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    PM : Request for Information PM : Request for Information Presentation Transcript

    • 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
    • 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
    • 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
    • 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
    • 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
    • CD : Contract Dwgs Drawings approximately , but not exactly, represent what is required for the project
    • CD : Specifications Non-Proprietary : could be any of these…
    • Submittals
    • 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
    • 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
    • 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
    • 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
    • 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
    • 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
    • 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)
    • RFI’s : References
      • Specs : 013100 Project Mgmt & Coordination
    • RFI’s : References
    • RFI’s : References
    • 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.
    • Formats : AIA Form G716 Project Info Section number Drawing number References & Attachments Suggested solution(s) Space for Response Disclaimer
    • Formats : CSI Form 13-2A Project Info Section number Drawing number References & Attachments Suggested solution(s) Space for Response Disclaimer
    • Formats : C ’s In-house Versions Project Info Section number Drawing number References & Attachments Suggested solution? Disclaimer?
    • 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
    • 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
    • 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
    • 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
    • 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)
    • 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)
    • 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
    • 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
      • RFI : Examples
    • 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
    • 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 .”
    • 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.
    • 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.
    • 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 .
      • 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?
      • 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?
    • Conclusion
      • Questions???
      • Comments???
      • Concerns???
      • Suggestions???
    • 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)