DSA: CHANGING CULTURE & CHANGING PROCESSES

1. DSA: CHANGING CULTURE & CHANGING PROCESSES CONSTRUCTION OVERSIGHT PROCESS

2. Overview DSA: CHANGING CULTURE & CHANGING PROCESSES

3. 2013 CALIFORNIA BUILDING CODE AND THE ADA

4. ACCESS CODE: Development Process Process Triennial Edition – 2013 Edition Mid-cycle supplement – 2015 Integration of the 2010 ADA and CBC Emergency Regulations DSA Proposes Regulations for: State and local government facilities ADA Title II Entities Private public accommodations and commercial facilities ADA Title III Entities

5. 2010 ADA STANDARDS Nation wide regulations by US DOJ ADA 2010 Standards – 15 Sept 2010 Mandatory – 15 March 2012

6. ADA AS MODEL CODE Preference survey to Stakeholders 400 + responses 2010 ADA – 65% 2010 IBC – 21% 2010 CBC – 14% 2010 ADA Standards selected as model code

7. 2013 ACCESS CODE ANALYSIS Nationally Recognized Consultant Group January 2012 through May 2012 Detailed comparison 2010 CBC to 2010 ADA 2,500 row spreadsheet work product Identified limited direct conflicts Emergency Regulations

8. ACCESS CODE EMERGENCY REGULATIONS DSA Advisory Board Access Committee Working Group convened Public hearing in Oakland BSC hearing and approval 19 July 2012 Effective Date 1 August 1 2012

9. 2013 ACCESS CODE OUTREACH 7 public forums May through July 2012 Draft language by ADA division Multiple modalities for accessibility Accessible venues Real time captioning Alternate formats, large type, and audio recordings

10. 2013 ACCESS CODE FORMAT ADA Chapters to Divisions of Chapter 11B Maintains ADA format and numbering Model code deletions – strike-out font CBC amendments – italic underlined font ADA Advisories – not in code, but will be included in companion document

11. 2013 ACCESS CODE APPLICATION SCOPING FIRST – WHAT, WHERE AND HOW MANY? TECHNICAL – HOW? ENFORCEMENT

12. CURRENT ISSUES Protection and Liabilities of an ADA Study Current Standards and Codes 2013 CBC versus the 2010 ADA Standards ADA Access from a undeveloped Public Right-of-Way Accessibility to overhead technical areas in theatres

13. CONSTRUCTION OVERSIGHT PROCESS CHANGES

14. CONSTRUCTION OVERSIGHT PROCESS CHANGES: Overview • Electronic Documentation Processes • Inspector Job File Review (Form 119) • 2013 CBC Admin Regulations • Elimination of Change Order Submittal to DSA • Construction Change Document (CCD) Process • Projects not Certified…Resolutions for the Past • Inspection Card… Changing the Future of Certification

15. AUTOMATION OF DSA CONSTRUCTION OVERSIGHT: I-Pads, E-doc and Cloud • DSA will increase productivity and standardization of its field staff through the use of new automated systems and hardware for use in the field. • Automating procedures will allow our field staff to: • spend more time in the field • standardize the level of our work and oversight of project inspectors • Allow us to quickly share and review documents with clients • Increase efficiency • Eliminate areas where documents may be lost or misplaced. • Pilot program started in San Diego and Sacramento offices for selected field staff

16. DSA BOX.COM: A New Method for All DSA business partners and clients to collaborate on projects in real time What is DSA Box.Com? Cloud repository for documents, drawings, and forms How do I gain access to specific project files? DSA sends you an invitation to view a folder/file You create a DSA Box logon to access folders/files What can I do in DSA Box? Preview files, up/download files, view files How do I know when there is a file to view? DSA Box sends you a notification of activity in a folder DSA BOX

17. DSA BOX COLLABORATION DSA BOX

18. DSA ROADMAP FOR DSA BOX IMPLEMENTATION DSA will implement DSA Box by “tracks”: Field Engineer; Project Inspector; Verified Reports; Design Professional and; Construction Change Documents. More than one track may be implemented at the same time, based on need and staffing. DSA BOX

19. DSA BOX SCREEN:Project Folders & Collaborators DSA BOX Project Folders Collaborators

20. DSA BOX PROJECT FOLDER STRUCTURE DSA BOX

21. INSPECTOR JOB FILE REVIEW DSA FORM 119 Implemented Formalized Field Review of Inspector Job File • Each Class 1 and 2 project site visit will include inspector job file review • Content of job file review is defined for consistency • DSA Form 119 provides reporting mechanism • Will play a role in future process by ensuring inspector job file contains documents sufficient for project certification

22. 2013 CBC TITLE 24 PART 1 Changes to the Admin. Regulations that Affect Construction Testing and Inspections • These regulations will became effective early spring 2013. • Defines Project Inspector employer relationships • Allows for the laboratory to provide special inspections with Lab Manager responsible for the Verified Reports • Strengthens the prerequisite experience for Project Inspectors

23. ELIMINATE CHANGE ORDER SUBMITTALS TO DSA PROCESS DEVELOPMENT • DSA initiated code changes • Districts self report final project cost to DSA • Removed requirement to submit Change Orders to DSA • Added requirement to submit construction changes that affect the Structural, Accessibility and Fire-Life Safety portions of the project • DSA created and implemented use of Form DSA-168 for districts to self report final project cost. • DSA created new IR A-6 to implement the new Construction Change Document (CCD) provisions in Title 24, Part 1, Section 4-338.

24. ELIMINATE CHANGE ORDER SUBMITTALS TO DSA CONSTRUCTION CHANGE DOCUMENT (CCD) • Replaces both Change Order and Field Change Document (FCD) process • Is really just the formalization of the Field Change Document (FCD) • Formal Change Orders are no longer submitted to DSA • Implements the new requirement in Title 24, Part 1, Section 4-338 which divides construction changes into two categories: • Category A: Changes that affect the Structural Safety, Access Compliance, or Fire & Life Safety portions of the project. • Category B: Changes that do not affect the Structural Safety, Access Compliance, or Fire & Life Safety portions of the project. • Category A changes are required to be submitted to and approved by DSA (By use of Form DSA-140.) • Category B changes are not required to be submitted to DSA unless specifically requested by DSA. (By use of Form DSA-141 if submitted.)

25. CERTIFICATION GUIDE WITH NEW PROCESS ANOTHER TOOL/METHOD FOR ADDRESSING UNCERTIFIED PROJECTS • DSA created a new comprehensive certification guide that updates the original guide and includes alternate processes to certify projects where required documents are missing due to the incapacitating illness, death, or the default of any persons required to file such documents • This new comprehensive guide is available on our website • DSA has initiated a state-wide program to examine all previously closed not certified projects to determine viability for certification using the alternate process defined in the new certification guide • Separate workshop later in the day to discuss this in detail.

26. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION INSPECTION CARD DSA FORM 152 Similar to that used by virtually every building department in California. • One page document with specific construction milestones. • Construction milestones comprised of 35 separate blocks grouped in 9 separate sections. • Each block and section are signed off by the project inspector as construction proceeds. • Construction should not proceed past milestones until signed-off. • Same card is used for all projects regardless of scope but not all blocks and sections may be applicable. Sections Blocks Descriptions

27. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION INSPECTION CARD CONTAINS NINE SECTIONS • Initial Site Work • Foundation • Vertical Framing • Horizontal Framing • Non-Building Site Structures • Appurtenances • Finish Site Work • Other Work • Final SS/ACS/FLS

28. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION INFORMATION ON USING THE INSPECTION CARD • The inspector will use the DSA-152 Manual as a guide to determine the requirements necessary for card sign off dependent on the materials and construction type. The manual is keyed into the sections and blocks on the inspection card so that the inspector looks up the necessary information using the section and block numbers. • The DSA implementation requirements will be published in Procedure PR 13-01. All persons involved will be required to comply with those requirements. • The number of inspection cards required for projects corresponds with the number of buildings in the project scope. There will be one card issued for each separate building and one card issued for the site work (includes non-building site structures).

29. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION HOW THE INSPECTION CARD WORKS The project inspector’s sign-off of each block and section is acknowledgement that: • Required inspections have occurred • Required testing is complete • Required deferred submittals are DSA approved • Changes to theDSA approved construction documents have been approved • There are no Deviations from DSA approved construction documents • Interim verified reports from design professionals and contractors have been received. • Required documents have been received by the project inspector

30. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION HOW THE INSPECTION CARD WORKS: What Happens if construction proceeds past milestones without sign-off by project inspector? • Inspector Notifies DSA, Contractor, and Owner that construction is proceeding without the underlying work approved. • Contractor may be prohibited from proceeding with subsequent construction activities that cover up the unapproved work. • District may cause stop work • DSA may cause stop work • DSA may issue order to comply • Any subsequent construction activities, that cover up the unapproved work, are subject to removal and remediation if found to be in non-compliance with the DSA approved construction documents or the DSA approved testing and inspection program.

31. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION DSA USE OF STOP WORK • Detailed information found in DSA IR A-13 • District stop work (voluntary) • DSA issues “Order to Comply” (gives time for corrective actions) • DSA issues “Stop Work” • Used if DSA believes non-compliant construction is in progress • Used on case by case basis • Constructing without DSA approved plans • Constructing without a DSA approved inspector present • Construction of deferred submittal Items not DSA approved • Construction covering up non-inspected work • Construction covering up non-compliant work • Typically used only for the areas of the project affected by the issue that needs to be resolved; but may be project wide.

32. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION HOW THE INSPECTION CARDS ARE ISSUED • Request for inspection cards are made after contracts for the work are let • Request is made using DSA Form 102.IC & requires the following information: • Construction Start Date • Identifying the Project Inspector • Identifying Project Inspector DSA Form 5 approval date • Identifying the DSA approved Laboratory of Record • Scope of Contract • Identifying prime contractors 3. Inspection card is only issued to one of the following: • School District • Design Professional in Responsible Charge • Project Inspector

33. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION CONSTRUCTION TEAM RESPONSIBILITIESAll parties have responsibilities for successful use of the Inspection Card: • DSA • Design Professionals • Project Inspector • Testing laboratory & Special Inspectors • Contractor • School District • Ensure inspection cards have been issued • Mutually understand and agree on the T&I program • Communicate effectively and timely using the appropriate documents • Ensure construction complies with the DSA approved plans • Provide timely resolution of all issues • Perform all duties in a timely manner • File/Process all documents timely • Districts to ensure their design team scope includes code required duties… like site visits

34. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION HOW THE PROCESS CHANGES CERTIFICATION • Documents will be submitted to the project inspector as work proceeds instead of at the end of the project. • Documents will be in the inspector job file (not “missing”). • Inspector’s job file will be turned over the district at the end of the project (so district has documents necessary for certification). • Inspector will turn over a copy of the inspection card and all Verified Reports to DSA at the end of project. • DSA will certify the projects based on these Verified Reports (not other documents). • Other documents can be audited by DSA, if necessary, by requesting from the district files or the Inspector’s job file. • Separate Inspection Cards allows for separate certification of buildings (and site). • Structural and Fire/Life Safety can be separately certified from Access. • Any issues withholding certification can be specifically identified.

35. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION FAMILY OF ASSOCIATED DOCUMENTS The following are used to communicate and record that construction is in compliance with the DSA approved construction documents: • Form-151:Project Inspector Notifications • Form-152: Project Inspection Card (inspector interim verified report) • Form-154: Notice of Deviations and Resolution of Deviations • Form-155: Project Inspector Semimonthly Report • Form-156: Contractor Notification to Project Inspector Commencement/Completion of Work • Form-6.PI: Verified Report – Project Inspector • Form-6.AE: Verified Report – Architect/Engineer • Form-6.C: Verified Report – Contractor • PR 13-01: Construction Inspection Documentation • 152 Manual: Inspector’s Guide for Completion of the Inspection Card

36. INSPECTION CARD CHANGING THE FUTURE OF CERTIFICATION IMPLEMENTATION Projects as of the date of implementation: • Construction complete • Procedure is not applicable • Construction starting • Procedure is fully applicable 3. Construction started-not finished • Procedure is applicable but there will be a “grace” period of a couple of months to catch up with all the documents and the inspection card

37. DSA: CHANGING CULTURE & CHANGING PROCESSES