How To Sign Massachusetts RFP

How to document type sign rfp massachusetts

we're going to talk about RFI's I have been involved in industry discussions lately as well as industry panels and there seems to be a question of what is some of the most challenging aspects of our career or in construction and a reoccurring response from multiple industry members seems to be communication effective communication and RFI's are an amazing communication tool if they are used correctly so that's what we're going to cover today is what an RFI is how do you effectively write an RFI and then also how to effectively answer an RFI just to help us with this effective communication in this challenge within our industry so what is an RFI an RFI very generally is request for information more specifically it is a tool to clarify communication or a request for additional information to better understand and align the owners vision among the entire project team essentially are we understanding this correctly to make sure that we build what you are asking for it's minor communication within and throughout the project to verify that our vision and how we're being how we are building a building is aligning with the clients or the owners vision of what they are wanting why do we have to write this down why does it have to be documented sounds simple enough right why could just go ask him well great but we're not the only ones working on the project are we when it is written it's easier to translate the exact message to the rest of the project team we've kind of gone over how many people are actually involved in building a project and again it's it's one response not one response getting interpreted by somebody and then communicated differently to somebody else and then that person's interpret of that communication we can all see where this is going right of how many people and how many layers once it gets down to the person actually installing the material no idea kind of honest they don't want to see what that would look like so it is a very direct and simple way to communicate any changes in alignment and vision to the entire project team it is unrealistic to not expect any RFI's on a project and I actually do not encourage this because it's simply a formal way of communicating on a project if at the beginning of the project as a team we're shooting for zero RFI's on a project there might be questions that go unasked just for the sake of shooting for the zero RFI's on a project RFI's aren't a bad thing again it's just formal communication and a very easy way to mass communicate this to the rest of the project team on the opposite side of the coin you can have way too many RFI's and this might expose a lack of time needed for the design phase of the project as if we just didn't have enough time to get all the details into the documents but it also could be documenting somebody's ego in a very ineffective way that they know more about a project than anybody else they're just trying to show themselves up on a project team I'm not really sure I don't understand I have seen this and I don't understand the intent behind it but so there is a happy medium though again going 4-0 RFI's I don't I personally don't see that as effective and I don't see the purpose for that again it's it's an official way to document just changes in alignment through project but I do see the opposite end of that in the effect when you have way too many RFI's that might be exposing something a little deeper within the project so somewhere in the middle is the happy medium okay so somewhere in the middle of that and again depending on the length and the simplicity or difficulty of your project you're going to have more or less RFI's so how do we write or initiate an RFI typically a question or clarification surfaces whether it's from the GC specifically whether it's from a supplier whether it's from sub-contractor a question arises okay so first step and in that instance is we need to make sure that we can't already answer it right it sounds like a very simple step but I think it's missed sometimes so can I answer the question if I cannot then we probably need to elevate it to the next level if it's a supplier the subcontractor if it's a subcontractor the GC if it's a GC the architect of the owner right but additionally once if you receive an RFI from somebody we need to make sure that we can't answer that and it does not have to be sent to the next level and answered as a team if we already have the answer then answer it great perfect problem solved now if we have put in an honest effort and we cannot answer it or there is indeed clarification that is needed or maybe you're assuming this is what he or she means or isn't intending then it may just be a simple phone call and an answer that way but if it's something that you see a lot of people may misunderstand then that's probably a good candidate for an RFI because again it has to be communicated to a large amount of people anybody who's going to be on boarded any other subcontractors later on in project so that's when we write the RFI that's when the question then gets elevated to the next level to be answered officially with the project team so now we're in the stage of writing the RFI now we're gonna write the RFI requirement for every RFI include page numbers details photos drawing numbers we're trying to provide a map for anybody who will read this not just the architect who's going to answer it not just the owner who's going to answer it but you are writing a map for anybody who is going to read this later on down in the line of where exactly this question is directed towards so drawing numbers spec numbers meeting minutes photos again anything that you can do to provide a mental map of where that question or clarification is needed on the project absolute must for every RFI not everybody's thinking exactly what you're thinking for a quick response in that just you got to think of the entire team as a whole who's going to be reading this also include possible and backs is it going to impact schedule is it going to impact budget positively or negatively and if you are the manager of either of these the budget or the schedule you are the expert you should know if it's going to impact that so if you don't know and you need to contact the subcontractor or the supplier and they know get that information if you don't have the exact time it's gonna be a week it's gonna be two minutes but you suspect that there will be an impact then just put maybe you're informing the team so that they can respond and come up with the best possible solution with all of the information needed next is obviously ask the question again if it's coming from somebody you might need clarification and unite might need to rephrase it or reword it a bit to make sure that it encompasses communication to the rest of the team so everybody can understand it but include a possible solution this is important I mean even if it's not taken you got you got to provide your expertise the the question is obviously something related to something that you know and it affects your work so provide a possible solution and in every possible circumstance that you can provide a possible solution you are the expert or the subcontractors the expert or the supplier is the expert so provide your input as an expert to contribute to the team in a solution and last but most definitely not least is provide a date that we need it back again where they were the experts we know the schedule we know we should know when and if we do not have that information if we then can no longer move forward because it's holding something up so we need to know that date that we need it back really really try to not say immediately or tomorrow that gets really exhausting and it actually shows it can instill a lack of confidence in the team that you can pre-plan and think at so not really looking good on your part if we continue to do that so provide a date do provide ASAP I have mentioned this before do not provide ASAP provide a date this isn't saying that it will happen ok there are there are probably going to be a few we need immediately we need it quickly or you might even be getting this from subcontractors so that's a discussion that you need to have candid conversation of we need to look ahead we're looking like fools this isn't this isn't professional so let's try to get these RFI's and start looking ahead and try to get these questions answered and be respectful of our project teams time and give them the opportunity to answer so again don't provide ASAP have a specific date of when you need that back and put that date and communicate that on the RFI so how about responses terrifies first and foremost within the time needed that is a huge one whenever we do have an RFI specific RFI needed on a specific date we really do need the answer to keep the team for the good of the team to keep the team moving forward so biggest thing is please have a solution a response not another question but a solution or a response by that date now that being said if additional information is needed on their request like the question doesn't make sense or it's lacking information best way to do this is ask for that clarification but ask it sooner than later I mean as soon as you see it ask for clarification and the best way to do this is by phone because obviously they tried their bet they should be trying their best to communicate as best as possible the RFI and explained the situation in a question but and so there's gonna be those one-off cases where just it maybe it doesn't make sense a phone call is honestly best just to clarify this you can walk through it on the plans and then they could send through a revised RFI with that clarifying information which may be great information that might be needed to make sure that there's not a misunderstanding down the line when you send out the RFI to the rest of the project team anyway this also means that the person receiving the phone call has to be receptive to that okay and be able to understand that yeah okay I made a mistake sorry I didn't include that information but we got to be receptive to keep the team moving forward as well the responsibility of asking detailed and legitimate question falls on the general contractor so if this winds up not being the case continually I could absolutely understand the frustration of the architect this also being said on the architect and owner side please understand that life happens sometimes you will get an RFI and the answer is right under our nose as long as this is not continuous and it doesn't keep happening it's an honest mistake this may expose that they may be looking at the right plans and gotta check ourselves in that situation did wait did we send them the updated plans maybe we missed it this takes happen one although this can be frustrating and of course you want to respond and sometimes a snarky way as a contractor isn't whoever whatever you just get frustrated you're wasting my time but understand that this actually may be exposing something a bigger problem than just a question or the RFI that again they don't have the right plant switch that's that's a big problem want to make sure that everybody is on the same page that's a miscommunication right there but in addition to this if they do have the right plans maybe just maybe they had an extremely hectic day on site or in the office and it just went through this one time you have all been through this I know it I know you have so be understanding and again as long as it doesn't consistently happen and it's continually happening let it go sometimes it's life so as a recap one make sure that we cannot already answer the question for the RFI before sending it to the next level to make sure that you create the best possible map to let anybody and everybody know where to find this question or what this question is in regards to three provide possible solutions based on the expertise of your team for again make sure that you have any budget schedule impacts and the date that you need it back which is obviously that's going to impact the schedule as well when answering RFI's please be cognizant of the return requested return date or due date to call your teammate to clarify any misunderstandings about the question or if you need a better map and three please be patient that not all RFI's or questions will be perfect you're gonna have to figure out the flow of your team and what is best for the team but be patient and just realize that it's going to take time to get into that flow based on your project team main overarching rules about RFI's is we need to just make sure that we are using them for the tool that they were intended to be do not use them as weapons or ego trophies no time for that on a project and there's no purpose for it it's just gonna actually demolish our team instead of build it up to make a more successful project when we are patient and understanding and we put in an honest effort RFI's can be an amazing tool for our projects and our project teams you got this