In Public Works Construction, clarity is everything. Construction managers (CMs) and owner’s representatives know that managing RFIs is one of their most vital roles.
In fact, RFIs can either contribute to keeping a project moving smoothly, or they can become a source of delay, with added costs; opening unwelcome pathways to legal disputes. So, if the details are unclear, this is where a well-structured Request for Information (RFI) process acts as a filtering system for project management which helps to disclose vital information that contributes to a project’s success.
Continue reading to explore how a well-managed, detailed, and thorough RFI can effectively minimize risk and maintain control on your public infrastructure projects.
And, to help you get started, we’ve included our FREE Downloadable Template below.
What is an RFI and Why Does it Matter?
An RFI (Request for Information) is a formal question submitted by the contractor when the plans, specifications, or site conditions are unclear, incomplete, or contradictory. RFIs are not change orders—they're requests for clarification. But they can lead to change orders if they reveal gaps in design, unforeseen conditions, or differing site conditions.
On public works projects, RFIs are essential because:
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They resolve questions that affect field decisions
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They document project communication
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They can impact the schedule and costs
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They become part of the record for claims or disputes
The CM’s Role
As the CM or owner’s rep, you act as the gatekeeper and facilitator of the RFI process. Remember-- You are the bridge between the contractor’s need for clarification and the design team’s formal response.
Your responsibilities typically include:
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Receiving and logging the RFI — Date received, number, and subject.
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Reviewing for clarity — Ensuring the RFI is legitimate (not a disguised change request or means-and-methods question)
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Routing to the appropriate party — Usually the design engineer or architect, or possibly the Public Agency PM, if you are a consultant working for a public agency and have a liaison
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Tracking and pushing for timely responses — Especially if the RFI impacts ongoing or near-term work
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Communicating responses clearly back to the contractor — Including whether it changes scope, cost, or schedule
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Documenting it all — Every step of the way
Best Practices
To get the most out of your RFIs, follow these proven practices:
1. Log Every RFI Immediately
Use a centralized RFI log (Excel, BridgeDoc, etc.) that includes:
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RFI number and title
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Date received
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Due date for response
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Actual response date
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Impact on cost/schedule
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Status (open/closed)
This becomes a key document during construction and closeout.
2. Define a Response Timeline in Advance
Ideally in the contract documents, the general conditions outline the overall timelines that the project team (Both Owner team and the Contractor teams) needs to comply with. But, even in the absence of good contract documents, it is essential that in the preconstruction phase, the CM establishes expectations for:
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How long the project team has to respond to the contractor (commonly 5–10 business days)
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The process for urgent RFIs that affect the critical path or that are identified as having cost impacts
Include these timelines in the project procedures, or ideally, mapped-out in the Roles and Responsibilities Matrix.
3. Filter and Consolidate When Possible
Don’t forward vague, unnecessary, or overly broad RFIs. Avoid wasting your designer’s (and others’) time by being diligent and reviewing details prior to distribution; you may be able to answer questions that just pertain to the Contract Documents without unnecessarily involving another party. If multiple RFIs are related, consolidate them to avoid duplication and confusion. It is also completely reasonable to send back and ask for additional clarification or information from the contractor, as appropriate.
4. Flag Time or Budget-Impacting RFIs
Some RFIs are routine; others affect the critical path. Identify RFIs that could cause delay or cost impacts, and elevate their priority with the design team. If a response is late, document its potential time impact immediately.
5. Ensure the Response is Clear and Complete
Avoid passing along conflicting or confusing responses. Before forwarding to the contractor, review the response:
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Does it answer the question unambiguously?
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Does it contradict other contract documents?
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Could it result in a time or cost impact that is clearly noted?
Even if individual RFIs seem incidental, keep track of the cumulative impact. A dozen “minor clarifications” can lead to a major scope change. This is especially important for claims defense later.
Avoiding Problems
Some RFIs are unavoidable—but poor management of them is avoidable. Watch out for:
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Backlog of unanswered RFIs – Causes schedule slippage and risk of owner caused delay
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Lack of documentation – Makes it difficult to defend against claims
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Verbal-only responses – Leads to misunderstandings and untraceable instructions
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Treating all RFIs equally – Some require immediate action; others do not
RFIs as a Risk Management Tool
Ironically, RFIs — while often seen as risks — can also be part of your defense. A well-documented RFI log shows:
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That the contractor received timely, complete answers
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That the agency responded responsibly to field conditions
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That any delay was not caused by lack of information
In a dispute over time or money, your RFI history can either be your biggest ally — or your biggest liability.
Keep RFIs from Running the Job
RFIs are part of every construction project, but on public works jobs, where transparency, accountability, and time are critical, they require tight management. As the CM or owner’s rep, it’s your job to ensure that every RFI is handled promptly, professionally, and with clear documentation.
Don’t let unanswered questions drive the project — manage RFIs with the urgency and precision they demand, and you’ll keep the job [and the agency’s interests] on track.
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Best Management Practices Checklist
