TOWN HALL Presented By The Division of the State Architect &
The Office Of Public School Construction And Project Certification
Project Closeout And Project Certification Policy 09-04: 90 Day Letters & Reopening Files for Certification 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 projects construction cost regardless of closing date 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 Project Closeout: Background
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. Project Closeout: Background
The 90-Day Letter requests that all outstanding requirements and documents be submitted to DSA within 90 days (and lists the missing documents) 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 Re-Opening & Re-Examining
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) 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 2nd 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 Responsibility of 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 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 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 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 buildings 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 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 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 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 Clarifying Situation 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 Clarifying Situation 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. 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). Clarifying Situation 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. Clarifying Situation 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. Project Certification Guide: Intent and Recent Updates 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 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 & Strategies For Project Certification SECTION 6 Unique Structures Appendix Recent Changes to the Guideline
The guideline has been updated for the following purposes: Editorial changes Clarifications Updated with new policies and procedures New alternates Change intent from use of guide for pre-2007 projects to ALL projects 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 inititiation): DSA received a final verified report from the project inspector and/or the design professional in responsible charge of the project Section 1: Introduction
Added to Section (closeout Type 3 letter): Clarifies Type 3 letter causes Reported deviation in the construction Unconstructed by required minimum scope Required documents were not received by DSA or are otherwisemissing Required documentation was not properly completed Missing testing and/or inspection reports Required further and/or additional fees owed to DSA have notbeen paid Unapproved documents such as change orders, deferredapprovals, and addenda Section 1: Introduction
Added to Section (closeout Type 4 letter): Clarifies Type 4 letter is reserved for safety related issues Unresolved safety issue Type 4 letter is issued for unresolved SSS, ACS, and/or FLSsafety related deficiencies Specifically identified by DSA, Inspector or design professional Missing documents are not considered as cause to issue a Type4 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 Managerprior to being issued Section 2: Re-Opening of Files
Change to Section 2.1 (General Requirements): Aligns the certification guide re-opeing of the information with DSA Policy 09-04 How to file for re-opening Re-opening fee Length of time a re-opening will be held open for resolution Section 6: Unique Structures
Added new Section 6.3.7 Relocatable Building Fire Alarm Deferred Approval California licensed Architect, or Electrical Engineer or StructuralEngineer causes and witnesses fire alarm inspection and testingin compliance with NFPA 72 Completion and submittal of NFPA 72, Fire Alarm SystemRecord of Completeness form Completion and submittal of NFPA 72 Fire Alarm Inspection andTesting form Signed letter from the Architect or Electrical Engineer orStructural Engineer stating, I have witnessed the fire alarmsystem test for the project and in my opinion the alarm is inessential compliance with NFPA 72 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. Whats New at DSA 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 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 DSA Bulletin 10-02, DSA Forms 1 & 3 Electronic Review Submittals ($400,000 or less)
To allow DSA time to reduce bin time and streamline plan review process: EffectiveMarch 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-evaluatedJune 20, 2010 Policy 09-02 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 Bulletin 10-01 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 Policy 10-01 Questions? DSA is online at www.dsa.dgs.ca.gov Call our offices:
Oakland Regional Office: (510) Sacramento Regional Office: (916) Los Angeles Regional Office: (213) San Diego Regional Office: (858) Headquarters: (916) Grid Neutral & The Green Code
Green Schools Grid Neutral & The Green Code Grid Neutral A site that produces as much electricity as it uses in a year
Defining Grid Neutral A site that produces as much electricity as it uses in a year Developing a Path to Grid Neutral
A series of workshops were held in 2008 to discuss the critical steps to becoming grid neutral, including: Comprehensive Planning Energy Efficient Design Energy Generating Technology Energy Measurement Maintenance & Operations Innovative Funding Comprehensive Planning
Assemble the right team Sponsors Beneficiaries Implementers Project delivery methods Integrated Project Delivery (IPD) Building Information Modeling (BIM) Energy Efficient Design
Program & Planning Site Selection Building Building Envelope, Day-Lighting, Cool Roofs Building Systems HVAC, Lighting, Transformers, Building Control Systems, Commissioning Furnishings, Fixtures, and Equipment Energy Generating Technology
Photovoltaics (PVs) Solor-thermal Ground source heating pumps Energy Measurement Benchmarking Utility bill analysis
Monthly usage Seasonal trends Peak demands Load isolation and profiles Utility bill analysis Problem identification & correction Conservation program persistence Maintenance & Operations
Involve maintenance & operations from the start Perform facility and energy evaluations Provide education & training Innovative Funding Information on Grid Neutral
A guidebook was published and posted online at: A video about grid neutral is available on YouTube at: Grid Neutral Guidebook
In addition to covering the six workshop topics, the Grid Neutral Guidebook establishes these four steps to grid neutral: 1 New School: Set Energy Performance Goal Existing School: Measure Current Use, Set Goal 2 Implement & maintain appropriate energy efficiency & conservation measures to lower electricity use. 3 Install solar or wind systems to create electricity to meet remaining needs. 4 Maintain energy systems. Monitor electricity consumption & production. The Green Code Developing the Green Code
Stakeholders included CASH, CHPS, and the DSA Advisory Boards Green Committee Used the Building Standards Commissions base code to determine what measures should be mandatory and which measures should be voluntary under the DSA-SS Green Code Tiered reach standards seen in early drafts were ultimately left out of the final draft of the DSA-SS Green Code Mandatory Measures (DSA-SS)
Planning & Design Energy Efficiency Indoor Water Use Water Resistance Construction Waste Reduction Building Maintenance/Operations Pollutant Control Indoor Moisture Control & Indoor Air Quality Voluntary Measures (DSA-SS)
The term grid neutral is codified Commissioning included among the voluntary measures The Green Code includes a checklist of mandatory and voluntary DSA-SS measures The tiers did not make the final draft, but the DSA-SS Green Code does define three incremental levels for grid neutral 35% 75% 100% Where We Are Going Next Steps Hold a series of workshops bringing together school districts, vendors, and utilities Collect information from school districts to develop a database Have school districts obtained and installed energy generating technologies at no cost?How? Develop an interactive map Putting Californians to Work
Building Schools Putting Californians to Work SAB Programs School Facility Program Emergency Repair Program
New Construction Modernization Critically Overcrowded Schools Joint-Use Charter School Facilities High Performance Incentive Career Technical Education Facilities Overcrowding Relief Grants Seismic Mitigation Facility Hardship Emergency Repair Program State Relocatable Classroom Program Deferred Maintenance Unused Sites Application and Funding Process OPSC Application Processing
Preliminary review of complete application package Verification of enrollment information and dwelling units, site visits to verify classroom inventory 15-day and 4-day letters, if necessary, for additional information Recommendations to district to maximize funding Processing to SAB for approval OPSC Efforts to Expedite Processing
Continuous identification of efficiencies Continuous implementation of streamlined process improvements Cross-training of OPSC Project Management teams to accommodate workload fluctuations Improved customer service and outreach to keep districts informed and provide application submittal tips that expedite processing Tips for Expediting Review
Submit complete applications Talk to your OPSC Project Manager Take advantage of OPSC Outreaches, Workshops, Publications Keep District Representative information current Keep eligibility information up-to-date Tips for Expediting Review
Ensure construction work in plans is 60 percent commensurate Ensure application is signed by District and Architect Review all certifications on forms Break down cost estimates for combination projects including multiple facility programs Career Technical Education Facilities Program (CTEFP)
New facilities ($3 million maximum grant) or reconfiguration of existing ($1.5 million maximum) Funding for facilities and/or equipment May be combined with a New Construction or Modernization application Matching share requirement (loans available) CDE approves program of study & scores application Reservation of funds option Future funding cycle/s CTEFP Reservation of Funds
CTEFP projects with an existing reservation of funds havepotential for immediate impact on the economy To complete the project submittal, submit the followingdocuments by the deadline (as required depending on theproject scope): CDE Plan Approval letter DSA-approved Plans and Specifications and DSA Plan ApprovalLetter Detailed construction cost estimate (updated based on approvedplans) Detailed cost estimate for site development (updated based onapproved plans) Itemized list of equipment including cost CTEFP Economic Impact First Cycle Apportionment Distribution
Statewide Totals by Industry Sector Agriculture & Natural Resources: $28.6 M Arts, Media & Entertainment: $28.5 M Building Trades & Construction: $23.1 M Education, Child Develop. & Family Services: $0.6 M Energy & Utilities: $2.6 M Engineering & Design: $23M Fashion & Interior Design: $0.7 M Finance & Business: $0.1 M Health Science & Medical Technology:$15.3 M Hospitality, Tourism & Recreation: $22.4 M Information Technology: $2.0 M Manufacturing & Product Development: $7.8 M Marketing, Sales & Services: $0.7 M Public Services: $3.9 M TOTALS $189M $2.3 M $2.4 M $21 M $9.3 M $12.7 M $24.2 M $10 M $27.5 M $23.7 M $40.1 M $15.5 M 72 Upcoming CTEFP Deadlines
Districts must submit DSA and CDE project approvals for first cycle Reservation of Funds projects (approved at the March 26, 2008 SAB meeting) by 3/26/2010 in order to avoid rescission Third funding cycle (approximately $90 million available):Application for Career Technical Education FacilitiesFunding (Form SAB 50-10) due to the OPSC by 4/1/2010 Expediting Review of CTEFP Submittals
Equipment useful life > 10 years Combined projectsclearly indicate which classrooms correspond to each application Indicate associated New Construction or Modernization application number and project tracking number on Form SAB 50-10, if applicable Full funding applicationsindicate quantities and unit costs for all expenditures on cost estimates Expediting Review of Combined Projects
The review process for hybrid projects is more complex. When submitting multiple applications under separate programs for a hybrid project: Provide detailed cost estimates for each application and a combined cost estimate for the total project Indicate which classrooms correspond to each application Provide all supporting documentation Thank You! We value your input Please send comments and suggestions to: What to Expect in a School Facility Program Audit School Facilities Program Audit Timeline & Objectives
Verify self-certifications Verify compliance with statutes and regulations Review expenditures for compliance Timelines Two years to commence audit Six months to complete audit, unless School Facilities Program Audit Process
OPSC pre-planning Audit Engagement Letter Field work OPSC In-house review Draft Report Final Report OPSC Pre-Planning Identify and review key regulations and statutes as applicable to project Review prior OPSC desk reviews Review prior financial and Proposition 39 Audits Contact auditee to arrange entrance conference Audit Engagement Letter
Fieldwork start date Entrance Conference date/time Audit manager/supervisor contact information A list of documents required documents for the audit (general ledgers, construction contracts, architect contracts, notices to proceed, notices of completion, warrants, invoices, etc) Field Work Entrance Conference Internal Control review
Audit objectives Timeframes Internal Control review Accounting system SFP Project tracking Field Work Site Visits Exit Conference Preliminary audit findings
Next steps Reporting Draft Report Final Report Supervisory review
District has 30 days to respond to draft Final Report Include districts response Final report issued Questions? Steve Inman, Fiscal Audit Supervisor (916) Michael Watanabe, Fiscal Audit Supervisor (916) Suzanne Reese, Fiscal Operations Manager (916) Rick Asbell, Fiscal Operations Manager (916) Additional Contact Information: Thank You for Attending
From: The Division of the State Architect & The Office of Public School Construction