One of the main causes for RFIs is lack of communication and collaboration between project stakeholders. Establishing clear guidelines for RFIs before the start of a project will save time and money:
Develop an RFI procedure
Define what constitutes an RFI (and what doesn't)
Outline the documentation required along with an RFI for a response
Define expected response times
Communicate the process and requirements to all stakeholders
Using a centralized platform with real-time updates can help keep everyone involved in the RFI process updated and minimize response times. Utilizing a platform try to:
Include Photos & Reference Files
Group related requests
Expect responses in a realistic, respectable timeframe
Provide as much context as possible
RFI Types & Roles
1. Design Clarification RFIs
Originator: Contractor or Subcontractor
Creation: Drafted by Site Engineer or Project Engineer
Submission: Sent to Project Manager
Review: Project Manager evaluates and forwards to Architect/Design Consultant
Response: Architect/Design Consultant prepares and approves reply
Distribution: Project Manager circulates response to all relevant parties
Implementation: Site Engineer applies changes per the response
2. Material Specification RFIs
Originator: Supplier or Subcontractor
Creation: Drafted by Procurement Officer or Project Engineer
Submission: Sent to Project Manager or Construction Manager
Review: Project Manager reviews and forwards to Materials Engineer or Architect
Response: Materials Engineer or Architect prepares and approves reply
Distribution: Project Manager or Admin staff distributes response
Implementation: Procurement Officer and Site Engineer ensure compliance
3. Site Condition RFIs
Originator: Contractor or Site Personnel
Creation: Drafted by Site Engineer or Foreman
Submission: Sent to Project Manager
Review: Project Manager reviews and consults Geotechnical or Civil Engineer
Response: Geotechnical or Civil Engineer prepares and approves reply
Distribution: Project Manager circulates response to all relevant parties
Implementation: Site Engineer and Construction Team carry out response
4. Schedule and Timeline RFIs
Originator: Contractor or Scheduler
RFI Creation: Project Scheduler or Site Engineer drafts the RFI.
RFI Submission: Submitted to the Project Manager.
RFI Review: Project Manager reviews and coordinates with the Planning Engineer.
RFI Response: Planning Engineer prepares and approves the response.
RFI Distribution: Project Manager or Administrative Staff distributes the response.
RFI Implementation: Project Scheduler and Site Engineer adjust plans based on the response.
5. Regulatory Compliance RFIs
Originator: Contractor or Compliance Officer
RFI Creation: Compliance Officer or Project Engineer drafts the RFI.
RFI Submission: Submitted to the Project Manager.
RFI Review: Project Manager reviews and liaises with Legal Advisor or Compliance Consultant.
RFI Response: Legal Advisor or Compliance Consultant prepares and approves the response.
RFI Distribution: Project Manager or Administrative Staff distributes the response.
RFI Implementation: Compliance Officer and Site Engineer ensure adherence to the response.