PM : Request for Information

August 16, 2007 eu:a eppstein uhen architects

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R F I ‘ sR e q u e s t f o r I n f o r m a t i

o np r e s e n t a t i o n


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Presentation Outline

Terms of the Contract Contract Documents Project Team Responsibility Construction Documents

Where did it all go wrong? Focus on RFI’s

References & Formats Usage Response & Reduction

RFI : Examples


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Abbreviations & Terms O : Owner + Owner’s Representative A : Architect + Consultants C : Contractor + Sub-Contractors +

Suppliers

Work : Construction & Services by C M&M : Means and Methods

CD : Contract Documents


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CD : Contract Documents Contract Drawings Specifications Contracting Requirements

Contracting Forms : Agreements A-Series : Owner - Contractor (i.e. A101) B-Series : Owner - Architect (i.e. B141)

Project Forms Performance & Payment Bonds & Certificates

Conditions of the Contract A201 : General Conditions of the Contract for

Construction Supplemental Conditions

Addenda Revisions, Clarifications, & Modifications


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CD : Contract Drawings Used by C to facilitate construction

Not a complete set of instructions on how to construct a building

Express the design concept Concept = an abstract or generic idea Not a specific or finite solution Reflects the finished design of the work

Conceptual in nature If design drawings were sufficiently

“complete”, there would not be a need for the general contractor


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CD : Contract Dwgs

Drawings approximatel

y, but not exactly,

represent what is

required for the project


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CD : Specifications

Non-Proprietary : could be any of these…


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Submittals


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Benefits : Conceptual Documents

Promotes Competition Allows the C to obtain the best price or delivery

schedule Single source = more expensive (illegal – public

projects)

Allows for latest technology Product improves after design but before

construction Example : radiology equipment

Responsibility of M&M w/the actual provider A are generalists, not experts in construction

techniques Trade contractor is the “expert” of their trade


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Responsibility : A201 A : Interpreter of the CD’s

Consistent w/the intent of what would be reasonably inferred from the CD’s

CD’s are not meant to be exhaustive Decisions related to aesthetics are final

C : Planning & Implementation of Work Plan for procuring & placing the Work Supervise & direct the Work Planning activities : transparent


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Responsibility : Contractor C prepares detailed “Construction

Documents” Submittals

Shop Dwgs, Product Data, Samples Coordination Dwgs

Field measurements & verification Alternate sketches

C determines M&M Procurement : bidding and purchasing Sequencing : how Work will be divided into trades

Construction Scheduling (& Updates) Procedures : how products & systems will be

coordinated Mock-ups

Work : design concept as expressed in CD’s


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Where did it all go wrong? Courts (1950’s)

Sue someone you were not contracted w/them Architects : served w/papers & involved in

lawsuits

Architects reaction? “Inspection” changed to “Observation” “Supervision” changed to “being generally

familiar”

Professional Liability Insurance (1960’s) Measurable goal to claim damages


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Where did it all go wrong? Computerized documents - CAD (1970’s)

High level of consistency & accuracy Appear crisp & precise = shop drawings

C’s Bottom Line (1980’s-present) General Conditions: takes time and $$$ Pressure by O to reduce this cost item (non-

tangible) Increase C profit? Reduce overhead (staff)

Alternate source for coordination? A

Building Modeling - BIM (Current) Claims better coordination among disciplines More & better information to be leverage


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P O P Q U I Z Q : The “I” in RFI stands for the

following…..

A. InformationB. InterpretationC. A or BD. None of the above

“Information” is used on AIA Document G716.

“Interpretation” is used by Section 013100 - Project Mgmt & Coord CSI Form 13.2A. A201 - General Conditions of the Contract


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RFI’s : References A201 General Conditions

“…Architect will interpret & decide matters concerning performance under and the requirements of, the Contract Documents…” (4.2.11)

“ Architect’s response…made in writing…with reasonable promptness.” (4.2.11)

“If no agreement is made concerning the time…delay shall not be recognized…until 15 days after written request is made…” (4.2.11)

“Interpretations and decision…will be consistent with the intent of and reasonably inferable from the Contract Documents…” (4.2.12)


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RFI’s : References Specs : 013100 Project Mgmt &

Coordination


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RFI’s : References


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RFI’s : References


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P O P Q U I Z Q : During construction, an RFI is prepared

by X and sent to Y, who is X and Y?A. X : Contractor, Y : ArchitectB. X : Architect, Y : ContractorC. X : Architect, Y : OwnerD. X : Owner, Y : ArchitectE. X : Owner, Y : ContractorF. X : Contractor, Y : OwnerG. All of the above

G716 provides a standard form for an owner, architect and contractor to request further information from each other during construction.


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Formats : AIA Form G716

Project Info

Section number Drawing number

References & Attachments

Suggested solution(s)

Space for Response

Disclaimer


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Formats : CSI Form 13-2A

Project Info



Suggested solution(s)

Space for Response

Disclaimer


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Formats : C’s In-house Versions

Project Info



Suggested solution?

Disclaimer?


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RFI : Response Categories of A’s Authority

Make a decision Aesthetics : A’s exclusive authority

Give a recommendation A rejects of non-conforming work, O accepts it

anyway

Leave responsibility to others Means & Methods

Neutrality vs. Self-preservation1. EUA Liability 2. Project3. Project team members = ALL equal


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RFI : Response Const Admin : Time is Money Timeliness

“Unlike wine, bad news does not get better with age.”

“A good solution today is better than a perfect solution tomorrow.”

24-Hour Rule Provide an answer or report progress No communication = no activity


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RFI Usage Proper Use

Provides an orderly, reliable, and documented mechanism to field and resolve legitimate contractor questions

Improper Use C’s attempt to transfer responsibility of

coordination of their subcontractors to A Issues not affecting cost/time : project meetings Substitutions Avalanche of paper

Misused to provide Contractor additional time (liquidated damages)

Sets stage for future CO’s


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Questionable RFI?Question: Who has the best understanding of

product configuration and means and methods of construction techniques?

AnswerA. Contractor + SubcontractorB. Material Supplier/VendorC. Architect + ConsultantsD. Owner + Owner’s Rep


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Questionable RFI’s - setting the stage for a future change order

(especially on projects with liquidated damages) - wording that tends to point blame - asking for information that can readily be found

in the contract documents - asking for a material quantity - asking for a rough opening dimension

(conceptually equal but nominally different products like windows)

- being used as a substitution request - coming from a subcontractor (rather than the

general)


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Questionable RFI’s - asking about sequencing and/or means &

methods - being used when a simple phone call would do - does not include pertinent information

(uncoordinated numbering conventions) - asking the architect for additional

details/solutions that should actually be suggested by the contractor for our "review and comment"

- designed to require the architect to provide some or all of the contractor's field coordination services

- requesting the architect to detail and coordinate proprietary products (contractors responsibility in absence of sole source specification)

- requesting a solution to work already completed (contractor proceeds prior to RFI and hopes your response matches work-in-place)


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RFI Reduction : Design Phase Project Kick-Off Mtg

Discuss “philosophy” of CD’s conceptual nature w/O

Encourage contingencies be part of project schedule Explain the following concepts

Betterment : added value Unjust enrichment : restored to same position Standard of Care :

Perfection not possible, then Imperfection is the standard Drawings & Specs are NOT a product and no warranty is

provided No industry standard for a “complete” set of CD’s

Objectively quantify what is an inherently subjective process

QC Projects Peer review + Checklists


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RFI Reduction : Const Phase Pre-Construction Mtg (Softball)

Discuss “philosophy” of CD’s conceptual nature w/C

Demonstrate your desire for the C’s success on the project

Identify responsibilities as outline in A201 Require C provide all deliverables (Hardball)

Plan for the Work

Require C provide all RFI information (Hardball) C’s suggested solution C’s supplemental drawings


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RFI : Examples


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Example : Fire Ext. Cabinets Life Safety Plans (G100’s)

A indicates FEC locations A determines spacing & quantity per code

(75’-0”) A coordinates the locations w/rated & CMU

walls Architectural diagram (A020)

A identifies mounting hgt & projection Specifications

Identifies acceptable models Partially recessed, finish, etc


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Example : Fire Ext. Cabinets RFI from C:

“Please provide detail for cabinet framing into wall”

What should the A do?1. Answer it with additional info:

Downloaded CAD detail from manufacturer’s website Insert into a drafting view & issue a CB Result? Possible CO : alleged additional scope

2. Don’t answer it Result? Possible CO : non-responsive, schedule impact

3. Answer it with the following declaration: “Install per manufacturer’s recommended instructions so

that it meets the design intent of the contract documents.”


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RFI's Examples RFI : We have awarded the bid to Otis, please confirm that

we can reduce the elevator shaft to 7'-8 3/4". Possible response: Contractor shall coordinate dimensions

with elevator supplier.

RFI : Fire/smoke dampers have been approved as 120 volt. The security system subcontractor has requested permission to change these dampers to 24 volt. Will this change be acceptable?

Possible Engineer response: 120 volt or 24 volt is acceptable. Subcontractors shall coordinate per contract.

RFI : "Drawing No. LS-120, verify the 16' - 6 5/8" and the 18' - 11 3/8" dimension locating the W27X84 beam with the escalator vendor."

Possible response: Contractor shall verify and coordinate the dimension with related trades and vendors.


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RFI's Examples RFI : "Embeds for the roof screen wall support column bases were set

per unapproved shop drawings in the interest of schedule. Please provide a detail for attaching the column base plates with drilled epoxy inserts."

Possible response: Contractor shall engage engineer to design a correction to this placement mistake and propose an alternate sketch for the engineer of record to review.

RFI : "Please approve, in concept, an alternate door and frame manufacturer. Specific detailed shop drawings and specs will follow after this approval."

Possible response: Contractor shall submit a substitution request form per the specifications.

RFI : "The plans call for a rated gypsum ceiling at areas with the steel beam and metal deck floor system. Is this rated ceiling for the beams only or does the metal deck/concrete floor system need protection as well? If the metal deck/concrete floor system does not require additional fire protection, then a cost savings could be reviewed to install fire protection at the beams and columns only."

Possible response: The rated ceilings will be constructed per plans and specifications.


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RFI's Examples RFI : "Building 'B' had Type 1A windows added to the West

elevation in CB#08 in BP02. These windows are shown in CB#08 as 8'-0" tall. CB#11 was issued combining BP02 and BP03. Window 1A was changed in CB#11 with notation. Can you clarify why this window was changed and where this change was noted in the CB process."

Possible response: Revised CB#08 supplemental drawings were issued to the contractor on 10/20/06 addressing the change to the west windows.

RFI : " Masonry subcontractor is behind schedule. EIFS subcontractor wishes to proceed on schedule rather than wait for mason. Is this okay?"

Possible response: Contractor is responsible for coordinating and sequencing subcontractor's work in the best interest of the project.

RFI : " To avoid undue winter costs, we prefer to backfill the foundation prior to installation of first floor framing. Please provide temporary shoring detail."

Possible response: Contractor is responsible for means, methods, techniques, sequencing and procedures. Contractor shall retain design professional services to provide details.


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SUMMARY WHAT is an RFI... and what basic information should be

included in the format? To avoid misunderstandings, it is important that the contract

administrator (the architect) answer questions from the job site through proper communication channels in writing, and within a specified time frame.

Requests for information are generally handled by an RFI form, which usually is provided by the general contractor and submitted to the construction administrator (the architect).

WHY do we use RFI's? Errors & Omissions : integral part of the Standard of Care Every practitioner makes E&O’s and AIA documents

anticipate this ... the architect's instruments of service will always require

some measure of interpretation and clarification when they are used for construction….

HOW many RFI's are appropriate?... and what can we use instead of an RFI?


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SUMMARY WHAT info should be on an RFI form?

Cost Impact: (yes/no; dollar amount). Schedule Impact: (yes/no; number of days)... or "the contractor shall not proceed with this work if it results

in a change in contract sum or time unless first approved by the owner"

WHERE do we identify and outline the RFI process? 013100 - Project management and Coordination, AIA

B151: 2.6.16 AIA B151: 2.6.16 Interpretations and decisions of the Architect shall be

consistent with the intent of and reasonably inferable of the Contract Documents and shall be in writing or the form of drawings.

HOW to properly respond to an RFI... and should we not respond to questionable RFI's?


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Conclusion

Questions???

Comments???

Concerns???

Suggestions???


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Project : Baby Analogy O : Adoptive parent

Finances the project A : Obstetrician

Conceives (inseminates) the concept C : Birth mother

Plans (nurtures) the work

The project (baby) grows and develops per the environment (womb) that the C provides,

A provides C with the instructions for the development to be healthy & nurturing,

A cannot control the environment (womb), only the C can, Problems can occur during the pregnancy caused by any

participant or unknown forces, Everyone hopes for a on-time & on-budget (healthy)

project (baby)

PM : Request for Information

Design

Transcript of PM : Request for Information