BuildCo Construction
Construction & Engineering
Location
Phoenix, Arizona
Company Size
850 employees
How BuildCo Reduced RFI Response Time by 80%
Transforming construction project management with AI-powered information processing
The Challenge
Multi-day RFI processing causing project delays and cost overruns
The Solution
AI agents automating RFI intake, analysis, and routing with knowledge base integration
The Impact
80% faster processing, 90% accuracy rate, 50% cost reduction in RFI management
Key Results
RFI response time reduced from days to hours
Improved quality of RFI responses
Savings in RFI management overhead
Total cost savings across all projects
“Qamaq transformed how we handle RFIs. What used to take days now takes hours, and the accuracy has improved dramatically. Our project managers can now focus on high-value tasks instead of chasing down information.”
The Challenge
BuildCo Construction, a leading commercial construction firm in the Southwest, was facing a critical bottleneck in their Request for Information (RFI) process. With over 200 active projects and an average of 150 RFIs per project, the company was struggling to maintain project timelines and budgets.
The manual RFI process required project managers to search through thousands of documents, drawings, and specifications to find relevant information. This often took 3-5 days per RFI, causing cascading delays across projects and leading to frustrated subcontractors and clients.
- Average RFI response time: 3-5 days, causing significant project delays
- 30% of RFIs required multiple rounds of clarification due to incomplete initial responses
- Project managers spending 60% of their time on RFI management instead of actual project oversight
The Solution
BuildCo partnered with Qamaq to implement an AI-powered RFI management system. The solution involved creating specialized AI agents for each project, trained on project-specific documents, drawings, specifications, and historical RFI data.
The AI agents were integrated into BuildCo's existing workflow, automatically processing incoming RFIs, searching the knowledge base for relevant information, and drafting comprehensive responses for project manager review and approval.
Intelligent Document Processing
AI agents automatically extract and index information from drawings, specs, and contract documents
Contextual Search & Retrieval
Advanced RAG system finds relevant information across thousands of project documents in seconds
Automated Response Drafting
AI agents generate complete RFI responses with citations and supporting documentation
Implementation Process
BuildCo took a phased approach to implementation, starting with a pilot project before rolling out across the organization:
Pilot Project
4 weeksSelected one major project as pilot. Uploaded all project documents and trained AI agents on BuildCo's RFI response standards.
Testing & Refinement
2 weeksProcessed 50 RFIs through the system, comparing AI-generated responses with traditional manual responses. Refined agent training based on feedback.
Departmental Rollout
6 weeksExtended to all active projects in the commercial division. Trained project managers on the new workflow and established quality control processes.
Company-wide Deployment
8 weeksRolled out across all divisions including residential and infrastructure. Created custom agents for different project types.
Results & Impact
The impact of implementing Qamaq's AI-powered RFI system exceeded BuildCo's expectations. Within six months of full deployment, the company saw dramatic improvements across all key metrics.
Beyond the quantitative improvements, BuildCo's project managers reported significantly higher job satisfaction, with more time to focus on strategic project management tasks. Subcontractors and clients noted improved communication and faster project delivery times.
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