19.5 Requests for Information & Architect’s Supplemental Instructions
Key Takeaways
- A request for information seeks clarification of the contract documents and is never authorization for a change in the work.
- The architect must respond to RFIs with reasonable promptness, and unreasonable delay can itself become the basis of a delay claim.
- High RFI volume on a single trade or detail is a leading indicator of a documentation problem that should be addressed at its source.
- An architect’s supplemental instruction on AIA Document G710 orders a minor change consistent with the intent of the contract documents.
- A G710 may be issued only where the change involves no adjustment to the contract sum or contract time, and it is signed by the architect alone.
Clarification & Contract Modification Instruments under AIA A201
During the construction phase of a building project, changes and clarifications are inevitable. Unforeseen subsurface site conditions, building code interpretations by local officials, owner-requested scope modifications, and documentation ambiguities require standardized administrative instruments to maintain contract integrity.
AIA Document A201–2017 establishes a rigid hierarchy of clarification and contract modification instruments, each designed for specific contractual circumstances and governed by strict signature rules:
┌────────────────────────────────────────────────────────────────────────┐
│ CONTRACT MODIFICATION INSTRUMENT HIERARCHY │
├────────────────────────────────────────────────────────────────────────┤
│ 1. REQUEST FOR INFORMATION (RFI): │
│ Inquiry mechanism seeking interpretation. NOT a change instrument. │
│ │
│ 2. ARCHITECT'S SUPPLEMENTAL INSTRUCTIONS (ASI - AIA G710): │
│ • Signed by ARCHITECT ONLY. │
│ • Minor change in the work. $0 cost change, 0 days time change. │
│ │
│ 3. CONSTRUCTION CHANGE DIRECTIVE (CCD - AIA G714): │
│ • Signed by OWNER + ARCHITECT (Bilateral). │
│ • Mandatory order to proceed when cost/time is disputed or unknown. │
│ │
│ 4. CHANGE ORDER (CO - AIA G701): │
│ • Signed by OWNER + ARCHITECT + CONTRACTOR (Tripartite agreement). │
│ • Complete mutual accord on Scope Change, Cost Change, Time Change. │
└────────────────────────────────────────────────────────────────────────┘
Requests for Information (RFIs): Protocol & Claim Boundaries
A Request for Information (RFI) is a formal written inquiry initiated by the contractor to seek clarification or interpretation of the Contract Documents (drawings, specifications, or details) when an ambiguity, conflict, or omission is encountered in the field.
Architect's Responsibilities under A201 Section 4.2.14
Under AIA A201 Section 4.2.14, the architect must review and respond to RFIs with reasonable promptness, adhering to any agreed-upon submittal and RFI response schedule established at the preconstruction conference (typically 7 to 14 calendar days). The architect's response must be written and may include supplementary sketches or revised details.
The Critical Legal Boundary: An RFI Is NOT a Change Authorization
An architect's response to an RFI provides interpretation of the design intent—it does not authorize a change in the Contract Sum or Contract Time. This boundary is a frequent source of contractor claims and ARE exam questions:
- If the contractor believes that an architect's RFI response clarifies a detail by introducing additional materials, higher-grade finishes, or more labor-intensive assemblies not originally included in the Contract Documents, the contractor must not proceed with the work.
- Under AIA A201 Section 15.1.3, the contractor must provide written notice of a claim for an increase in Contract Sum or Contract Time to the owner and architect within 21 days after the occurrence of the event giving rise to the claim (or within the timeframe specified in the contract).
- If the contractor proceeds to execute the work based on an RFI response without giving timely written notice of a claim, the contractor waives all legal rights to seek additional compensation or time extensions later.
RFI Tracking and Risk Management
In contemporary practice, contractors sometimes submit hundreds of speculative or unnecessary RFIs ("shotgun RFIs") to construct a paper trail for future delay claims. Architects mitigate this risk by maintaining a rigorous RFI tracking log recording: RFI number, date received, drawing/specification reference, subject, date returned, days in review, and whether the response impacted cost or time. If an RFI asks a question that is already clearly answered in the drawings or specifications, the architect should respond factually by referencing the exact sheet and detail number, noting that the inquiry is covered under the base contract.
Minor Changes in the Work: Architect's Supplemental Instructions (AIA G710)
Under AIA A201 Section 7.4, the architect possesses independent unilateral authority to order minor adjustments to the work:
"The Architect may order minor changes in the Work that are consistent with the intent of the Contract Documents and do not involve an adjustment in the Contract Sum or an extension of the Contract Time. The Architect's order for minor changes shall be in writing. If the Contractor believes that the proposed minor change in the Work will affect the Contract Sum or Contract Time, the Contractor shall notify the Architect and shall not proceed to implement the change in the Work."
The standard AIA instrument used for this purpose is AIA Document G710™ (Architect's Supplemental Instructions - ASI).
Legal Characteristics of an ASI
- Signatures Required: The ASI is issued and signed by the Architect only. Neither the owner's signature nor the contractor's signature is required for the instruction to become binding.
- Absolute Financial & Schedule Restrictions: An ASI CANNOT increase or decrease the Contract Sum, and it CANNOT increase or decrease the Contract Time. It must represent zero financial impact ($0.00) and zero schedule impact (0 calendar days).
- Typical Applications: Clarifying an un-dimensioned partition location; shifting an interior gypsum wall 2 inches to allow clearance for a plumbing waste riser; substituting a specified paint color for another color within the same manufacturer formulation tier; reversing the swing of an interior door that does not affect egress ratings.
- Contractor's Safeguard: If the contractor receives an ASI and determines that the instruction will, in fact, cause an expenditure of additional labor or materials or cause a schedule delay, the contractor must immediately notify the architect in writing and refuse to execute the work. If the contractor proceeds with the ASI work without written notice, the contractor forfeits any right to claim additional money or time.
An owner requests that the architect add a custom wood slat acoustic wall feature to an executive boardroom during construction. The architect prepares a Proposal Request, and the contractor submits an itemized quotation of $24,500 and a 6-calendar-day schedule extension. The owner reviews the quotation, finds the price and time reasonable, and formally approves the proposal. What contract administration document must be executed to incorporate this modification into the contract, and who must sign it?