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Project Managementaka: RFIaka: request for information

RFI (Request for Information)

In Plain English

A formal written question submitted by the contractor to the architect asking for clarification on the plans.

Definition

A Request for Information (RFI) is a formal written request submitted by a contractor to the architect, engineer, or owner to clarify ambiguities, discrepancies, or incomplete information in the contract documents. RFIs are numbered, tracked in a log, and must be responded to within a defined timeframe. Unanswered or delayed RFIs can cause schedule delays and cost impacts that may support a change order or claim.

Why It Matters in Bidding

RFIs are a primary mechanism for surfacing scope gaps and drawing conflicts that directly translate into change orders, added cost, and schedule impacts on a bid. Estimators reviewing bid documents often issue pre-bid RFIs to clarify ambiguities before committing to a price, because an unanswered question can mean the difference between a profitable bid and a money-losing one. During construction, a slow RFI response can support a delay claim, so tracking response times is a key risk-management practice.

Example

The contractor submitted RFI #47 asking whether the structural engineer intended #5 or #6 rebar at a moment-frame connection the drawings showed inconsistently, and the answer added $18,000 to the steel package, later captured in a change order.

Related Terms

SubmittalField OrderChange OrderConstruction AdministrationDocument Control

Related Tools & Templates

Rfi LogRfi Template

Frequently Asked Questions

An RFI asks a question to clarify or resolve missing, conflicting, or ambiguous information in the contract documents. A submittal is the contractor proposing specific products, shop drawings, or samples for the design team to review and approve. RFIs flow questions upward; submittals flow proposed means and materials upward for verification against the specifications.
Issuing RFIs during the bidding period lets you resolve unclear scope before pricing, avoiding costly assumptions or padded contingencies. Answers are usually distributed to all bidders through an addendum, leveling the playing field. Skipping this step forces you to either guess and risk a loss, or inflate your bid and risk losing the award.
The architect or engineer of record typically responds, often after coordinating with consultants or the owner, since they authored the documents being questioned. Contracts specify a response window, frequently 7 to 14 days. The contractor must write a clear, specific question and log it; vague or duplicate RFIs slow the process and weaken any later delay claim.

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