A request for information, colloquially known as a construction RFI: You know they happen, but you probably don’t like them; you don’t like losing time over them and paying for them. But as certain as death and taxes, RFIs are a necessity in the construction industry. Although there are ways to keep RFIs low, many contractors don’t avail themselves of these options, and therefore end up paying through the nose and reducing their bottom line dramatically.
According to a Navigant Construction Forum survey of 1,362 projects, there is an average of 9.9 requests for information for each $1 million of construction worldwide. This translated to an average project cost, once hours for review and response were taken into account, of $859,680 dedicated to RFIs.
RFIs are often misunderstood, and as a result, mishandled. Luckily, the common construction RFI dilemma has a clear solution. If you’d like to keep your RFIs low, it first starts with understanding what an RFI is–as opposed to an RFP, RFQ, or RFT. It also requires knowing why a construction RFI is submitted, what goes into responding to them, and why they’re important to the project as a whole. And if you're looking for a free construction RFI template, we got one for you!
What we cover:
A request for information (RFI) is a formal process for collecting information that is needed to ensure the success of a construction project. During the construction planning process, it's possible that some of the documents like the contract, specification, or drawings may be missing some crucial context or details. As a result, this construction management process helps avoid any gaps or ambiguities early in the process so they don't become a problem later.
The phrase “request for information” might make this seem like a simple process in which a question is asked and then subsequently answered. Unfortunately, it’s not always this clear cut. An RFI is a formal and sometimes complicated process that requires an immense amount of detail.
Frequently, RFIs are used much earlier in the procurement process by clients gathering information from a variety of companies to see which one might best fit their needs.
RFI, RFP, RFQ, and RFT, with so many “R’s” it can get difficult to remember which is which and how they are different. In order to understand the difference between these four basic requests, let’s take a look at the definitions of the other three procurement terms:
Note, each of these terms may be made as either a precursor to a construction RFI (when the RFI is part of a project) or as a subsequent step (when the RFI is in the initial phase of a client hiring a company).
While requests for information may feel burdensome when they come through–or when you have to submit them yourself–they are critical for providing clarification and allowing the project to move forward in a timely and accurate fashion. Without the ability and platform to ask questions when necessary, projects may either come to a halt or be completed with below standard quality.
An RFI may be used for any reason during the initial information-gathering phase of a construction project, before quoting has even commenced, and right up to the final phases of construction, in which contractors and subcontractors may need final queries answered regarding materials, building specifications, and more. In addition to other questions not answered by the existing documents, RFIs may be commonly used to clarify the following:
As a formal construction project management process, an RFI is usually submitted by a form. However, since requests for information are such a standard part of any construction process, each architect, designer, contractor, and subcontractor may have their own particular method of RFI submission. Over time, construction RFI managementc an become extremely confusing and costly, as all stakeholders struggle to track all the different methods of request–and, according to some statistics, fail to receive a response 22% of the time.
If you’ve received a call or email with a question in it, you’ll need to craft the RFI as the contractor to formally address it and include the appropriate team members. Answering questions that deserve a recorded RFI with an equally informal response can result in negotiation and legal issues down the line. Stick to formal RFI procedures for all requests that alter the project or that could result in change orders.
Once the request is received or written, it’s time to share it to everyone involved in the response. With even simple questions about the design of a building often involving a dozen different parties or more, it’s essential to have a software solution for this stage of the workflow to enhance RFI tracking. Trying to share RFIs across a wide range of formats can extend the delay in answering the question by days or even weeks. In addition to sharing, it’s important to assess the team’s readiness to respond. If an RFI is waiting on a response from a trade contractor or engineer, it’s essential to track where the answer is delayed so requests for updates are directed to the right parties.
A finished response will integrate all the answers from various involved parties in a cohesive and easy-to-understand format. Setting up a series of templates for RFI responses will ensure that every answer properly addresses the original question. Make sure every manager and project stockholder has necessary permissions to review the final answer so the RFI can be closed without further questions
Instead of throwing your hard hat down in frustration, using a template for the RFI process provides consistency and improves the process on the whole. Looking for a template for construction RFIs? Download our free template here:
RFI example:
Templates can be great, but a better approach to construction RFI management is standardized technology that enables every stakeholder to request information in a timely fashion, within a specific time period. The right technology can help ensure all questions actually get answered and the project operates more efficiently as a whole.
When it comes to construction RFIs, change your mindset. Instead of seeing RFIs as a necessary evil to just put up with, view them as an opportunity for streamlining and improving the design, engineering and construction processes. When you need technical answers to a knotty question, you need mobile technology that can accommodate efficient, accurate and user-friendly RFIs and kill the drama before it can even begin. Here are 10 ways to improve the RFI process in construction:
Grim reports aside, there are reliable ways to speed up the request for information process and make them more efficient and tolerable to all.
If you want to receive a timely response, be careful about when you submit. While this may seem obvious, RFIs are often rushed and poor quality as a result. Understand exactly when a RFI needs to be submitted and put it through as soon as possible. Again, according to Navigant Construction Forum, “the average performance within the sample data is an average first reply time of 6.4 days.” If you’re looking for additional follow up, consider that the industry average is “a median reply time of 9.7 days.”
Clearly, the earlier you submit, the better chance it won’t impact the total schedule, making the project run smoother overall.
Many times, RFIs are responded to inaccurately because the problem is not clearly defined or too many issues are covered. It’s best to keep RFIs to one clear problem to receive a complete and timely response. That also means it’s essential to keep your writing clear; a poorly worded RFI is likely to result in a badly worded response. Minimizing technical terms and jargon also helps to improve RFIs.
After the problem has been made clear, you might have a solution or two in mind. Instead of waiting for responders to propose a solution, offer a few of your ideas. Providing options will make the process go faster. Now the engineer, owner, or architect only has to validate a solution, as opposed to coming up with one on their own.
To improve RFIs and avoid getting a response that is inadequate or incomplete, be clear about what actually entails a complete response in your RFI. Provide a list of the information needed to adequately answer the questions for moving forward in your initial request.
A central repository of project and contract information goes hand in hand with proper documentation standards to empower team members to handle RFIs rapidly, whether they’re on the sending or receiving side of the exchange. At the very least, this database should store crucial information about the request, like the send date and the sender’s and recipient’s information. Maintaining a centralized source of contract information is essential for updating the plan’s schedule and budget on the fly, as change requests, RFIs, and other exchanges occur weekly during the project.
How many different ways and mediums have you submitted and received RFIs? Having no standard template and form for RFIs is a significant disadvantage; you need a better way.
Check first with the GC about which standard format they use or prefer. Meeting their expectation and adapting to their processes will improve your chances of getting an answer. Also, ensure to track your RFI formally rather than sending through whichever email, paper or other channel happens to be closest at the time.
One incredibly efficient way to formalize and standardize the process is by using RFI software. Certain construction project management software will allow you to set up templates and clearly defined workflows to easily submit RFIs and track them throughout the whole process, providing more visibility for all parties involved. This will also allow you to track and see all RFIs – answered and outstanding -- in one view.
Another valuable way to improve RFIs is to create a formal process for escalation. For instance, what should happen when an RFI is not responded to in time? Establish the process beforehand to keep things moving.
Context can be everything. If you want to improve RFIs at your company, make sure you add additional details to documents to clarify the question, even if it’s a very small one. Utilize software systems will let you hyperlink relevant documents and photos in the RFI so it’s easily viewed and evaluated once given to the receiver.
Learn more tips here:
Waiting on RFIs isn’t the only situation that can cause delays and expenses. Holding them up on your end is just as bad, no matter your reasons. If you want to stop RFI costs from getting bigger than your building, it’s time to fast-track them when responding as well.
Many times RFIs get delayed because an engineer, architect, or owner does not want to carry out the work. Instead of slowing and delaying the process, decline instead. Just remember to keep things professional, do it politely, and provide valid reasoning. The worst thing you can do is not respond at all, so be mature and deal with the situation quickly.
To avoid getting pinged again, make sure you read through the details of a construction RFI carefully before responding. Do not leave questions unanswered, and make sure you provide clarity on every aspect you are being asked about. “Most of” an answer is not a valid answer to an RFI.
While this is a step you should take at the very start of a project, thinking carefully about the project delivery method will help you reduce the amount of RFIs if you find them to be unbearable. Delivery methods such as design-build and integrated project delivery (IPD) encourage collaboration and communication to the point that the need for RFIs is significantly reduced.
What if we could get rid of RFIs in construction entirely? These wasteful processes are not entirely necessary to a successful project. Want to learn more? Read this insightful blog: The End of RFIs: It’s Time to Stop Automating Wasteful Construction Processes.
Or watch more here:
RFIs are likely costing your company and projects. You need a plan of action to expedite and optimize this essential construction workflow. Implement the above strategies to improve RFIs in construction today.
And, if you are looking for an RFI tool, take a look at Autodesk Build.
