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Creating and Responding to RFIs as a Collaborator

RFI process for GCs that ensures efficient, accountable communication with design teams and subcontractors, keeping projects on track.

Carmela Flores avatar
Written by Carmela Flores
Updated over 2 months ago

Overview

Our Project RFI system empowers General Contractors to manage Requests for Information with speed, clarity, and accountability ensuring that every inquiry to the design team is formal, traceable, and aligned with project protocols.

Prerequisites

Anyone on the project can create and RFI and follow the process below.

Process

Creating and Submitting a Project RFI (to the Design Team)

This process is used to formally request clarification from the project's design team (Architects/Engineers).

Additional Prerequisite:

  • An "On-system" General Contractor user, specifically the designated GC user for the project, must be listed in the Project Directory. Only this designated user can create a Project RFI in that project.

  1. Navigate to the RFI Module.

  2. Click the '+ Add New RFI' button, typically found in the top right corner.

  3. A slide-out modal will appear. Fill out the required RFI details. Click Submit.

  4. Add References (Optional).

  5. Upon submission, notifications are sent to the designated 'Official Design Reviewer' and 'Impacted Parties'. The 'Ball in Court' is transferred to the 'Official Design Reviewer'.

Reviewing and Responding to a Sub RFI (from a Subcontractor)

Additional Prerequisite:

  • There must be at least one Sub RFI in 'Submitted' status awaiting your review.

  1. Sub RFIs submitted by subcontractors will appear in your RFI module with a 'Submitted' status. You will receive a notification when a Sub RFI is submitted.

  2. Open the Sub RFI that is in 'Submitted' status. Click 'Respond', typically found in the top right corner.

  3. Review the information provided by the subcontractor.

  4. Choose Your Action:

    • Option A: Respond Directly to the Subcontractor. This changes the Sub RFI status to 'Responded' and notifies the Subcontractor Initiator.

    • Option B: Convert to a Project RFI: If the question requires clarification from the design team, you will convert the Sub RFI into a Project RFI.

      A banner will link the new Project RFI back to the original Sub RFI.

    • Other Review Actions: While reviewing, you can also perform other actions via the three-dot menu:

      • Ask for Clarification from the Subcontractor

      • Change the Ball in Court

      • Revert to Draft

      • Export to PDF

Creating a Revision

This will allow you to recreate the same RFI and either copy the current information or fill in new information. This will then store the original information and the new information will go through the process above.

  • Only the RFI manager can create a revision

  • The RFI must be in a status of Closed in order to create a revision

Our streamlined RFI workflow ensures efficient, accountable communication between General Contractors, design teams, and subcontractors—keeping projects on track and driving successful outcomes.
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