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Request for Information (RFI) Process (Draft)

This document outlines the standardized procedure for handling Requests for Information (RFIs) in construction projects at OVI General Contracting.

Overview​

RFIs are formal requests for clarification or additional information about project specifications, drawings, or other project documents. This procedure ensures consistent handling and documentation of RFIs across all projects.

RFI Submission Process​

1. Initial Review​

  1. Review project documents thoroughly
  2. Identify information gaps or ambiguities
  3. Consult with project team members
  4. Determine if an RFI is necessary

2. RFI Creation​

  1. Use the standard RFI template
  2. Include:
    • Project name and number
    • RFI number (sequential)
    • Date submitted
    • Submitter information
    • Detailed question or request
    • Reference to relevant drawings/specifications
    • Impact on schedule/cost (if applicable)

3. Documentation​

  1. Attach relevant drawings or specifications
  2. Include any supporting documentation
  3. Reference related RFIs if applicable
  4. Add any relevant photos or sketches

RFI Review and Response​

1. Internal Review​

  1. Project Manager reviews RFI
  2. Consult with relevant team members
  3. Determine response strategy
  4. Prepare draft response

2. Response Preparation​

  1. Clear and concise answers
  2. Reference specific documents
  3. Include any necessary drawings
  4. Address all questions raised

3. Response Distribution​

  1. Submit to appropriate parties
  2. Update RFI log
  3. Track response status
  4. Follow up if needed

RFI Tracking​

1. Log Maintenance​

  1. Update RFI log regularly
  2. Track status of each RFI
  3. Monitor response times
  4. Document resolutions

2. Reporting​

  1. Regular status updates
  2. Impact assessment
  3. Trend analysis
  4. Lessons learned

Best Practices​

  1. Be specific and clear
  2. Include all necessary context
  3. Follow up on responses
  4. Document all communications
  5. Maintain organized records

Tools and Resources​

  • RFI template
  • RFI log spreadsheet
  • Project management software
  • Document management system