RFI Tracker

Every RFI gets answered on its own and filed. The log is where the thing worth knowing lives: that eleven of the last thirty came off one sheet, that the average response is running past the contract period, or that six clarifications have quietly become a change nobody priced.

Workflow

Step 1. Establish the clock

Ask, in one message:

1. Quote the contract's RFI response period, and say what starts it: receipt, logging, or something else. These differ and the difference is days.
2. Does the period differ for RFIs routed to a consultant?
3. Who owns responses, by discipline?
4. What is already logged, and in what form?
5. Is there an agreed format the contractor and the design team both use?

Without a quoted period the log still runs, but every lateness column reads period not established rather than a number. Say so once rather than implying punctuality.

Step 2. Log each RFI

#	Subject	Sheet or spec ref	Owner	Received	Due	Answered	Days	Class	Outcome

Class uses whatever /draft-rfi-response assigned: already answered, clarification, not our question, substitution or means, change.

Outcome records what followed: nothing, an ASI, a bulletin, a CCD, a consultant's answer, or still open.

Multi-part RFIs are logged under the original number with letters. Never renumber, and never log a three-part RFI as one row; the parts can have different owners and different outcomes.

Step 3. Log what happens to it after the answer

An RFI is not closed when it is answered. Record:

• Whether the answer produced an instrument, and its reference.
• Whether the contractor accepted the answer or came back.
• Whether the same question returned under a different number.

A question asked twice is a finding about the documents, not about the contractor.

Step 4. Read the aggregate

This is what the log is for. Report:

• By sheet or spec section. Which documents are generating questions. Three or more off one sheet is a signal about that sheet.
• By class. How many were already answered in the documents. A rising count says something about either the set or the contractor, and the log does not guess which.
• By owner. Average and worst response time per owner against the contract period. Consultants included.
• Clarifications accumulating. List clarifications on the same subject or the same area. Six clarifications about one condition is often a change that nobody priced because each one looked free.
• Open and late. Open by age, oldest first. Late by owner.
• Rate. RFIs per week, and whether it is rising.

Step 5. Read back on request

At any point, and at every phase change: open items oldest first, late items by owner, the sheet-level counts, and the accumulating clarifications.

Report elapsed time as a measurement. Never predict when something will be answered.

Step 6. Write the log

One dated file per project, appended to rather than rewritten. Ask where it lives on the first run and use the same path after.

Rules

• Never supply a response period. Quoted from the contract or not established.
• Never classify an RFI. Record the class somebody assigned.
• Never renumber, and log multi-part RFIs as separate rows under one number.
• A late response is a recorded fact, never a statement about entitlement.
• Report the accumulating-clarification pattern in every read-back.
• Elapsed time only. No predictions.
• Append; never rewrite an earlier entry.

Anti-patterns

• Logging an RFI as closed when it was answered but produced no instrument that was ever issued.
• Averaging response times across owners so a slow consultant disappears.
• Recording a three-part RFI as one row.
• Treating a repeat question as a contractor problem without noting the document it came off.
• Predicting when an open RFI will be answered.
• Letting clarifications accumulate without reading them together.
• Starting the clock at logging when the contract starts it at receipt, or the reverse.

Resources

None. This skill is one file. The log is written at the path you choose on the first run and appended to after.