Construction RFI Best Practices During Bidding

Requests for Information (RFIs) are essential tools during construction bidding. They help clarify ambiguous documents, resolve conflicts, and ensure you're pricing the work correctly. But RFIs also have strategic implications - what you ask can reveal your approach or highlight issues competitors might miss. Here's how to use pre-bid RFIs effectively.

Understanding Pre-Bid RFIs

What They Are

Pre-bid RFIs are formal questions submitted to the owner or design team during the bidding period to clarify:

• Ambiguous requirements
• Conflicting information
• Missing details
• Unclear specifications

Why They Matter

Effective RFIs help you:

• Price work accurately
• Avoid costly assumptions
• Reduce risk
• Demonstrate diligence

How They Work

Typical process:

1. Bidder submits written question
2. Owner/architect reviews
3. Response issued (often as addendum)
4. All bidders receive clarification

When to Submit RFIs

Good Reasons for RFIs

Conflicts in documents:

• Drawings vs. specifications
• Drawing to drawing conflicts
• Notes vs. details
• Schedule vs. scope

Missing information:

• Undefined materials
• Incomplete details
• Unspecified finishes
• Unclear quantities

Ambiguous requirements:

• Multiple interpretations possible
• Industry practice unclear
• Performance requirements vague
• Acceptance criteria undefined

Technical questions:

• Material availability
• Code interpretation
• Constructability concerns
• Coordination requirements

When Not to Submit RFIs

Avoid asking:

• Questions answered in documents
• Obvious or trivial matters
• Purely strategic questions
• Questions that reveal your approach

Also avoid:

• Asking about confidential information
• Questions about other bidders
• Negotiating during bid phase
• Excessive or repetitive questions

Writing Effective RFIs

Structure

Essential elements:

• Clear subject identification
• Document references
• Specific question
• Options if proposing solutions

Example format:

RFI #: [Your tracking number]
Project: [Project Name]
Reference: Sheet A-201, Detail 3/A-201
Subject: Exterior Wall Assembly at Parapet

Question:
Detail 3/A-201 shows rigid insulation at the parapet,
but Specification Section 07 21 00 does not include
rigid insulation in the exterior wall assembly.

Please clarify:
1. Is rigid insulation required at the parapet?
2. If yes, what thickness and R-value is required?

Writing Tips

Be specific:

• Reference exact document locations
• Cite page, sheet, or section numbers
• Describe exactly what's unclear
• Ask one question per RFI (usually)

Be neutral:

• Don't suggest answers
• Don't lead the response
• Don't criticize the design
• Don't reveal your interpretation

Be professional:

• Clear, concise language
• Grammatically correct
• Professional tone
• No emotional content

Strategic Considerations

What Your RFIs Reveal

Be aware that RFIs may indicate:

• Areas you're focusing on
• Your interpretation of scope
• Technical concerns you've identified
• Your level of experience

Competitors see the same responses:

• They benefit from your questions
• You benefit from theirs
• Strategic questions help everyone
• Consider who benefits

Balancing Clarity and Strategy

Get clarification when:

• Ambiguity could significantly affect price
• Risk is material
• Your interpretation might be wrong
• Issue affects multiple bidders

Consider not asking when:

• Issue is minor
• You have reasonable interpretation
• Question would reveal advantage
• Asking helps competitors more than you

Reading Between the Lines

Learn from others' RFIs:

• What are competitors concerned about?
• What have you missed?
• What interpretations exist?
• What issues are being raised?

Timing Your RFIs

Submit Early

Advantages:

• More time for responses
• Responses distributed to all
• Time to adjust estimate
• Shows engagement

Typical timeline:

• Submit within first half of bid period
• Allow time for response preparation
• Receive answer before final pricing
• Check for response before bid

Deadline Awareness

Know the cutoffs:

• Many owners set RFI deadlines
• Typically 7-10 days before bid
• Late questions may go unanswered
• Plan accordingly

Tracking Responses

Monitor for answers:

• Check for addenda regularly
• Responses may not match RFI format
• Some answered in addenda text
• Some may be deferred to post-award

Handling Responses

Analyzing Answers

When response arrives:

• Read carefully
• Understand implications
• Update estimate if needed
• Note any new ambiguities

Types of responses:

• Direct answer (clear)
• Clarifying addendum (detailed)
• "As designed" (no change)
• "Per specification" (refer back)
• Deferred (address post-award)

When Answers Create More Questions

If response is unclear:

• Submit follow-up RFI
• Reference original question
• Explain what remains unclear
• Request specific clarification

If response is unexpected:

• Reassess your estimate
• Consider implications
• Adjust pricing as needed
• Note assumptions if uncertain

Non-Responses

If no response received:

• Bid based on reasonable interpretation
• Note your interpretation in bid
• State assumptions clearly
• Protect yourself contractually

Documenting Your RFIs

Tracking System

Maintain log of:

• RFI number
• Date submitted
• Subject/reference
• Date response received
• Response summary
• Estimate impact

File Organization

Keep copies of:

• Submitted questions
• All responses
• Related addenda
• Impact on estimate

Future Reference

RFI documentation helps:

• Post-award clarifications
• Change order support
• Dispute resolution
• Learning for future bids

Post-Award RFI Implications

Pre-Bid Questions in Construction

Be aware:

• Pre-bid RFIs become contract record
• Your questions show awareness
• Can't claim ignorance of issues raised
• Documentation matters

Transitioning to Construction RFIs

Different purpose:

• Pre-bid: Clarify for pricing
• Construction: Direct work performance
• Different response expectations
• Different timing requirements

Common RFI Mistakes

Asking Too Many

Problems:

• Appears unfamiliar with project type
• Burdens owner/architect
• May delay responses
• Questions own competence

Solution:

• Focus on significant issues
• Consolidate related questions
• Do homework first
• Ask only necessary questions

Asking Too Few

Problems:

• Miss important clarifications
• Price based on assumptions
• Risk costly errors
• Others get answers you need

Solution:

• Thorough document review
• Ask when genuinely unclear
• Don't let ego prevent questions
• Better to ask than assume wrong

Poor Question Quality

Problems:

• Vague questions get vague answers
• No reference to documents
• Multiple questions confused
• Hard to respond to

Solution:

• Be specific
• One topic per RFI
• Reference documents exactly
• Clear, concise wording

Conclusion

Pre-bid RFIs are a valuable tool for ensuring accurate, competitive bids. Used properly, they:

• Clarify ambiguous requirements
• Reduce pricing risk
• Demonstrate professionalism
• Level the playing field

Master the balance between getting needed clarification and maintaining strategic position. Submit thoughtful, well-documented questions early in the bid period, and track responses carefully to incorporate into your estimate.

Remember that the goal is accurate pricing based on clear understanding. When documents are unclear, professional contractors ask questions. The RFI process exists precisely for this purpose - use it appropriately.

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ConstructionBids.ai tracks addenda and RFI responses, helping you stay current on project clarifications throughout the bidding period.