If you’ve ever worked on a construction project, you’ve certainly experienced this. Whether you’re trying to understand a drawing, coordinating parts of the work, spotting a potential issue or you running into unknowns, you need to ask questions. But how? It’s not always enough to just call up an Architect or Engineer and ask them. In fact, that might not even be allowed. Questions like these must be formalized in writing, as do the answers to these questions. The way this is done is by sending a Request For Information – otherwise known as an RFI – to the party or parties who are responsible for clarifying. Let’s go through the details of what an RFI is, what should be included in an RFI, some example RFI scenarios and how to write and RFI, too. Plus, be sure and download our free construction RFI Excel template!
Construction RFI: Meaning, Purpose & Tips (Free Excel Template)
We’ll be exploring many details of construction RFIs in this article. Click below to jump to a specific section.
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Construction RFI: An Overview
Let’s start exploring the construction RFI by telling a tale…
You’re working on a construction project. From beginning to end, it runs like a Swiss watch. The project drawings – put together by the Owner’s Design Team – outline exactly what needs to be done…perfectly! The project documents leave no room for misinterpretation. Performance specifications outline exactly which products and systems are the best for the job. The Contractor has included every item of work imaginable in their contract – despite their low bid – so no change orders will ever be required. Once work begins onsite, everyone marvels at just how well everything comes together, exactly on time no less. Zero mistakes! None of the Subcontractors have ever seen something like this before. Everyone rides off into the sunset right after the Contractor hands over the keys to the Owner. Does this seem like a typical experience?
Nope!
Now that we’ve all had a laugh, let’s get real. A construction project cannot get done without asking questions or discussing unforeseen conditions. There will always be unclear information that requires clarification. It’s a natural part of the construction process, from the early phases of bidding, to when the work actually begins, all the way through the project’s sweet end. Construction projects rely heavily on coordination between the owner, their design consultants and the contractors doing the work. This process relies heavily on the communication between these parties. Thus, the RFI is born.
What Is An RFI In Construction?
RFI stands for “Request For Information“.
An RFI is a formal, written request that contractors submit to the “Design Team” on a project. The Design Team is the group that the Owner hires in order to develop an overall plan for their project. The Design Teams’ responsibilities typically include developing Architectural drawings to show this plan, writing technical specifications to cover every item of work in the plan, and helping the Owner gather enough design information so contractors can bid on building it. These are referred to as “bid documents”.
So when and how do RFIs come into play?
Who Submits RFIs? Contractors submit RFIs in order to get clarification or guidance. The Design Team is the group who responds.
What Is An RFI In Construction? An RFI is a formal written request for information. An example can be found below, which you can download for free.
How Are RFIs Exchanged? An RFI is typically sent through email in PDF format, but some ERP softwares allow contractors to process RFIs through the software, rather than keeping a separate e-folder of PDF versions.
When Are RFIs Used? RFIs can be submitted any time during the 5 stages of a project. This includes during bidding, while planning the work, and while performing the work.
Why Are RFIs Important? Most importantly, RFIs are meant to keep the project operating smoothly by minimizing miscommunication of important information. In a ‘design-bid-build‘ contract scenario, here are some typical situations:
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RFI Examples
During bidding, a contractor may see a discrepancy in the plans, or something that is not completely clear. The RFI is meant to clarify this prior to the contractor submitting an official bid, which can influence schedule and costs.
During the planning stages i.e. when the contractor is hiring subcontractors and manufacturers, one of these parties may take issue with something shown in the bid documents, have a proposed alternative, or may have trouble achieving the outlined requirements.
During the execution of work, unknowns will always arise. Here are a few common occurrences I’ve seen during the execution phase:
- Something in the plans doesn’t make sense.
- Finding something totally unforeseen i.e. excavating and uncovering a two ton boulder where a pipe needs to run, tearing off a brick facade and finding asbestos, etc.
- A conflict of dimensions or placements.
- Coordination is needed between ‘adjacent finishes’ and the Contractor needs clarification on certain details i.e. how to transition a stucco facade above a new stainless steel door frame.
For the Architects and Engineers who may be reading this, I am not trying to beat up on you! Your job is to help your clients get contractors on board to perform whatever work is needed – in compliance with laws and standards – for the lowest price and best value. No single person or group can anticipate everything on a project, it must be a team effort between all parties.
Contractors in turn are obligated to bring their expertise to the table during the bid phase as well as during the performance of a contract. This expertise is most important when it comes to constructibility and performance of the work. While this may not always be a legal obligation, preventative action ahead of an issue is better than allowing a bad situation to play out – ‘better’ means better for everybody.
How Do You Write An RFI?
Now that we’ve walked through the meaning and purpose of RFIs in construction, here are a few things contractors need to know when it comes to submitting them in order to keep the project running efficiently:
RFI Number – RFIs are numbered to keep them organized. The information above is briefly summarized in a ledger or log next to each respective RFI. That way, everyone with a copy of the RFI log can see which items have been answered/are still open, the date they were submitted, etc.
Who Needs To Answer – which party is qualified to answer? If it’s related to aesthetics, the RFI should be submitted to the Architect. If the request is related to anything structural, it should be submitted to the Engineer. Sometimes an RFI needs to be submitted to both, depending on the Design Team working for the Owner.
How Much Time Will It Take To Get An Answer – while you can submit a request and specify “needed by: tomorrow“, you may not be entitled to this. The Prime Contract, signed by the Owner and General Contractor, may allow the Design Team a specific amount of time to respond. This could be days or weeks, so know this up front!
Related Drawings & Specifications – note any specific drawings and/or written specifications that are involved with the question. I prefer to mark them up and include them as attachments whenever possible. Speaking of which…
Include Attachments For Reference – this can be anything from a sketch, a print out, a copy from a book of standards, product data for specific material/equipment, etc.
When Submitting Via Email, Copy The Owner’s Rep. & Parties Who You’re Submitting The Request For (If It’s Allowed) – If you are working as a General Contractor and have a Subcontractor submitting an RFI, you should cc them on the email request. Why? When a response comes through, the responder hopefully ‘replied to all’, and therefore made your life easier by sending the response back to the Subcontractor at the same time they send it to you. That way the response to the Subcontractor comes ‘straight from the horse’s mouth’. But first, make sure the contract doesn’t prohibit this! This may not always be allowed. I know this is not allowed, for example, on many public projects.
Other Key RFI Content [When Applicable]:
Propose Solutions – if you’re familiar with a specific product, material, methodology, etc., it will help all parties if you propose this. While not required, proposing solutions can save time coordinating and keep everyone on the same page.
Clearly Articulating The Time Impact To The Project – make sure you let all parties know the schedule implications of the request, whenever possible. This doesn’t necessarily mean an exact amount of time, but a general sequence of steps.
If you find the two ton boulder while excavating for a sewer line, you can outline the options and steps each will require:
- Reroute the sewer, which requires a redesign by the Contractor’s Engineer (say, one week), purchasing more piping (one additional week) and additional excavation (two additional days).
- Demolish the boulder, which might need blasting, drilling, additional engineering, a subcontractor/service, etc., each step requiring a certain amount of time.
Clearly Articulating The Cost Impact To The Project – similar to the above, this doesn’t need to be specific if you don’t have the information. Sticking with the boulder example:
- To reroute the sewer, our engineer will need to redesign x,y, and z; approx. ___ amount of additional excavation will be required and ___ Lineal Feet of sewer pipe will be needed.
Including potential solutions, schedule impacts and cost impacts in your RFI will help the project in a number of ways:
- The Owner and the Design Team can make a more informed decision.
- The exchange of information and the time it takes to resolve the request is streamlined.
- You, the Contractor, have done a little pre-planning, so you’ll be more ready to act when the response comes through.
- You, the Contractor, have covered yourself ahead of time, so change orders and schedule delays are not as much of a surprise.
Construction RFI: In Conclusion
Construction RFIs are an essential part of communication and documentation on a project. They are used to clarify unknowns between the Owner, the Owner’s Design Team and the Contractors on the job. They are particularly important when considering the implications of schedule, project phasing and total cost. By implementing some of the tips outlined in this article, you’ll be one step ahead the next time an unknown pops up on a project you’re working on – and there WILL be a next time for all of us! Hopefully this brief dive into the world of RFIs has been helpful and informative.
