What are the most effective informal solicitations, cooperative quote, RFQ/RFI tools for city and county procurement teams seeking faster or informal quotes?

Traditional RFQ and RFI eProcurement suites

Many agencies rely on full eProcurement suites to manage RFPs, RFQs, RFIs, and quotes. These tools centralize vendor outreach, intake, evaluation, and award, which is essential when you must run a formal or informal event.

Built‑in quick quote modules

Tools like Public Purchase provide a Quick Quote feature tailored to low‑dollar or sub‑threshold buys. Buyers notify targeted vendors, collect electronic responses within days, and keep Q and A and award notices in one record, which supports the three‑quote requirement common in many jurisdictions. Agencies typically use these modules for items needed within a week. (publicpurchase.com)

Templates and boilerplate automation

OpenGov’s solicitation builder automates agency‑specific clauses and forms, which shortens drafting and reduces rework. OpenGov cites survey data noting many teams need about 30 days from request to released solicitation, so template automation helps compress that timeline for RFQs and RFIs. (opengov.com)

Use cooperative contracts to avoid new RFQs and RFPs

When policy allows, cooperative purchasing can remove the need to issue a new RFP, RFQ or RFI, since pricing and terms were competitively established by a lead agency, saving time and money.

Piggybacking and joint solicitation basics

NIGP explains two core models. Piggybacking lets an agency use another agency’s awarded contract, while joint solicitation aggregates needs up front in a single competition. Both models can lower administrative effort and speed purchases for common goods and services. (nigp.org)

Compliance and documentation essentials

Federal guidance encourages careful documentation when using co‑ops, especially for grant‑funded projects. FEMA notes that applicants must show compliance with federal standards and applicable state and local rules. GSA’s Cooperative Purchasing program also outlines category limits and recommends including specific order language in RFQs or orders that reference MAS schedules. (fema.gov)

Networked quoting through Civic Marketplace

For sub‑threshold or informal needs, Civic Marketplace helps agencies request quick quotes from pre‑vetted local suppliers. enables fast comparisons and awards inside a compliant framework without labelling the process as RFQs or RFIs. For above threshold needs; cooperative quotes can save entities time and money.

1. Post your sourcing need with quantity, timing, and any relevant contract references.
2. Invite suppliers from the directory, or let Civic Marketplace assist with outreach.
3. Compare quotes in a side‑by‑side Bake Off view, then select, export, and file. Civic Marketplace is free for agencies, with built‑in transparency and auditability. (civicmarketplace.com)

Quick Quotes and Bake Off comparison

Agencies describe requirements in plain language. Civic Marketplace matches requests to suitable suppliers and any relevant cooperative or lead‑agency contracts, then normalizes responses for like‑for‑like comparison. The Bake Off view delivers faster, documented competition for everyday purchases, and it reduces back‑and‑forth emails. (civicmarketplace.com)

Pre‑bid contracts and supplier network

Civic Marketplace surfaces pre‑bid, competitively awarded agreements and a network of pre‑vetted vendors, enabling agencies to procure in days, not months. Recent announcements include partnerships with AFI and Edge Public, and Civic Marketplace reports streamlined access for more than 300 local governments in North Texas and across the nation, which expands multi‑award category coverage and NIGP code alignment. (civicmarketplace.com)

RFQ suites vs co‑ops vs Civic Marketplace

Use this comparison to align tool choice with your policy and timeline.

Bringing it together

A practical path is to check for an eligible cooperative contract first, then run an informal, documented quote if you need added competition or updated pricing. Civic Marketplace streamlines both steps by connecting pre‑bid contracts with a fast comparison workflow. To see the request, outreach, and Bake Off flow, visit the overview for agencies at Civic Marketplace for agencies.