RFIs, Submittals & Releases

Creating a Request for Information (RFI)

RFIs let you formally document information requests to architects, engineers, or owners — with full tracking of request dates, responses, and cost impacts.

1. Select a job from the Proposals sidebar or Jobs tab.
2. Click the RFIs button in the job toolbar.
3. Click Add RFI.
4. Fill in the RFI details:
   • Subject — a concise title for the information requested.
   • Request Date — the date the RFI is being sent.
   • Due Date — when you need a response by.
   • Reply By Days — a numeric field expressing the turnaround time in days (auto-calculates from dates or can be set manually).
   • Company and Contact — who the RFI is directed to.
   • Requested By — the internal employee submitting the RFI.
   • Request — use the rich text field to describe the information needed in detail.
   • Cost Impact — set to Review, Yes, or No.
   • RFI Status — Open, Closed, or Void.
5. Click Submit. RFIs are numbered automatically per job (RFI #1, RFI #2, etc.).

To email the RFI: open it (eye icon) → click Email. The To field auto-fills from the contact on the RFI.

To record a response: click Edit on the RFI → fill in the Response field and Response Date → update Status to Closed → Submit.

Managing Submittal Transmittals

Submittal transmittals track product data sheets, shop drawings, samples, and other documents submitted to the architect or engineer for review and approval.

1. Select a job, then click Submittals in the job toolbar.
2. Click Add Submittal.
3. Fill in the submittal header:
   • Subject — a descriptive title (e.g., "HVAC Equipment Data Sheets").
   • Classification — use the filter tabs to organize by submittal type.
   • Submit Date — when the package is being sent.
   • Company and Contact — who the submittal is going to.
   • Submitted By — the internal employee sending it.
   • Sending Info — delivery method or reference number.
   • Reason — first submission, resubmission, etc.
   • Lead Time — expected manufacturing or delivery lead time.
   • Receive Date — when you need the reviewed submittal returned.
4. Add items to the transmittal list in the Items section below the header.
5. Click Submit.

To revise a submittal: open it → click Revise. A new revision is created with the previous version archived. Use Print or PDF to generate the formatted transmittal letter. Use Email to deliver directly to the contact.

Tracking the review cycle: After sending a submittal, the PM updates the following tracking fields as the external review progresses:

• Receive Date — the date the reviewed submittal was returned to you.
• Review Status — the outcome of the review (e.g., Approved as Noted, Revise and Resubmit).
• Revise Date — if revision is required, the date the revised package is due back.
• Vendor Release Date — the date the vendor is authorized to proceed with fabrication or delivery.

Creating Equipment Release Documents

Equipment release documents formalize the release of materials or equipment to the jobsite — creating a trackable record of what was released, to whom, and when.

1. Select a job, then click Releases in the job toolbar.
2. Click Add Release.
3. Fill in the release header:
   • Release Date — the date equipment is being released.
   • Company and Contact — who is receiving the equipment.
   • Submitted By — the internal employee processing the release.
   • PO Number — the purchase order number associated with the release.
   • Remarks — any notes or special conditions.
4. Add release items in the equipment list below the header. Each item includes a description, quantity, and unit.
5. Check Released on each item once it has been physically released to the site.
6. Click Submit.

Duplicating a release to another job:

• Duplicate to This Job — creates a copy of the release on the current job (useful for recurring deliveries).
• Copy to Another Job — opens a job picker so you can copy the release document to a different job.

Creating a Request for Proposal (RFP)

RFPs (also called bid leveling sheets) let you collect and compare bids from multiple subcontractors for a specific scope of work on a job.

1. Select a job and click RFPs in the job toolbar. Alternatively, click the RFP icon badge on any CO row to create an RFP linked to that specific CO.
2. Click Add RFP.
3. Fill in the RFP header:
   • Trade — the trade or scope being bid (e.g., Electrical, Plumbing).
   • Description — a summary of the work being put out to bid.
   • Due Date — when bids are due.
   • Status — current status of the bid process.
4. Click Submit. The leveling matrix opens automatically in Edit mode.
5. In the matrix, add line item rows using + Row. Each row has Item #, Description, Unit, and Quantity.
6. Add bidders: type a company name to search, or click Find by Trade to filter vendors by classification.
7. Enter bid amounts in the matrix cells — totals and subtotals calculate automatically.
8. Apply per-bidder adjustments (tax, markup, freight, insurance, discount) below the subtotal row.
9. Click Done to save the matrix.

Printing and Emailing Construction Documents

RFIs, Submittals, and Releases share the same output options from the view toolbar. RFPs (bid leveling sheets) have their own dedicated export in the Bid Leveling article.

• Print — opens the browser print dialog with a formatted letterhead layout. Use your browser's "Save as PDF" option to create a PDF without downloading separately.
• PDF — generates a downloadable PDF using html2pdf. The file is named automatically with the document type, number, and job name.
• Email — opens an email dialog with the To field pre-filled from the contact on file. You can add CC and BCC recipients as needed before sending.
• Excel Export — downloads data as an .xls spreadsheet. Available on RFIs and Leveling Sheets. Useful for sharing tabular data with parties who do not have SCOPE access.