How to Respond to Construction RFIs: Best Practices Guide
Requests for Information (RFIs) are a critical communication tool during both the bidding phase and construction. Knowing how to effectively submit and respond to RFIs can mean the difference between winning a project with accurate pricing and losing money on misunderstood scope.
Understanding RFIs in Construction
What Is an RFI?
A Request for Information is a formal document used to:
- Clarify ambiguous specifications
- Resolve conflicts between drawings
- Request missing information
- Document design decisions
- Address unforeseen conditions
During bidding, RFIs allow contractors to get answers that affect their pricing before submitting bids.
RFIs During Bidding vs. Construction
| Aspect | Bidding Phase RFIs | Construction Phase RFIs | |--------|-------------------|------------------------| | Purpose | Clarify bid documents | Resolve field issues | | Submitted by | Bidding contractors | Awarded contractor | | Response time | Usually 3-7 days | Varies by urgency | | Distribution | Answers shared with all bidders | Project-specific | | Impact | Affects bid accuracy | Affects schedule/cost |
When to Submit an RFI During Bidding
Submit RFIs when you encounter:
Conflicts and Inconsistencies
- Drawings that contradict specifications
- Different dimensions on architectural vs. structural plans
- Conflicting material specifications
Missing Information
- Incomplete finish schedules
- Unclear scope boundaries
- Missing product specifications
- Ambiguous quality standards
Unclear Requirements
- Vague performance criteria
- Unspecified installation methods
- Unclear acceptance standards
Scope Clarification
- Questions about what's included vs. excluded
- Division of work between trades
- Alternates and options interpretation
Best Practices for Submitting RFIs
Be Specific and Clear
Poor RFI:
"The flooring spec is confusing. Please clarify."
Good RFI:
"Drawing A301 specifies LVT flooring in corridors while Specification 09 65 19 calls for sheet vinyl in corridors. Please confirm which flooring type is required for corridor areas on Levels 2-4."
Reference Document Locations
Always include specific references:
- Drawing number and detail reference
- Specification section and paragraph
- Page numbers in bid documents
- Addendum references if applicable
Propose Interpretations
Help the owner by suggesting possible answers:
"Detail 3/S5.1 shows rebar spacing at 12" O.C. while the structural notes specify 18" O.C. for this application. Please confirm whether 12" or 18" spacing is required, or if different spacing applies to specific conditions."
Ask One Question Per RFI
Multiple questions in one RFI create problems:
- Partial answers may be issued
- Tracking becomes complicated
- References in addenda are unclear
Submit separate RFIs for distinct questions.
Submit Early
Don't wait until the last minute:
- Allow time for owner response
- Account for potential addenda
- Give yourself time to revise estimates
Most bid documents specify RFI deadlines—respect them.
RFI Response Process
What to Expect After Submission
- Acknowledgment: Confirmation of receipt
- Review: Owner/architect evaluates the question
- Response: Written answer provided
- Distribution: Answer shared with all bidders (typically via addendum)
Types of Responses
| Response Type | What It Means | |---------------|---------------| | Direct answer | Clear clarification provided | | Reference to documents | Answer exists in bid documents | | Addendum issued | Formal document change | | No change | Bid as specified | | To be determined | Will be resolved after award |
Handling "Bid As Specified" Responses
Sometimes you'll receive non-answers:
"Contractor shall bid per the documents as issued."
In these cases:
- Document your interpretation
- Include clarifying assumptions in your proposal
- Consider qualifications in your bid
- Factor risk into your pricing
Reading and Applying RFI Responses
Check All Responses
Even RFIs you didn't submit may affect your bid:
- Review all published responses
- Look for addenda that incorporate answers
- Note how responses affect other areas of your estimate
Document Everything
Keep records of:
- Your original questions
- All responses received
- How responses affected your pricing
- Assumptions based on responses
Update Your Estimate
After receiving responses:
- Review each answer's impact on scope
- Adjust quantities and pricing accordingly
- Note any remaining uncertainties
- Carry appropriate contingency for unclear items
Common RFI Mistakes to Avoid
Asking Too Late
Submitting RFIs after the deadline means:
- Questions may go unanswered
- You're bidding on incomplete information
- Risk increases significantly
Asking Questions with Obvious Answers
Before submitting, thoroughly review:
- All drawings and specifications
- Addenda already issued
- General and supplementary conditions
- Division 01 requirements
Revealing Competitive Information
Be careful not to:
- Suggest value engineering in RFIs
- Reveal unique technical approaches
- Share proprietary methods
Keep questions focused on understanding requirements, not proposing solutions.
Ignoring Published Responses
Failing to incorporate all RFI responses leads to:
- Inaccurate bids
- Scope gaps
- Potential disqualification
Managing RFIs Efficiently
Create a Tracking System
Track each RFI with:
- RFI number and date submitted
- Question summary
- Document references
- Response status
- Impact on estimate
- Actions taken
Assign Responsibility
For larger bids, designate an RFI coordinator to:
- Consolidate questions from estimators
- Submit RFIs in proper format
- Track responses and deadlines
- Distribute answers to team members
Use Templates
Standardize your RFI format:
PROJECT: [Project Name and Number]
RFI NUMBER: [Your tracking number]
DATE: [Submission date]
SUBJECT: [Brief description]
REFERENCE:
- Drawing: [Number and detail]
- Specification: [Section and paragraph]
QUESTION:
[Clear, specific question]
SUGGESTED RESOLUTION (if applicable):
[Your interpretation or suggested answer]
IMPACT IF UNRESOLVED:
[How this affects your ability to bid accurately]
RFI Etiquette
Maintain Professionalism
- Ask questions respectfully
- Avoid accusatory language about document quality
- Focus on getting information, not criticizing
Respect the Process
- Follow submission procedures
- Use designated channels
- Adhere to deadlines
Build Relationships
Good RFI practices demonstrate:
- Thoroughness in bid preparation
- Professional communication skills
- Attention to detail
- Understanding of project requirements
Owners and architects notice contractors who ask intelligent questions.
Conclusion
Effective RFI management during bidding leads to more accurate estimates and fewer surprises during construction. Take time to thoroughly review bid documents, submit clear and specific questions, and carefully incorporate all responses into your pricing.
The RFI process is your opportunity to eliminate ambiguity before committing to a price. Use it wisely, and you'll submit bids that accurately reflect the true scope of work.
For help discovering bidding opportunities and managing the bid process, explore construction bid management solutions designed for today's competitive market.
