state agencies’ joint workshop california department of education division of the state architect...
TRANSCRIPT
State Agencies’ Joint Workshop
California Department of Education
Division of the State Architect
Office of Public School Construction
Additional Requirements
California Environmental Quality Act
Labor Compliance Program
Health & Safety Inspections
Utilities & Off-site Mitigation Measures
DTSC DIR Local Fire Authority Planning
Commissions Utility Companies Law Enforcement
& Traffic Safety
California Department of Education
CDE’s Role in the School Facility Program:
Plan & Site Approval, Requirements under Title 5
Fred Yeager – Assistant Director, SFPD
Role of the CDE California Education Code Section
17251CDE to develop standards for school
sites and plans Standards in California Code of
Regulations (CCR), Title 5, Sections 14010 and 14030Safety and educational
appropriateness
Role of the CDE
All public school sites and plans, regardless of funding source, must meet CCR Title 5 standardsSection 14010, site standardsSection 14030, plan standardsSections 14011 and 14032, state funding
processSections 14012 and 14033, local funding
process If state funds are requested, CDE
approval required (Education Code Section 17070.50)
Site Approval Process Overview
POTENTIAL SITESLEA identifies and evaluates
potential sites
CDE EVALUATIONCDE evaluates three or more of the potential sites identified by
the district
LEA submits CDE approval letter as part of their OPSC
funding application
PREFERRED SITELEA identifies preferred site
and prepares required studies for CDE (School
Facilities Planning Division (SFPD)) site approval SFPD 4.01, School Site Approval
Procedures
FACILITY MASTER PLANLocal Educational Agency
(LEA) evaluates short and long term needs
Facility Master Plan
A 5-10 year projection of facility needsIdentifies needs Where to buildWhat to buildWhen to buildWhat to modernizeBudget EstimatesFunding sources
Facility Master Plan
Evaluate AnnuallyDemographic changes Program changesFacility use changesFunding changes
Resources for Identifying Potential School Sites Title 5, Section 14010 School Site Analysis and Development
Guide School Site Selection and Approval Guide School site selection committee Local planning agency Architects
Include:Site size and shapeAirports within two nautical milesPipelines within 1,500 feetPower lines within 350 feetRailroads within 1,500 feet TrafficFloodingHazardous air emitters within a 1/4 mile
Title 5 Standards for Sites
Physical review of SiteReview of Title 5 standards and project
scopeIdentify know concernsIdentify needed studies and reportsRecommendations and ranking
Initial review is not an approval
CDE Initial Site Review
District chooses site for CDE review and approvalRequired studies are listed on the SFPD
4.01, School Site Approval Procedures, including:
DTSC Approval LetterCEQA AdoptionGeological Hazards reportCertifications on Form 4.03
District Submits Site Application for CDE Review
CDE Reviews submitted documents.If project meets Title 5 standards,
approval letter issued. Letter valid for five yearsCan be renewed.
CDE Review Site Application
Contingent approval is available if project is an environmental hardship or LEA is a financial hardship
Requires that CDE determine that the site is the “best available site”
Able to request early site money from SAB
Contingent Site Approval
Environmental Hardship: DTSC determination of six or more
months needed to remediate site Financial Hardship
Determined by State Allocation Board
Contingent Site Approval
All required items on Form 4.01 except:Department of Toxic Substances Control
approval• Environmental hardship needs DTSC “six
month letter”
California Environmental Quality Act (CEQA) final determination
SFPD 4.03, School Site Certification A CDE contingent site approval is valid
for one year and can be renewed
Contingent Site Approval Requirements
Department of Toxic Substances Control “final determination” letter
California Environmental Quality Act (CEQA) final determination
A signed SFPD 4.03, School Site Certification
Contingent to Final Site Approval Requirements
Site Acquisition New construction projects that are not
eligible for a categorical or statutory exemption from CEQA--See SFPD Form 4.07
When is DTSC Approval Required?
DEVELOPING THE PLANSLEA submits
preliminary plans to CDE(design development)
PRELIMINARY PLANSLEA resolvesCDE concerns
LEA submits CDE approval letter as part of their OPSC
funding application
CDE PLAN APPROVALCDE reviews project and
approves if Title 5 standards are met. CEQA compliance
and DTSC approval needed if applicable
EDUCATIONAL SPECIFICATIONS
LEA develops Educational Specifications
Plan Approval Process Overview—New School
What is an Educational Specification?
Quick Description
“Form follows function”
or
“Form allows function”
Why Use an Educational Specification?
Required by Regulations California Code of Regulations, Title 5
14001 (a) and 14030 (a) District board policy
The Superintendent of each LEA “Oversees the preparation of (school construction and modernization) plans from the developed educational specifications”.
(CSBA Board Policy 7100)
Why Use an Educational Specification?
Better productSchool design that supports and
enhances the educational program Builds Relationships
Among district staffBetween district and community
Puts students as the focal point of decision making
Why Use an Educational Specification?
Create a process and document that captures the facility impacts of educational program changes on existing schools. For example:
Class Size ReductionFull day kindergartenConversion from K-6 to K-8
Educational Specifications,Linking Design of School Facilities to Educational Program
1997 California Department of Education
Chapter 1 – The Meaning of Educational Specifications
Chapter 2 – The Role of Educational Specifications in Facility Planning
Chapter 3 – Development of Educational Specifications
Chapter 4 – Suggested format for Educational Specifications
Chapters 5-7 – Annotated Outline
Application form SFPD 4.07 Plan Summary
New School• Board Adopted Educational Specification
Addition Plans
New Construction Preliminary Plan Submittal
CDE Preliminary Plan Review letterIdentifies required changes as required
by Title 5Identifies suggested changes
District and CDE discuss required changes
New ConstructionPreliminary Plan
Revised Form 4.07 information if necessary
Signed Certifications on Form 4.07 Revised Plan Summary if needed Department of Toxic Substances
Control applicability and/or determination
California Environmental Quality Act determination
New Construction Final Plan Submittal
Application form SFPD 4.08 Provide “Plan Summary New School” if
over 50% of square footage demolished
Plans
Modernization Preliminary Review
Revised Form 4.08 information if necessary
Revised Plan Summary if needed Signed Certifications on Form 4.08 California Environmental Quality Act
determination
Modernization Final Plan Submittal
1. Develop a Facility Master Plan 5 -10 Year Projection
• Review annually• Identifies needs • Where to build• What to build• When to build• What to modernize• Budget Estimates• Funding sources
CDE Top Tips
2. Ensure that you, your architects and consultants understand CCR Title 5
Classroom size Parking lot separations Mitigations noted in site approval such
as power line setbacks, pipeline mitigations
CDE Top Tips
3. Use most current forms from the Web to ensure all codes and regulations met
4. Early and frequent contact with CDE Field Representative
Review of requirements New laws, regulations and policies Scheduling of review times
CDE Top Tips
5. Plan sites for future growth Support facilities
• Toilets• Lunch• Lockers• Physical Education teaching stations• Pre-school and child care• Special Education needs• District• County
CDE Top Tips
6. Understand role of CDE, City/County and other approval agencies
No local land use or building approval needed
Need for utility and road access Off-site improvements
CDE Top Tips
7. Ensure your studies are consistent All studies refer to the same site Findings consistent across studies
CDE Top Tips
8. Define project scope What level of CEQA analysis is needed? Is DTSC approval needed? If so be
prepared for Phase 1 Environmental Site Assessment, Preliminary Endangerment Assessment, etc.
Other studies noted on the SFPD 4.0 Initial Site Evaluation
Other agencies involvement/timelines• Coastal Commission• Army Corps of Engineers
CDE Top Tips
9. Develop and use Educational Specifications
Links function to design Involve all stakeholders
• Teachers• Classified• Parents• Community• Students
Board-adopted
CDE Top Tips
10. Submit Preliminary Plans 50% drawings construction
documents Saves time and money Better product Insist your design professional submit
preliminary plans Discuss preliminary comments with
CDE Field Representative
CDE Top Tips
Title 5, Section 14030www.cde.ca.gov/ls/fa/sf/codes.asp
Collaborative for High Performing Schools (CHPS)www.chps.net/
The Council for Educational Facility Planners International (CEFPI)www.cefpi.org/
Resources for School Design
Educational Specifications: Linking Design of School Facilities to Educational Program, 1997
School Site Analysis and Development Guide, 2000
School Site Selection and Approval Guide, 2000
California Code of Regulations, Title 5 Small School Site Policy Staff Assignments
CDE Website Resources
California Department of Education
School Facilities Planning Division
1430 N Street, Suite 1201
Sacramento, CA 95814
(916) 322-2470
www.cde.ca.gov/ls/fa/
CDE Address and Web Site
Division of the State Architect
Project Approval Process: Application Intake and
Plan Approval
Howard “Chip” Smith - Acting State Architect
Masha Lutsuk - Policy Deputy
Tim Powell – Senior Architect
DSA Organization
DSA Headquarters located in Sacramento
Four DSA Regional OfficesSan Francisco Bay AreaSacramentoLos AngelesSan Diego
Projects Requiring DSA Review
New Construction Additions Alterations to existing school buildings and facilities if
the project cost exceeds $37,245 (amount adjusted annually) IR A-10 (http://www.documents.dgs.ca.gov/dsa/pubs/IR_A-10_rev03-10-11.pdf)
Site placement of relocatable school buildings Reconstruction – the repair of damage to an existing
certified school building such as fire damage Rehabilitation – comprehensive evaluation and
retrofitting an existing non-conforming building (or school bldg if required)
Projects Requiring DSA Review
Miscellaneous Structure and Facilities Light poles 35 feet and higher Retaining walls 4 feet and higher Ballwalls 6 feet and taller Signs and scoreboards 8 feet and higher
above grade See DSA website and T24, Part 1, Section
4-314 for a more complete list If uncertain, contact the Intake Specialist for the
DSA Regional Office having jurisdiction http://www.dgs.ca.gov/dsa/AboutUs.aspx#regions
Applicable Laws & Regulations
Statutes – Ed. Code Sec. 17280 (Field Act – K-12)
Statutes – Ed. Code Sec. 81130 (Field Act – Community College)
Govt. Code Sec. 4450 (Accessibility) Govt. Code Sec. 14963 & 14964 (FLS)
Regulations – Title 24 Parts 1-12 Part 1 - Administrative Part 2 - Building Code Parts 3, 4, 5, 6 – Electrical, Mechanical,
Plumbing & Energy Codes Part 9 - Fire Code Part 11 – Green Code
Scope of DSA Review
Review of design for compliance with building regulations for: Structural Safety (SS) Fire & Life Safety (FLS) Accessibility (AC) High Performance Incentive (HPI)
Construction documents must show ALL work (including mechanical, electrical, and plumbing)
Intake, Plan Review & Plan Approval
School District Building Projects
Step 1: Preliminary Review for Large Projects Recommended – not required (also known
as the informal collaborative process) Should take place early in the design phase Architect contacts the DSA Regional Office
to schedule preliminary review meeting(s) Identify design problems prior to completion
of plans – saves time!
Intake, Plan Review & Plan Approval
School District Building Projects
Step 2: Submitting Plans to DSA Complete plans & specifications (one complete set
for each applicable discipline, SS, FLS, ACS or HPI-Energy)
Geologic Hazards Report & Soils Report • Verify if CGS Report is required per IR A-4
(http://www.documents.dgs.ca.gov/dsa/pubs/IR_A-4_rev06-25-10.pdf)
Site Plan drawing signed by local fire authority approving fire access, gates, fire flow, and hydrants
Site plan to show “Path of Travel” for site and building accessibility
Green Code Compliance Verification
Intake, Plan Review & Plan Approval
School District Building Projects
Step 2: Submitting Plans to DSA Energy Compliance Documentation
• 2008 Energy Code Compliance Checklist (DSA-403) http://www.documents.dgs.ca.gov/dsa/forms/DSA-403_rev02-07-10.pdf
DSA Application Form (DSA-1) http://www.documents.dgs.ca.gov/dsa/forms/DSA-1.pdf
• K-12 Projects require a project tracking (PTN) number issued by OPSC prior to issuance of DSA application Number regardless of OPSC involvement
Project Submittal Checklist (DSA -3) http://www.documents.dgs.ca.gov/dsa/forms/DSA-3.pdf
Project Funding Status Inquiry (DSA -10) http://www.documents.dgs.ca.gov/dsa/forms/DSA-10_rev02-10-11.pdf
• Establishes Priority Order for “shovel ready” projects received
Testing and Inspection Form (DSA-103) http://www.documents.dgs.ca.gov/dsa/forms/DSA-103_10-15-08.xls
Intake, Plan Review & Plan Approval
School District Building Projects
Step 2: Submitting Plans to DSA Fees - based on estimated construction cost (https://
www.apps.dgs.ca.gov/tracker/FeeCalculator.aspx)
• Fee must be paid prior to issuance of DSA application Number
Structural Calculations Fire Alarm System (when applicable)
http://www.documents.dgs.ca.gov/dsa/plan_review_process/GL-2_Fire_Alarm.pdf
• Plans, Calculations and Components Automatic Fire Sprinkler System (when applicable)
http://www.documents.dgs.ca.gov/dsa/pubs/PL_10-01_03-01-10.pdf
• Plans, Calculations, Fire Flows and Components
Intake, Plan Review & Plan Approval
School District Building Projects
Step 2: Submitting Plans to DSA Electronic Plan Review (
http://www.documents.dgs.ca.gov/dsa/pubs/PL_09-02_rev03-03-10.pdf)
Alternative Project Delivery Method (Paperless) to standard Paper Submittal for Projects with Construction Cost not exceeding $1,000,000.00
Conserves Paper Resources Provides the same Plan Review Process as standard
Paper Submittal Delivery Method Architect creates DSA FTP Server Account and
“Uploads” all Submittal Documents to Project Specific FTP Folder in .pdf Format
Architect must still Submit Hard Copy Original Signature DSA-1 Application Form and Plan Review Fees
Intake, Plan Review & Plan Approval
School District Building Projects
Step 3: DSA Intake Review DSA Application number assigned by DSA
Cashier Intake Specialist verifies that plans are complete
• An “Incomplete Notice” may be issued if all required forms and documents referenced previously have not been provide or are lacking required information. If the requested information is not provided within four weeks, the plans will be returned without review.
• Incomplete Notice is delivered by Email to Architect & District Representatives listed on the DSA-1 Application Form
Relocatable/Modular School Buildings
Pre-Check (PC) Approval Process The pre-check approval provides a “pre-
approved “ set of drawings for a structure to serve as a basis (comparison set) for future school project approval. The PC approval expedites and simplifies project approval.
Used by manufacturers of relocatable buildings, shade structures, light poles and other unusual and/or “repetitive use” structures.
Manufacturer is charged for the PC plan review/approval
Compliance with Title 24 regulations required
Modular Buildings
Over the Counter (OTR) Approval Approved PC drawings are typically used
(not re-reviewed) Site conditions are reviewed
Access Compliance – path of travel, toilets, etc.
Fire & Life Safety – distances between buildings, alarms, etc.
Structural Safety – verify snow, wind, seismic loads match, etc.
Projects generally reviewed and stamped in one day (OTC)
Intake, Plan Review & Plan Approval
School District Building Projects
Step 3: DSA Intake Review “Bin Times” (time between receipt of complete
submittal package & start of plan review with first available reviewer) monitored and updated weekly
When submittal package is determined to be complete, School District and Architect notified by email “Notice of Progress” (AB3640) indicating:
1. Project’s Application number2. Anticipated date review will start (Bin Time)3. Referral to TRACKER (on website) for monitoring
project status https://www.apps.dgs.ca.gov/tracker/ProjectStatus.aspx
Intake, Plan Review & Plan Approval
School District Building Projects
Step 4: Plan Review Plans are reviewed in order received Concurrent reviews are conducted:
1. Structural - Structural Engineer2. Fire & Life Safety - FLS Officer3. Accessibility - Access Architect4. HPI Review (Energy) - if applicable
Plans reviewed by first available plan reviewer (for all required disciplines)
• Time estimated for start of review is stated in the AB3640 “Notice of Progress”
Intake, Plan Review & Plan Approval
School District Building Projects
Step 5: Reviewed Plans Returned to ArchitectEach of the reviewed “check-sets” (SS,
FLS, AC, Energy) are returned to “Designer of Record” as listed on the DSA-1 Application Form when completed
“TRACKER” indicates status of each review (SS, FLS, AC, Energy) including when review is complete and returned to the “Designer of Record” https://www.apps.dgs.ca.gov/tracker/ProjectStatus.aspx
Intake, Plan Review & Plan Approval
School District Building Projects
Step 6: Design Professional Team Review of DSA Check-set (SS, FLS, ACS, and Energy if applicable)Architect coordinates Design
Professional Team review of DSA comments
Design Professional Team makes needed revisions to plans and supporting documents
Architect schedules a “back-check” appointment at DSA Regional Office
Intake, Plan Review & Plan Approval
School District Building Projects
Step 7: “Back-Check” and Approval of Plans “Designer of Record” and Consultants
bring corrected drawings and check-sets to back-check appointment
Architect and Engineers must provide experienced staff at the back-check appointment
DSA staff reviews drawings and all returned check-sets with the Architect & Engineers
Intake, Plan Review & Plan Approval
School District Building Projects
Step 8: Stamping Plans & Specifications When back-check is deemed complete, SS, FLS, AC,
initial & date DSA Identification Stamp on pertinent sheets. Energy initials only sheets containing required Title 24 Energy Forms
Intake, Plan Review & Plan Approval
School District Building Projects
Step 9: Approving Plans & Specifications DSA makes a Record Set of plans and specifications
• Plans are scanned at DSA. Time for scanning is dependant on size of project and availability of scanning staff
DSA issues an Approval Letter as soon as plans are stamped approved
The Approval Letter is sent out by email The date of the Approval Letter is the official DSA Plan
Approval Date Construction must begin within 1 Year of the Plan
Approval Date• Additional 1 Year increment Plan Approval Date
Extensions may be requested in writing up to 4 Years subject to DSA Approval (Title 24, Part 1, Section 4-330)
Office of Public School Construction
School Facility Program: Funding Opportunities
Karen Mandell – Program Supervisor
Brian LaPask – Program Supervisor
Matt Nakao – Program Analyst
PR
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Apportionment
Unfunded Approval
Fund Release
PIF Apportionment/ Fund Release
Bond Sale
Cash AvailabilityB
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ISC
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PMIB Loan
OPSC Funding Opportunities
Modernization
$880.8 million available 60/40 state and local sharing basis Modernization projects:
Extend the useful life, or Enhance the physical environment of the
school
Modernization
Common Project Elements
Accessibility / Fire & Life Safety upgrades Like-for-like replacement of old and/or
portable classrooms 50 Year-Old Building upgrades, including
repair or replacement of old utilities Upgrades to facilities for energy efficiency Integration of high performance building
components for “greener” building and environments
Modernization
Eligibility Requirements
Which buildings qualify? Portable buildings over 20 years old Permanent buildings over 25 years old
Eligibility is either:A. Lesser of the capacity of eligible
classrooms compared to the school site’s current enrollment, or
B. Ratio of eligible space to ineligible space on the school site applied to the current enrollment
Modernization
Complete Funding Application
Application for Funding (Form SAB 50-04) CDE Final Plan Approval Letter (Form 4.09) DSA Approved Plans and Specifications DSA Plan Approval Letter Construction Cost Estimate CTE Advisory Committee Certification Letter If Applicable:
Accessibility/Fire Code Worksheet50 Year-Old Building InformationHigh Performance Grant review
Modernization
Supplemental Grants
Accessibility / Fire Code Grants:A. 60% of actual costs – must submit a DSA
approved Accessibility / Fire Life and Safety checklist for the work in the plans, or
B. 3% of the base grant amount Small Size Project Grant –
fewer than 200 pupil grants Urban Security / Impacted Site Grant –
less than 60% of CDE recommended site size
Modernization
50 Year-Old Buildings
Pupil grants are worth approximately 30% more than standard pupil grants
Districts can request Utility replacement costs or improvements via the Site Development Worksheet
Separate eligibility baseline – comparison of total eligible space (or classrooms) to those that are 50 years or older
Modernization
Common Issues
OPSC identifies additional eligible grants Issues with requested Accessibility / Fire and
Life Safety grants Like-for-like replacements cannot contain new
building area or additional classroom capacity 60% Commensurate Test – comparison of
estimated costs versus projected grant amount Construction contracts cannot be signed before
DSA plan approval – Ed. Code Section 17307
Upcoming OPSC Webinars
Registration Information Available Soon
Application Intake Standards – April 11 Site Development Funding – April 18 NC Eligibility & Funding – April 25 Mod Eligibility & Funding – May 2 Site Acquisition Funding – May 9 Financial Hardship – May 16
OPSC Funding Opportunities
High Performance Incentive
$75.2 million available Supplement to New Construction or
Modernization projects Incentive grant to promote the use of
high performance attributes
High Performance Incentive Grant
Rating Criteria (HPRC)
Modeled after the 2009 CA-Collaborative for High Performance Schools Criteria
HPRC categories: Site Water Energy Materials Indoor Environmental Quality
High Performance Incentive Grant
Requirements
Must be part of the design for a New Construction or Modernization funding request
Request DSA HPI review during the plan approval process
Submit HPI Scorecard (from DSA) to OPSC
High Performance Incentive Grant
Recent Regulatory Changes
Effective January 25, 2011: New “High Performance Base Incentive
Grant” (HPBIG) $150,000 for new school projects that meet
minimum point threshold $250,000 for new construction addition and
modernization projects that meet minimum point threshold
Only one HPBIG allowed per school site
High Performance Incentive Grant
Recent Regulatory Changes
Effective January 25, 2011: Incorporation of 2008 Energy Code Data collection – cost differentials School Board Resolutions required on
Application for Funding (Form SAB 50-04)
High Performance Incentive Grant
Recent Regulatory Changes
Effective January 25, 2011: Changes to HPRC
Points worth more, percentages increased 16 additional credits
• Two credits in Water category
• Eleven credits in Energy category
• Three credits in Indoor Environmental Quality category
High Performance Incentive Grant
Recent Regulatory Changes
Effective January 25, 2011: Green Code Changes
Updated for new school projects only Reduced Low Emitting Materials (LEMs)
category from 1-4 points to 1-2 points for additional code requirements for LEMs
High Performance Incentive Grant
Funding Calculation Example
New School project for a 1000 pupil elementary school with 41 points achieved and verified by DSA
2006 Criteria (Old) 2009 Criteria (New)
Base grant:$8,738 x 1,000 pupils = $8,738,000
41 points = 4.0 percent increase
Therefore:$8,738 x 1,000 x 4.0% = $349,520
Base grant:$9,112 x 1,000 pupils = $9,112,000
41 points = 6.52 percent increase
Therefore:$9,112 x 1,000 x 6.52% = $594,102
+
$150,000 (Base Incentive Grant)=
$744,102
an increase of $394,582, or more than double the previous amount!
Modernization project for a 500 pupil elementary school with 41 points achieved and verified by DSA
2006 Criteria (Old) 2009 Criteria (New)
Base grant:
$3,328 x 500 pupils = $1,664,000
41 points = 4.0 percent increase
Therefore;$3,328 x 500 x 4.0% = $66,560
Base grant:$3,470 x 500 pupils = $1,735,000
41 points = 6.52 percent increase
Therefore;
$3,470 x 500 x 6.52% = $113,122
+
$250,000 (Base Incentive Grant) =
$363,122
an increase of $296,562, or more than five times the previous amount!
High Performance Incentive Grant
Funding Calculation Example
OPSC Funding Opportunities
Overcrowding Relief Grant
$446.0 million available Reduces the number of portable
classrooms on overcrowded school sites and replaces them with permanent classrooms at either:
A. The same site (e.g. multistory), or
B. Another school site The final filing date for the eighth funding
cycle is July 29, 2011.
Overcrowding Relief Grant
Program Requirements
School site pupil population density > 175 % of CDE’s recommended density
ORG Eligibility Determination Form to CDE
ORG Pupil Eligibility Determination to OPSC (Form SAB 50-11)
Funding application must include narrative describing how project relieves overcrowding
Overcrowding Relief Grant
Program Requirements
Form SAB 50-02 must be on file prior to ORG eligibility
Portables must be removed from the ORG school site and from K-12 use within six months of permanent classroom occupancy
Overcrowding Relief Grant
Common Issues
Hybrid ORG Project - An ORG project that is submitted with other types of projects, such as: New ConstructionModernizationCharter, etc.
Transportation costs – Not allowed