In an ideal world, every aspect of a construction project would sync properly. All the stakeholders would be on the same page, and every detail would be highlighted in the contract. In reality, numerous project elements need clarification during construction.
Construction RFIs (Request for Information) offer a primary tool for architects, contractors, and clients to address the questions that may arise during the project. This allows for a safe, successful, and timely construction project completion.
We’ll unfold the RFI process and what it entails in the guide below. You can also visit this site to discover more about the RFI construction process and its importance.
What is RFI in a construction project?
A construction RFI is a document that sheds light on project details for the design, engineering, and construction experts. It is used during the construction process to highlight and clarify crucial details of the project.
Although the process sounds straightforward, the RFI document can lead to conflicts, delays, and even claims. Therefore, all construction project participants get involved in the process to understand the working and utilization of RFIs.
The document plays a role in several points during the construction process. For instance, a contractor may submit an RFI during bidding to comprehend the project’s peculiarities and quote accordingly.
However, contractors and subcontractors submit the RFIs more frequently to ask the engineer or designer to clarify a project’s specifications.
The supplier or contractor may also use it to know about certain materials. Plus, they might provide suggestions to change specific components or replace them.
Construction RFIs generally occur in the following scenarios:
- When a person wants an alteration or substitution
- When someone wants clarification or an in-depth information
- When any construction participant spots a problem or areas for improvement
Types of construction RFIs
The Construction Engineering and Management Journal highlights several primary types of construction RFIs. We’ve curated a list of the most common ones and their purpose.
Design clarification
These RFIs request further information about project structuring and intention. This may involve checking poorly labeled specifications and cross-examining unclear information. A quick response is possible if the generated request is clear.
Overall, it fills the information gaps and experiences a prompt response when done appropriately.
Design change
Design changes are often complicated, given their controversial nature. They are generally time-consuming as they may require extensive workflow alterations.
Although a request can be submitted for any reason, presentation is critical. Competence, professionalism, and respect are of prime importance and can convert the entire experience into a pleasant one.
Materials change
Workers have an in-depth understanding of construction materials. As such, they may recommend material changes to management, engineering, and other construction teams.
However, they are best requested in the early construction phase. Otherwise, it may lead to project disruptions.
Utility conflict
Workers may identify a utility line hindering the construction progress. They inform the issue to other team members and might recommend or request subversion to continue the construction unhindered.
Site conditions
These RFIs occur when builders notice a disparity in site conditions mentioned in the documents vs. the real site conditions. The focus is on enhancing or changing the conditions above the ground. It helps make the workflow safer and more efficient.
Time and phasing
People working on the ground know how long a particular construction activity can take. It involves changes in the construction activities and their order. For instance, labor or resource constraints may lead to changes in work sequence.
Constructability problems
This involves issues that may arise during the execution of a design. Since the implementation isn’t as straightforward as the concept of a particular design, transferring an idea into reality takes more than what one imagines.
The importance of construction RFIs
Construction RFIs play a vital role in construction because they affect the construction process’s quality, safety, budget, and risks.
Put simply, construction RFIs significantly impact a project’s outcome. Therefore, how effectively you handle RFIs will determine whether the construction project remains within the budget and finishes on time. Here’s why else RFIs are important:
- They boost customer satisfaction and help deliver top-notch projects.
- Neglecting the RFIs can lead to expensive reconstruction work and increase costs for the party at fault.
- Writing and addressing RFIs is crucial. They ensure workers use the right materials and complete work in a specific manner to keep the site and building safe.
Finally, a major incident sheds light on the importance of RFIs. In 1981 the walkway of the Hyatt Regency Hotel in Kansas City collapsed, causing 114 deaths and injuring 216 people.
It happened due to inadequate communication between the steel fabricator and the architect regarding the design changes, leading to insignificant construction.
How to write a construction RFI?
You must write an RFI appropriately to get a helpful answer from the engineer, architect, and other respondents. Clearly mention your question, provide additional information, including the images and standardized format.
Here are a few elements you must include in the construction RFI:
- The project name and address
- The RFI number followed by the title
- RFI submission date and response deadline
- Mention the requesting party’s name, title, firm, and relevant contact information
- Request description including the question and relevant plan and specifications
- Mention the responding party’s name, title, firm, and relevant contact information
- Include screenshots, invoices, images, and other attachment description
- Describe the alterations in construction and cost in a separate section (when needed)
Tips to produce an effective construction RFI
Although RFIs are meant to optimize the construction project, they often lead to frustration between the requester and responder. These few tips can help generate a seamless construction RFI:
- Write a concise and clear RFI for the team and the project and ensure everyone adheres to it.
- Take time to review construction documents to avoid complications and last-minute slowdowns.
- Follow a sequence and use a standardized RFI format.
- Pick a name for each RFI that is different from other titles.
- Maintain a neutral tone.
- An RFI must ask a question; it shouldn’t state an opinion or demonstrate a disagreement.
- Ask a single question per RFI.
- Present two solutions so that the engineer can choose between them.
- Mention all the required information to facilitate the response, from installation methods to color names and more.
Conclusion
You can keep all stakeholders in the loop from the beginning of the project to the closeout through efficient collaboration. Fortunately, RFIs allow you to plan and manage the project more effectively and make more informed decisions.
Not only do RFIs help obtain clarification, but they let workers avoid issues that may arise during construction.
