An RFI is a standard process that seeks information from suppliers or vendors to create a list of probable suppliers. Typically, it helps in having a list of candidates for the construction process.
The primary goal of construction RFI process is to collect information and make a comparison of the companies that offer goods or services required to finish the construction project. But it is a fact that RFIs take various shapes in the construction industry. As the complications increase within a construction project, RFIs turn complex as well and can become confusing.
The article aims at discussing what request for information is and how it can be improved on the whole.
Table of Contents
What is RFI in construction?
Communication is essential whether in business or otherwise. In construction and a few more industries, Request for Information is a widely used tool. In a construction project, it is a common practice to get a piece of written information.
The Request for Information or RFI process is widely used when there is a need to confirm a detail, a specification or a note on the construction drawings. RFI helps in securing a clarification from the client needed to sustain the work.
RFIs can have various formats on the basis of the recipient. For instance, a request for information between a subcontractor and a contractor for performing construction activities is different from an RFI between a vendor and a contractor.
Nevertheless, the Request for Information (RFI) is a typical communication tool developed to collect information about the abilities of the suppliers, contractors, vendors and subcontractors.
How to Improve Request of Information?
A request for Information is a primary process in determining and executing the construction work. More significant projects need more RFIs to perform the construction work.
Read below some tips for improving the construction RFI process of the various projects. It is essential for minimising risks on projects that involve more parties and disciplines.
- Build a Request for Information (RFI) template and shape the fields to classify and limit the inputs. It assists in collecting information in a formal and structured method to make a comparison in a more comfortable and faster manner.
- Be particular about the information required. You get a meaningful response in this way. Unclear questions will make it difficult for the vendors or any person to comprehend what is asked.
- Give ample time to the subcontractors or suppliers to respond to the RFI.
- When the client requests information from you, remind the team members to respond to the RFI, and it should be delivered within the time specified in the contract.
- Attach all the documents that add support to the issue. The clarification should be for the manuals, specifications, drawings, sketches, etc. to the RFI.
- Formulate a Request for Information (RFI) Log and update it regularly. Do ensure to record the RFIs with a number (unique), the creation date and the response date.
- When the responses meet the requirements, the status of the RFI should be marked ‘Closed out’. And when the work is still going on, then it should be marked ‘outstanding’.
- Instruct the team to attach the required documents such as specifications, designs, manuals, procedures, etc. to the RFIs.
- The RFIs should be directed to a responsible team member or members and confirm that they receive it.
- Make sure that the recipients get responses to the RFI and duly check whether they are sufficient or need more information for clarification.
- Deduce the effect of responses on the schedule of the construction project and the budget. The result should be recorded as a possible variation and review the whole with the project team.
- Have fewer RFIs by making use of the communication channels with the other parties and motivate serious discussions specifically with the site meetings.
- Involve all the team members of the project, and they should keep communicating.
- An RFI tool is a way to automate and control the RFI processes. Today, there are RFI solutions available. These are useful in providing reposts on the status of RFIs.
Advantages of the RFI Process
- RFI during construction provides the below-mentioned benefits:
- Suppliers get accustomed to the project and fully understand that there is some competition surrounding it.
- RFI procedure furnishes information in a structured, formal and comparable way
- It displays that the organisation treats everyone equally – the subcontractors and the vendors.
- The RFI procedure minimises the cost and time of evaluating the potential suppliers.
- Construction RFI process averts the disputes related to the documents, specifications and the drawings. It eliminates the need for expensive re-work and corrections.
- The Construction RFI process assists in minimising risks involved in a project.
Things to remember…
Many parties and disciplines are part of a construction project. The information is time sensitive. Right confirmation is required from all the parties. Hence, an effective RFI procedure is vital for the success of the project.
An effective Request for Information or RFI procedure helps in answering the questions quickly. All the problems and issues can be resolved with a well handled RFI process. On the contrary, a delayed and unanswered RFI can damage the relationship between the contractor and the client.
What is RFI without a well-written explanation? It saves time, slashes cost and boosts the quality of the construction project. RFI solutions make managing a project easier through RFIs (Request for Information).
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