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Managing RFIs (Requests for Information) in Podio

What Is an RFI?​

An RFI is a formal question you ask the General Contractor (GC) when something on the plans or specs is unclear. Think of it as: "We need clarification before we can proceed."

Common RFI scenarios:

  • Plans show conflicting dimensions
  • Material specification is vague
  • Detail is missing from drawings
  • Site condition doesn't match plans

RFIs are normal. Better to ask now than guess wrong and have to redo work later.

Where RFIs Live​

RFIs are tracked as Tasks in the Pre-Construction Stage (and sometimes Construction Stage) of your project.

How to Create and Track an RFI​

1. Create an RFI Task​

If there's already an RFI task template:

  1. Open your Project
  2. Go to the Pre-Construction (or Construction) stage
  3. Find the RFI task in the Task Overview
  4. Open it and skip to step 2

If you need to create a new RFI task:

  1. Open the appropriate Stage (Pre-Construction or Construction)
  2. In the Task Overview section, click "Add Task"
  3. Fill in:
    • Task Name: "RFI: [Brief Description]" (e.g., "RFI: Foundation depth at Grid Line B")
    • Status: In Progress (yellow)
    • Responsible: Person handling the RFI (usually PM or OC)
    • Type: Task
  4. Save

Task creation form with required fields

2. Document the Question​

  1. Open the RFI task
  2. In the Notes field, write:
    • What's unclear (be specific)
    • Where it's located (drawing number, page, grid line, etc.)
    • Why it matters (how it affects your work)
    • Date you submitted the RFI
    • Who you sent it to (GC contact name)

Example Note:

RFI #3 - Foundation Depth Discrepancy
Drawing S-101 shows 4' depth, but S-102 shows 3'-6" depth at Grid B.
Need clarification before excavation starts.
Submitted to John Smith (GC) via email on 3/10/2024.
  1. Attach documentation: Upload any relevant photos, drawing markups, or emails to the Attachments field

3. Track the Response​

When the GC responds:

  1. Add the response to the Notes field with the date
  2. Upload their response (email, marked-up drawing, etc.) to Attachments
  3. Change Status to "Complete" (green)

Example update:

Response received 3/12/2024 from John Smith:
Use 4' depth per S-101. S-102 will be revised in next plan set.

4. Handle Dependencies​

If other tasks are waiting on this RFI answer:

  • When you mark the RFI task Complete, dependent tasks will automatically advance to "In Progress"
  • The responsible person gets notified

Example: "Pour Foundation" task depends on "RFI: Foundation Depth" being answered first.

Best Practices​

✅ Number your RFIs: Use "RFI #1", "RFI #2" in the task name so you can reference them easily

✅ Be specific: Vague questions get vague answers. Include drawing numbers, locations, and what decision you need

✅ Document everything: Upload the question AND the answer. This protects you if issues come up later

✅ Track timing: Note when you asked and when they responded. Delays on RFI answers can justify schedule extensions

✅ Set Due Dates: Add a realistic due date so you know when to follow up if there's no response

Common Questions​

Q: How long should I wait for an RFI response?
A: Typical turnaround is 5-10 business days, but check your contract. Follow up if you don't hear back. Document your follow-ups in the Notes.

Q: What if the GC's answer creates more work?
A: That might be grounds for a Change Order Request (COR). Document the original scope vs. the new requirement and discuss with your PM.

Q: Can I call instead of writing an RFI?
A: Verbal questions are fine for quick clarifications, but always document the answer in Podio. If it's important enough to affect schedule or cost, write a formal RFI.

Q: Where do I see all open RFIs?
A: There's no built-in filter for RFIs. Open the relevant stage (Pre-Construction or Construction) and search the Task Overview for the specific RFI task names that apply to your project. There's no single view that surfaces every open RFI across projects.

  • PSP-106: Managing RFIs (detailed process)
  • PSP-105: Creating and Tracking Change Order Requests
  • PSP-000.1: Understanding Task Dependencies

Need help? Talk to your PM or OC. They can help you draft the RFI and determine who to send it to.