Presentation of: DIVISION OF THE STATE ARCHITECT Department of General Services  Project Certification Closeouts  What’s New At DSA David Thorman – State Architect Kathy Hicks – Acting Deputy Director, Division of the State Architect

Project Certification/Closeout Update

PL 09-04: 90-Day Letter & Reopening of Files for Project Certification

4 Purpose & Application Purpose  To streamline the process for issuing 90-Day Letters, and to improve the re-opening of files when a project is closed without certification Application  Applies to ALL projects  As of January 1, 2010, the re-opening fee for all projects will be based on a project’s construction cost regardless of closing date

5 Project Closeout: Background  Project certification is the process DSA uses to determine that a project has been constructed compliant with the codes governing school construction  A project may be closed with our without certification  The 90-Day Letter initiates the closing & certification process. The letter is issued when:  The DSE determines the project is essentially complete  The project becomes occupied  Construction stops for one year or more  DSA received a final verified report from the project inspector and/or the design professional in responsible charge of the project.  The 90-Day Letter requests that all outstanding requirements and documents be submitted to DSA within 90 days (and lists the missing documents)

6 Close of File & Certification  After 90 days, DSA will close the file with or without certification  A letter of certification will only be issued if all missing documents have been submitted and all outstanding issues have been resolved  DSA will take no further action on a closed file until DSA receives a request from the Architect or school/college district to re-open and re-examine the file in order to certify the project

7 Re-Opening & Re-Examination  A request from the Architect or school/college district to re-open and re-examine a closed, uncertified project must include :  A letter with the project name & DSA Application number requesting that the file be re-examined for certification  A copy of the DSA “Closed Without Certification” Letter  A single COMPLETE comprehensive package that includes all items, documents and issues listed on the DSA “Closed Without Certification” Letter  All outstanding Change Orders, Addendums and Revisions or alternate documents, must be approved prior to submitting the re- opening package.  The re-opening fee (if applicable)

8 Fees after January 1, 2010  No fee is required for a one-time project re-opening request received within 9 months from the date the DSA 90-Day Letter expires  After 9 months (or for any 2 nd or subsequent re- opening request), the fee is based on the project construction cost  $500 for projects less than $5 million  $750 for projects between $5 million and $50 million  $1000 for projects greater than $50 million

9 Responsibility on Requester  Partial or otherwise incomplete submittals will be accepted  DSA will issue an updated “Closed Without Certification” Letter to show remaining deficiencies  Submitting parties have 90 days to resolve deficiencies to obtain certification  If more than 90 days pass without resolution/DSA approval, the project will again be closed WITHOUT certification  Another re-opening fee is required to be paid each time it is necessary to re-open the file

10 At the Discretion of DSA  90 Day Letters will NOT be extended, except at the discretion of DSA under the following circumstances:  Construction is not complete & the contractor is still mobilized at the site  No portions of the project are occupied by staff and/or students  IR A-20 discusses new projects associated with uncertified projects

IR A-20: New Projects Associated with Existing Uncertified Projects

12 Policy New work involving uncertified projects cannot be approved by DSA until the issue of the underlying certification is resolved. DSA will NOT approve (stamp out) plans and specifications for alteration and/or addition projects or utilizing portions of, uncertified projects except when the new project is solely for the purpose of upgrading fire-life safety (FLS) aspects of the building/campus.

13 Exceptions to Policy  The scope of projects accepted for DSA approval under this policy shall be limited to FLS alterations of the following types:  Campus or system-wide fire alarm upgrade  Upgrade/replacement of the uncertified building’s fire alarm system  Written approval of the alteration plans & specifications will state:  The approval is only for the FLS alteration  The building itself remains uncertified

14 Disclosure  The scopes of the projects and the uncertified buildings on the alteration project must be clearly identified in the following manner:  The scope of the alteration project shall be clearly shown on the cover sheet or index sheet of the plans  Must include this statement: “DSA approval of these plans shall not be construed as the Certification of Compliance for the following buildings as required by the Field Act, Education Code Section and Sections ”  Immediately after the above statement, list all the uncertified buildings on alteration project

15 Other Projects  DSA may begin review of new projects associated with uncertified projects but DSA approval of the plans and specifications will be withheld until the underlying certification issue is resolved

16 Clarifying Situations  Many situations occur that may or may not involve uncertified buildings/projects to the extent that a proposed new project may be affected. This appendix lists some of those situations in an attempt to provide clarity, uniformity and consistency in the application of this IR.

17 Clarifying Situations Q. The district submits a project for a fire alarm upgrade and/or fire alarm addition. The project requires connecting the new fire alarm system/components into a fire alarm panel that resides in an uncertified building.  The new project submittal must include the following two documents from NFPA 72 to be completed and submitted with the project.  Fire alarm system record of completion.  Fire alarm inspection and testing form.  DSA may begin review of new projects associated with uncertified projects but DSA approval of the plans and specifications will be withheld until the underlying certification issue is resolved

18 Clarifying Situations Q. A school building is not certified and the district submits an application to DSA for an alteration or addition to that building.  DSA will accept the new application and provide plan review but will not issue project approval (stampout) until and unless the issue of certification is resolved.

19 Clarifying Situations Q The district submits an application to DSA for a new building but the new building depends on portions of an uncertified project to be minimum code compliant (e.g. accessible restrooms located in uncertified buildings, path-of-travel part of an uncertified project, parking part of an uncertified project, etc.).  DSA will accept the new application and provide plan review but will not issue final approval (stamp out) until and unless the associated project certification is resolved. (See also Project Certification Guide on DSA website for potential alternatives)

20 Clarifying Situations Q The district submits an application to DSA for a new project on a campus but the entire campus (or portions of the campus) is not certified.  As long as the new project does not depend on uncertified construction to satisfy minimum code requirement (accessible restrooms, path-of-travel, parking, etc.) DSA will accept the new project as a viable, approvable project.

21 Clarifying Situations Q The district submits an application to DSA for a new classroom building but another ancillary building (gymnasium, administration building, shade structure, library etc.) is not certified.  As long as the new project does not depend on uncertified construction to satisfy minimum code requirement (accessible restrooms, path-of-travel, parking, etc.) DSA will accept the new project as a viable, approvable project.

DSA Project Certification Guide Intent and Recent Updates

23 Guideline Goal & Intent  Provide information, procedures and concepts that lead to: Project certification Consistency between DSA Regional Offices.  Projects have been closed by DSA without certification.  The guide cannot possibly address all scenarios or specific situations encountered during the closeout process  Experience and analytical skills are essential when determining appropriate actions necessary to obtain project certification.

24 Organization of Guideline  SECTION 1 INTRODUCTION  SECTION 2 RE-EXAMINATION OF CLOSED FILES  SECTION 3 CONTACTING DSA  SECTION 4 DOCUMENTS REQUIRED FOR PROJECT CERTIFICATION  SECTION 5 RESOLUTIONS AND STRATEGIES FOR PROJECT CERTIFICATION  SECTION 6 UNIQUE STRUCTURES  Appendix

25 Recent Changes to the Guideline  The guideline has been updated for the following purposes: Editorial Changes Clarifications Updates with new polices and procedures New alternates Change intent from use of guide for pre 2007 projects to all projects

26 SECTION 1 (INTRODUCTION)  Added to Section 1.5 If necessary, how can project certification be proved to DSA?  Copy of DSA certification letter  Copy of DSA history card showing certification  DSA Tracker shows project is certified  Added to Section (causes for closing initiation)  DSA received a final verified report from the project inspector and/or the design professional in responsible charge of the project.

27 SECTION 1 (INTRODUCTION)  Added to Section (closeout Type 3 letter) Clarifies Type 3 letter causes  Reported deviations in the construction  Unconstructed but required minimum scope  Required documents were not received by DSA or are otherwise missing  Required documentation was not properly completed  Missing testing and/or inspection reports  Required further and/or additional fees owed to DSA have not been paid  Unapproved documents such as change orders, deferred approvals, and addenda

28 SECTION 1 (INTRODUCTION)  Added to Section (closeout Type 4 letter) Clarifies Type 4 letter is reserved for safety related issues  Unresolved safety issues  Type 4 letter is issued for unresolved SSS, ACS and/or FLS safety related deficiencies  Specifically identified by DSA, Inspector or Design Professional.  Missing documents are not considered as cause to issue a type 4 letter.  Unconstructed scope, if resulting in a potential unsafe condition, could cause a type 4 letter to be issued.  Type 4 letters must be approved by the DSA Regional Manager prior to being issued.

29 SECTION 2 (Re-Opening of Files)  Change to Section 2.1 (General Requirements) Aligns the certification guide re-opening of files information with DSA Policy PL09-04  How to file for re-opening  Re-opening fees  Length of time a re-opening will be held open for resolution

30 SECTION 6 (Unique Structures)  Added New Section Relocatable Building Fire Alarm Deferred Approval  California licensed Architect, or Electrical Engineer or Structural Engineer causes and witnesses fire alarm inspection and testing in compliance with NFPA 72  Completion and submittal of NFPA 72, “Fire Alarm System Record of Completeness” form  Completion and submittal of NFPA 72 “Fire Alarm Inspection and Testing” form  Signed letter from the Architect or Electrical Engineer or Structural Engineer stating, “I have witnessed the fire alarm system test for the project and in my opinion the alarm is in essential compliance with NFPA 72”

31 Appendix  Read and use appendix B Relocatable Buildings General Information on Certification  This appendix explains how relo buildings can be approved for use depending on their certification status  Appendix information can be used to process relo buildings through DSA.

What’s New at DSA

33 Improved Intake Process at DSA Problem : Incomplete plans are being submitted to DSA, leading to delays at intake and in plan review, if the plans are accepted. Solution : Effective March 1, 2010 plans will be considered incomplete if Form DSA 1 or DSA 3 is missing, or information required in the form(s), is incomplete or missing. DSA-1 Application for Approval of Plans and Specifications Provides Project specifics as well as general project scope information DSA-3 Project Submittal Checklist Provides a listing of documents needed (i.e., title sheet, site plan, floor plans, structural drawings, etc) as well as detailed project scope information needed to allow for an efficient plan review.

34 New Intake Process When required documents are missing at intake:  Incomplete projects will no longer be returned to Architect/Engineer  The Architect/Engineer and School District will be notified by letter that plans are incomplete, what is missing and that the plans will be held for four weeks to allow time to correct the deficiencies  If the Architect/Engineer does not comply within four weeks the plans will be returned.  Plan reviews will only commence when a complete submittal is made.

35 DSA Bulletin 10-02, Form DSA-1 & DSA-3

36 Electronic Review Submittals ($400,000 or Less) To allow DSA time to reduce bin time and streamline plan review process: Effective March 3, 2010 mandatory submittal of electronic plans is suspended Projects with an estimated cost not exceeding $1,000,000 may be submitted electronically The electronic submittal process will be re-evaluated June 20, 2010

37 Policy 09-02

38 Access Fees  The Access Fee was doubled effective February 16, 2010  The Access Fee has not been changed since 1984  Since some projects may already or inadvertently submitted fees under the lesser fee schedule, the following will apply:  DSA will accept Access Projects with the wrong fees until March 30, 2010  These projects will receive an application number, but the project will not be stamped out until the balance of fees due are paid in full  Beginning April 1, 2010, the full Access fee must be submitted with the plans

39 DSA Bulletin 10-01

40 Automatic Fire Sprinkler Systems (AFSS)  Currently, DSA allows AFSS to be deferred  Effective July 1, 2010 AFSS will no longer be deferred  Separating AFSS from plans leads to delays  When AFSS finally come in at deferred plan review stage the plans are usually incomplete, leading to delays stamping plans out  Many of the other plan review jurisdictions in the state do not allow deferrals of AFSS

41 Policy 10-01

42 QUESTIONS?