How to track RFIs on a construction bid
An RFI log is one numbered list of every question you asked and every answer you got, with who it went to, when it is due and what it changes. Kept well, it stops the same question being asked twice and keeps answers from missing the estimate.
The short version
While you price a job, questions pile up: two documents give different counts, a spec section refers to a drawing that is not there, a requirement is unclear. Each one becomes a request for information (RFI) to the owner or consultant. Without a log, they live in email threads, and an answer that arrives three days later is easy to miss or never act on.
What goes in an RFI log
| Field | Why it is there |
|---|---|
| Number | A short reference (RFI-001) you can use in emails, meetings and the estimate |
| Subject and question | One question per RFI, worded so it can be answered without a call |
| Document and page | The sheet, section or page the question is about, so the reader finds it in seconds |
| Trade | So the right estimator and the right subcontractors see the answer |
| Sent to, and when | Who was asked and the date, because "I asked last week" is not a record |
| Reply due | The date you need the answer by, so late replies are visible |
| Answer, who gave it, and where it is written | The answer in the sender's words, plus a pointer to the email or addendum |
| What it affects | Scope, quantities, price, schedule or nothing, so you know what to update |
How to write an RFI that gets a useful answer
- Ask one question. Several questions in one RFI get a partial answer.
- Point to the page. Name the document and the sheet or page, and quote the words you are asking about.
- Say what you found. "Sheet E-201 shows 24 fire dampers; the damper schedule on page 14 lists 23" is answerable. "Please clarify the dampers" is not.
- Offer an assumption. "Unless advised otherwise we will assume 24" gives the reader something to confirm instead of a blank to fill in.
- Give a date. Ask for a reply by a specific day, and make it earlier than your bid closing.
The fire damper example is illustrative. Counts that differ between documents are one of the most common reasons to raise an RFI.
Check the bid instructions first
Many formal bids set rules for questions: a named contact, a deadline for questions and a way answers are shared. Answers are often issued to every bidder, sometimes as an addendum. Read the instructions before you send anything, and do not rely on a verbal answer for something that changes your price. If your question would reveal how you plan to price, think about whether you want that shared with competitors.
Statuses that keep the log honest
- 1
Draft
Written but not yet sent. This is the only status where deleting is acceptable.
- 2
Sent
Out the door, with a date and a reply-by date. If the reply-by date passes, it is overdue.
- 3
Answered
You have a reply and you have recorded who gave it and where it is written.
- 4
Closed
You have acted on the answer: updated the quantity, the price or the package. Closing means the work is done, not only that a reply came.
Two more states matter: an RFI you decide not to ask can be withdrawn, and an answer that turns out to be wrong or incomplete can be asked again.
What to do with an answer
- Update the estimate. If the answer changes a quantity, a product or a requirement, change it and note the RFI number.
- Update the trade packages. Tell the subcontractors who are pricing, so their bids match the current answer.
- Check for an addendum. If the answer was issued as an addendum, handle it as one. See how to handle RFP addenda.
- Close the loop. Close the RFI only after the estimate and packages have been updated.
How ScopeMark runs the log
- Raise an RFI from the finding. From a gap or a count difference on the analysis, press "Raise an RFI". The RFI records which finding it came from and shows its number once it exists. A finding is raised only once, so the same question is not logged twice.
- Numbered per RFP. RFI-001, RFI-002 and so on, assigned by the database.
- ScopeMark sends nothing. You copy a question, or several as one email, into your own mail, then press "I sent it" to record who it went to, when, and the reply-by date.
- Recording an answer does not change your estimate. A person updates quantities or prices and then closes the RFI.
- Rules the database enforces. An RFI moves draft, sent, answered, closed, and an answer is needed before it can be marked answered. The reply date cannot come before the sent date. Only a draft can be deleted. Anything that went out is withdrawn instead, so the record stays. Every change is kept in an append-only history.
- Overdue is worked out, never stored. A sent RFI past its reply date shows as overdue, and overdue RFIs and answers waiting to be read appear in the "needs you" lists and the daily digest for the people who manage the bid, while the RFP is still open.
- Answers that change the price are checked. Answered RFIs that affect scope, quantities or price are listed on the estimate with a flag on the affected line or trade, and ScopeMark asks you to confirm before a quote is exported with unchecked answers. If an answer is edited or the RFI is asked again, the earlier check no longer counts.
- Answers can travel. Answered RFIs and reviewed addenda can be shared as clarifications with the subcontractors invited to a trade package, and they carry over to the project if you win.
- Download the log. Export it to Excel, with overdue RFIs marked.
Owners and project managers raise and answer RFIs. Office admins can read the log. Field staff do not see it.
Common mistakes
- Asking by phone and never writing it down.
- Sending a question after the question deadline.
- Closing an RFI when the reply arrives instead of when the estimate is updated.
- Letting subcontractors price from the old documents after an answer changes the scope.
- Raising the same question twice because nobody could find the first one.
Questions people ask
What is an RFI in construction bidding?
An RFI, or request for information, is a written question sent to the owner or consultant about something unclear, missing or conflicting in the bid documents. The answer is recorded so everyone prices the same reading.
How do I write a good RFI?
Ask one question, name the document and page, say what you found, offer an assumption they can confirm and ask for a reply by a specific date earlier than your bid closing.
Should I wait for an answer before I price?
It depends on the closing time and the bid instructions. If the date is close, estimators often price the most likely reading and state the assumption in the bid where the instructions allow it. Check the instructions for what qualifications are accepted.
Does ScopeMark send RFIs to the owner?
No. ScopeMark numbers and tracks the RFI. You copy the question into your own email, then press "I sent it" to record who it went to, when, and the reply-by date.
Does recording an answer update my estimate?
No. A person updates quantities or prices and then closes the RFI. Answers that affect scope, quantities or price are flagged on the estimate so they are checked before a quote is exported.
Can the whole RFI log be exported?
Yes. The log downloads as an Excel file with overdue RFIs marked.
Does ScopeMark hold or move our money?
No. ScopeMark does not process payments between companies and subcontractors. The buyer pays directly, outside ScopeMark, and records the payment. ScopeMark's only revenue is its subscription.