How to Manage Technical Clarifications and RFIs During Tower Internals Procurement

Engineering RFQs are rarely perfect.

Suppliers may discover missing or conflicting information after reviewing:

• vessel drawings;
• packing data;
• process conditions;
• support details.

A structured technical clarification or RFI process prevents these questions from becoming hidden assumptions.

What Is an RFI?

RFI commonly means:

Request for Information.

The supplier uses it to request information needed to:

• quote;
• design;
• manufacture;
• inspect;
• install.

A technical clarification can serve a similar purpose.

The project should use consistent terminology.

Ask One Clear Question

Weak RFI:

“Please clarify tower details.”

Strong RFI:

“Drawing V-101-R2 shows tower ID 1800 mm, while datasheet DS-101-R3 shows 1820 mm. Please confirm the controlling inside diameter for distributor fabrication.”

The second question can be answered and closed.

Reference the Source

Every clarification should reference:

• document number;
• revision;
• clause;
• drawing dimension where applicable.

This prevents both sides from discussing different source documents.

State Why the Information Matters

The supplier should explain whether the answer affects:

• price;
• design;
• fabrication;
• delivery.

For example:

“Manway clear opening is required to finalize segment dimensions.”

This helps the purchaser prioritize the response.

Avoid Hidden Assumptions

If the project does not answer an RFI before quotation, the supplier may need to proceed using an assumption.

That assumption should be stated explicitly.

It should not disappear inside the supplier's internal calculations.

Maintain a Clarification Register

A register can contain:

• RFI number;
• question;
• issue date;
• responsible party;
• response;
• status;
• affected drawing;
• commercial impact.

This prevents decisions from being lost inside email threads.

Close the RFI in Controlled Documents

Suppose the buyer confirms:

Tower ID = 1820 mm.

The final approved supplier drawing should also use 1820 mm.

Otherwise, the project technically answered the RFI but failed to integrate the answer into manufacturing documentation.

Distinguish RFI from Deviation

RFI:

“Which material is required?”

Deviation:

“You require SS316L; we propose SS304.”

The first seeks information.

The second seeks permission to depart from a known requirement.

These should use different control paths.

Response Time Matters

Unanswered technical questions can directly affect:

• drawing schedule;
• material purchase;
• production;
• delivery.

The project should therefore assign reasonable response ownership and timing.

Do Not Use RFIs to Transfer Design Responsibility

A supplier should not ask the purchaser to decide every fabrication detail if the supplier has contracted design responsibility.

RFIs should resolve missing project information, not move the supplier's engineering work back to the purchaser.

Engineering Takeaway

A strong RFI process turns missing or conflicting information into controlled project decisions.

Each RFI should be specific, traceable to source documents, formally answered, and incorporated into the final design baseline.