An RFI, or request for information, is used during construction to request clarification or additional information related to the contract documents. The proper RFI format should include project information, section/drawing numbers, references/attachments, the contractor's suggested solution, space for the architect's response, and a disclaimer. RFIs allow project issues to be resolved in an orderly manner through documented communication channels within a specified timeframe, helping to avoid misunderstandings. They are an integral part of the construction process and standard of care for architects. Questionable RFIs that improperly shift responsibilities should generally be avoided.

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)