CUSTOMER-FACING SERVICE STANDARD

RFI MANAGEMENT

Draft. Reference. Track. Distribute. Close.

A defined process for turning field questions into complete, contract-referenced RFIs with a traceable administrative lifecycle.

1. What This Service Does

The field team usually knows what is wrong. The administrative burden is turning that issue into a clear, properly referenced RFI, attaching the right supporting information, tracking it through review, and making sure the official response reaches everyone who needs it.

Remote Project Engineer converts rough field input or completed contractor RFIs into a controlled project record. We research the contract documents, draft the RFI, organize exhibits, maintain the Master RFI Log, track response time, distribute the official answer, and flag any resulting cost or schedule issue for the contractor PM.

2. Two Ways to Use RPE for RFIs

Path A — Completed / Formal RFI

• Send RPE a completed or substantially complete RFI.
• RPE checks numbering, references, attachments, format and required fields.
• We prepare the RFI for PM review, log it in the agreed system, track the response period and close the record when the official answer is received.

Path B — Raw Field Issue

• Send a photo, voice memo, field sketch, short email, marked-up drawing or other practical field information.
• RPE researches the applicable drawings, specifications, submittals, prior RFIs and supporting records.
• We draft the complete RFI package for the contractor PM to review and approve before formal submission.

3. What Is Included

• RFI drafting from raw field notes, photos, sketches, voice notes, or contractor-prepared RFIs.
• Contract-document research and cross-referencing of drawings, details, specifications, submittals and prior RFIs.
• Preparation of supporting exhibits such as cropped plan snippets, redlines, field photos, vendor data and referenced specification excerpts.
• Master RFI Log maintenance, including number, title, submission date, ball-in-court, response period, status, days outstanding and closure date.
• Response-period and aging tracking with follow-up visibility for the contractor PM.
• Recording and distribution of the official response to affected project parties when authorized.
• Cross-reference to related drawings, sketches, ASIs, submittals or change records.
• Cost / schedule impact flagging for contractor PM review and handoff into Change Order Control when applicable.

4. How the Process Works

Every RFI follows a controlled path from field question to closed project record. The contractor PM retains the client-facing relationship and official submission authority unless another communication protocol has been expressly authorized.

RPE RFI workflow — intake, research, draft, PM review, design response, tracking and closure

5. What a Turn-Key RFI Package Contains

• Sequential RFI number and clear, neutral title.
• Exact drawing sheet / detail references and applicable specification references.
• Objective description of the conflict, ambiguity, missing information or clarification requested.
• Field photos, marked-up drawings, vendor data or other exhibits when useful.
• Proposed contractor solution when appropriate and clearly identified as a proposal pending design-team approval.
• Required response date or contractual review period.
• Attachments organized so the contractor PM can review the package efficiently.

6. Responsibilities and Handoffs

RPE acts as the contractor’s internal Project Engineering Support desk. We formalize and control the record, but the contractor PM retains final technical/commercial review and the official client-facing relationship unless expressly authorized otherwise.

7. Vendor / Supplier Information Support

When authorized by the contractor, RPE may contact subcontractors, manufacturers, suppliers or equipment representatives to obtain factual information needed to complete the RFI package.

• Certified dimensional drawings
• Product data and cut sheets
• Equipment connection dimensions
• Manufacturer installation requirements
• Model / configuration clarification
• Supporting technical literature already within the contractor’s scope

8. RFI Aging and Status Control

No RFI should disappear into email. RPE maintains the administrative lifecycle so the project team can see what is drafted, approved, submitted, overdue, answered and closed.

• RFI number and title
• Date drafted / PM approved / officially submitted
• Ball-in-court and required response date
• Current status and days outstanding
• Affected subcontractors / trades
• Potential cost or schedule impact flag
• Related Change Order / PCO reference
• Response date and closure date

9. Service Boundaries

• RPE does not independently act as the contractor’s public representative to the Owner, Architect or Engineer unless that communication protocol is expressly authorized in writing.
• RPE does not replace the contractor PM’s technical or commercial decision-making.
• RPE does not provide design-engineering approval or take responsibility for the Architect / Engineer’s design response.
• RPE does not direct field means and methods, labor, safety or site operations.
• RPE flags potential cost or schedule impacts; the contractor PM retains pricing, negotiation and change-order authority.

10. What You Receive

• Professional, contract-referenced RFI drafts
• Organized supporting exhibits
• A maintained Master RFI Log
• Visibility into response aging and ball-in-court
• Controlled official-response distribution
• A complete, traceable RFI record from intake through closure
• Clear escalation of potential change-order or schedule consequences

11. Commercial Summary

RFI Management is included within Project Engineering Support. It is one of the controlled processes delivered as part of the broader RPE project-engineering workload.

12. The RPE Service Promise

Clear question. Clear references. Clear ownership. Traceable response. RPE turns field questions into organized project records so your field team does not have to stop and write formal RFI narratives, while your Project Manager retains control of the contractor’s technical and commercial position.