RFIs are generally required to clarify the information contained in the contractual documentation or to provide information that was not complete at the time of the contractual agreement. If there is an error in the drawing of the AFC document, could it be resolved by the RFI/TQ or should it be sent to the technical service for review? (for example, a flat intersection between the road and an existing bridge that the designers did not consider) As part of the formal process, a DDR is usually submitted via a form. However, since requests for information are an integral part of any construction process, each architect, designer, contractor and subcontractor may have their own method of submitting one. Over time, this can become extremely confusing and expensive, as everyone involved struggles to follow all the different methods of application – and according to some statistics, in 22% of cases, they don`t get an answer. An RFI is a request for information used in construction to clarify uncertainties or fill information gaps found in specifications, plans, contracts or other documents. In the report, the Navigant Construction Forum includes three smart recommendations to the entire construction industry (owners, contractors, architects, etc.) to streamline the RFI process. An RFI is a common and recognized practice for a subcontractor or supplier to use an RFI to express concerns about the omission or misuse of a product and to seek further clarification about the building owner`s intended use or official acceptance of the specified product. It is also acceptable for the subcontractor to use an RFI to draw attention to an inferior product that may not meet the needs of the building owner and use their expertise to recommend the best product. Construction DDIs come into play at different points in the construction process. During the tender, a contractor may submit an RFI in order to gain a more complete understanding of the project details and refine a bid. RFIs serve as documentation to ensure that project participants have done their job properly.
If litigation arises later, RFIs can support claims of negligence or fraud. Construction disputes are expensive and time-consuming, so it`s important to treat RFIs carefully. For more construction RFI templates, including an RFI protocol, rfi response, and RFI for government contractors, see “Free Information Request Templates” and “Free Construction Project Management Templates.” If the questioner concludes that the answer is inadequate, the questioner may resubmit the RFI and seek further clarification. Or the contractor can escalate the issue and request a meeting. Contracts, if drafted correctly, contain important information for the project and may also include specifications on the RFD submission process, including the format of the date on which to submit an RFI versus another document and the timeframe within which a response is expected. If the contract is not read in its entirety, DDRs are sent to obtain information that has already been provided, and DDIs are not submitted in accordance with the specifications specified in the contract. Both result in unnecessary costs and delays that could easily have been avoided. In the Navigant study cited above, 22% of RFID never received a response. Sometimes architects do not respond because they believe that the construction documents deal with the issue appropriately. However, failure to respond to RFIs may result in legal liability. So always answer, if only to indicate where you gave a specific answer in the original plans.
When you submit an RFI, you are probably asking for a clarification that could ultimately contribute to the cost of the project. This is where your expertise as an entrepreneur comes into play. If necessary, add cost-effective solutions as part of your DDR. This way, you will improve your reputation and help keep the project under budget. If there is a question about a document, a general contractor or subcontractor submits an RFI to the person who originally provided the document (client, designer, etc.). The party receiving the RFI must provide the contractor with an answer to their question. “Today`s predecessor to the RFI was used after the U.S. Civil War,” Zack says. “In the 1970s, field memos and oral questions were common. The current version of construction DDIs dates back to the 1980s, when lawyers began informing clients that they would need better and more formal documentation to resolve legal claims. The RFI construction process governs the questioning and answering of project questions.
A contractor or subcontractor collects the RFI and sends it to the architect or other qualified consultant to answer the question, who then sends a response. Together, these additional RFIs can create a paper path to support contractors` monetary claims for delays and changes. These contractors want to submit a large number of RFIs to a court or arbitrator so they can argue that the structure design was incomplete when they bid for the project, Navigant reports. This type of fee may result in a claim for cost increases or damages. Most often, however, a contractor or subcontractor submits a construction RFI during construction to ask the designer or engineer to clarify a drawing or specification. The contractor or supplier may also use an RFI to document a concern about the specified materials, obtain further information about the owner`s intended use, or recommend a modification or replacement of the components. Many construction project management solutions now allow the subcontractor to track the DDR from creation to receipt of the response, storing all relevant information in a central location that any user can access at any time. An RFI platform will also include a standardized RFI form so that all submitted DDRs are identical and meet agreed specifications, making it easier for the recipient to read and respond to them.
The best way to ensure that PII is useful is to set parameters for them when creating the original contract. Provisions on how an RFI should be structured, the information that may be requested, and the time frame within which the design team must respond to the RFI should be included when establishing the ground rules. A central repository of project and contract information goes hand in hand with appropriate documentation standards to enable team members to quickly process RFIs, whether they are on the sending or receiving side of the exchange. At the very least, that database should store important information about the application, such as the date it was sent and the information of the sender and recipient. Maintaining a central source of contract information is essential to update the plan`s schedule and budget on the fly, as change requests, RFIs, and other exchanges take place weekly during the project. Context can be anything. If you want to improve RFIs in your company, be sure to add additional details to the documents to clarify the issue, even if it`s a very small question. With software systems, you can link relevant documents and photos in the DDR so that they can be easily viewed and evaluated after being delivered to the recipient. DDRs help you build a structure properly and deliver high-quality projects and customer satisfaction. If you do not respond to rfIs completely and quickly, this negligence can result in costly renovations and therefore significant expenses for the culpable party (i.e. Contractor, architect or owner). No party is ever happy to incur additional costs.
If you are an architect, engineer or other specialist, you need to respond quickly, cooperatively and fully to DRIs – this will help the project and generate goodwill with contractors and subcontractors. .