OSHPD Process LOS ANGELES AREA NFSA CHAPTER MEETING October 22, 2014

Mr. Gordon Oakley, Deputy Division Chief OSHPD, Facilities Development Division Los Angeles Office

FDD’s Mission “FDD safeguards the public health, safety and general welfare through regulation of the design and construction of healthcare facilities, to ensure they are capable of providing sustained services to the public.” Mission

Why have a State Building Department for Hospitals? Prior to 1973, local building officials had jurisdiction over hospitals. February 9, 1971 Sylmar earthquake revealed issues with the structural performance of hospitals. Failures were attributed to poor design, shoddy construction, and obsolete codes.

Who Are We? Facilities Development Division (FDD) one of six OSHPD’s Divisions, serves as the building department for all hospitals and nursing homes in the State of California.

Who Are We? Facilities Development Division (FDD) The purpose of FDD is to regulate the design and construction of healthcare facilities to ensure they are safe and capable of providing services to the public.

Who Are We? FDDFDD serves as a "one-stop shop" for all aspects of health facility construction. FDDFDD handles geo-technical, architectural, structural, mechanical, electrical and fire/life safety requirements. FDDFDD plan review and construction team oversee the process entailing the construction drawings and specifications submitted for code compliance review.

Regions Based on geographical assignments, FDD's staff in each office, Sacramento and Los Angeles, are divided into seven work groups, each defined as a “Region".

Regions –Each Region is managed by:  A Regional Supervisor for plan review  A Regional Compliance Officer for field compliance

Regions –The Regional Supervisor directs and supervises the activities of the plan review staff: –Senior Architect(s) –Senior Structural Engineer(s) –Senior Mechanical Engineer –Senior Electrical Engineer –Fire & Life Safety Officer(s) –Program Technician

Rapid Review Unit A Regional Supervisor, located in Sacramento office, directs and supervises the activities of the Rapid Review Unit staff: –Senior Architect –Senior Structural Engineer –Senior Mechanical Engineer –Senior Electrical Engineer –Fire & Life Safety Officer One team is located in Sacramento and the other team is located in Los Angeles; reviews are conducted in the office as well as at 4 remote locations: –Santa Rosa –Fresno –San Bernardino –San Diego

How To Contact Us Sacramento Sacramento Offices: FDD/Sacramento Headquarters FDD/Sacramento Headquarters 400 R Street, Suite 200 Sacramento, CA (916) (916) fax

How To Contact Us Los Angeles Los Angeles Office: FDD/Los Angeles 700 N. Alameda Street – Suite Los Angeles, CA (213) (213) fax

Plan Review during Construction –Field Review of PAD’s –Field Review of Deferred Approval Items –Deferred Items: equipment anchorage, fire alarms, fire sprinklers, pre-cast panels, window wall systems, elevators, and low voltage systems. –Time Schedule is the same as the parent project review. Plan Review Procedure

Pre-Design Consultations Goal:  Assistance in design, budget and timing issues Assistance in Licensing & Certification process Process:  Our place or yours… consultations can be done anywhere! Plan Review Procedure

Review with Comments Goal:  Reduce “turnaround” delays and number of back- checks Process:  Reviewers are encouraged to approve plans with minor defects (not related to safety)  Office issues Plan Approval Letter and a conditional Building Permit  Comments must be cleared prior to construction. Plan Review Procedure

Comment and Process Review (CPR) Goal:  Resolve issues regarding plan review and construction at the lowest level Process: CPR  3 levels of the CPR Path 1.Staff Member 2.Regional Supervisor or Compliance Officer 3.Deputy Division Chief Appeal Procedures to HBSB Plan Review Procedure

Over-The-Counter Reviews If each discipline can do the review in less than one hour (two hours for structural). triage If the review can be done in less than ½ hour, the review is done during the triage. Most OTC reviews apply to back-checks. The OSHPD Sr. Architect/Project Manager is responsible for scheduling Plan Review Procedure

Over-The-Counter Reviews Process Based on the geographical assignments of each region, the type of OTC reviews may vary: Some regions set aside time weekly to review projects qualifying for OTC reviews. Special days are scheduled in various areas such as San Diego and San Bernardino for the convenience of the clients. Plan Review Procedure

Major Activities Licensing 30 different types of facilities Certifying Medicare and Medicaid (Medi-Cal) programs Complaints, accepting and investigating Licensing & Certifying aides and technicians Consumer and Provider Education Licensing & Certification

CDPH L&COSHPD FDD Regulates the operation Regulates the design and and staffingconstruction Enforces Title 22Enforces Title 24Review of Program Flexes (Concurrently or sequentially) Licensing & Certification

Now that Construction Documents are Approved… Construction

Building Permit Submittal Requirements Application for Building Permit (OSH-FD-302) Workers Compensation Insurance Certificate Letter of Authorization (OSH-FD-309) Application for Inspector of Record (OSH-FD-124) Approved TIO Program Construction

Construction Start Requirements Notice of Start of Construction (OSH-FD-801) 1.Name and address of the contractor. 2.Contract price. 3.Date on which contract was awarded. 4.Date of construction start. Construction

Inspector of Record The hospital governing board or authority shall provide for competent, adequate and continuous inspection by one or more inspectors. The Inspector must be satisfactory to the architect or engineer in responsible charge of the work and the Office. The IOR(s) provides continuous inspection of all parts of the work in all stages (CBC ). The IOR is responsible for assuring that all areas requiring special inspections are inspected and accepted by special inspector(s) [CBC (a)1]. Construction

Test, Inspection and Observation Program The TIO Program is used for: Documenting all required tests and inspections required for the project Identifying each professional who must confirm that work is completed in compliance with plans & specifications.

Test, Inspection and Observation Program Verified Compliance Reports are required: At intervals or stages of work as identified in the TIO program when completed; Anytime a special report is required by OSHPD; And always at the completion of a project

OSHPD Field Staff FDD field personnel make periodic visits to the construction site to:  Confirm the construction is proceeding in accordance with the approved construction documents;  Assure that the structural, fire and life safety, and all other requirements of the building code are being complied with;  Monitor the performance of the IOR  Issue the Certificate of Occupancy Construction

Changes to Approved Construction Documents Work shall be executed in substantial conformance with the construction documents approved by the Office. Changes in the work include: correction of errors in design and/or construction to bring the construction documents and/or construction into compliance with applicable codes; change(s) in the scope of the work; additional work required because of discovered conditions. Construction

Changes to Approved Construction Documents Only changes that materially alter the work shall be submitted to OSHPD for review and approval as Amended Construction Document. Changes in the work that do not require an ACD do not authorize any work to be done in violation of the provisions of all applicable codes. Construction

Alternate Solutions Example No. 1 Ducts interfere with ceiling wire installation A/E issues a response to RFI to install trapeze assemblies per approved details Category: Interpretation/clarification Action required: OSHPD field staff review of RFI

Alternate Solutions Example No. 2 Ducts interfere with ceiling wire installation A/E issues a response to RFI to shift ceiling grid pattern one foot east so that hanger wire locations will no longer interfere Category: NMA Action required: OSHPD initials the RFI response to indicate concurrence that the change is “non-material”

Alternate Solution Example No. 3 Ducts interfere with ceiling wire installation A/E issues a response to RFI to use an OSHPD Pre- approved detail Category: NMA Action required: OSHPD initials the RFI response to indicate concurrence that the change is “non-material”

Alternate Solutions Example No. 4 Ducts interfere with ceiling wire installation A/E issues a response to RFI to install an alternative system with new details Category: PAD Action required: OSHPD review as a PAD

Mechanical Examples

Post Approval Document (OSH-FD-125) Must state the reason for the change Show the add or deduct from the contract price Must be signed by the architect and engineer Must be accompanied by supplementary construction documents. Construction

Construction Final Issued by the OSHPD Compliance Officer after recommendation by the DSE and FLSO upon completion of all documentation and construction. Project Close-Out

CANs Code Application Notices - How to apply a specific code section - Interpretation of code If the code is vague or ambiguous, CAN usually becomes a code change proposal.

l The purpose of the California Building Standards Code (CBSC) is to provide for public safety, through an efficient, usable, and consistent set of rules for construction California Building Standards Code

Part 1 – California Administrative Code Part 2 – California Building Code Part 2.5 – California Residential Building Code Part 3 – California Electrical Code Part 4 – California Mechanical Code Part 5 – California Plumbing Code Part 6 – California Energy Code Part 7 – (No longer published in Title 24. See Title 8, CCR) Part 8 – California Historic Building Code Part 9 – California Fire Code Part 10 – California Code for Building Conservation Part 11 – California Green Building Standards Code (CALGreen Code) Part 12 – California Reference Standards Code California Building Standards Code Title 24, California Code of Regulations