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Rfi Contractor

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					DCP-01-005
Rev: 03/15/01



                                 NMSHTD
                       DOCUMENT CONTROL PROCEDURES
Request For Information (RFI)
The RFI will document the flow of information concerning various requests for additional
information, clarifications, field conflicts, and specification or plan interpretations. An RFI may
be issued by the Contractor to the Project Manager or in some instances from the Project
Manager to others. It is essential that all Contractor generated RFI’s be dispositioned in as
timely a manner as possible.


Contractor Generated RFI
The initiator of the RFI shall ensure the RFI clearly describes the problem, conflict or request for
additional information and where possible provides a suggested resolution.

The completed RFI form, including a Contractor applied Sequential RFI Number, will be
forwarded to the NMSHTD Project Manager by fax or hard copy. Email will not be accepted.
The NMSHTD Project Manager (with assistance from staff) will evaluate the RFI to determine if
disposition can be made at the project level. If so, the RFI disposition section will be completed,
the RFI executed, and the executed original RFI returned to the Contractor.

For all RFI’s, NMSHTD Project Manager shall:
    Review, disposition or forward to others for disposition
    Maintain a copy of the RFI in the Project Office Files
    Forward a copy of the RFI to the Project Office Manager for distribution and logging.
        The Office Manager will maintain an electronic RFI spreadsheet wherein traceable
        information for each RFI will be recorded (RFI Tracking Spreadsheet). Additionally, the
        Office Manager will maintain a separate, physical file, for each contract, of received and
        dispositioned RFI’s.

It is likely that there will be Contractor generated RFI’s relating to design or other issues which
cannot be addressed in the field. In these situations, the NMSHTD Project Manager will forward
the RFI with an attached transmittal letter to the Design Group, Area Engineer, Assistant District
Engineer, or other Department Section. The date of the transmittal will be recorded in the RFI
Tracking Spreadsheet. Upon disposition of the RFI, the executed RFI will be returned to the
Project Manager for forwarding to the Contractor, distribution and logging to the RFI Tracking
Spreadsheet. If a design change is required as a result of the RFI, the Design Group will prepare
the design change and revise documents as required. The Project Manager will initiate a Project
Change Order if required.




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DCP-01-005
Rev: 03/15/01



NMSHTD Project Personnel Generated RFI
Project Personnel identifying a problem in the field or error in the plans in which more
information or clarification is needed shall initiate an RFI. The initiator of the RFI shall ensure
the RFI clearly describes the problem, conflict or request for additional information and where
possible provides a suggested resolution.

The completed RFI form, including a sequential RFI Number (A-XXX, A is for Agency, xxx is
the number), will be forwarded to the Project Manager for disposition. The Project Manager will
forward a copy to the Office Manager for logging into the RFI Tracking Spreadsheet. The RFI
may be in electronic or hard copy form. The Project Manager will determine if disposition can
be made at the field level. If so, the RFI disposition section will be completed, the RFI executed,
and the executed original RFI returned to the originator. A copy of the executed RFI will be
forwarded to the Office Manager for logging into the RFI Tracking Spreadsheet.

If the RFI cannot be addressed by the Project Manager, the Project Manager will forward the RFI
with an attached transmittal letter to the Design Group, Area Engineer, Assistant District
Engineer, or other Department Section. The date of the transmittal will be recorded in the RFI
Tracking Spreadsheet. Upon disposition of the RFI, the executed RFI will be returned to the
Project Manager for forwarding to the initiator, distribution and logging to the RFI Tracking
Spreadsheet. If a design change is required as a result of the RFI, the Design Group will prepare
the design change and revise documents as required. If the RFI results in a design change, plan
clarification or otherwise affects the contract, the Project Manager will forward a copy of the RFI
to the Contractor. The Project Manager will initiate a Project Change Order if required.


Forms Required
To ensure project-wide consistency and to facilitate review, contractors and the Department will
use the Standard RFI form C-01-005 and RFI Tracking Spreadsheet SS-01-005 attached. At the
Pre-construction Conference, Contractors will be given a diskette with the form included for
their use if they choose to create RFI’s on the computer. The RFI form shall not be modified or
changed in any way. If modifications are needed, the Construction Bureau’s Constructability
Engineer shall be notified of the suggested revisions. If the revisions are adopted, the
Constructability Engineer will initiate the change on the Master Copy and will make distribution
accordingly. The spreadsheet may be modified to suit the needs of the project provided the
general content is maintained.

It will be a requirement that all RFI’s contain a sequential RFI number.




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