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Procore

Close and Distribute an RFI (Okland)

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Objective

To mark a specific reply (or replies) as the official response for an RFI.

To officially Close an RFI and Distribute to Subcontractors.

Background

Several people may need to respond to an RFI before a correct answer can be provided. For example, an architect may need to get feedback and clarification from the owner or a consultant/specialist before he/she can provide an authorized answer. As a result, each RFI can have a long communication thread that is difficult for subcontractors or superintendents to interpret correctly. Confusion and misinterpretation can easily occur and lead to more problems. In such cases, a user with 'admin' user permissions, such as a project manager/engineer, now has the ability to highlight the correct answer by marking a specific reply (or replies) in the communication thread as the "official response" for an RFI.

Summary of Actions

  1. The project manager assigns an RFI to the architect. PM either adds additional consultants to distribution group or the architect forwards for review. 
  2. The engineer or consultant replies with his comments to the RFI.
  3. The architect responds with clarification and a final decision/answer. Refer to Respond to RFI.
  4. The project manager marks the last response (from the architect) as the "Official Response" and can close the RFI. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the RFIs tool. 

  • Prerequisite:

    • Before you can close an RFI, a user must submit at least one (1) response to the question.
  • Additional Information:
    • Typically only a Project Manager or Project Engineer can choose the "official response" for an RFI as Architects typically do not have 'admin' privileges on a project's RFI tool.
    • You can select more than one reply as the "official response" for an RFI.
    • If it's still not obvious which reply should be marked as the "official response" the Project Manager/Engineer should reply to the RFI and ask the Assignee (e.g. Architect) to summarize the findings and clearly state the correct answer in a new reply. To avoid misinterpretation and liability related issues, a Project Manager/Engineer should not attempt to interpret all replies, summarize answers, or select their own reply as the "official response" for an RFI.
    • If you link a drawing sheet to an RFI, its "Official Response" will be highlighted in the preview window.

Steps

  1. Navigate to the project's RFIs tool.

  2. Click View next to the RFI you would like to choose an official response for.

  3. Under the General tab, scroll down to view the original question and all of its replies. (Note: Replies will appear from newest to oldest from top to bottom, respectively.)

  4. Mark the "Official Response" checkbox next to the reply that provides the definitive answer. Select multiple replies, as necessary. 

    rfi official response.png
     

  5. Click the Close RFI button on the right pane.
    Note: If you have not selected an official response to the RFI, Procore will ask if you would like to close the RFI without choosing an official response.
    Note: When you close an RFI, the 'Assignee' and any designated members on the 'Distribution' list will be notified via email. If you want to include the responsible contractor on the email, be sure to add that person to the 'Distribution' list before closing it. 

  6. Post the RFI to the related drawing and publish your markup so that the entire team can see it. When someone clicks on the RFI from the drawing, the RFI Preview Screen will highlight the "Official Response" if one is selected.

    link rfi to a drawing.png

  7. Distribute the closed RFI to the project team and subcontractors. Click the Email RFI button and send to your subcontractor distribution group. Reference Create a Distribution Group.