An RFI, or a Request for Information, is a process typically initiated by a contractor (general contractor, subcontractors, or other vendors) to formally request information or further clarity in reference to the Contract Documents. RFIs are generally answered either by the contractor's client or the Project Architect, which serve as formal direction for the contractor to proceed on. In short, RFIs are used to close informational gaps, provide further clarity and definition to the Contract Documents, and memorialize key project decisions that potentially result in changes of Project Scopes.
Within the Project Settings module of a Project, click on the RFI setting on the left hand side. On this page, you can set by default the Designer Response Time, Internal Response Time, Default Reviewer(s), as well as Default Review Time specific to the Priorities chosen per RFI.
You can also define your Distribution Templates here. To learn more about how to do so, read our article here.
To be able to reference a Specification set within the RFIs, you must also first upload a set within your project. This feature is coming soon!
Submitting an RFI
From the project drop-down menu, select RFIs
On the top right hand corner, click + Create New RFI
Fill out the Details of the RFI:
Title: the name or subject of the RFI
Priority: How urgent it is to obtain an RFI response
Due Date: When the RFI is due with a response. This is automatically assigned based on the Priority selected in the previous field. This can be adjusted in the Project Settings, as outlined in the earlier part of this article. This date can also be edited manually.
Date Created: This is auto-populated to the current date and time, but it can also be manually changed.
Initiator: The person who created the RFI and will be managing the RFI.
Responsible Party: The party that will be responsible for approving and / or providing the solution to the RFI.
Tags: enter tags here as required. This is helpful when filtering or searching for similar, or "like" RFIs.
On the next tab, you can fill out the References of the RFI.
Specification Set: Choose an uploaded Specification Set relevant to the RFI, if applicable
Relevant Specification: From the chosen set, select the relevant specification section
Drawings: Enter the relevant / related drawing number to the RFI, or select a sheet to be able to pin the RFI directly on the drawings
References: You may also upload any pertinent documents that will help communicate the RFI, i.e. photos, submittal documents, marked-up PDFs.
On the third tab, you can add Proposed Solutions.
Proposed Solution Provider: The person who is responsible for the proposed solution
Cost Impact: The proposed solution provider has the ability to indicate whether or not this solution has a cost impact.
Schedule Impact: The proposed solution provider has the ability to indicate whether or not this solution has a schedule impact.
Back-up files pertaining to the proposed solutions (i.e. SKAs, SSKs, product data, etc) can also be uploaded at this time.
On the fourth tab, you can choose settings pertaining to Distribution
RFI Visibility: Set visibility to Project Directory to allow on-system external contacts to view this RFI, or to Contributors only to keep this RFI private to only the listed members. This setting cannot be changed once the RFI has been submitted.
Recipient: An On-System Recipient is the person you want to submit the RFI to. They can actively collaborate with you by providing a solution, by taking action on an existing solution, and by submitting the RFI to somebody else.
An Off-System Recipient is the person who received this RFI outside of IngeniousIO. This selection will convert the RFI to a “For-Record” entry; allowing you to update the status of the RFI manually once saved. The Off-System Recipient will not be able to collaborate on this RFI and will not receive any notifications.
Distribution Template: Select a pre-defined group of users here. Note that you will need to have set this up within Project Settings. To learn more, read about creating and implementing a distribution template.
Contributors: People who are allowed to participate in the Discussion of the RFI.
Once all of the pertinent information and settings have been completed, you are now ready to submit this RFI by clicking the Submit RFI button on the top right hand corner.