TRACKING DSA PCO SUBMITTALS IN

EXPEDITION

byWendy Kaszycki, PE

Project Controls DirectorMarch 2, 2006

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Introduction

• What are PCOs?

• Background

• Why Track PCOs?

• Where Track?

• Who?

• How?

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What are PCOs?

• Preliminary Change Orders– Submitted to DSA to get preliminary

approval on changes to plans or specs– Required for Structural, Fire/Life Safety

and Accessability– Can be in the form of an RFC or sketch

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Background

• Title 24 requires all changes to plans and specs to have DSA approved CO prior to perform work

• Recognized as impractical, so DSA approves PCOs instead

• DSA Interpretative Regulation (IR) 6 further reduces this to only PCOs relating to Accessibility, Fire/Life Safety or Structural changes

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Problem

• Tracking DSA Submittals in Expedition was trained to OARs & PCs in August and September 2004

• Not all submittals being tracked in system

• Only 19 projects show PCO submittals in Expedition

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Why Track PCOs?

• DSA Form 6 – Documents whether project is constructed in

accordance with Plans & Specs– Assigns % complete in applicable categories– 100% complete required on Fire Alarm & Fire

Sprinklers in order to occupy• DSA approval on PCOs for all Fire Alarm & Fire Sprinkler

Safety changes

• Helps DSA manage workload and resources• DSA approval of COs is expedited if PCO has

been approved, thus speeding project certification

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Where Track?

• Policy– All DSA Submittals are to be tracked and

kept current using Expedition’s submittal package log

• Expedition is only system where PCOs can be uniformly tracked– PCOs not tracked in PIC– PCOs not tracked in DSA Tracker

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WHO?Responsibilities

• OAR/Project Team– Overall responsibility to log, track, monitor– Prepare/issue Log– Ensure Architect is sending required submittals to

DSA– Review status of PCO submittals in weekly

meetings

• Architect– Submits PCOs– Resolves all technical issues required for DSA

approval

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WHO?Responsibilities

• DSA– Reviews and approves all submittals to DSA

• General Contractor– Should not perform CO work until PCO is approved

• IOR– Generates DSA Form 6– If not “100/100”, requests Fire Department site visit

• OEHS– Completes Essential Safety Checklist prior to

School Occupancy

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Projects Tracking PCOs

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Valley Region – Open PCOs

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South Region – Open PCOs

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Central Region – Open PCOs

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Additions & Modulars – Open PCOs

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HOW?Expedition Submittal System

• Set up package called “DSA”• Enter each submittal • Track Type of submittal• Assign Priority

– High Priority if Fire Alarm/Fire Sprinkler PCO (critical/required for School Occupancy)

• Automatically tracks– Ball in Court– Days held– Overdue

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Expedition Submittal System

• Can track Multiple Reviewers • Tracks Multiple Review

Cycles/Revisions• Tracks Required Dates• Allows input of remarks/comments• Status• Automatically creates Transmittals• Automatically creates Dunning Letters

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Types of DSA Submittals

• Original Construction Documents• Revisions• Addenda• Deferred Submittals

– Elevator Rails– Sprinkler Systems– Storefronts, etc.

• PCOs (preliminary approval of change, can be in the form of an RFC)

• COs• Field Directives• CDAs (changes to scope on 17406 Projects)

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DSA Reviewers

• Accessibility

• Fire/Life Safety

• Structural

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Challenges

• Project Team/OARs need to input data as items occur, not when completed

• Architect and OAR being aware of when submittals are made

• OAR providing proper information to PC for input

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W I I F M

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W I I F MWhat’s

In

It

For

Me

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WIIFM

• One system to track all submittals during design & construction

• Provides log to discuss with A/E• Expedites project certification by DSA• Track by Project• Roll-up by Region• Exception Reporting

– High Priority– Held > X Days– Overdue

• Eliminates duplication of effort and/or several versions of logs with conflicting information

• SCHOOL OCCUPANCY!!!!!

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Sample Project Report

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Key Points to Remember

• Always Use Submittal Packages• Package called “DSA”• Add Submittals• Assign Type (“PCO”)• Assign Reasonable Priorities (High

for Fire Alarm/Fire Sprinkler PCOs)• Assign Status (NEW)

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Key Points to Remember

• Use Status– “NEW” – upon creation– “RRR” – if DSA reviews and returns for

revision– “APP” – after DSA approval

(Submittals show up as “UNS” (Unsubmitted) if status is not properly selected)

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Questions?