Request the information (RFI)

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Requests For Information (RFI)

Construction is all about the coordination of information, and that is what the RFI exists. Questions abound, from details to coordination information; everyone has questions. RFI's are used in two directions; one is a question directed towards the owner and architect; the other is coordination information between subcontractors. The superintendent gets to be the primary arbitrator and coordinator of items.

The RFI is a method of making sure the questions get asked and answered; too much information is lost in the verbal exchange, and misunderstandings are created.

The subcontractors generate most questions. When this happens, the first thing to decide is who is best suited to answer the question, the architect or another sub. To keep the two separated, start the Sub to Sub RFI's at 500, and the owner/architect RFI's can begin with one.

When writing the RFI, the question needs to be as detailed, clear, and concise as possible, including all possible references to drawing details, so the answerer has a running start. Also, in many cases, there are only a couple of possible solutions, layout those options as well. Remember, you are looking for answers, not trying to test the architect on his knowledge of the project, so help out any way you can. The following key is to log in the requested date for future reference and note if you need the answer by any specific time to maintain the schedule (don't cry wolf). Once you have the answer, log in the received date and look at the overall impact of the solution. Will it cost more, will it work, and does the answer involve additional subs to implement? If any of these is yes, make sure the appropriate team members are notified.

Keep everything posted and up to date. This process can get complicated, so try and ask only one question per RFI; it makes answering and tracking much more straightforward. Additionally, the drawings should be flagged as applicable with the new answers, so no one builds it incorrectly if you are out of the trailer.

Management tip: Follow up with open RFI's. Call someone and ask if the list is getting long or if an item is too old. They often have forgotten, though they answered or never received the question….so ask. It is also an excellent practice to review the RFI log at each progress meeting to see if any open items are out there. Often a quick job walk after the meeting can get many open things closed.

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