Contractors' Requests Management

Manage RFI/RFA submissions from contractors through approval to acknowledgment

Objective

Streamline contractor requests for information and approvals with clear routing and tracking

Participants (5 roles)

contractor: Contractor
pmTeam: PM Team
designer: Designer/Consultant
projectManager: Project Manager
ownerRep: Owner Representative

Input

RFI/RFA form with supporting documentation

Output

Approved RFI/RFA with contractor acknowledgment

Process Flow

100%
flowchart LR
    node0["Submission"]
    node1["Internal Screening"]
    node2["Pending Approval"]
    node3["Final Issuance & Acknowledgment"]

    node0 --> node1
    node1 --> node2
    node2 --> node3

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

3-5 days

Avg. Completion Time

20-50 requests

monthlyVolume

85%

approvalRate

24-48 hours

responseTime

Stages Overview

100%
PROPERTIES
STAGE 1
Submission
STAGE 2
Internal Screening
STAGE 3
Pending Approval
STAGE 4
Final Issuance & Acknowledgment
Stage Owners
Contractor
PM Team
Designer/Consultant
PM Team
Stage Workers
-
-
Project Manager
Owner Representative
Contractor
Duration
1-2 hours
2-4 hours
1-2 days
4-8 hours
Output Fields
• RFI/RFA Form*
• Request Type*
• Priority*
• Completeness Check*
• Routing Decision*
• Screening Notes
• Technical Review Status*
• Review Comments*
• All Approvals Complete*
• Final RFI/RFA Document*
• Contractor Acknowledgment*
• Issue Date*
To-dos
• Submit RFI/RFA form with relevant documentation
• Upload drawings and specifications
• Review for completeness and proper format
• Route to appropriate approvers
• Technical review and provide comments
• Obtain all required approvals
• Issue approved RFI/RFA to contractor
• Obtain contractor acknowledgment

Automation Rules

Automation 1: Field Value Alert

If Priority equals, Then send notification to Project Manager with message: "Critical RFI/RFA submitted - expedited review required"

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to Owner Representative with message: "RFI/RFA approval pending for over 48 hours"

Workflow Summary

Total Stages

4

Total To-dos

8

Output Fields

12

Automations

2