In Construction, RFI simply stands for Request for Information but in fact it’s a whole series of requests for information because all the requests on the project are just added to one document and that is the RFI. Almost any building project is a complex undertaking, with choices of alternatives in almost every area. It’s easy to see, for example, that the Client needs to choose the paint colours for the interiors before the decorator can buy the paint, but many Clients may not be aware that their Architect has already had to specify details such as what type of cement to use in the foundations and how much and what types of sand and aggregate to put in the mix.
Hopefully, these basics wouldn’t be forgotten and the builder wouldn’t have to ask for the information, but there are so many choices to be made in almost all projects that simple pressure of time may cause some items to be expressed unclearly or perhaps even neglected, and in order to do the work, the builder needs to know exactly what’s wanted - and he needs to know in good time.
Can’t the builder just ask?
Yes, if the Client was content for the project to drift along – and had bottomless pockets to finance the builder’s men being left idle while waiting for things to be specified at the last minute and delivered even later, – but that sort of chaos couldn’t be tolerated in the real world and the use of RFIs gets decisions and clarifications all made in good time so the exact items or features the Client wants can be included in the works on time and the project can proceed efficiently and correctly.
How does an RFI work?
As well as detailing exactly what information is needed, the RFI records who has been asked for it, who by and on what date. It also states the date by which the information is needed, the date on which it was actually provided and in the last column, if it was late, by how many days.
Why is so much information required?
Mostly, that’s pretty routine. The person receiving the RFI can see what’s wanted, that he or she is the person who must provide the answer and how much time is available to provide it or make the required decision and who needs to be informed. The date by which the information is needed may be a surprise in many cases. Imported or made-to-measure items may often need to be ordered months in advance but the sequence of building can also have a serious impact.
Take the bathroom for example. Even if it’s not an up-market Italian bathroom suite that’s required (which might be on a long lead-time), the decision on the make and model and the exact positions of the various items will be asked for well in advance, even though the whole bathroom will be built, apart from tiling and decoration, before the suite is installed. Why should that be?
It’s the way the bathroom is built that provides the answer. Once the floor joists are laid, the plumber lays water and drain pipes between and/or through them, and the carpenter then lays the floor with holes where the pipes come through. If the pipes are laid to the end of where the drawing shows the bath and the lay-out is then changed or a bath is chosen that has the taps midway along its length, the floor will have to be lifted for new pipes to be installed, then re-laid with holes in the new positions and only then can the bath be plumbed in. That’s a lot of delay and a lot of expensive extra work. In many areas of a project, making provision for an item to be installed has to be done well before the item itself is delivered, and for the correct provision to be made, the exact specification of the item needs to be known. For the project to be built right first time, a LOT of clear detailed information is needed well in advance.
Do the people who need the information sometimes forget to ask?
Yes, we’re all human, but not very often. Firstly, there are lots of different trades on the job and each one only needs to think of things affecting their own part of the project. Also, they’ve probably all had experience of being delayed by a lack of information so they know that time spent checking all the details will be time well spent.
What happens if the information isn’t provided on time?
The RFI is raised at every site meeting, and undoubtedly peer pressure is a factor that persuades people to get the information they’ve been asked for on time. But also, knowing the contribution of the RFI to a successful project, any construction professional will do their level best to play their part as well as they can. The RFI is never regarded lightly.
What if things go wrong?
Of course, the job will be delayed, and that has to be paid for. If the contractor hasn’t asked for information in time, they’ll have to carry the cost, and in general, that is what happens, unless of course there were good reasons that couldn’t be overcome. Where something is delayed due to a lack of information that has been properly requested and the consequences made clear, the person failing to provide the information may well be held accountable for the costs of the delay.
So the benefit is to make the job flow smoothly
Exactly, smoothly and efficiently - and that means economically, right first time and finished on time. The use of a formal RFI system, with all the details recorded, really does make an important contribution to successful project management. The Client gets into their new home or extension on time and without anyone asking them to pay extra for delays. And, you may not think it but we, the builders, are also happy when our Clients are happy with our work.
If you’re planning a project and want to ensure it’s managed professionally from start to finish, Saunders Brothers are here to help. Contact our team today to learn how we can support every aspect of your build, from initial planning to final touches.
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