Change Request (CR)/

Request for Information (RFI)

Document Number EN-CDMPS-207
Revision 7
Approved By Ric Morris
DHQ, CHC, Stations
January 12, 2005
Active Divisions/Departments
FEMC

Raytheon Polar Services Company

Facilities, Engineering, Maintenance, and Construction (FEMC)
Contract No. OPP 0000373
HARD COPY NOT CONTROLLED-CONTROLLED COPY AVAILABLE ONLINE

Raytheon Polar Services Company

Change Request (CR)/Request for Information (RFI)
DHQ, CHC, Stations

EN-CDMPS-207
Revision 7

Table of Contents
Table of Contents ............................................................................................................................. i
Purpose............................................................................................................................................ 1
Scope/Applicability......................................................................................................................... 1
Responsibilities ............................................................................................................................... 1
Project Manager or Designee ...................................................................................................... 1
Manager, Engineering ................................................................................................................. 2
Document Control Specialist ...................................................................................................... 2
General............................................................................................................................................ 2
Procedure ........................................................................................................................................ 3
Request for Information (RFI) .................................................................................................... 3
Change Request (CR).................................................................................................................. 3
Identification of Change Requirements....................................................................................... 5
Logging the CR Form ................................................................................................................. 5
Change Request Process.............................................................................................................. 5
References....................................................................................................................................... 6
Records ........................................................................................................................................... 6

Facilities, Engineering, Maintenance, and Construction (FEMC)

Contract No. OPP 0000373

Raytheon Polar Services Company

Change Request (CR)/Request for Information (RFI)
DHQ, CHC, Stations

EN-CDMPS-207
Revision 7

Purpose
To define the process for accomplishing a clarification or change to a
design/construction document, drawing, specification, or shop drawing. There
are two means to accomplish a clarification or change, the Request for
Information (RFI) and the Change Request (CR). The RFI is used to clarify
minor discrepancies or issues with design/construction documents. The CR is
used to describe significant impacts to budget, schedule, or other
design/construction issues, and to document client approval.
Change requirements can be conflicts between systems and structures or
drawings and specifications that do not clearly define the conditions.

Scope/Applicability
This procedure applies to all Engineering, Maintenance, and Construction
projects being performed by Raytheon Polar Services Company (RPSC). It
applies regardless of the organization that produced the design.

Responsibilities
Project Manager or Designee

Assures that this procedure is followed for all Engineering, Maintenance,

and Construction projects.

Reviews CR or RFI for completeness and responds to the

recommendations provided by the design engineers or design-engineering
firms.

Ensures CR or RFI is coordinated with in-house designers, third party

design firms, and the National Science Foundation (NSF).

Facilities, Engineering, Maintenance, and Construction (FEMC)

Contract No. OPP 0000373

Page 1 of 6 total pages

Raytheon Polar Services Company

Change Request (CR)/Request for Information (RFI)
DHQ, CHC, Stations

EN-CDMPS-207
Revision 7

Assigns and supervises the field personnel responsible for generating the
change request.

Electronically logs the change request.

Assigns change request numbering.

Manager, Engineering

Advises the Project Manager on issues that will have project impact.

Reviews all CRs prior to issuance to the NSF.

Assures that all changes are approved prior to incorporation into the
construction schedule.

Ensures fieldwork is coordinated to minimize cost and schedule impact to

the client while the CR/RFI is in process.

Document Control Specialist

Maintains hardcopy and/or electronic files of CR/RFI documentation.

General
This procedure outlines the process for requesting information needed to
clarify designs, specifications, or as-built conditions. The procedure applies
to all RFIs and CRs. Any changes or deviations from design documents,
drawings, specifications, or shop drawings require approval prior to
implementation. Also, this procedure will be used to initiate an RFI or CR to
make revisions to design documents issued for construction, and prior to
changes being incorporated as part of the design and/or construction.
This procedure uses the Change Request Form (EN-CDMPS-207a) for tracking,
controlling, and recording the actions for changes to design documents.

Facilities, Engineering, Maintenance, and Construction (FEMC)

Contract No. OPP 0000373

Page 2 of 6 total pages

Raytheon Polar Services Company

Change Request (CR)/Request for Information (RFI)
DHQ, CHC, Stations

EN-CDMPS-207
Revision 7

Procedure
(See the flowchart for the Expedition Software Change Management Process
on the next page.)
Request for Information (RFI)
A RFI generates feedback to the initiator, and can result in a clarification that
requires no further action, requires minor changes to design/construction
documents, or may lead to a formal change request if there is a significant
impact to the project. The Project Manager or designated project staff will
write and issue the request for information. If a RFI results in a formal
Change Request, the Change Request Form (EN-CDMPS-207a) must be
submitted and approved prior to work beginning.
Option 1 In-house Design Team:
The RFI is forwarded to the internal design team members, as applicable. The
design team will formulate a concerted response. If the response results in no
change to documents or clarifies an ambiguity at no cost, then the project team
will proceed according to RFI directions. Otherwise, a change request form
must be submitted.
Option 2 Third Party Design Team:
The RFI is forwarded to the clients design team as designated by project
procedures. If the response results in no change to documents or clarifies an
ambiguity at no cost, then the project team will proceed according to RFI
directions. Otherwise, the project team must evaluate the project impact prior
to issuing a change request to the NSF.
Change Request (CR)
A Change Request is a formal document intended to protect the interests of
both the client (NSF) and contractor (RPSC). This document is used when
there is a clarification or change that causes a significant impact to project
budget, schedule, or similar concern. The CR defines the issue, generates
feedback to the initiator, and documents the impact to the project. Change
Facilities, Engineering, Maintenance, and Construction (FEMC)
Contract No. OPP 0000373

Page 3 of 6 total pages

Raytheon Polar Services Company

Change Request (CR)/Request for Information (RFI)
DHQ, CHC, Stations

EN-CDMPS-207
Revision 7

Requests are issued to the client for approval and release. Change Requests
are submitted using the Change Request Form (EN-CDMPS-207a).

Expedition Software Change Management

Process
RFI
(IssueorOtherDocument)

InitiateChange

1
CHANGE
MANAGEMENT

ADD
DOCUMENT

2
Est. - for RPSC
work
Quoted proposal from
Sub. Group

ENTER

COMMITMENTS

COPY COMMITMENTS
TO BUDGET

Quote
Negotiate
Final

OWNER PROPOSAL &

NEGOTIATE PHASE

OWNER
Change Order

SUBCONTRACTOR
CHANGE ORDER

Facilities, Engineering, Maintenance, and Construction (FEMC)

Contract No. OPP 0000373

Page 4 of 6 total pages

Raytheon Polar Services Company

Change Request (CR)/Request for Information (RFI)
DHQ, CHC, Stations

EN-CDMPS-207
Revision 7

Identification of Change Requirements

All design changes and clarifications need to be identified as early in the
construction process as possible. When a design change is identified, it must
be documented and reviewed by the design team.
Logging the CR Form

The form will be electronically logged at headquarters by the Project

Manager or designees.
Change request and RFI numbering will be determined by the Project
Manager.

Change Request Process

The Project Manager or designated project staff will write and issue the
change request. The Engineering Manager shall review all changes required
prior to issuance to the NSF. The estimating staff should be utilized for
developing a cost proposal. After NSF submission, the NSF can issue
direction to proceed with/or without cost approval; or reject the CR. If a CR is
rejected, further direction may be required which could start the RFI process
again.
Once the NSF provides direction, which can be via e-mail messages indicating
concurrence (acceptable in lieu of signatures), the project team shall start the
procurement process, schedule revisions, work-in-place modifications, and asbuilt drawings.
Since the USAP does not issue formal project change orders, the estimate to
complete is adjusted to reflect funding changes.
Document Control shall maintain hardcopy and/or electronic copies of all RFI
and CR documentation.
Note The SPSM Project has a long history with the client, the NSF, of

submitting CRs in a different format. This project will continue to

use CR form EN-CDMPS-207a Revision 4.

Facilities, Engineering, Maintenance, and Construction (FEMC)

Contract No. OPP 0000373

Page 5 of 6 total pages

Raytheon Polar Services Company

Change Request (CR)/Request for Information (RFI)
DHQ, CHC, Stations

EN-CDMPS-207
Revision 7

References
As-Built Drawings (EN-CDMPS-209)
Change Request Form (EN-CDMPS-207a)

Records
See the Change Request Form (EN-CDMPS-207a) in the FEMC-DHQ &
Stations tab of the FEMC Records Management Table (EN-D-226a).

Facilities, Engineering, Maintenance, and Construction (FEMC)

Contract No. OPP 0000373

Page 6 of 6 total pages