Example: Request for Information (RFI)

Requests for Information are typically used by contractors to clarify information in the contract documentation, or to provide information that was not complete at the time the contract was agreed. Subcontractors can also raise RFIs to recommend alternative products to replace products that do not meet the building owner's requirements.

Creation Stage

The contractor working on a project wants to confirm the RAL color for the windows on the south elevation. The contractor creates a request for information against the project. If the contractor does not have access to the system, the designated architect can raise it on their behalf. The item is then submitted for approval.

Review Stage

The architect receives an email notification with a request to approve the submittal. The architect adds recipients to the submittal - these are the specialist people on the project that can provide the required information. The architect may also add additional people working on the project as information-only recipients. The architect then approves the RFI to allow the nominated recipients to add their responses.

Response Stage

Each person that the architect nominated to respond to the item receives a notification, with a request to add a response to the RFI. If the recipient is an external contact, they can use the link in the email to access the contract item. The recipients then submit their responses.

Completion Stage

The architect receives an email notification for each response that is added to the RFI. The architect then selects one or more responses in the completion stage as the final outcome, or they can enter their own response. The architect then completes the item, and the contractor receives a completion email notification, with a link to review the information.