What is RFI? Guide to Request for Information in Construction

A Request for Information (RFI) is a business process used within the course of a construction project to request clarifications related to project drawings, specifications, or other project conditions. RFIs initiated help to resolve data or information gaps, or ambiguity in a particular project thus helping to come up with the best decisions during the project. 

This article provides detailed information on RFIs in construction and related features. 

RFSs in Construction

The primary objective of RFIs in the construction industry is to eliminate the need for eliminating the need for time-consuming and cost-corrective actions during the life cycle of a particular project. 

In the construction industry, a general contractor or a subcontractor submits an RFI in written form to retrieve information regarding the project to the design, or engineering professional. The information requested may be the ones that is unclear or any information that is not mentioned in the project scope. 

What to Include in an RFI?

Everyone dealing with construction projects either on the supplier side or client side must understand what is included in an RFI and what is not! 

Included in RFI

• Clarification on project details, specifications, or design elements that are unclear or conflicting.
• Requests for information regarding materials, methods, or processes necessary for project completion.
• Identification of construction issues such as site problems, sequencing issues, or conflicting information.
• Queries to verify contract terms, including timelines, budget, or other project-specific details.
• Requests for substitutions or changes to materials or processes due to availability, affordability, or suitability.
• Resolution of discrepancies or gaps in project documentation or plans.
• Collaboration among stakeholders to ensure project alignment and progress.

Not Included in RFI

• Routine communication or general updates unrelated to specific project inquiries.
• Submission of safety plans, schedules, or other documentation unrelated to resolving specific project issues.
• Approval of means and methods, contract problems, or positioning statements.
• Incremental issuance of design documents that should have been included in the original award.
• Inappropriate questions related to product installation typically specified by a manufacturer.
• Requests for change orders or construction change directives.
• Replacement of verbal communication channels for discussing project matters.

It's essential to adhere to these guidelines to ensure the RFI process remains focused, efficient, and effective in addressing project needs while avoiding unnecessary delays or confusion.

RFI, RFP and RFQ - Difference

Aspect	RFI (Request for Information)	RFP (Request for Proposal)	RFQ (Request for Qualifications/Quote)
Purpose	Seek clarification on project details, specifications, or design elements.	Initiate procurement process, assess needs, and gather proposals.	Assess qualifications of contractors and solicit price quotations.
Timing	Often issued at the beginning of the project.	Typically the first step in the procurement process.	Issued to ensure contractors meet qualifications before bidding.
Rigor	Usually less rigorous and contains fewer questions.	Can be detailed, with a comprehensive questionnaire.	Focuses on assessing qualifications rather than detailed proposals.
Content	Focuses on resolving specific project issues or queries.	Contains a list of criteria/questions for potential vendors.	Solicits information on financial, safety, and other qualifications.
Response Format	Provides responses to specific queries or requests for information.	Vendors respond with detailed proposals addressing the criteria/questions.	Contractors provide a Statement of Qualifications or Quote.
Evaluation	Responses are evaluated for clarity, completeness, and relevance.	Vendor proposals are scored based on alignment with buyer's needs.	Contractors are assessed based on qualifications and pricing.
Outcome	Clarifies project details and facilitates decision-making.	Leads to selection of top-scoring vendors for further negotiation.	Ensures qualified contractors are invited to bid, may lead to price negotiations.

Challenges Faced by the RFI Processes

RFIs pose significant challenges in construction projects, mainly due to their potential to increase costs and cause delays. According to a study by Navigant Consulting, each RFI response costs construction firms an average of $1,080, with the total project cost potentially reaching $859K. Additionally, RFIs can create backlogs and lead to unjustifiable requests, costing around $113,400 per project. Furthermore, nearly one in four RFIs receives no response, which can result in compromised craftsmanship and safety issues. 

Ensuring adherence to engineering and architectural specifications is crucial to mitigate the risk of lawsuits stemming from poorly constructed buildings.

How to Improve the RFI Process?

Insufficient communication among architects, engineers, contractors, and key stakeholders is a primary reason for RFIs. As these groups become more specialized and distant, their collaboration decreases, resulting in delays, increased expenses, and lost productivity for builders downstream in the process.

Some of the main areas to focus on to improve the RFI process are mentioned below briefly:

1. Clear Communication and Procedures

• Develop an RFI procedure.
• Define what constitutes an RFI.
• Outline required documentation and response expectations.
• Define expected response times.
• Communicate the process and requirements to all stakeholders.

2. Make Clear Requests

• Ensure requests are specific and unambiguous.
• Keep each question singular and clear.
• Use question marks to separate issues clearly.

3. Provide Essential Context

• Include detailed context in RFIs.
• Describe the misunderstanding clearly.
• Identify parties impacted and project stages affected.
• Specify the location of the issue and set a deadline for response.

4. Utilize Real-Time Solutions

• Implement software for managing RFIs.
• Enable instant access to RFIs for all team members.
• Allow easy uploading of photos or documents related to RFIs.
• Use mobile-friendly platforms for quick review and response.

5. Expect Realistic Response Times

• Understand contractual obligations regarding RFIs.
• Expect varying response times based on the complexity of the request.
• Prioritize urgent RFIs but avoid overuse of high-priority status.

6. Group Related Requests

• Anticipate issues and submit RFIs ahead of time.
• Group-related requests to streamline the response process.

7. Include Photo Documentation

• Attach visuals such as photos or diagrams to RFIs.
• Visuals enhance understanding and facilitate quicker responses.

8. Avoid Misusing RFIs

• Do not use RFIs to assign blame or liability.
• Courts may not consider the volume of RFIs as evidence of faulty plans.
• Provide thorough documentation and proof if litigating over damages.

9. Suggest Solutions

• Frame RFIs by suggesting potential solutions.
• Encourage immediate action by proposing solutions.
• Use collaborative software to streamline communication and documentation.

Conclusion

To streamline RFIs and improve outcomes, remember they're not submittals, change orders, or contracts. While crucial, they don't have to be overwhelming. Plan ahead, set reasonable response times, follow best practices, and use innovative software solutions. This means less waiting and more productivity. If your project uses RFI-tracking software, get trained to use it effectively. If you're introducing the system, ensure everyone understands its importance for real-time collaboration. Check your contracts for details on the management system you're expected to use.