RFI

RFIs in construction come from the people who have to build the job. A site manager finds a dimension that doesn't close, a subcontractor can't see how a detail is meant to be waterproofed, or the structural and architectural drawings show different slab levels. Rather than guess, the contractor raises an RFI.

The RFI is numbered, logged and sent to whoever has authority to answer it. On most commercial projects that is the superintendent or contract administrator, who passes design questions to the architect or engineer. The consultant answers in writing, often with a sketch or a revised drawing, and the response comes back through the same channel.

The contractor then closes the RFI and makes sure the answer reaches the people doing the work. If the answer changes the drawings, the design team should issue a new revision so the RFI isn't the only place the change lives.

During tender, bidders use a similar process, often called tender queries, to clarify the documents before they price. Answers are usually shared with every tenderer through an addendum.

For a deeper look, read What a Good RFI Process Actually Looks Like in Construction.

A good RFI is one the designer can answer without picking up the phone. Every RFI should have:

• Unique number. A sequential number so the RFI can be tracked and referred to in later correspondence.

• Clear subject. A short title that says what the question is about, such as "Level 3 slab edge setout at grid C".

• Document references. The drawing numbers, revisions and specification clauses that conflict or are unclear.

• One specific question. Ask one thing per RFI. Bundled questions get partial answers and are hard to close.

• Proposed solution. Where you can, suggest an answer. It speeds up the response and shows you've done the thinking.

• Supporting evidence. Marked-up drawings, photos or site measurements.

• Date required. The date you need an answer by to avoid holding up the work, linked to the programme.

• Possible impact. A note on whether the answer could affect cost or time, so nobody is surprised later.

Standard Australian contracts such as AS 4000-1997 and AS 2124-1992 don't set a fixed turnaround for RFIs. Response times are usually agreed in the special conditions, the preliminaries or the project's document management procedures. Many projects set a standard turnaround of a set number of working days, with a shorter period for urgent queries that are holding up work.

Whatever the agreed time, put a required-by date on each RFI and track it. An RFI that sits unanswered past that date is an early warning of delay. If a late answer holds up critical work, it may support an extension of time claim, but only if you give notice under the contract's delay clause. Raising the RFI on its own is usually not enough.

An RFI register is the log of every RFI on a project. At a minimum it records the RFI number, subject, who raised it, who it was sent to, the date raised, the date required, the date answered, its status and whether it has a cost or time impact.

The register is reviewed at site and design meetings so overdue RFIs get chased. It also becomes evidence. When there is a dispute about delay or extra cost, a well-kept register shows exactly when a question was asked, how long the answer took and what was said.

An RFI asks a question. A variation changes the work. The two are often linked, but they are not the same thing.

Most RFIs are simple clarifications that don't change the scope, such as confirming a dimension or which of two conflicting details applies. Sometimes, though, the answer to an RFI is effectively a direction to do something different or extra. When that happens, the contractor needs to treat it as a variation and follow the contract's variation process: get a written direction from the superintendent, price the change and claim any time.

Don't assume an RFI answer is a variation direction. Many contracts say only the superintendent can direct a variation, and a consultant's RFI response may not count. If an answer adds cost or time, write back promptly, say you consider it a variation and ask for a formal direction.

• Raising RFIs for answers already in the documents. It wastes the designer's time and buries the real queries.

• Acting on verbal answers. A phone call or site walk answer isn't a record. Get it in writing and attach it to the RFI.

• Not linking RFIs to the programme. Without a required-by date, nobody knows which queries are urgent.

• Letting RFIs replace variations. If the answer changes scope, follow the variation process and give notice on time.

• Not closing the loop. An answered RFI that never reaches the subcontractor on the tools doesn't prevent the mistake.