Long-lead material procurement clarification — steel RFI template

When to use: a spec item (special grade, HSS size, stainless, weathering steel) has a lead time that threatens the schedule and you need direction or early release.

Subject: RFI [no.] — Long-lead material at [location]: direction needed by [date] to hold schedule

Body:

[Material/section/grade] specified at [location] currently shows [x-week] mill lead time per [supplier(s)]. To meet the erection date of [date], a purchase order must be placed by [date]. Please confirm: (1) the specification stands as written, or (2) direction on the attached alternates. If early material release is available under [contract provision], we request it for this item.

Attach: supplier lead-time quotes (two if you can get them), alternate options with property comparison. Impact wording: work backward from erection date to PO date and show the math — dates are more persuasive than adjectives. Don't say: "we cannot meet schedule" — say what date makes the schedule work and what needs to happen by then. Escalation: elevate from RFI to a schedule-risk line item in the next OAC meeting; long-lead is a project problem, not a steel problem.

Log every one of these. Submission date, needed-by date, response date, what was held, what it cost. That trail is where steel money leaks — and where it’s recovered.