What is an RFI in construction?
Depending on the industry, an RFI can involve different things, but an RFI in construction is a request for information. Construction RFIs can be time and money consuming, but they are considered an integral aspect of the business. RFIs are used to collect information that is not included in a project's agreements, drawings, and specifications.
The information requested can be crucial to resolving issues that may make it difficult to complete a project on time and within budget. An RFI should never be used as the primary method of communication between workers, nor should it be the means to document progress or to create a plan, presentation or transmission. RFIs should also not be viewed as a change directive or a request for a change order.
Consider that all documents have some type of gap or conflict that can be resolved in the RFI process. The need for other corrections within the RFI is best “addressed” months before work schedules are released to everyone involved. In this sense, the RFI is a formal document requesting information on various topics. In most cases, subcontractors ask the general contractor for details of the subcontractors' work specifications.
The RFI is used by clients to collect specifications prior to the bidding process. Various companies and companies can apply for anyone. This is also a way to find out how much bidders know. Construction RFIs are often the most requested by small businesses, especially in the quality control department. The quality of the construction development process is due to these important documents.
RFIs in numbers
The Navigant Construction Forum published some very interesting research some time ago on the impact and control of RFIs on construction projects. In a nutshell, here are some of his most powerful discoveries:
Starting from the time required to respond to an RFI, it was calculated at almost 10 days (9.7). Additionally, the average cost per analysis and RFI response was estimated at $1,080. Without a doubt, the most surprising finding was that 21.9% of all RFIs never go unanswered.
As explained by the Navigant Construction Forum, these statistics prove that RFIs can actually have a considerable impact on your project planning and budgeting if not addressed properly.
Additionally, failure to respond to an RFI can be the catalyst for costly disputes as the project progresses. According to the report, standardization of the RFI process could be the solution to these project bottlenecks.
Where are RFIs typically used?
RFIs can be used for just about anything. More specifically, they can be issued at all different stages of a construction project (from conception to completion) and for a multitude of reasons. This is any situation where additional feedback or additional clarification is needed for a task to proceed.
Typically, RFIs are part of the materials selection or design development process and are used to clarify some of the following:
- Construction specifications and standards
- Contractual agreements
- Construction Management Plan
- Materials management
- Drawings for construction project
Why an RFI is different from an RFP, RFQ, and RFT
Of course, an RFI is completely different from an RFP, RFQ, and RFT, and it can sometimes be confusing to know which one should be used in which scenario. And here's why:
- RFP (Request for Proposal): An RFP can be based on a previous RFI and request information that will resolve supply issues.
- RFQ (Request for Quotation): An RFQ allows suppliers to be competitive with the cost of the solution.
- RFT (Request for Tender): An RFT is used so that suppliers can offer goods or services in exchange for a specific bid.
Although all four are used quite frequently in the construction industry, it is the RFI that is most commonly used. Every architect, contractor, subcontractor, and designer uses RFIs, but they all seem to have their own method for submitting them.
With so many different types of RFIs out there, a person can easily become confused when trying to extract the main point of each one. This leads to delays in responses and sometimes there are RFIs that are never responded to.
3 Tips for a Smooth RFI Process
In the report, the Navigant Construction Forum includes three smart recommendations for the entire construction industry (owners, contractors, architects, etc.) to optimize the RFI process.
1. Introduce standardized contract language
Introducing specific contract language could make a big difference in the effort to keep the RFI process simple and effective. In this sense, the use of mutually agreed terms and definitions could eliminate misunderstandings and not create room for disputes between project owners and contractors.
With this in mind, it is highly recommended that all terms that will be used during the project are included in the contract in great detail. This may happen after in-depth consultation between the project owner and their legal team. This ensures that the need for RFIs will be significantly limited.
2. Track and monitor RFIs digitally
Digitizing the RFI tracking and monitoring process is of paramount importance. Despite the great technological progress in the sector over the last decade, there are still many project agents who use emails, spreadsheets or even pen and paper to track and monitor RFIs. In other words, without exaggeration, a dispute waiting to happen.
As construction projects become increasingly complex and demanding, the need for electronic RFI tracking and monitoring grows. The good news is that there are a multitude of reliable digital solutions that can help every project team with these problems.
Thanks to software tools, the project team can keep all important information in a centralized location and get a complete overview of which team member is responsible for what. This new level of transparency and accountability can ease the RFI process and block disputes on your project.
3. Educate your team on RFI management best practices
Last but not least, the Navigant Construction Forum has put together a detailed list of best practices for owners and architects that we'll briefly introduce below. You can find the full list by downloading and reading the full report.
Best Practices for Owners
- Use a standardized RFI numbering system.
- Add a response deadline for RFIs into the contractual agreement.
- Respond quickly to RFIs. If this is not possible, indicate why you need more time.
- Use an electronic RFI log to monitor progress.
- Establish a requirement that all RFIs be coupled to the lowest cost solution.
- A response to an RFI should be expected within 10 business days. Some parameters that must be taken into consideration are the urgency of the RFI and the work required to resolve the problem.
- Deliver RFIs to the entire team at the same time.
- The owner must return all RFIs with a detailed and clear response. The response should include references and attachments where necessary.
- Ensure all RFI responses are included in the contract documents.
- Be careful with paperwork. Don't let it take over the entire process.
Recommended best practices for architects
- Construct and submit RFIs as soon as they are identified.
- The RFI must be submitted at least 10 days before the response, avoiding any delay in the project.
- Each RFI must focus on a specific topic.
- There should be an explicit priority in each RFI.
- Add references to drawings or other specifications in each RFI.
- Be sure to include a proposed resolution if one exists.
- Indicate an exact response deadline if the RFI is time- or plan-sensitive.
- RFIs should be considered approved unless otherwise noted.
How to Write the Perfect RFI
Writing an RFI is not very difficult as long as the person writing it is focused on the end goal, which is completing a successful construction project.
Here are the guidelines everyone should follow when writing their RFIs:
Follow an established format
It is important for the construction industry to use an established format as it makes it easier for everyone to write and then read the RFIs that come their way.
Be as specific as possible
Anyone writing an RFI will want to be as specific as possible in their request, or they may not receive all the information needed to proceed with the project.
Be very attentive
At least one other person will read the RFI after it is written, so the writer must be attentive throughout the process. Even if a person is frustrated because they have asked the same question countless times and have not received the correct answer, it is important that they maintain a professional and comprehensive tone.
Propose a solution
Any time a person can include a solution or two in their RFI is a good thing, as long as it is worded correctly. No one will want a person to recommend a solution, especially if they are not in their area of expertise. But proposing a solution is an excellent option. Having a potential solution ready can speed up the entire process and get things back on track.
Include drawings or photos
Not everyone has a photographic memory or can remember what every aspect of a project looks like, so it's always helpful when a person can include drawings or photos in their RFI. This will help the reader understand what is being asked and avoid delays in responding. Thanks to this, they will not need to go to the workplace or search for other information to find the answer.
Determine the impact of the RFI
RFIs can become expensive. Understanding how much each one will cost before it is written can help a person decide if it is worth doing. There are times when RFIs cannot be avoided, but there are certain scenarios when they are not really necessary.
Keep questions to a minimum
Each RFI must have only one main question and, if others are included, they must all be related to the first and be mandatory.
Give a person time to respond
The time it takes for a person to respond may vary depending on what the RFI is about. The normal deadline is between one and two weeks. If this is an urgent RFI, be sure to set a specific deadline in advance.
Be careful with the nomenclature of the different RFIs
By taking a specific approach to naming the various RFIs, it makes it considerably easier for people to find them when they need to be referred to in the future.
Concluding
No one will ever work on a construction project and not need to fill out an RFI. But there may be ways to limit the amount of time and effort required to do this. Obviously, the goal of every construction project is to have as few RFIS as possible. This will result in fewer setbacks and more profits.
However, this is not always possible. There will be doubts about certain phases of the project and this is when the different stakeholders must be proactive to ensure that everything runs smoothly and that all questions are answered within the agreed deadline.
The advent of digital solutions on the ground is expected to provide substantial help in this regard as it will simplify and accelerate the RFI process. For this to happen, however, a lot of effort is needed from all different parties.
