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PM : Request for Information Presentation Transcript

  • 1. R F I ‘ s R e q u e s t f o r I n f o r m a t i o n p r e s e n t a t i o n
  • 2. Presentation Outline
    • Terms of the Contract
      • Contract Documents
      • Project Team Responsibility
      • Construction Documents
    • Where did it all go wrong?
    • Focus on RFI’s
      • References & Formats
      • Usage
      • Response & Reduction
    • RFI : Examples
  • 3. Abbreviations & Terms
    • O : Owner + Owner’s Representative
    • A : Architect + Consultants
    • C : Contractor + Sub-Contractors + Suppliers
    • Work : Construction & Services by C
    • M&M : Means and Methods
    • CD : Contract Documents
  • 4. CD : Contract Documents
    • Contract Drawings
    • Specifications
    • Contracting Requirements
      • Contracting Forms : Agreements
        • A-Series : Owner - Contractor (i.e. A101 )
        • B-Series : Owner - Architect (i.e. B141 )
      • Project Forms
        • Performance & Payment Bonds & Certificates
      • Conditions of the Contract
        • A201 : General Conditions of the Contract for Construction
        • Supplemental Conditions
      • Addenda
      • Revisions, Clarifications, & Modifications
  • 5. CD : Contract Drawings
    • Used by C to facilitate construction
      • Not a complete set of instructions on how to construct a building
    • Express the design concept
      • Concept = an abstract or generic idea
      • Not a specific or finite solution
      • Reflects the finished design of the work
    • Conceptual in nature
      • If design drawings were sufficiently “complete”, there would not be a need for the general contractor
  • 6. CD : Contract Dwgs Drawings approximately , but not exactly, represent what is required for the project
  • 7. CD : Specifications Non-Proprietary : could be any of these…
  • 8. Submittals
  • 9. Benefits : Conceptual Documents
    • Promotes Competition
      • Allows the C to obtain the best price or delivery schedule
      • Single source = more expensive (illegal – public projects)
    • Allows for latest technology
      • Product improves after design but before construction
      • Example : radiology equipment
    • Responsibility of M&M w/the actual provider
      • A are generalists, not experts in construction techniques
      • Trade contractor is the “expert” of their trade
  • 10. Responsibility : A201
    • A : Interpreter of the CD’s
      • Consistent w/the intent of what would be reasonably inferred from the CD’s
      • CD’s are not meant to be exhaustive
      • Decisions related to aesthetics are final
    • C : Planning & Implementation of Work
      • Plan for procuring & placing the Work
      • Supervise & direct the Work
      • Planning activities : transparent
  • 11. Responsibility : C ontractor
    • C prepares detailed “Construction Documents”
      • Submittals
        • Shop Dwgs, Product Data, Samples
      • Coordination Dwgs
        • Field measurements & verification
      • Alternate sketches
    • C determines M&M
      • Procurement : bidding and purchasing
      • Sequencing : how Work will be divided into trades
        • Construction Scheduling (& Updates)
      • Procedures : how products & systems will be coordinated
        • Mock-ups
    • Work : design concept as expressed in CD ’s
  • 12. Where did it all go wrong?
    • Courts (1950’s)
      • Sue someone you were not contracted w/them
      • Architects : served w/papers & involved in lawsuits
    • Architects reaction?
      • “Inspection” changed to “Observation”
      • “Supervision” changed to “being generally familiar”
    • Professional Liability Insurance (1960’s)
      • Measurable goal to claim damages
  • 13. Where did it all go wrong?
    • Computerized documents - CAD (1970’s)
      • High level of consistency & accuracy
      • Appear crisp & precise = shop drawings
    • C ’s Bottom Line (1980’s-present)
      • General Conditions: takes time and $$$
      • Pressure by O to reduce this cost item (non-tangible)
        • Increase C profit? Reduce overhead (staff)
      • Alternate source for coordination? A
    • Building Modeling - BIM (Current)
      • Claims better coordination among disciplines
      • More & better information to be leverage
  • 14. P O P Q U I Z
    • Q : The “ I ” in RFI stands for the following…..
        • I nformation
        • I nterpretation
        • A or B
        • None of the above
    • “ Information ” is used on AIA Document G716.
    • “ Interpretation ” is used by
      • Section 013100 - Project Mgmt & Coord
      • CSI Form 13.2A.
      • A201 - General Conditions of the Contract
  • 15. RFI’s : References
    • A201 General Conditions
      • “… Architect will interpret & decide matters concerning performance under and the requirements of, the Contract Documents…” (4.2.11)
      • “ Architect’s response…made in writing…with reasonable promptness .” (4.2.11)
      • “ If no agreement is made concerning the time…delay shall not be recognized…until 15 days after written request is made…” (4.2.11)
      • “ Interpretations and decision…will be consistent with the intent of and reasonably inferable from the Contract Documents…” (4.2.12)
  • 16. RFI’s : References
    • Specs : 013100 Project Mgmt & Coordination
  • 17. RFI’s : References
  • 18. RFI’s : References
  • 19. P O P Q U I Z
    • Q : During construction, an RFI is prepared by X and sent to Y , who is X and Y ?
      • X : Contractor, Y : Architect
      • X : Architect, Y : Contractor
      • X : Architect, Y : Owner
      • X : Owner, Y : Architect
      • X : Owner, Y : Contractor
      • X : Contractor, Y : Owner
      • All of the above
    • G716 provides a standard form for an owner, architect and contractor to request further information from each other during construction.
  • 20. Formats : AIA Form G716 Project Info Section number Drawing number References & Attachments Suggested solution(s) Space for Response Disclaimer
  • 21. Formats : CSI Form 13-2A Project Info Section number Drawing number References & Attachments Suggested solution(s) Space for Response Disclaimer
  • 22. Formats : C ’s In-house Versions Project Info Section number Drawing number References & Attachments Suggested solution? Disclaimer?
  • 23. RFI : Response
    • Categories of A ’s Authority
      • Make a decision
        • Aesthetics : A ’s exclusive authority
      • Give a recommendation
        • A rejects of non-conforming work, O accepts it anyway
      • Leave responsibility to others
        • Means & Methods
    • Neutrality vs. Self-preservation
      • EUA Liability
      • Project
      • Project team members = ALL equal
  • 24. RFI : Response
    • Const Admin : Time is Money
    • Timeliness
      • “ Unlike wine, bad news does not get better with age.”
      • “ A good solution today is better than a perfect solution tomorrow.”
    • 24-Hour Rule
      • Provide an answer or report progress
      • No communication = no activity
  • 25. RFI Usage
    • Proper Use
      • Provides an orderly, reliable, and documented mechanism to field and resolve legitimate contractor questions
    • Improper Use
      • C ’s attempt to transfer responsibility of coordination of their subcontractors to A
      • Issues not affecting cost/time : project meetings
      • Substitutions
      • Avalanche of paper
        • Misused to provide Contractor additional time (liquidated damages)
        • Sets stage for future CO’s
  • 26. Questionable RFI?
    • Question:
    • Who has the best understanding of product configuration and means and methods of construction techniques?
    • Answer
    • Contractor + Subcontractor
    • Material Supplier/Vendor
    • Architect + Consultants
    • Owner + Owner’s Rep
  • 27. Questionable RFI’s
    • - setting the stage for a future change order (especially on projects with liquidated damages)
    • - wording that tends to point blame
    • - asking for information that can readily be found in the contract documents
    • - asking for a material quantity
    • - asking for a rough opening dimension ( conceptually equal but nominally different products like windows)
    • - being used as a substitution request
    • - coming from a subcontractor (rather than the general)
  • 28. Questionable RFI’s
    • - asking about sequencing and/or means & methods
    • - being used when a simple phone call would do
    • - does not include pertinent information (uncoordinated numbering conventions) 
    • - asking the architect for additional details/solutions that should actually be suggested by the contractor for our "review and comment"
    • - designed to require the architect to provide some or all of the contractor's field coordination services
    • - requesting the architect to detail and coordinate proprietary products (contractors responsibility in absence of sole source specification)
    • - requesting a solution to work already completed (contractor proceeds prior to RFI and hopes your response matches work-in-place)
  • 29. RFI Reduction : Design Phase
    • Project Kick-Off Mtg
      • Discuss “philosophy” of CD’s conceptual nature w/ O
      • Encourage contingencies be part of project schedule
      • Explain the following concepts
        • Betterment : added value
        • Unjust enrichment : restored to same position
        • Standard of Care :
          • Perfection not possible, then Imperfection is the standard
          • Drawings & Specs are NOT a product and no warranty is provided
        • No industry standard for a “complete” set of CD’s
          • Objectively quantify what is an inherently subjective process
    • QC Projects
      • Peer review + Checklists
  • 30. RFI Reduction : Const Phase
    • Pre-Construction Mtg (Softball)
      • Discuss “philosophy” of CD’s conceptual nature w/ C
      • Demonstrate your desire for the C ’s success on the project
      • Identify responsibilities as outline in A201
    • Require C provide all deliverables (Hardball)
      • Plan for the Work
    • Require C provide all RFI information (Hardball)
      • C ’s suggested solution
      • C ’s supplemental drawings
  • 31.
    • RFI : Examples
  • 32. Example : F ire E xt. C abinets
    • Life Safety Plans (G100’s)
      • A indicates FEC locations
      • A determines spacing & quantity per code (75’-0”)
      • A coordinates the locations w/rated & CMU walls
    • Architectural diagram (A020)
      • A identifies mounting hgt & projection
    • Specifications
      • Identifies acceptable models
        • Partially recessed, finish, etc
  • 33. Example : F ire E xt. C abinets
    • RFI from C :
      • “ Please provide detail for cabinet framing into wall ”
    • What should the A do?
      • Answer it with additional info :
        • Downloaded CAD detail from manufacturer’s website
        • Insert into a drafting view & issue a CB
        • Result? Possible CO : alleged additional scope
      • Don’t answer it
        • Result? Possible CO : non-responsive, schedule impact
      • Answer it with the following declaration :
        • “ Install per manufacturer’s recommended instructions so that it meets the design intent of the contract documents .”
  • 34. RFI's Examples
    • RFI : We have awarded the bid to Otis, please confirm that we can reduce the elevator shaft to 7'-8 3/4".
    • Possible response: Contractor shall coordinate dimensions with elevator supplier.
    • RFI : Fire/smoke dampers have been approved as 120 volt. The security system subcontractor has requested permission to change these dampers to 24 volt. Will this change be acceptable?
    • Possible Engineer response: 120 volt or 24 volt is acceptable. Subcontractors shall coordinate per contract.
    • RFI :  "Drawing No. LS-120, verify the 16' - 6 5/8" and the 18' - 11 3/8" dimension locating the W27X84 beam with the escalator vendor."
    • Possible response: Contractor shall verify and coordinate the dimension with related trades and vendors.
  • 35. RFI's Examples
    • RFI : "Embeds for the roof screen wall support column bases were set per unapproved shop drawings in the interest of schedule. Please provide a detail for attaching the column base plates with drilled epoxy inserts."
    • Possible response: Contractor shall engage engineer to design a correction to this placement mistake and propose an alternate sketch for the engineer of record to review.
    • RFI : "Please approve, in concept, an alternate door and frame manufacturer. Specific detailed shop drawings and specs will follow after this approval."
    • Possible response: Contractor shall submit a substitution request form per the specifications.
    • RFI : "The plans call for a rated gypsum ceiling at areas with the steel beam and metal deck floor system.  Is this rated ceiling for the beams only or does the metal deck/concrete floor system need protection as well?  If the metal deck/concrete floor system does not require additional fire protection, then a cost savings could be reviewed to install fire protection at the beams and columns only."
    • Possible response: The rated ceilings will be constructed per plans and specifications.
  • 36. RFI's Examples
    • RFI : "Building 'B' had Type 1A windows added to the West elevation in CB#08 in BP02.  These windows are shown in CB#08 as 8'-0" tall.  CB#11 was issued combining BP02 and BP03.  Window 1A was changed in CB#11 with notation.  Can you clarify why this window was changed and where this change was noted in the CB process."
    • Possible response: Revised CB#08 supplemental drawings were issued to the contractor on 10/20/06 addressing the change to the west windows.
    • RFI : " Masonry subcontractor is behind schedule.  EIFS subcontractor wishes to proceed on schedule rather than wait for mason. Is this okay?"
    • Possible response: Contractor is responsible for coordinating and sequencing subcontractor's work in the best interest of the project .
    • RFI : " To avoid undue winter costs, we prefer to backfill the foundation prior to installation of first floor framing. Please provide temporary shoring detail."
    • Possible response: Contractor is responsible for means, methods, techniques, sequencing and procedures. Contractor shall retain design professional services to provide details .
  • 37. SUMMARY
    • WHAT is an RFI ... and what basic information should be included in the format?
      • To avoid misunderstandings , it is important that the contract administrator (the architect) answer questions from the job site through proper communication channels in writing, and within a specified time frame. 
      • Requests for information are generally handled by an RFI form, which usually is provided by the general contractor and submitted to the construction administrator (the architect).
    • WHY do we use RFI's?
      • Errors & Omissions : integral part of the Standard of Care
      • Every practitioner makes E&O’s and AIA documents anticipate this
      • ... the architect's instruments of service will always require some measure of interpretation and clarification when they are used for construction….
    • HOW many RFI's are appropriate?...
      • and what can we use instead of an RFI?
  • 38. SUMMARY
    • WHAT info should be on an RFI form?
      • Cost Impact: (yes/no; dollar amount).
      • Schedule Impact: (yes/no; number of days)... or
      • "the contractor shall not proceed with this work if it results in a change in contract sum or time unless first approved by the owner"
    • WHERE do we identify and outline the RFI process?
      • 013100 - Project management and Coordination, AIA B151: 2.6.16
      • AIA B151: 2.6.16
      • Interpretations and decisions of the Architect shall be consistent with the intent of and reasonably inferable of the Contract Documents and shall be in writing or the form of drawings.
    • HOW to properly respond to an RFI...
      • and should we not respond to questionable RFI's?
  • 39. Conclusion
    • Questions???
    • Comments???
    • Concerns???
    • Suggestions???
  • 40. Project : Baby Analogy
    • O : Adoptive parent
      • Finances the project
    • A : Obstetrician
      • Conceives (inseminates) the concept
    • C : B irth mother
      • Plans (nurtures) the work
    • The project (baby) grows and develops per the environment (womb) that the C provides,
    • A provides C with the instructions for the development to be healthy & nurturing,
    • A cannot control the environment (womb), only the C can,
    • Problems can occur during the pregnancy caused by any participant or unknown forces,
    • Everyone hopes for a on-time & on-budget (healthy) project (baby)