Orchard School District Citizens Oversight Committee Presentation - PowerPoint PPT Presentation

Orchard School District Citizens’ Oversight Committee Presentation Division of the State Architect (DSA) Public School Facilities Process February 2, 2010 Presented by: Kim Scott

Citizens’ Oversight Committee (COC) Presentation Division of the State Architect (DSA) Public School Facilities Process � The December 1, 2009 COC Meeting covered the many entities that can be involved in a School Bond Facilities Program, including the School District, the Division of the State Architect, Inspector of Record and Special Inspectors among others. � Tonight’s topic, a discussion of the DSA Process, briefly illustrates the manner in which these various entities interact over the course of a school facilities construction project. 2

Division of the State Architect (DSA) � The Division of the State Architect's (DSA) primary role in State government is to ensure that California's K-12 schools and community colleges are seismically safe and accessible to all. It fulfills this role by reviewing construction project plans for structural safety, fire and life safety, and accessibility (that is, access by disabled persons). In this role, DSA works closely with school districts and designers. In a typical year, DSA reviews about 4,000 project plans. In addition, DSA provides oversight of construction and testing labs. (www.dsa.dgs.ca.gov/About/default.htm) � The DSA Process is directed by State laws and regulations. 3

Timeline for DSA Process DSA Issues Plans & Inspection Project Specifications Reports Sent Certification Production & to DSA Letter Project Submission Buyout to DSA Construction Construction Construction Pre Post DSA Drawing Obtain Review and Inspectors Approval Project Development Submit Final Reports & Closeout Docs to DSA 4

Preconstruction – Project Development � The School District decides to build/construct a facilities project. � The School District hires an Architect and possibly a Construction Manager or Program Manager (CM/PM) � The Architect and CM/PM work with the School District to develop their project into a set of Construction Documents (plans and specifications). Inspection DSA Issues Project Reports Plans & Specs Production Project Buyout Certification Letter Post Construction Pre Construction Sent to DSA & Submission to DSA Construction Obtain DSA Drawing Inspectors Review and Submit Final Project Development Approval Reports & Closeout Docs to DSA 5

Preconstruction - DSA Review � Once the Construction Documents are complete, the Architect submits the proposed project to DSA. � DSA then reviews the project in three principal areas: � Structural Safety (engineering review of the structural design and calculations) � Fire and Life Safety (safe path of travel, building and site egress) � Accessibility Compliance (schools must be accessible for persons with disabilities) � Each of the three reviews will produce a different set of comments that are sent to the Architect. These are known as “back-check comments”. Inspection DSA Issues Project Reports Plans & Specs Production Project Buyout Certification Letter Post Construction Pre Construction Sent to DSA & Submission to DSA Construction Obtain DSA Drawing Inspectors Review and Submit Final Project Development Approval Reports & Closeout Docs to DSA 6

Preconstruction - DSA Approval � Upon receipt, the Architect will address all back-check comments and then meet with DSA to review the updated Construction Documents. This is called the “back-check appointment”. � Finally, DSA approves the project for construction. Inspection DSA Issues Project Reports Plans & Specs Production Project Buyout Certification Letter Post Construction Pre Construction Sent to DSA & Submission to DSA Construction Obtain DSA Drawing Inspectors Review and Submit Final Project Development Approval Reports & Closeout Docs to DSA 7

Preconstruction - Project Buy-out � Concurrent with DSA review and approval, the Program Manager or Construction Manager develops Bid Documents. Bid Documents are detailed instructions (both technical and legal guidelines) used by those contractors bidding on the project. � When the Bid Docs are completed and the project has been approved by DSA, the project then “goes out to bid.” This is where the Program Manager or Construction Manager notifies qualified contractors of the project and asks them to provide a bid for their portion of the work usually within a two-four week time period. � Once the lowest bidder is identified for each portion of the work, the PM/CM will produce contracts, verify compliance with all award terms set out in the documents, get all required signatures from the School District (owner) and the contractor(s). Inspection DSA Issues Project Reports Plans & Specs Production Project Buyout Certification Letter Post Construction Pre Construction Sent to DSA & Submission to DSA Construction Obtain DSA Drawing Inspectors Review and Submit Final Project Development Approval Reports & Closeout Docs to DSA 8

Preconstruction – Obtain Inspectors � Before construction can begin, the School District also must hire an Inspector of Record (IOR) and a Special Inspector. � These third-party inspectors are hired by the School District through a competitive bid process, and they each contract directly with the District. � Their primary role is to monitor the construction practices and materials to ensure compliance with the DSA approved set of Construction Documents. Inspection DSA Issues Project Reports Plans & Specs Production Project Buyout Certification Letter Post Construction Pre Construction Sent to DSA & Submission to DSA Construction Obtain DSA Drawing Inspectors Review and Submit Final Project Development Approval Reports & Closeout Docs to DSA 9

Construction: � Depending on the scope of work, construction can last anywhere from two months to more than two years (for large projects). The time for completion of the project is specified in the contract documents. � During construction, the IOR and Special Inspector are constantly on the job inspecting the work. The inspectors submit reports to DSA on a regular basis regarding the work, schedule, code compliance and more. (See sample Report handouts.) � This process continues throughout the course of construction. Inspection DSA Issues Project Reports Plans & Specs Production Project Buyout Certification Letter Post Construction Pre Construction Sent to DSA & Submission to DSA Construction Obtain DSA Drawing Inspectors Review and Submit Final Project Development Approval Reports & Closeout Docs to DSA 10

Post construction - DSA closeout � Once construction is complete, the PM/CM, contractor, A/E, and all inspectors must submit final reports and other close-out documents to DSA. (See sample close-out document handout.) � DSA will complete a thorough review of all reports and close-out documents. � A successful project will result in a letter from DSA stating that the project is Closed with Certification. (See sample DSA letter handout.) Inspection DSA Issues Project Reports Plans & Specs Production Project Buyout Certification Letter Post Construction Pre Construction Sent to DSA & Submission to DSA Construction Obtain DSA Drawing Inspectors Review and Submit Final Project Development Approval Reports & Closeout Docs to DSA 11

Questions & Answers 12