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Request for Information (RFIs)

Background​

An RFI is issued to:

  • Confirm the intent of a specification, a drawing detail or note on the drawings.
  • Document a field directive.
  • Request information not provided in the drawings or specifications.

FHP - Best Practices​

  • RFIs must be one question at a time.
  • Utilize the RFI post log under the reports tab when posting RFIs to the drawings tool.
  • It is critical that for company wide reporting purposes that standard workflows remain consistent from project to project. Please refer to the "Workflow Matrix" to understand which workflow should be executed in which module of Site Specs.
  • Setting up the RFI tool at the beginning of a project:
    • Setup a distribution group under the directory tool. Title the distribution group "Open RFI distribution".
    • Assign the RFI default manager.
    • Assign the default RFI assignee (Owner/AOR).
    • Assign default RFI response duration. (This duration is project specific, Site Specs will default to 14 days if no value is entered)
    • Assign default RFI email notifications.

Drafting and Submitting an RFI​

  • Be sure that the RFI Subject is short and concise, but descriptive enough to easily recognize the issue.
  • Best practice is to fill in as many fields as possible. Include received from / Responsible Contractor.
  • If we are provided pre-construction service and RFIs are generated, add prefixes to RFIs. Example: P-001.
  • If we receive an RFI from a subcontractor that is not submitted to the Owner/AOR, use prefix "S" and only use status Draft or Open.
  • Tell them where to look. In other words, tell them the exact location in the specifications, the drawing, or reference the associated field conversations (and those present).
  • Tell them the problem. State the discrepancy and/or field issue. Be concise.
  • Tell them how to respond. This means to use phrases such as "Please Advise", "Please confirm". This does not mean to detail a new design or solve the problem for them, only provide a means to respond, provide suggested solution.
  • Tell them if you expect the response may impact cost and/or time.
  • Label attachments with description of what is included, i.e. RFI#XXX-Photos, RFI#XXX-Sketch, etc.
  • Include specific project locations from drop down selection.

Closing an RFI​

Step 1

  • If the Owner/Client does not provide a direct response through Site Specs, enter the information, verbatim (even if there are spelling or other errors) into the field under 'Reply'. Enter the Date that the answer was returned to FHP and who provided the response. After inputting the response, mark the response as an 'Official Response'.
  • If the Owner/Client provided a response through Site Specs, simply mark the response as an 'Official Response'.

Step 2

  • After RFIs are returned to FHP, the answers should be sent to all applicable subcontractors. A change event should be created if there are any cost impacts.

Step 3

  • Add all corresponding subcontractors to the distribution list prior to closing the RFI.

Step 4

  • Post the RFI and/or the sketches/new drawings to the drawing tool, and link RFI to the markup.

RFI Notifications​

  • RFI Notifications can be managed by accessing the project settings through the configuration wheel at the top left of the RFI tab. Manage who receives emails throughout the RFI workflow.

Transmitting an RFI through E-Builder​

  1. Select the project in E-Builder.
  2. Click Processes tab on the left.
  3. Click Start Processes – Request for Information.
  4. Fill out the RFI subject to match the subject in Site Specs.
  5. Fill out the Question to match the question in Site Specs.
  6. Fill out the proposed solution if your RFI has one; this must match the Site Specs question.
  7. Attach the RFI file to the attached documents.
  8. Submit the RFI.

Returning an RFI from E-Builder​

  1. Upload the response and PDF to the RFI on Site Specs.
  2. RFI Response format is as follows:
    • "Per [AOR Name] of [AOR Company] on [Date RFI Returned to FHP] –"
    • "[copy and paste the response]"
  3. Mark the response as official if it is the official response in Site Specs.
  4. Close the RFI.
  5. Send the RFI to all the impacted subcontractors.

Workflow Diagram​

Click a box below to view the related tutorial.

RFI Manager Workflow Diagram