By Matt Brennan • What the RFI? Episode 19
A disagreement over extras or delays can consume more time than the original issue. In Episode 19, Matt Brennan discusses construction mediation and the value of preparing a clear, factual project record before a dispute escalates.
Lessons from Episode 19
Understand what needs to be resolved
Mediation gives the parties a setting to discuss a dispute with the help of a neutral facilitator. It does not guarantee agreement. The process, participants and authority to settle depend on the contract and the particular dispute.
Identify the issues separately: scope, entitlement, pricing, timing and any related decisions. A clear issue list is more useful than a folder of unorganized emails. Confirm the applicable dispute process with the owner and the appropriate advisers.
Build a chronology the team can follow
Collect the relevant contract documents, RFIs, instructions, proposed changes, pricing submissions and responses. Connect each disputed item to dated evidence. Include meeting records and photographs where they explain what happened.
Keep a complete copy of your own project records. Access to another party’s platform may change, so retaining an organized record is an ongoing CA task rather than a last-minute exercise.
Prepare for a practical discussion
Matt emphasizes keeping emotion out of the conversation. Explain the facts, the unresolved questions and the options available. Discuss objectives and settlement authority with the owner before the meeting.
The episode offers experience from practice, rather than a universal legal procedure. Use the project’s contractual process and qualified advice for notice requirements, insurance obligations and settlement decisions. Focus the CA contribution on accurate records and technical context.
Your next step
Define each issue and the decision needed.
Prepare a dated chronology with supporting documents.
Check that pricing and scope refer to the same work.
Confirm participants, authority and next steps with the owner.
Watch or listen to the full episode
Watch Episode 19 on YouTube or listen to Mediation in Construction: How Architects & Contractors Resolve Disputes and read the transcript.
Related Construction Administration guides
change orders guide • construction RFI guide • construction meetings guide