Submittal and RFI response review

State on Sep 28, 2026 2 submittals past the 10 business day window Oldest 13 business days Client-visible

Every pending submittal and open RFI on the Ridgeview Medical Office Building mechanical package, with the business days it has waited against the 10 business day response window, whose court it sits in, and what has to happen to get the air handling unit submittal at revision 2 answered. Prepared weekly by the Ironvale project engineer for the Brackenhurst Builders project manager and the design team.

Since Aug 20, Ironvale Mechanical has logged 18 submittals and 11 RFIs, 29 items in all. Twenty-two are answered. Seven are pending: 4 submittals and 3 RFIs. Two of the pending submittals are past the window, and both sit with the design team.

Sample template: the firm, people, clients and figures are fictional.

How long each item has waited

The window is 10 business days. The bars count business days from the day the item was logged as submitted to Sep 28. Anything above 10 is past the window. The air handling unit submittal at revision 2 is highlighted at 13 business days, and the hydronic pumps submittal follows at 11.

Live example from the Dashboards app, shown with Brackenhurst Builders' demo data. Block dates move forward each week, so they can differ from the sample dates on this page.

Submittals by state

Each square is one submittal. Fourteen are answered, 2 are pending inside the window and 2 are pending past it.

Live example from the Dashboards app, shown with Brackenhurst Builders' demo data.

Pending items and whose court they sit in

Waiting days are business days at Sep 28. The window ends 10 business days after the item was logged. RFIs are marked in the item name.

Four items sit with the design team, two with Brackenhurst and one with Ironvale. The roof curb elevation RFI reaches the end of its window on Oct 1, so it is the next item to turn red if no answer comes back.

The ceiling grid RFI is counted among the 8 answered RFIs as of the date of the email, but that answer went by email to the foreman and was never recorded, so it is not a field instruction until Brackenhurst resends it through the record. The field followed a response the office had not seen. Dominic Ostrowski ruled that only the recorded response is the field instruction, and he asked Brackenhurst to resend the answer through the record.

The response window

An answer that is not in the record is not an instruction. The crew follows the recorded response and nothing else.

Past the window

Pending responses against the window

Each bar runs from the day the item was submitted to Sep 28. Weekends are skipped, so the length of a bar reads as business days. The red bars are the two items that crossed the 10 day line.

%%{init: {"gantt": {"useWidth": 920}}}%%
gantt
    title Pending items, waiting time to Sep 28
    dateFormat YYYY-MM-DD
    axisFormat %b %d
    excludes weekends
    section Submittals
    Air handling unit rev 2       :crit, s1, 2026-09-09, 2026-09-28
    Hydronic pumps                :crit, s2, 2026-09-11, 2026-09-28
    Variable air volume boxes     :s3, 2026-09-18, 2026-09-28
    Plumbing fixtures             :s4, 2026-09-22, 2026-09-28
    section RFIs
    Roof curb elevation           :r1, 2026-09-17, 2026-09-28
    Fire damper access            :r2, 2026-09-22, 2026-09-28
    Slab sleeve locations         :r3, 2026-09-24, 2026-09-28
    section Meetings
    Look-ahead meeting            :milestone, m1, 2026-10-09, 0d

Answered so far

Live example from the Dashboards app, shown with Brackenhurst Builders' demo data.

Next actions

Before the Oct 9 look-ahead meeting

✓Review the 7 pending items at the Sep 28 log. Owner: Ironvale project engineer, done

Get a recorded answer on the air handling unit at revision 2. Owner: Dominic Ostrowski with the Brackenhurst project manager, Oct 8

Get a recorded answer on the hydronic pumps. Owner: Dominic Ostrowski with the Brackenhurst project manager, Oct 8

Chase the roof curb elevation RFI at the end of its window. Owner: Ironvale project engineer, Oct 1

Send the sketch the design team asked for on fire damper access. Owner: Ironvale project engineer, Oct 2

Resend the ceiling grid answer through the record. Owner: Brackenhurst project manager, Oct 2

Update the field plan with each answer once it is recorded. Owner: Marguerite Toussaint, within 1 business day of each answer

How to use this template

Run this review every week from the log of submittals and RFIs. Count business days to the review date, name the court each pending item sits in, and put every item past the window in a callout with its consequence and ask.

Variable	Meaning	Required
{{project.name}}	Project and package the review covers	Required
{{response.window_days}}	Required response window in business days	Required
{{response.pending_rows}}	Pending submittals and RFIs with drawing, revision, days waiting and court	Required
{{response.past_window_list}}	Items past the window with the work each one holds up	Required
{{response.recorded_status}}	Whether each answer is recorded and in the field plan	Required
{{response.answered_counts}}	Answered and logged counts for submittals and RFIs	Optional

If a required value is missing, show Needs review in its place; never fill it with a guess. If the log cannot be read, show Unavailable instead of the counts.

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