What is an RFI in construction?

Why Are RFI in Construction So Important?

When it comes to the construction, RFIs are essential since they affect safety and quality while also affecting the project's budget, risk, and responsibility. Your approach to managing RFIs may make or break your project's timeliness and budget constraints.One million RFIs from 1,300 large construction projects across the globe were analyzed in 2013 by the Navigant Construction Forum. Median response time was 9.7 days, average cost to examine and reply to RFIs was $1,080, and average project had 796 RFIs.

When used effectively, RFIs aid in the construction of a structure that results in high-quality projects and satisfied customers. If you don't respond to RFIs in a timely manner, you may be liable for expensive reconstruction work and large costs to the at-fault party (i.e., the contractor, architect, or owner). Expenses are never welcomed by any of the parties involved.

RFI writing and response might be life or death. For example, the Hyatt Regency hotel in Kansas City, Missouri, collapsed in 1981 , killing 114 people. Failure to properly communicate design changes between architect and steel fabricator ultimately led to the construction's flaws, as discovered by an investigation.

Reason to raise RFI in construction

• When someone needs further information or clarification.
• When someone proposes a substitution or an alteration.
• When someone identifies a problem or deficiency.

Types of Construction RFIs

There are many different kinds of RFI. A dozen or more different types are generally recognised by most companies. Here are the most widely acknowledged ones, along with a short description of what each includes and/or its purpose. Due to their similarities, some have been merged into one.

How to Write a Construction RFI

Your RFI should be written in a manner that aids the architect, engineer, or other receiver in providing you with a timely response. Ensure that the format is standard, your query is properly stated, and that you provide relevant background, such as photographs.

Make sure your construction RFI includes the following elements:

• Project name and address.
• RFI number (in sequential order for the project).
• RFI title (and a brief description).
• The date you sent the RFI and the response deadline.
• Requester's name, title, company, and contact details.
• A detailed explanation of the request, starting with a query and referencing the applicable specification, plan, or design.
• Respondent's name, title, company, and contact details.
• A place for answer and a date of response.
• Attachments description such as photographs, screenshots etc.
• Section to explain cost or construction adjustments if required.

What is the process to create RFI?

The construction RFI process defines how inquiries are asked and answered over the course of a project. The RFI may be raised by a contractor or a subcontractor, and it may subsequently be sent to an architect or any other competent specialist for response.

The RFI may be resubmitted if the response is not satisfactory to the party that asked the question. Alternatively, the contractor may ask a meeting to discuss the matter further.

RFIs are often reviewed and mediated by a project manager on large-scale building projects. Because so many individuals are involved in these large projects, all parties handle RFIs electronically, preserving records of these paperwork and their responses. There should be a defined mechanism for allocating RFI tasks to each team member.

Best Practices to produce Effective Construction RFIs

RFIs frustrate both issuer and responder. Following a few simple practises that will help ease or even eliminate this stress.

• In contracts, define a procedure for RFIs. Define RFI-related process, terms and situations, including what makes a valid RFI, in order to ensure that all parties involved have the same understanding. Make that all project participants, particularly those in the field, adopt the RFI system. Use a standardized RFI form and assign RFI numbers sequentially.
• Set a time limit within which designers are required to reply to RFIs. (Allow designers to explain why they need additional time when implementing this method.)
• Consider implementing a ranking system for RFIs based on urgency or significance. High-priority RFIs may close soon by the implementation of such system.
• Ask only 1 question per RFI.
• Create a system for escalating unresolved RFIs, especially when they pile up. You can add the number of unanswered RFIs in your project status updates to make this backlog more visible.
• Centralize the database of RFIs with the date, time, sender-receiver information. You could use digital tool to store, track, and monitor RFIs, speeds communication and information sharing.
• Give each RFI a unique name and number.
• Submit RFIs in advance to avoid last-minute delays.
• Before writing an RFI, consult the project’s contract documents to verify that the answer to your question does not already exist within a project’s contract documents.
• Make sure the RFI asks a question. Don’t use the process to express an opinion, voice a disagreement, or inform parties of a future change.
• Write clearly and concisely. Adopt a neutral tone. Don’t try to make the architect or engineer look bad.
• Attach images, screenshot, sheets wherever required.
• Propose a solution, and, ideally, offer at least two options, so the architect or engineer only has to pick one.
• Specify all the information you need in order to facilitate the response. Remember to request such data as part numbers, colour names, and installation techniques.
• Always respond promptly, cooperatively, and completely to RFIs, even if only to point out where you provided a particular answer in the original plans. Provide a solution, and give an example if possible. Include drawings, photos, or any supplemental information.
• When an RFI answer is received, review the schedule and budget to see if changes are needed.
• Devote sufficient time during pre-construction to reviewing and understanding construction documents.

Improve RFI Process with Livefield

The Livefield platform makes it simple to plan, collect, manage, and report on work from any location, allowing your team to be more productive and do more work in less time. With real-time communication and automatic updates, you can make smarter, more informed choices while still completing your projects on schedule and under budget.

Livefield users commonly utilise the RFI features in most design and project management applications. They say that adopting Livefield to handle RFIs, along with other critical components of a construction project, makes the process smoother and simpler to follow.

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