A county purchasing agent posts an RFQ for nitrile exam gloves and gets nine responses. Two quote the wrong pack size. One skipped the signed certification page. Three give no delivery date. One quotes an N95 with no approval number on the line. By the time the agent has sorted responsive from non-responsive, the field is down to three, and the award still has to survive a protest window and a delivery deadline.
That is the buyer's problem on every supply solicitation: pick the vendor who will ship what the spec says, on time, at a price that holds, without handing a losing bidder grounds to protest. Here is what that buyer is checking, and what a supply vendor's response has to show.
RFQ and IFB are different tests
An IFB is sealed bidding. FAR 14.301 says a bid must comply in all material respects with the invitation, and a bid that does not is not considered for award. Among responsive bids from responsible bidders, price decides. There is no negotiation and no second chance to fix a missing form.
An RFQ under simplified acquisition procedures gives the buyer more room. FAR 13.106-2 lets the contracting officer evaluate quotes on price and past performance and award to the lowest priced quote with the highest past performance rating. Formal evaluation plans, competitive ranges, discussions and scoring are not required. Every quote is evaluated inclusive of transportation to the delivery point, so a low unit price with freight added later loses.
| Question | IFB (sealed bid) | RFQ (simplified acquisition) |
|---|---|---|
| Governing rule | FAR Part 14 | FAR Part 13 |
| Response that misses a material term | Not considered for award | At the buyer's discretion; assume it is set aside |
| Award basis | Price, among responsive bids from responsible bidders | Price and past performance, at the buyer's discretion |
| Freight | As the invitation specifies | Evaluated inclusive of transportation to destination |
| Fix a mistake after the due date | No | Only if the buyer asks |
State and local agencies use the same two words under their own codes, and the logic carries over: the IFB rewards exactness, the RFQ rewards exactness plus a record of delivering.
Responsive: the response matches the solicitation
Responsiveness is the first cut, and it is where most supply vendors lose. The buyer is not judging quality yet, only whether the response can be considered at all.
GAO's bid protest report for fiscal year 2025 lists unreasonable rejection of proposals among the three most common grounds for sustaining a protest, alongside unreasonable technical and price evaluations. The one case that year where an agency declined to implement GAO's recommendation involved an award to a firm whose product lacked a required certification at the time of proposal submission. Buyers read those reports. They reject anything that gives a losing bidder an opening, and they hold the winner to what was certified on the due date.
Checklist before the response leaves your desk:
- Every line quoted in the unit of measure and pack size the solicitation names, not the case pack you stock.
- Manufacturer, part number and country of origin on every line.
- Substitutions only where the solicitation allows "or equal," with the equivalency documented.
- Delivery date or lead time stated per line, not "subject to availability."
- Every required form signed and every certification page returned.
- Pricing valid through the bid period, in writing.
Responsible: the vendor can perform
Once a response is responsive, the buyer asks whether the vendor is responsible. FAR 9.104-1 names seven standards: adequate financial resources, the ability to meet the delivery schedule given existing commitments, a satisfactory performance record, a satisfactory record of integrity and business ethics, the organization and controls to perform, the necessary equipment and facilities, and eligibility under applicable law. The same section says a vendor cannot be found non-responsible solely for lacking a performance history, which matters for newer firms. The buyer will still ask for references.
Registration is part of eligibility. FAR 4.1102 requires offerors and quoters to be registered in SAM at the time the offer or quotation is submitted, with narrow exceptions such as micro-purchases. State and local agencies run their own supplier portals. Register before the due date, not after the award notice.
For a supply vendor, responsibility comes down to specifics the buyer can verify:
- A physical warehouse address, not a mail drop.
- Stock on hand or a manufacturer-confirmed lead time on each line.
- Named references on comparable orders. Keystone's are on the past performance page.
- Certificate of insurance, W-9 and tax documents ready on request.
Product documentation the buyer will check
Government supply buyers verify claims. Give them what they need to do it in minutes.
Respirators. Every NIOSH Approved respirator carries a TC approval number, and the NIOSH Certified Equipment List is the official record. A number that returns nothing means the product is not approved. Put the TC number on the quote line.
Medical devices. FDA requires manufacturers, relabelers, repackagers and initial importers to register their establishments and list their devices. Domestic distributors that do not import are exempt, so the buyer is checking the manufacturer's registration, not the distributor's. Quote the manufacturer's name as FDA lists it and include the 510(k) number where one applies.
Country of origin. For federal purchases, FAR 25.101 defines a domestic end product as one manufactured in the United States with domestic component cost above 65 percent for items delivered through 2028. The component test is waived for most commercial off-the-shelf items, but the buyer still records where the item was made. State a country of origin on every line.
Lot, expiration and SDS. Gloves, rapid tests and chemicals all carry dates. On a stocking order, state the minimum remaining shelf life and attach the SDS for anything with a hazard label.
What Keystone brings to a public solicitation
Keystone Supply Group responds to RFQs and IFBs from a combined office and warehouse at 7330 Ohms Lane in Edina, Minnesota. Every quote line carries manufacturer, part number, country of origin and stated lead time, with SDS, IFU, certificate of conformance, and lot and expiration data available on any product quoted. Pricing is held for 30 days or through the bid period on government work. Stocked items ship in 1 to 3 business days, quotes go out the same business day, approved accounts get Net 30, and U.S. orders of $500 or more ship economy at no charge.
Since founding in August 2025 we have shipped 21M+ units to customers in 26 states, sourcing from 270+ manufacturer relationships with 58,000+ SKUs quotable. We are SAM.gov registered, keep a W-9 and Minnesota ST3 on file, and provide a certificate of insurance on request. Details for public buyers are on the government page, and the capability statement, credit application and product documentation are on the resources page.
Send us the solicitation and the due date. Explore the catalog or Request a quote.
Sources
- Acquisition.gov, FAR 14.301 Responsiveness of Bids: https://www.acquisition.gov/far/14.301
- Acquisition.gov, FAR 13.106-2 Evaluation of Quotations or Offers: https://www.acquisition.gov/far/13.106-2
- Acquisition.gov, FAR 9.104-1 General Standards (Responsible Prospective Contractors): https://www.acquisition.gov/far/9.104-1
- Acquisition.gov, FAR 4.1102 Policy (System for Award Management registration): https://www.acquisition.gov/far/4.1102
- Acquisition.gov, FAR 25.101 General (Buy American, Supplies): https://www.acquisition.gov/far/25.101
- U.S. Government Accountability Office, GAO Bid Protest Annual Report to Congress for Fiscal Year 2025: https://www.gao.gov/products/gao-26-900695
- CDC/NIOSH, How the Certified Equipment List Works: https://www.cdc.gov/niosh/ppe/niosh-approved-respirators/cel-tips.html
- FDA, Who Must Register, List and Pay the Fee: https://www.fda.gov/medical-devices/device-registration-and-listing/who-must-register-list-and-pay-fee
