Shane AmbrosePort of NewcastleElermore Vale, Nsw, Australia
An RFI form is typically used by a Contractor to request more information from the Principal that has engaged them. In this case, the Contractor initiates the RFI process.
What type of form do people use when the Principal wants to provide further information to the Contractor, particularly for technical clarifications? An RFI is not appropriate, as in this example the Principal is pro-actively providing information, and not actually requesting information.
Note that the type of form I am looking for would not be used for scope changes or variations, as these would use the usual change management processes. Saving Changes...
Assuming the clarification wouldn't be perceived as a scope change or fall outside the terms of the contract, I'd just pick a "fit for purpose" format. For example, if it is a clarification on some technical instructions, then I'd reference the specific deliverable or milestone from the contract in the title of the document and, if it is replacing a previously provided instruction guide, indicate that as well.
Of course, you would need to follow the procurement "rules of engagement" - in some contexts, direct contact with a contractor might not be permitted so you'd need to channel the instructions through the appropriate liaison.
I agree with Kiron. Rami made valid points as well. Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
I agree with Rami and have frequently used the SI for this purpose. However determining if, or designating, an SI is not a scope change is not a unilateral decision by the Principal. The recipient may respond by submitting a request for a Proposed Change Request (PCR) if the Contractor believes there is an impact on the contract. If the Principal does not agree a Engineer's Order (EO) may be used to initiate the change. The Contractor may then respond with a Claim under the contract.
The terminology and processes should be defined in the contract Saving Changes...
An RFI is also a way for the principal to find suppliers suitable for a later RFP, and then a later RFQ so be careful about generalizing terms.
3 types of ways for providing the contractor with technical information that immediately come to mind in order of most to least flexibility for the contractor are Interface Control Documents, Specification Control Documents, and Build-to-Print.
When needing additional information, more or less formality may be required. The formal design definition may need a revision, and the revised engineering is then given to the supplier to clarify the issue. In other cases, this may just require a discussion between supplier and principal. If you are going the less formal direction, be careful because your discussions may have contractual implications. Saving Changes...
Community Champion
