town hall presented by the office of public school construction & the division of the state...

TOWN HALLPresented By

The Office Of Public School Construction &The Division of the State Architect

TOWN HALLOFFICE OF PUBLIC SCHOOL CONSTRUCTIONApril 2010

Building SchoolsPutting Californians to Work

Office of Public School Construction

SAB Programs

• School Facility 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

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• Emergency Repair Program• State Relocatable

Classroom Program• Deferred Maintenance • Unused Sites


Application and Funding ProcessApplication and Funding Process

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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

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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

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Tips for Expediting ReviewTips 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

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Tips for Expediting ReviewTips 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

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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

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CTEFP Reservation of Funds

• CTEFP projects with an existing reservation of funds have potential for immediate impact on the economy

• To complete the project submittal, submit the following documents by the deadline (as required depending on the project scope):– CDE Plan Approval letter – DSA-approved Plans and Specifications and DSA Plan Approval

Letter – Detailed construction cost estimate (updated based on approved

plans) – Detailed cost estimate for site development (updated based on

approved plans) – Itemized list of equipment including cost

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CTEFP Economic Impact First Cycle Apportionment Distribution

$2.4 M

$9.3 M

$21 M

$24.2 M

$2.3 M

$27.5 M

$12.7 M

$23.7 M

$15.5 M

$10 M

$40.1 M

Statewide Totals by Industry SectorAgriculture & Natural Resources: $28.6 MArts, Media & Entertainment: $28.5 MBuilding Trades & Construction: $23.1 MEducation, Child Develop. &Family Services: $ 0.6 MEnergy & Utilities: $ 2.6 MEngineering & Design: $ 23 MFashion & Interior Design: $ 0.7 MFinance & Business: $ 0.1 MHealth Science & Medical Technology: $15.3 MHospitality, Tourism & Recreation: $22.4 MInformation Technology: $ 2.0 MManufacturing & Product Development: $ 7.8 MMarketing, Sales & Services: $ 0.7 MPublic Services: $ 3.9 MTOTALS $189 M

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Expediting Review of CTEFP Submittals

• Equipment useful life > 10 years

• Combined projects—clearly 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 applications—indicate quantities and unit costs for all expenditures on cost estimates

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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

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Thank You!

We value your input

Please send comments and suggestions to: [email protected]

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TOWN HALLOFFICE OF PUBLIC SCHOOL CONSTRUCTIONApril 2010

What to Expect in a School Facility Program Audit


School Facilities Program

Audit Timeline & Objectives

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…

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School Facilities Program

Audit Process

• OPSC pre-planning• Audit Engagement Letter• Field work• OPSC In-house review• Draft Report• Final Report

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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

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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…)

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Field Work

• Entrance Conference – Audit objectives– Timeframes

• Internal Control review– Accounting system– SFP Project tracking

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Field Work

• Site Visits• Exit Conference

– Preliminary audit findings– Next steps

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Reporting

• Draft Report– Supervisory review– District has 30 days to respond to draft

• Final Report– Include district’s response– Final report issued

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Questions?

Steve Inman, Fiscal Audit Supervisor

(916) 445-3269

[email protected]

Michael Watanabe, Fiscal Audit Supervisor

(916) 324-2557

[email protected]

Suzanne Reese, Fiscal Operations Manager

(916) 323-4461

[email protected]

Rick Asbell, Fiscal Operations Manager

(916) 322-0317

[email protected]

Additional Contact Information:

http://www.documents.dgs.ca.gov/opsc/Resources/OPSC_Dir_Servs.pdf

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TOWN HALLDIVISION OF THE STATE ARCHITECT April 2010

Project CloseoutAnd Project Certification

DSA/OPSC Town HallApril 2010

Division of the State Architect

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 project’s construction cost regardless of closing date

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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

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• 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.

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• The 90-Day Letter requests that all outstanding requirements and documents be submitted to DSA within 90 days (and lists the missing documents)

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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

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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)

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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

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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

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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

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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

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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

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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 17280-17316 and Sections 81130-81147”

– Immediately after the above statement, list all the uncertified buildings on alteration project

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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

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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

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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

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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.

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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).

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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.

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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.

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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

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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

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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

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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 1.5.1 (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

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Added to Section 1.6.3 (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 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

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Added to Section 1.6.4 (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 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

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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

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Section 6: Unique Structures

Added new Section 6.3.7• 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”

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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.

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What’s 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 acceptedSolution: 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

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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

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DSA Bulletin 10-02, DSA Forms 1 & 3

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Electronic Review Submittals($400,000 or less)

To allow DSA time to reduce bin time and streamline planreview 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

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Policy 09-02

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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

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Bulletin 10-01

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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

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Policy 10-01

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Questions?

• DSA is online at www.dsa.dgs.ca.gov• Call our offices:

– Oakland Regional Office: (510) 622-3101– Sacramento Regional Office: (916) 445-8730– Los Angeles Regional Office: (213) 897-3995– San Diego Regional Office: (858) 674-5400– Headquarters: (916) 445-8100

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The Green CodeGreen Schools


Developing the Green Code

• Stakeholders included CASH, CHPS, and the DSA Advisory Board’s Green Committee

• Building Standards Commission’s base code used to determine measures to be mandatory and which measures to 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

• The Code will be published July 1, 2010• The Code will take effect January 1, 2011• Procedures for plan verification are being developed

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CalGreen Draft Available

http://www.documents.dgs.ca.gov/bsc/documents/2010/Draft-2010-CALGreenCode.pdf

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Mandatory Measures(DSA-SS)


Mandatory Measures

• Some of the mandatory measures were already required by code

• DSA-SS Mandatory Measures apply only to new construction projects on:– New Sites– Cleared Existing Sites


Planning & Design

• Light Pollution Reduction (Title 24)– Interior lighting contained within task area– Automatically control exterior lighting dusk to dawn to turn off or

lower light levels during inactive periods

• Grading & Paving– The site shall be planned & developed to keep surface water from

entering buildings

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Energy Efficiency

• Title 24, Part 6 Energy Efficiency Standards

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Indoor Water Use

• Reduce Indoor Water Use by 20%– Based on maximum

allowable water use per fixture & fitting

• Reduce Waste Water by 20%

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Water Resistance

• Weather Protection– Weather-resistant exterior wall & foudnation

• Moisture Control through the use of:– Sprinklers (prevent spray on structures)– Entries & openings (design exterior entries subject to foot traffic

or wind-driven rain to prevent water intrusion)

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Construction Waste Reduction

• Construction Waste Management Plan– Establish plan and submit documentation to local authority or

other enforcement agency– Isolated jobsites will be exempted if they are located in areas

beyond the haul boundaries of the diversion facitlity

• Recycle and/or salvage 50% of non-hazardous construction and demolition debris

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Building Maintenance/Operations

• Provide readily accessible areas for recycling by occupant

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Pollutant Control

• Covering of duct openings and protection of mechanical equipment during construction

• Limits for Volatile Organic Compounds (VOCs) in:– Adhesives, sealants, and caulks– Paints and coatings– Carpet systems, cushions, and adhesives– Composite wood products– Resilient flooring systems

• Air Filtration to use MERV 8 Filters

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Indoor Moisture Control & Indoor Air Quality

• Prevention of indoor mold• Provide adequate ventilation• Meet current codes for ventilation, exterior wall coverings

and foundation protection from water intrusion

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Voluntary Measures(DSA-SS)

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Sustainable Sites

• Bike & Fuel Efficient Vehicle Parking• Reduce Parking Capacity• Building Orientation & Shading• Reduced Heat Island Effect

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Energy Efficiency

• Energy Performance• Energy Star Computers, Equipment, Appliacnes• Energy Monitoring• Grid Neutral

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Water Efficiency

• 30% Savings• Efficient Appliances• Water Budget• Potable Water Reduction

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Materials & Resources

• Recycled Content Materials• Enhanced Durability & Reduced Maintenance• Enhanced Construction Waste Reduction• Life Cycle Assessment• Commissioning

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Indoor Environmental Quality

• Ventilation• Formaldehyde Limits• Acoustical Ceilings & Walls• Isolation of Pollutant Sources• Lighting & Thermal Control• Views

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Grid Neutral in Code

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Grid Neutral Codified

• A5.211.2 defines the term “grid neutral”• Production to consumption ratio

– Uses Title 24 energy calculations– Proposed annual renewable electrical energy production (kwh)

divided by annual electrical energy budget (kwh)

• Existing buildings shall use actual data• Annual renewable electrical energy can be renewable

energy production off-site

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Grid Neutral Increments

• In addition to defining grid neutral, the code describes incremental levels for grid neutral– A site is 35% grid neutral if the annual electrical production and

consumption ratio is equal or greater than .35– A site is 75% grid neutral if the annual electrical production and

consumption ratio is equal or greater than .75– A site is grid neutral when the annual production and

consumption ratio is equal or greater than 1

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Grid NeutralGreen Schools


Defining Grid Neutral

A site that produces as much electricity as it uses in a year

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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

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Comprehensive Planning

• Assemble the right team– Sponsors– Beneficiaries– Implementers

• Project delivery methods– Integrated Project Delivery (IPD)– Building Information Modeling (BIM)

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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

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Energy Generating Technology

• Photovoltaics (PVs)• Solor-thermal• Ground source heating pumps

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Energy Measurement

• Benchmarking– Monthly usage– Seasonal trends– Peak demands– Load isolation and profiles

• Utility bill analysis• Problem identification & correction• Conservation program persistence

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Maintenance & Operations

• Involve maintenance & operations from the start• Perform facility and energy evaluations• Provide education & training

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Innovative Funding

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Grid Neutral Guidebook

• In addition to covering the six workshop topics, the Grid Neutral Guidebook establishes these four steps to grid neutral:

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1New School: Set Energy Performance GoalExisting 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.


Next Steps

• Collect information from school districts to develop a database

• Adopt or develop a statewide methodology for benchmarking

• Look at opportunities for “cost neutral” • Hold workshops bringing together school districts, vendors,

and utilities

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Information on Grid Neutral

• A guidebook was published and posted online at: www.dsa.dgs.ca.gov/OtherProg/gridneutral.htm

• A video about grid neutral is available on YouTube at: http://www.youtube.com/califdgs#play/uploads/5/hLfDMYOzz0

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Thank You for AttendingFrom:

The Division of the State Architect &The Office of Public School Construction

town hall presented by the office of public school construction & the division of the state...

Documents

project submittal

cost estimates

project scope

application submittal

opsc project management

funding process

existing reservation

facilities andor equipmentmay