Requests for Information (RFIs) have become increasingly indispensable, especially on all large construction projects. They are, however, versatile to the point that many MEP Engineers have adopted their use for a variety of purposes. We will focus on requests for information on works and how to issue them in the search for additional information.
RFIs play a key role in the efficient and economical completion of construction projects as they facilitate communication between various stakeholders. Without them, the quality of residential projects can be compromised because, for example, subcontractors do not understand certain specifications or there is a lack of information. However, please note that RFIs do not replace routine verbal communication as many people confuse it. Instead, an RFI is a formal and professional way of requesting information from interested parties.
Whether you are the prime contractor or the subcontractor, you should be familiar with how RFIs are provided. In fact, all stakeholders in a construction project should be well informed about how RFIs work, as this avoids errors that may arise when providing or responding to RFIs. We'll break down the aspects you need to know when providing RFIs.
What is the content of the RFI?
An RFI constitutes a formal process through which the subcontractor, prime contractor, or any interested party seeks clarity on certain aspects not inferable or found in the original construction contracts. Although more efforts are made to ensure that everything is perfect before projects begin, it turns out that some confusions can arise during the workflow. Failure to efficiently communicate such aspects in a timely manner could stall the project or lead to substandard results, the correction of which could cost an exorbitant amount of money. For this reason, the importance of an RFI should not be overlooked.
Depending on the scale of the project, numerous RFIs may be provided because large projects, for example, have many variables. To name a few, RFIs can be classified into the below categories:
- Requests about design changes – there may be errors in the design that were not detected immediately before the project began. An engineer or architect may be asked to make some changes to the original design.
- Material Substitution Request – If a certain material is unavailable or costs exorbitantly high, an RFI may be issued requesting material substitutions. Multiple suppliers could receive these requests to find out who has the best quality materials for the construction project.
- Request for clarification – there may be specifications, conflicts or standards that require clarity during the life of the project, so a request for information can be used to clarify these aspects.
- Assessment of the supplier's ability to participate in the project; whether to provide materials or as participants in completing the project. In these cases, the RFI often precedes other related documented processes such as RFP, RFT, and RFQ. A request for information is often made to obtain general information from several suppliers before the project begins to see if there is a supplier that can help with problem solving. The issuance of an RFI does not constitute a legally binding contract.
As indicated, these categories are not all inclusive. An RFI is often misinterpreted by other stakeholders as a random communication that ends up replacing verbal communications. It should also not be used as a submission or something outside of its scope.
Providing RFIs
When providing RFIs, there are best practices to follow to ensure the process goes smoothly without significantly varying the scope, delaying the project, or incurring costs. Ideally, the RFI should come as a structured form with a specific question and other parameters such as the deadline. There are models you can follow.
It is not a best practice to include too many questions in a single request as this can cause confusion. Create a maximum of one request for each question so it's easy to track. However, the use of printed forms is rarely used in this modern era due to the prevalence and emergence of software programs that facilitate simultaneous involvement of all stakeholders.
When writing requests for information, please follow the simple process outlined below to avoid confusion that could cause further delays. Construction projects are often carried out at the cost of loan financing and so it is important to avoid possible unbudgeted expenses by ensuring you provide the best information requests.
- Be as concise, specific and unambiguous as possible so that the request is understood by everyone. Clearly define the issue that should be addressed by any interested party you are addressing. Avoid stating problems rather than asking real questions if you are seeking clarity on certain aspects.
- Use visuals to make your request clearer. These can be drawings, videos, images or sketches, as long as the recipient can clearly understand the questions without starting a cross-questioning session in an attempt to understand them.
- Use a clearly defined pro forma template.
- Please be considerate of the recipients when providing these requests. Whatever the reason you issue an RFI, take the recipients' time into consideration, especially when setting deadlines. Typically, deadlines can vary from 1 to 2 weeks.
- Propose or recommend possible solutions to speed up the RFI process.
Benefits of RFIs
Although they may seem costly, RFIs provide many benefits to prime contractors and subcontractors. In short, they have the following benefits:
- Information is obtained in a formal and structured way
- Provide clarification of concepts so that the project flows smoothly
- Provides easy communication between multiple stakeholders in a given project
- Are easily manageable using document management software programs
RFI vs RFQ and RFP
The RFI is one of the construction documents: RFP and RFQ. It may not be apparent to a novice what the difference between these documents is.
RFI – is a request for additional information on a construction project to the information contained in contracts. The RFI is a multifunctional document as it can also be sent before sending RFPs and RFQs to potential suppliers. In fact, it acts as a supplier filter in future projects. In cases where the RFI is sent as a means to request expertise for a specific problem, it should not be viewed as a binding document that constitutes an award or guarantee of selection for the project.
RFP – Request for proposal is issued when the client knows what the problem is and therefore sends it to potential contractors to select the best one.
Request for quotation – this request seeks to evaluate the competitiveness of the prices of different players. The issuer seeks the best affordable prices combined with the best quality of the service or product offered.
The description of the RFI depends on the purpose for which it is intended. For example, if used during construction projects, it can be used to obtain supplementary information from various stakeholders such as engineers, designers, architects, main contractors, suppliers and many more. If used as a precursor to RFPs and RFQs, it can function as a process to obtain general information from potential suppliers.
Wrap up!
Providing information requests is a simple process. Basically, an RFI involves a structured form asking specific questions to the recipient. Lately, document management software offers a convenient way to manage RFIs on one platform, and this gives you the freedom to track, update and share the requests with many participants at the same time. Important practices to keep in mind is to always be specific, clear, and unambiguous when providing these requests. Don't ask too many questions in a single application for your construction projects.
