A request for information, or rfi, is typically sent from contractor to the
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A request for information (RFI) is a common business process whose purpose is to collect written information about the capabilities of various suppliers.[1] Normally it follows a format that can be used for comparative purposes. Show
An RFI is primarily used to gather information to help make a decision on what steps to take next. RFIs are therefore seldom the final stage and are instead often used in combination with request for proposal (RFP), request for tender (RFT), and request for quotation (RFQ). In addition to gathering basic information, an RFI is often used as a solicitation sent to a broad base of potential suppliers for the purpose of conditioning suppliers' minds, developing strategy, building a database, and preparing for an RFP, RFT, or RFQ.[2] The ubiquitous availability of the Internet has made many government agencies turn either to state-run or vendor operated websites which provide listings of RFIs as well as RFPs and RFQs. Many allow vendors to sign up at no charge to receive e-mails of requests either generally or for specific categories of product or service for which there is an interest. The entire process may be conducted online and collects responses as scanned documents or Portable Document Format (PDF) files uploaded to the server. Or for legal reasons, a response must be sent in hard copy form and/or on CD/DVD disc or USB flash drive by mail or delivery service.[citation needed] In the construction industry[edit]An RFI is used in the construction industry when a project's construction documentation lacks information that is required to proceed with any given scope of work. It is raised by the general contractor that has been answered by the client, or architect, and distributed to all stakeholders, is generally accepted as a change to the scope of work unless further approval is required for costs associated with the change. An RFI is common and accepted practice for a subcontractor or supplier to state his/her concern related to the omission or misapplication of a product, and seek further clarification of the building owner's intended use or their official acceptance of the specified product. It is also acceptable for the subcontractor to use an RFI to call attention to an inferior product that may not meet the building owner's needs, and use his/her expertise to recommend the better/correct product. RFIs were for some years tracked using spreadsheets, but during the early 21st century many companies started using various construction management applications, including document management platforms, to manage RFI processes[3] and help construction professionals save time, reduce costs, and improve quality. Today, it's common for RFI management software to automatically track all activities related to RFIs and alert all personnel when there are status changes to help increase productivity and avoid construction delays.[4] Extended components[edit]The exact format of an RFI will vary depending on what information is being requested, but the most common elements found in a construction industry RFI include:[5]
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A request for information (RFI) is a formal process used to get information from vendors or suppliers to make a shortlist of potential suppliers. Basically, RFI is a typical process that is used to narrow down a list of candidates. One of the main purposes of the RFI process is to gather information and compare companies that are offering goods or services that you need to complete the project deliverables. However, RFI’s can take different forms in the construction industry. As the complexity of a construction project increases, RFI’s become complicated and confusing. In this article, we will discuss the construction request for information process and share recommendations to improve this process. What is a Request For Information (RFI) in ConstructionEffective communication is very important for the success of any project. Requests For Informations (RFIs) are widely used communication tools for this objective. Simply put, a Request for information is a common practice used to receive written information in a construction project. The Requests For Information (RFI) procedure is widely used in construction projects when it is required to confirm the interpretation of detail, specification, or note on the construction drawings. It is also used to secure a clarification from the client that is required to continue the work. It can have different formats depending on who the Requests For Information (RFI) is for. For example, a request for informationbetween a contractor and a subcontractor who will perform construction activities will be different than one between a contractor and a vendor. In any case, the Requests For Information (RFI) is a standard communication tool created to gather information about the capabilities of contractors, suppliers, vendors, and subcontractors. How to Improve Your Request for RFI ProcessA request for information Requests For Information (RFI) is a preliminary process in defining and performing construction work. Larger projects often require more RFI’s to conduct the works. Below are 14 tips for managing the Requests For Information (RFI) process in construction projects. This is important for reducing risks on projects involving multiple parties and disciplines. 1. Create a Requests For Information (RFI) template and configure the fields in order to categorize
and limit the inputs. This helps to collect information in a formal and structured manner which helps to make comparisons easily and quickly. 3. If you request information from the suppliers or subcontractors, give them an appropriate time to respond. 4. If the client requests information from you, remind your team members that responses to RFI’s must be delivered within the time period specified in the contract. 5. In order to clarify the issue, attach supporting project documentation such as specifications, manuals, sketches, drawings, etc. to the RFI’s. 6. Create a Request for Information (RFI) Log and continually update the RFI’s status. Make sure that the RFI’s are recorded with a unique number, the date of creation, and the date which response is required. 7. If the responses meet your requirements, mark the RFI status as ‘closed out’. If not mark it as “outstanding” in the log. 8. Direct the team to attach required documents such as designs, specifications, manuals, procedures, etc. to their RFIs. 9. Send the RFIs to the responsible team member or members and make sure that they received them. 10. Ensure that the recipients gave responses to the RFIs and check if they are adequate or not. 11. Determine the impacts of responses on the project schedule and budget. If there is an impact, log the response as a potential variation and review it with the project team. 12. Reduce the number of RFIs by using communication channels with other parties and encourage discussions during site meetings. 13. Keep your team members involved and keep them in close communication. 14. Use software to automate and control your RFI processes. There are many tools and software available for this purpose. These tools also provide reports on the status of RFI’s. Benefits of the Request for Information (RFI) ProcessBelow are a few benefits of the RFI process
How to Write a Request for Information (RFI)You can use many different forms and templates while writing a Request for Information (RFI). Deciding which sections to be used depends on your requirements. On the other hand, there are some specific sections that you should include in your form. For example, you should include basic information related to requesting and responding parties. Here we share a template that involves basic sections to facilitate communication.
Request for Information (RFI) vs Request for Proposal (RFP) vs Request for Quotation (RFQ)There are too many terms starting with the letter “R”. We discussed above what an RFI is. Although, RFI, RFP, and RFQ are completely different terms, people use them interchangeably. This is a mistake. RFP: Request for ProposalAn RFI is usually the predecessor of a request for proposal (RFP). The aim of a request for proposal (RFP) is to request information from vendors about the price of their product or service. RFP: Request for QuotationRequest for proposal (RFP) and Request for quotation (RFQ) are similar processes. Sometimes RFQs are sent along with RFPs and sometimes RFQs are sent alone. The difference between RFP and RFQ is that RFQs are sent when you know exactly what you need. You don’t need details because you are looking for the lowest price and/or a particular service. On the other hand, you send RFIs to evaluate a number of factors besides price before deciding to buy. SummaryMultiple parties and disciplines are involved in construction projects. The volume of information is high and time-sensitive. Correct confirmation is needed from all parties involved. Therefore an effective RFI process is crucial to any project’s success. An efficient Requests For Information (RFI) process enables to answer the questions rapidly. Issues and problems can be solved quickly with a well-managed RFI process. On the other hand, delayed and unanswered RFIs may damage the relationship between the client and the contractor. Writing efficient and explanatory Requests For Information (RFI) helps to save time, reduces costs, and improves quality in construction projects. With the help of software, it is easy to manage your project’s Requests For Informations (RFI’s). External Referencedocs.oracle See AlsoConstruction Claim Management why do projects fail Victor Z Young is a Civil Engineer with 35 years of experience working alongside the executive team of various construction companies. Victor specializes in construction insurance, delay analysis, performance analysis and engineering. He holds a Doctor of Project Management from Northwestern University. Tags: Request For Information (RFI) Process Request For Information (RFI) Process in Construction How do you send an RFI?7 Steps for submitting a Request for Information (RFI). Thoroughly review documents and drawings. ... . Formulate your questions. ... . Use the correct format. ... . Review your queries. ... . Send your queries. ... . Manage ongoing queries. ... . Convert queries into clarifications and exclusions.. What does RFI stand for in contracting?What Is an RFI in Construction? In construction, a request for information (RFI) seeks the clarification of plans, drawings, specifications, and agreements. The construction RFI is a formal written process in which parties, such as the contractor and designer, clarify information gaps in construction documents.
When should we issue RFI?When there is a question about a document, a general contractor or subcontractor submits an RFI to the person who initially provided the document (client, designer, etc.). The party receiving the RFI submits a response to the contractor with an answer to their question.
What is the response to an RFI called?If the vendor addresses their needs in the RFI response, the organization moves forward by issuing a Request for Proposal (RFP).
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