PURPOSE
The purpose of this procedure is to define and detail the Request for Information (RFI) process. RFIs should be processed expeditiously in order to avoid the possibility of delay to the project.
A RFI is the form established by the City for the Contractor to request information and/or clarification related to the plans, specifications, or contract requirements. RFIs are also submitted to request approval for minor deviations from contract requirements that do not involve any time or cost adjustment, and to obtain directions on how to proceed when there are conflicting contract requirements. The City has an Electronic Document Control system, E2020 system (see Procedure 16.5 – Construction Document Control), to be utilized to submit and respond the RFI (Attachment 16.2-1). Please note that the RFI should not be used as a substitute for items requiring a shop drawing submittal. Also, RFIs should not be used to change
the design. If a change in the design is needed i.e., based on an RFI response, then a change order must be issued.
REFERENCES
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RESPONSIBILITIES
Contractor: The Contractor is responsible for completing and submitting any necessary RFIs to the Construction Manager (CM), using administrative procedures established in the Pre-Construction Meeting. All RFIs should be sequentially numbered starting with the number one. If a subcontractor, supplier, vendor, etc. hired by the Contractor, requires additional information from the Engineer, the request should be submitted to the Contractor for processing to the CM.
Construction Manager (CM): The CM is the member of the Construction Management Team responsible for reviewing and responding or obtaining the required response to the RFI from the appropriate technical support staff member.
PROCEDURE
The chronological sequence for processing a RFI is:
The Contractor completes, and submits the RFI to theE2020 system. The RFI will be tracked by E2020 system.
The RFI will be processed by the CM.
The CM reviews the RFI and if he/she determines others need to review and respond to the RFI, he/she can forward the RFI to a support staff(s) through the Internal Routing on E2020 system (Attachment 16.2-2).
The PE, designated Technical Support Staff, or consultant designer:
Reviews and responds or obtains the required response, using the appropriate section of the RFI to write the response through E2020 system. If the request is not clear, the Contractor should be contacted for clarification or asked to resubmit a revised RFI.
If the RFI will lead to a change order, the CM should note on the RFI that a change order will be forthcoming.
If the RFI impacts another contract, the CM should send additional copies to the appropriate PM or CM if the other contract is in construction.
The PE, designated Technical Support Staff, or consultant designer signs the completed RFI.
The reviewer returns the RFI to the CM.
The CM analyzes the reviewer’s comments, makes any required changes and/or comments, signs the RFI, and responds to the Contractor through E2020 system.
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