What the RFI?

Matt Brennan
  • 5.0 (6)
  • Design
  • Updated Weekly

What the RFI? is a podcast dedicated to Construction Administration, Contract Administration, and Architectural Project Coordination. Hosted by Matt Brennan, a Construction Administration Leader with over 25 years of experience, the show explores the real-world processes behind successful construction projects, including RFIs, Site Instructions, Change Orders, Construction Contracts, Specifications, Submittals, Deficiencies, Site Meetings, Project Closeout, and consultant coordination. Every episode features practical advice, real project examples, industry technology, AI tools, and workflow improvements designed to help architects, architectural technologists, engineers, consultants, owners, project managers, and general contractors deliver better projects. If you work in architecture, construction, or construction administration, What the RFI? delivers practical insights to help you navigate every stage of the construction process. How many RFIs did you get this week?

  1. Sep 21

    Fan Mail: How to Get Into Construction Administration

    How do you get into Construction Administration? In this special episode of What the RFI?, recorded while on vacation in Tofino, BC, I answer some fan mail from Richard—an experienced Architectural Technologist looking to make the jump into a full-time Construction Administration role. We talk about how experience in architectural technology, construction documents, RFIs, shop drawings and consultant coordination can become the foundation for a career in CA—and why you probably already know more than you think. I also get into some of the skills that aren’t necessarily taught in school: learning from experienced Construction Administrators, getting out to site, understanding contracts, communicating with contractors and consultants, and developing the judgment that only comes from experience. And since I’m recording this episode from the beach while on vacation, there’s one more important CA lesson: Take your vacation! Construction Administration can follow you everywhere if you let it. Turn on the Out of Office, hand over your projects, remove the work email from your phone and disconnect. The RFIs will still be there when you get back. In this episode: How to transition into Construction AdministrationMoving from Architectural Technologist to CAWhy document-production experience mattersGetting your first real CA experienceLearning RFIs, shop drawings and construction changesWhy field experience is so importantFinding a Construction Administration mentorLearning from contractors and consultantsDeveloping confidence and judgment in CAWhat to consider when accepting a CA positionCreating boundaries between construction projects and your personal lifeWhy you need to actually take your vacationChapters 00:00 — Live From Tofino: We’ve Got Fan Mail01:10 — Richard’s Construction Administration Career Question02:08 — How Do You Get Into Construction Administration?04:58 — Document Support IS CA Experience07:54 — Ask for More CA Experience09:11 — Get Out to the Construction Site11:11 — Learn What the CA Documents Actually Do12:38 — Learn Your Construction Contract13:34 — Learn From the Contractor15:56 — Communication Is a Huge Part of CA18:20 — Find a Construction Administration Mentor19:36 — Richard’s CA Career Opportunity22:19 — Learn to Turn Off Work23:19 — Take Your Damn Vacation!24:54 — Your Project Will Survive Without You25:20 — The RFIs Will Still Be There26:04 — More What the RFI? Fan Mail26:52 — Keep the RFIs Moving… Unless You’re on VacationHave a Construction Administration question you’d like answered on a future Fan Mail episode? Send it to What the RFI? What the RFI? is a podcast about the real-world practice of Construction Administration, including RFIs, shop drawings and submittals, Change Orders, Supplemental Instructions, field reviews, site meetings, construction contracts, occupancy and project closeout. Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    Fan Mail: How to Get Into Construction Administration

  2. Sep 14

    Occupancy Inspections: What Building Inspectors Look For

    Your building is nearly finished. The consultants have signed off. Integrated systems testing is complete. Everyone is talking about move-in day. Now the building inspector is coming. In Episode 50 of What the RFI?, we’re talking about one of the biggest milestones in Construction Administration: the occupancy inspection. What happens when the Authority Having Jurisdiction (AHJ) arrives on site? What is the building inspector actually looking for? Who should attend the inspection? And what happens when the inspector finds something standing between your project and an occupancy permit? This is Part 3 of our four-part Occupancy & Project Closeout Series. 🏗️ IN THIS EPISODE What AHJ — Authority Having Jurisdiction — actually meansWho may be involved in an occupancy inspectionWhy the occupancy process varies between municipalitiesWhen to start communicating with the building inspectorWhy occupancy day should NOT be the first time you meet your inspectorHow to perform your own pre-occupancy walkthroughExiting, egress and life-safety requirementsAccessibility items inspectors may reviewFire department requirements and inspectionsWho should attend the occupancy inspectionWhat to do when the inspector identifies something unexpectedWhy arguing with the AHJ on site usually isn’t the answerHow to document and close inspection deficienciesRe-inspections and follow-up reviewsPartial and conditional occupancyGetting to the final occupancy approvalOne of the biggest lessons from this episode? Walk the building BEFORE the inspector does! Forget about the paint touch-ups for a moment and put on your building-inspector hat. Follow the path of egress. Open the doors. Check the hardware. Look at accessibility. Look at guards and handrails. Look at fire separations and fire department access. Make sure the building’s life-safety systems are actually ready. And when the inspector finds something — because they probably will — don’t panic. Understand the concern. Document it. Assign it. Resolve it. And keep the project moving toward occupancy. CHAPTERS 00:00 — The Building Inspector Is Here00:20 — Welcome to What the RFI?02:00 — What Is an AHJ?03:30 — Know Your AHJ04:46 — Don’t Meet the Inspector on Occupancy Day07:24 — Walk the Building Before They Do08:49 — What Will the AHJ Look For?10:29 — Fire Department Review13:05 — Occupancy Inspection Day16:03 — Before the AHJ Leaves18:03 — Unexpected AHJ Deficiencies20:05 — Closing the Deficiencies23:00 — Partial & Conditional Occupancy25:02 — Final AHJ Review Tips27:01 — Don’t Celebrate Yet!🎧 OCCUPANCY & PROJECT CLOSEOUT SERIES This is Part 3 of a four-part What the RFI? series following a construction project through occupancy preparation, integrated systems testing, the AHJ inspection and ultimately project closeout. PART 1 — OCCUPANCY PREPARATION What needs to happen before you can even think about calling for an occupancy inspection? https://youtu.be/HDiwBEi4oHY PART 2 — CAN/ULC-S1001 INTEGRATED SYSTEMS TESTING What happens when all of the building’s life-safety systems are finally tested together? https://youtu.be/NflfD6lh0Gs PART 3 — OCCUPANCY INSPECTIONS: WHAT BUILDING INSPECTORS LOOK FOR You’re listening to it! PART 4 — PROJECT CLOSEOUT Coming next: moving from occupancy into takeover, deficiencies, closeout documentation and the final stages of the construction contract. ▶️ WATCH THE COMPLETE OCCUPANCY & PROJECT CLOSEOUT SERIES https://www.youtube.com/playlist?list=PLDgn59YOfGm8 🎙️ ABOUT WHAT THE RFI? What the RFI? is a podcast about Construction Administration and what actually happens during construction. We talk about RFIs, shop drawings and submittals, Supplemental Instructions, Change Orders, site meetings, field reviews, deficiencies, occupancy, project closeout and everything that happens between the construction drawings and the finished building. Whether you’re an architect, construction administrator, consultant, contractor, project manager or just starting your career in construction, the goal is simple: Make Construction Administration easier to understand. 🌐 Learn more about What the RFI? and Construction Administration: https://www.whattherfi.com Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    Occupancy Inspections: What Building Inspectors Look For

  3. Sep 8

    CAN/ULC-S1001 Integrated Systems Testing — Getting Ready for Occupancy

    What happens after the fire alarm goes off? Does the elevator recall? Do the doors release? Do the mechanical systems respond? Does the monitoring station receive the signal? In Episode 49 of What the RFI?, we continue our four-part Building Occupancy Series with a practical look at CAN/ULC-S1001 Integrated Systems Testing from the Construction Administrator’s perspective. We break down what S1001 testing is, how it differs from fire alarm verification, who needs to be involved, how to prepare for testing day, and what happens when one of the building’s integrated fire and life-safety systems doesn’t respond the way it should. We also discuss the S1001 Integrated Testing Plan, coordinating contractors and consultants, common testing-day failures, retesting, deficiencies, and the final S1001 documentation needed as you work toward building occupancy. In this episode: What CAN/ULC-S1001 Integrated Systems Testing isS1001 testing vs. fire alarm verificationHow fire alarm, elevators, doors, HVAC/BAS and other systems interactWho should be involved in integrated systems testingPreparing the building before testing dayCoordinating trades, consultants and techniciansWhat happens when an S1001 test failsRetesting and documenting deficienciesFinal S1001 documentation for building occupancyConstruction Administration lessons for keeping occupancy on trackChapters 00:00 Fire Alarm Test — Does Everything Work?00:39 S1001 Integrated Systems Testing02:21 What Is CAN/ULC-S1001?03:56 How Integrated Life-Safety Systems Work05:41 S1001 vs. Fire Alarm Verification07:09 Who Is Responsible for S1001 Testing?10:34 The S1001 Testing Plan & Checklist11:19 Before Testing Day — Don’t Use S1001 for Commissioning12:45 Coordinate the Right People15:31 S1001 Testing Day19:30 Expect Something to Fail21:29 Document Deficiencies & Retesting22:40 Final S1001 Report for Occupancy23:44 Construction Administrator Takeaways25:17 S1001 Complete — What’s Next?This is Part 2 of our four-part Building Occupancy Series, following Episode 47 on Building Occupancy Preparation. Next up: the AHJ is coming to site. We’ll look at the final occupancy inspection, what the Authority Having Jurisdiction may be looking for, and what happens when the inspector finds something you weren’t expecting. What the RFI? is a Construction Administration podcast for architects, engineers, consultants, contractors, owners and project managers working through the realities of construction. Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    CAN/ULC-S1001 Integrated Systems Testing — Getting Ready for Occupancy

  4. Aug 31

    50% Canada-U.S. Tariffs Hit Construction: What Happens Next?

    Canada-U.S. tariffs are hitting construction, raising new questions about material costs, steel prices, procurement, contracts, and who ultimately pays when prices suddenly change. With new 50% U.S. tariffs affecting billions of dollars of Canadian goods and Canada preparing retaliatory measures, construction materials including steel, aluminum, lumber, cement, plywood, paint, and other building products are caught in the middle. In Episode 48 of What the RFI?, Matt Brennan looks beyond the political headlines and asks what the latest Canada-U.S. trade dispute could actually mean for construction projects on both sides of the border. Material pricing is already volatile. On a recent project, a U.S. steel detailer described steel pricing that had previously been around $1 per pound now exceeding $3.50 per pound. Tariffs aren’t necessarily responsible for that entire increase, but it’s a real-world example of how quickly construction pricing can change. The bigger Construction Administration question is what happens when those increases reach a project that has already been tendered or is under construction. Who carries the additional cost? What does the construction contract say about tariffs, duties, taxes, and material escalation? How should a tariff-related change be evaluated? What documentation should contractors provide? And could this uncertainty lead to larger contingencies, shorter quote-validity periods, earlier procurement, and more substitution requests? Because tariffs might be negotiated in Ottawa and Washington, but eventually they can find their way into our tenders, procurement, RFIs, substitution requests, change orders, and construction budgets. Chapters 00:00 — 50% Tariffs and Construction01:36 — What Happened With Canada-U.S. Trade Talks?03:20 — Construction Materials Affected by Tariffs05:14 — Why Tariffs Matter to Construction05:31 — Steel Prices: $1 to Over $3.50 Per Pound09:35 — Why U.S. Construction Could Be Affected Too12:58 — Construction Pricing and Tariff Uncertainty16:04 — What Happens to Existing Construction Contracts?16:47 — Proving Tariff-Related Construction Costs19:40 — Get Ready for Substitution Requests22:00 — What Construction Teams Should Do Now23:42 — What Happens Next?Recorded August 24, 2026. The Canada-U.S. trade situation is developing quickly. Tariffs, counter-tariffs, and trade policies discussed in this episode reflect information available at the time of recording and may change. 🎙️ What the RFI? is a podcast about Construction Administration and the real-world challenges that happen between the drawings and the finished building. Are tariffs already hitting your construction projects? Tell me what you’re seeing in the field. Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    50% Canada-U.S. Tariffs Hit Construction: What Happens Next?

  5. Aug 24

    Construction Occupancy: How to Prepare for the Final Inspection

    Your construction project is 99% complete. The walls are painted, the flooring is down, the lights are on and everyone is talking about move-in day. So you’re basically done, right? Not even close! Getting a building ready for occupancy requires months of preparation, testing, documentation and coordination between the contractor, consultants, owner and Authority Having Jurisdiction (AHJ). In Episode 47 of What the RFI?, Matt Brennan kicks off a four-part series on construction occupancy and project closeout with a practical look at how to prepare for occupancy before the final inspection. This episode covers: When to start preparing for construction occupancyCreating and tracking a contractor occupancy checklistArchitectural, mechanical and electrical closeout requirementsConsultant field reviews before occupancySchedule S-B and Schedule S-C requirementsULC fire alarm monitoring certificatesFire alarm verificationHiring and coordinating the CAN/ULC-S1001 testing coordinatorSchedule C-A and Schedule C-B Letters of AssuranceCoordinating consultant documentationAHJ-specific occupancy requirementsContractor testing certificates and closeout documentationBackflow testing, water testing, elevator approvals and other required reportsCommon paperwork issues that can delay an occupancy permitThe biggest takeaway? Occupancy preparation starts months before the final inspection, not weeks. This is Part 1 of the What the RFI? Occupancy & Project Closeout series. Part 2: CAN/ULC-S1001 Integrated Systems Testing Part 3: The Occupancy Inspection Part 4: Project Closeout, Substantial Performance & Ready-for-Takeover Chapters 00:00 Ready for Occupancy?00:39 The Occupancy & Project Closeout Series03:43 When Should Occupancy Prep Start?07:58 Architectural, Mechanical & Electrical Closeout10:45 Schedule S-B & Schedule S-C15:34 ULC Fire Alarm Monitoring Certificate17:04 Fire Alarm Verification18:49 Hiring the CAN/ULC-S1001 Testing Coordinator22:33 Schedule C-A – CRP Letter of Assurance24:09 Schedule C-B – Consultant Letters of Assurance28:57 AHJ-Specific Occupancy Requirements30:14 Contractor Testing & Occupancy Documents33:20 Pulling the Occupancy Package Together35:05 Next: CAN/ULC-S1001 Integrated TestingWhat the RFI? is a Construction Administration podcast covering RFIs, submittals, site instructions, change orders, field reviews, construction contracts, project closeout and the day-to-day realities of managing construction projects. Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    Construction Occupancy: How to Prepare for the Final Inspection

  6. Aug 17

    Before You Dig: Earthworks, Geotech & Stripping Plans

    You want me to strip what? Some of the biggest financial risks on a construction project happen before the building ever gets out of the ground. In Episode 46 of What the RFI?, Matt Brennan digs into earthworks, geotechnical reports, test holes, stripping plans, and the steps architects and owners can take to reduce the risk of costly surprises underground. Because a $100,000 earthworks budget can turn into $1 million in extras remarkably quickly when actual site conditions don’t match what everyone expected. In this episode, we cover who should retain the geotechnical engineer, why a couple of test holes may not tell the whole story, when additional targeted testing makes sense, and how the civil engineer can turn geotechnical information into a stripping plan contractors can actually price. We also get into one of the most important parts of earthworks tendering: establishing unit rates before construction begins. And when excavation still goes sideways? We look at Change Directives, truck counts, quantity tracking, documentation, and the inevitable argument over whether the tendered unit rate still applies. You can’t eliminate every underground unknown. But you can do a hell of a lot more before the excavator arrives. In this episode: Geotechnical investigations and test holes Who should retain the geotechnical engineerReducing earthworks risk before tenderWhat a stripping plan is and why it mattersEarthworks tender packagesExcavation and fill unit ratesDiffering site conditionsChange Directives for unexpected earthworksTracking trucks and excavation quantitiesReviewing earthworks extrasConstruction Administration during excavationChapters 00:00 – You Want Me to Strip What?00:29 – Welcome to What the RFI?02:31 – Who Should Hire the Geotechnical Engineer?05:03 – The Initial Geotechnical Investigation08:00 – Why You Should Bring the Geotech Back10:00 – What Is a Stripping Plan?12:59 – Building the Earthworks Tender Package14:00 – Why Unit Rates Matter15:55 – Construction Starts… and Things Go Sideways16:49 – The Emergency Site Meeting18:26 – When It Becomes a Change Directive20:09 – Track Every Truck22:38 – The Unit Rate Argument24:30 – Closing Out the Earthworks Costs26:28 – Key Takeaways28:23 – You Make or Lose Your Money in the GroundWhat the RFI? is a podcast about Construction Administration for architects, consultants, contractors, owners, and anyone trying to make construction projects run a little smoother. Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    Before You Dig: Earthworks, Geotech & Stripping Plans

  7. Aug 10

    Why Construction Projects Fall Apart Before Occupancy

    You have 24 months to build a school… yet somehow every deficiency, training session, closeout document, hardware adjustment and commissioning issue seems to appear in the final two weeks before occupancy. Why? In this episode of What the RFI?, Matt talks about procrastination in construction and why the final stretch before occupancy can become absolute chaos. Using two school projects currently approaching occupancy, Matt shares some of the challenges from the past week—from fire alarm verification and elevator commissioning to door hardware, long-lead items, O&M manuals and owner training. But this isn’t about blaming contractors. Architects, consultants, owners, suppliers and subcontractors all procrastinate. The problem comes when dozens of small things that could have been dealt with months ago suddenly become urgent at the same time. We also get into the 90% complete trap, why construction project closeout needs to start months before occupancy, and the real cost of waiting until the last minute. Because procrastination isn’t free. Somebody always pays—with money, time, or both. Chapters 00:00 Why Does Everything Happen Before Occupancy?00:31 Welcome to Occupancy Season02:59 Real-World Construction Closeout Problems06:21 When Small Delays Put Occupancy at Risk09:13 Why Do We Procrastinate?11:38 The 90% Complete Trap12:50 Start Project Closeout Four Months Early15:24 Long-Lead Items, Commissioning & Training17:21 The Real Cost of Construction Delays19:23 Procrastination Isn’t Free22:11 Accountability & the Final TakeawayWhether you’re an architect, engineer, contractor, construction administrator or project manager, the takeaway is simple: Closeout doesn’t start when construction ends. It starts months before occupancy. Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    Why Construction Projects Fall Apart Before Occupancy

  8. Aug 3

    The First Site Meeting: Setting Your Construction Project Up for Success

    How do you run the first construction site meeting? In this episode of What the RFI?, Matt Brennan explains how Architects, Contract Administrators, Project Managers, Engineers, Owners, and General Contractors can prepare for and lead a successful First Site Meeting. The kickoff meeting is one of the most important milestones in Construction Administration. It establishes expectations, communication procedures, documentation requirements, project schedules, and responsibilities before construction begins. A well-organized first site meeting helps prevent misunderstandings, reduces project risk, and creates a strong foundation for a successful project. In this episode, you’ll learn how to prepare your agenda, determine who should attend, review contracts and permits, discuss project schedules, establish communication protocols, coordinate shop drawings and RFIs, manage Site Instructions and Change Orders, review testing and inspections, and even begin planning for project close-out on day one. Whether you’re new to Construction Administration or have years of experience managing construction projects, these practical tips can be applied to virtually any project. This episode completes our three-part series on construction meetings. ⸻ Continue the Construction Meeting Series 🎙️ Episode 42 – Granola AI Review The best AI note taker for Construction Administration? https://youtu.be/6d4UR3qOczA?si=vAsiTjk5FDEJpo5Y 🎙️ Episode 43 – How to Run a Site Meeting Learn how to organize and document productive construction site meetings. https://youtu.be/iTSQyA7FECo?si=Bhvm6akefApBemnM ⸻ What You’ll Learn Why the First Site Meeting is critical to project successPreparing your kickoff meeting agendaWho should attend the first site meetingReviewing contracts, permits, insurance, and project documentationEstablishing communication protocolsSite safety requirements and logisticsManaging project schedules and milestonesShop Drawings, RFIs, Site Instructions, and Change OrdersTesting, inspections, and quality controlProgress claims and the Schedule of ValuesWhy project close-out planning begins on Day One⸻ Chapters 00:00 – Introduction01:45 – Why the First Site Meeting Matters05:20 – Preparing Before the Meeting10:10 – Who Should Attend15:35 – Project Documentation & Communication22:15 – Site Safety & Site Logistics29:40 – Project Schedule & Milestones35:20 – Shop Drawings, RFIs & Site Instructions43:30 – Testing, Inspections & Quality Control50:40 – Progress Claims & Schedule of Values56:45 – Planning for Project Close-Out1:00:30 – Final Thoughts⸻ Subscribe for weekly episodes covering Construction Administration, Contract Administration, CCDC Contracts, RFIs, Shop Drawings, Site Instructions, Change Orders, Project Close-Out, and practical advice for Architects, Contract Administrators, Engineers, and Construction Professionals. Got an RFI for Matt? Send it here! 🎙️Website - WhattheRFI.com 🍏Apple Podcast - What the RFI? 🎧Spotify - What the RFI? 🎥YouTube - @WhatTheRFI

    The First Site Meeting: Setting Your Construction Project Up for Success
See All (51)

5
out of 5
6 Ratings

About

What the RFI? is a podcast dedicated to Construction Administration, Contract Administration, and Architectural Project Coordination. Hosted by Matt Brennan, a Construction Administration Leader with over 25 years of experience, the show explores the real-world processes behind successful construction projects, including RFIs, Site Instructions, Change Orders, Construction Contracts, Specifications, Submittals, Deficiencies, Site Meetings, Project Closeout, and consultant coordination. Every episode features practical advice, real project examples, industry technology, AI tools, and workflow improvements designed to help architects, architectural technologists, engineers, consultants, owners, project managers, and general contractors deliver better projects. If you work in architecture, construction, or construction administration, What the RFI? delivers practical insights to help you navigate every stage of the construction process. How many RFIs did you get this week?

Information

  • Creator
    Matt Brennan
  • Years Active
    2024 - 2026
  • Episodes
    51
  • Rating
    Clean
  • Copyright
    © 2026 What the RFI?
  • Show Website
    What the RFI?

You Might Also Like