only one stage of a larger process involving specification, suppliers, lead time, inspections, risk and acceptance. Technical Procurement integrates these decisions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/a3aengenharia.com.br\/servicos\/implementacao\/procurement\/\">Learn about the Technical Procurement service<\/a><\/p>\n<\/div>\n\n\n\n<details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Technical references<\/summary>\n<p class=\"wp-block-paragraph\">[1] PROJECT MANAGEMENT INSTITUTE. A Guide to the Project Management Body of Knowledge (PMBOK\u00ae Guide) \u2014 Eighth Edition. Newtown Square: PMI, 2025. Available at: <a href=\"https:\/\/www.pmi.org\/pmbok-guide-standards\/foundational\/pmbok\">https:\/\/www.pmi.org\/pmbok-guide-standards\/foundational\/pmbok<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">[2] WORLD BANK. Procurement Regulations for IPF Borrowers. 7th ed. Washington, D.C.: World Bank, September 2025. Available at: <a href=\"https:\/\/thedocs.worldbank.org\/en\/doc\/c84273d1b230aeb2b0b8134de5dc8cd7-0290012025\/original\/Procurement-Regulations-7th-Edition-Sep-2025.pdf\">https:\/\/thedocs.worldbank.org\/en\/doc\/c84273d1b230aeb2b0b8134de5dc8cd7-0290012025\/original\/Procurement-Regulations-7th-Edition-Sep-2025.pdf<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">[3] WORLD BANK. Project Procurement Framework. Washington, D.C.: World Bank. Available at: <a href=\"https:\/\/www.worldbank.org\/ext\/en\/what-we-do\/project-procurement\/framework\">https:\/\/www.worldbank.org\/ext\/en\/what-we-do\/project-procurement\/framework<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">[4] BRAZIL. Law No. 14.133, April 1, 2021. Public Procurement and Administrative Contracts Law. Available at: <a href=\"https:\/\/www.planalto.gov.br\/ccivil_03\/_ato2019-2022\/2021\/lei\/l14133.htm\">https:\/\/www.planalto.gov.br\/ccivil_03\/_ato2019-2022\/2021\/lei\/l14133.htm<\/a><\/p>\n<\/details>\n\n\n\n<details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Frequently asked questions<\/summary>\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-o-que-rfq-em-engenharia-a5e2c9a0\"><strong class=\"schema-faq-question\">What is an RFQ in Engineering?<\/strong> <p class=\"schema-faq-answer\">An RFQ is a Request for Quotation used when scope, specification, quantities and conditions are sufficiently defined to compare prices and commercial terms.<\/p><\/div><div class=\"schema-faq-section\" id=\"faq-question-qual-a-diferen-a-entre-rfq-e-rfp-5f82dba5\"><strong class=\"schema-faq-question\">What is the difference between RFQ and RFP?<\/strong> <p class=\"schema-faq-answer\">An RFQ seeks a quotation for an already-defined object. An RFP is used when solution, methodology, team or technical approach still need to be evaluated together with price.<\/p><\/div><div class=\"schema-faq-section\" id=\"faq-question-quando-n-o-devo-usar-rfq-10943743\"><strong class=\"schema-faq-question\">When should I not use an RFQ?<\/strong> <p class=\"schema-faq-answer\">An RFQ is not appropriate when there are major scope uncertainties, multiple possible solutions or a need to deeply evaluate methodology and technical capability.<\/p><\/div><div class=\"schema-faq-section\" id=\"faq-question-o-que-deve-constar-em-uma-rfq-df987b6f\"><strong class=\"schema-faq-question\">What should an RFQ include?<\/strong> <p class=\"schema-faq-answer\">An RFQ should include the object, reference documents, items, quantities, units, lead time, delivery location, pricing structure, taxes, freight, payment, warranty, documentation, tests and the deviation procedure.<\/p><\/div><div class=\"schema-faq-section\" id=\"faq-question-como-tornar-cota-es-comercialmente-compar-veis-89af76b0\"><strong class=\"schema-faq-question\">How can quotations be made commercially comparable?<\/strong> <p class=\"schema-faq-answer\">Standardize the pricing sheet, quantities, units, tax basis, freight, currency, payment terms, warranty and scope. Then confirm technical compliance and equalize deviations before comparing the final value.<\/p><\/div><div class=\"schema-faq-section\" id=\"faq-question-rfq-serve-apenas-para-materiais-73044c0a\"><strong class=\"schema-faq-question\">Is an RFQ only for materials?<\/strong> <p class=\"schema-faq-answer\">No. It can be used for well-defined and repetitive services, provided the method, measurement unit and scope are sufficiently standardized for commercial comparison.<\/p><\/div><div class=\"schema-faq-section\" id=\"faq-question-o-menor-pre-o-de-uma-rfq-sempre-a-melhor-propost-4fcb8c53\"><strong class=\"schema-faq-question\">Is the lowest RFQ price always the best proposal?<\/strong> <p class=\"schema-faq-answer\">No. Technical compliance, included scope, lead time, warranty, risks and, where relevant, life-cycle cost need to be confirmed before deciding which offer is more advantageous.<\/p><\/div><div class=\"schema-faq-section\" id=\"faq-question-rfq-pode-ser-usada-em-contrata-o-p-blica-no-bras-3ed117c1\"><strong class=\"schema-faq-question\">Can RFQ be used in public procurement in Brazil?<\/strong> <p class=\"schema-faq-answer\">The logic of comparable quotations can be useful, but the RFQ acronym does not replace the formal instruments, procedures and requirements established by Law No. 14.133\/2021 and applicable regulations.<\/p><\/div><\/div>\n<\/details>\n\n\n\n<details class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Complementary technical materials<\/summary>\n<h4 class=\"wp-block-heading\">Related solutions<\/h4>\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/a3aengenharia.com.br\/solucoes\/gestao-e-governanca-de-engenharia\/gestao-contratos-escopo-entregaveis\/\">Contract, Scope and Deliverables Management<\/a><\/li><li><a href=\"https:\/\/a3aengenharia.com.br\/solucoes\/gestao-e-governanca-de-engenharia\/gestao-requisitos-evidencias-criterios-aceite\/\">Requirements, Evidence and Acceptance Criteria Management<\/a><\/li><\/ul>\n\n<h4 class=\"wp-block-heading\">Related services<\/h4>\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/a3aengenharia.com.br\/servicos\/implementacao\/procurement\/\">Technical Procurement: specification, equalization, suppliers and contracting support<\/a><\/li><li><a href=\"https:\/\/a3aengenharia.com.br\/servicos\/contratacao-integrada\/engenharia-do-proprietario\/\">Owner\u2019s Engineering: technical governance, inspection and acceptance<\/a><\/li><\/ul>\n\n<h4 class=\"wp-block-heading\">Main content on the topic<\/h4>\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/procurement-projetos-engenharia-etapas-criterios\/\">Procurement in Engineering Projects: what it is, stages, criteria and supplier management<\/a><\/li><li><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/rfi-rfp-rfq-diferencas-quando-usar-engenharia\/\">RFI vs. RFP vs. RFQ: differences and when to use each document in Engineering<\/a><\/li><li><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/rfp-engenharia-escopo-requisitos-criterios-selecao\/\">RFP in Engineering: how to structure scope, requirements and selection criteria<\/a><\/li><li><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/avaliacao-proposta-tecnica-engenharia\/\">Engineering Technical Proposal Analysis: how to evaluate beyond the lowest price<\/a><\/li><\/ul>\n\n<h4 class=\"wp-block-heading\">Related technical content<\/h4>\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/inspecao-fabricacao-vendor-inspection-fornecedores-engenharia\/\">Manufacturing Inspection and Vendor Inspection: supplier control, ITP, FAT and release for shipment<\/a><\/li><li><a href=\"https:\/\/a3aengenharia.com.br\/conteudo\/artigos-tecnicos\/riscos-contratuais-fornecedores-projetos-engenharia\/\">Contract and Supplier Risks in Engineering Projects<\/a><\/li><\/ul>\n<\/details>\n","protected":false},"excerpt":{"rendered":"<p>Learn how to structure an Engineering RFQ to receive comparable quotations, with scope, quantities, prices, taxes, lead time, deviations and compliance criteria.<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"template":"","meta":{"_a3a_global_related_solutions":[],"_a3a_global_related_services":[],"_a3a_global_related_materials":[],"_a3a_post_lang":"en-us","_a3a_translation_group_id":"e5e1e51f-24c7-4ecd-9043-4bdad37930ce","_a3a_i18n_canonical_slug":"rfq-engineering-commercially-comparable-quotations"},"categories":[],"segments":[],"mercados":[],"etapas":[],"class_list":["post-73357","articles","type-articles","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/articles\/73357","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/articles"}],"about":[{"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/types\/articles"}],"author":[{"embeddable":true,"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/users\/1"}],"version-history":[{"count":3,"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/articles\/73357\/revisions"}],"predecessor-version":[{"id":73371,"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/articles\/73357\/revisions\/73371"}],"wp:attachment":[{"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/media?parent=73357"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/categories?post=73357"},{"taxonomy":"segments","embeddable":true,"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/segments?post=73357"},{"taxonomy":"mercados","embeddable":true,"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/mercados?post=73357"},{"taxonomy":"etapas","embeddable":true,"href":"https:\/\/a3aengenharia.com\/en-us\/wp-json\/wp\/v2\/etapas?post=73357"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}