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Overview of DSA Plan Submittal Process |
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Introduction:
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The Division of the State Architect (DSA) reviews projects for structural, fire/life safety, and accessibility requirements. In the future DSA plans to review projects for mechanical, plumbing, electrical, energy compliance, sustainability, and other requirements as well. (Note that projects must comply with all code requirements whether reviewed by DSA or not.) Other state agencies provide services related to site acquisition, environmental reviews, funding, and other issues. The Public School Construction Process website, jointly developed by DSA and the Office of Public School Construction at the Department of General Services, and the California Department of Education, is a good resource for information regarding these services.
Note that school projects must be designed in accordance with Title 24 of the California Building Standards Code. For qualified historical buildings or structures, Part 8 of Title 24 may apply (see Alternative Plan Review Process for Historical Buildings).
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Design Professional in General Responsible Charge (A/E of Record):
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Projects must be completely designed and coordinated before being submitted to DSA for review.
State law requires that an appropriately licensed architect or engineer prepare drawings and specifications for all school construction projects. This individual is called the "Design Professional in General Responsible Charge" (referred to throughout this document as the A/E of Record). He or she is responsible for coordinating all consultants, observing construction, interpreting the drawings and specifications, administering required testing and inspection processes, and preparing all change directives.
In most cases only the California Licensed architects or structural engineers may act as the A/E of Record of a school construction project. Licensed civil engineers, for example, are not permitted to act in this capacity. Licensed mechanical and electrical engineers may serve as the A/E of Record for projects that are primarily limited to mechanical or electrical alterations respectively.
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Initial Project Submittal:
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FORM DSA-1: Application for Approval of Plans and Specifications Application for Approval of Plans and Specifications (PDF - 230 KB) , plan review fees, stamped and signed plans and specifications, and other documents are submitted to DSA at one of four regional offices. The Form DSA-3: Project Submittal Checklist (PDF - 182 KB) provides a comprehensive list of documents required when submitting a project to DSA. All required documents must be complete at the time of submittal. Upon receipt, an application number is assigned to the project for tracking purposes. A preliminary review for completeness is performed within a few days. Incomplete projects are no longer returned to the A/E of Record; instead, the A/E of Record and school district are notified by letter. Plan review is scheduled after DSA verifies that a complete submittal has been received.
Additional information concerning Fire Alarm minimal submittal requirements is contained in Plan Submittal Requirements - Fire Alarm Detection Systems (PDF - 105 KB) .
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Plan Review:
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Plan review starts within four to six weeks of initial submittal for most large projects. At times of high workload, DSA contracts with private plan reviewers to expedite the plan review process. The progress of the project can be monitored at the Project Tracking section of our website.
DSA performs plan review in three disciplines: Structural, Fire/Life Safety, and Access Compliance. Three separate experts perform these reviews concurrently. Upon completion of plan review, three red-marked "check-sets" will be returned to the A/E of Record. The red marks on the drawings and specifications comprise the complete list of corrections required.
DSA also performs plan review to verify that energy conservation aspects are incorporated into the plans and specifications when incentives for energy conserving designs are requested.
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Addressing Plan Review Comments:
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The A/E of Record can facilitate the back-check process by addressing each comment thoroughly and completely before scheduling a back-check appointment. It is very important that the red-marked check-sets be returned to DSA intact at the time of back-check. If a check set were to be lost, the project would have to be resubmitted and an additional fee would be charged to re-review it.
DSA suggests that black pencil marks be used to check off comments on the drawings as they are addressed. Notes regarding the manner in which the comments are addressed may also be added to the drawings in black pencil to facilitate the back-check process. Colored marks should not be added to the check sets since such marks may be confused with DSA's comments. Marks that obscure the comments must be avoided. Calculations or other documentation that needs to be kept in DSA's files should not be written on the check sets since check sets are generally discarded after the back-check meeting.
Questions regarding the intent of comments may be discussed by calling the appropriate plan reviewer prior to scheduling a back-check meeting. Drawings and specifications must be corrected prior to scheduling a back-check meeting; however; additional, minor corrections are usually required during the meeting. Leaving numerous corrections to be completed during the back-check meeting can result in a long and unproductive meeting. When a large number of comments have not been appropriately addressed, DSA may terminate the meeting to give the A/E of Record additional time to make corrections prior to scheduling another back-check meeting.
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Back-check and Approval:
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Once plan review corrections have been addressed by the A/E of Record, a back-check meeting may be scheduled by contacting the DSA structural plan reviewer who reviewed the project. The reviewer's name and phone number is on the first page of the "marked-up" check set.
The A/E of Record for the project should be available during the back-check meeting to authorize changes to the signed tracings. Any changes made to the tracings that are not a direct result of a plan review comment must be brought to the attention of the plan reviewer. Upon completion of the back-check meeting, reproducible tracings are stamped for identification by DSA. It is important to keep in mind this stamping does not constitute approval. The A/E of Record is obligated to immediately make a set of prints from the stamped tracings and submit it to DSA. The set of prints will serve as DSA's official record set. Upon receipt of these prints, DSA issues the project approval letter. The project is not approved until and unless DSA issues such a letter.
Absolutely no changes may be made to the tracings after they are stamped and before the record set of prints is made. The approval of the project is automatically void if changes are made to stamped tracings without DSA approval. All changes made subsequent to approval must be accomplished by submitting revised drawings, addenda, or change orders to DSA for review and approval.
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Deferred Approvals:
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Approval of certain aspects of the construction may be deferred until the construction contract has been awarded. For example, it is not efficient to design elevator guide rails until after an elevator supplier has been chosen. To facilitate the design process, DSA grants deferred approval to the design and detailing of elevator guide rails at the request of the A/E of Record. Design elements that may be deferred are limited to:
- Automatic fire sprinkler systems
- Fire pumps and water tanks
- Access floors
- Skylights
- Bleachers (seating layout must be shown at time of submittal)
- Elevator guide rails and support brackets
- Exterior wall systems - precast concrete, glass fiber reinforced concrete, etc.
- Skylights (do not defer if Engineering reports, or complete information is available)
- Window wall systems or storefronts with spans greater than 10 feet
- Stage rigging
- Others, as agreed to in advance by DSA
Detailed performance specifications and/or loading criteria for the deferred approval components must be included on the drawings or in the specifications. The drawings must include a list of the deferred approval components on the title sheet and clearly state that no work may proceed on the components until DSA stamped approved drawings are provided to the contractor and inspector for the components.
Note: Deferred approval does not mean that the A/E of Record may refer the design of the component to the contractor. On the contrary, DSA requires that the A/E of Record accept responsibility for verifying that all components (including those granted deferred approval) of the project are properly designed by appropriately licensed design professionals. The A/E of Record is also responsible for coordination of all components of the project. Finally, the A/E of Record is responsible for designing connections to the structure for all deferred approval components and verifying that all interactions (deflection compatibility, drift compatibility, vertical and lateral loads, etc.) are adequately addressed and in conformance with good engineering practices and the California Building Standards Code.
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Addenda and Revised Drawings:
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After drawings and specifications have been stamped by DSA but before a contract for construction has been awarded, changes to the plans and specifications may only be made by addenda or by issuing revised drawings. Addenda and revised drawings must be signed by the A/E of Record and approved by DSA. Significant revisions to the drawings may result in a DSA request for additional fees and/or the submittal of a new separate application.
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Changes During Construction:
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Construction must proceed in strict accordance with DSA approved documents. After a contract for construction has been awarded, any changes to the DSA approved documents must be made by change order or Field Change Document (FCD). Change orders and FCDs must be prepared and signed by the A/E of Record for the project as well as by all engineers delegated responsibility for portions of the work involved in the changes. Change orders or FCDs must be stamped approved by DSA before construction may proceed.
A "Field Change Document" (FCD) is a generic term for any document issued by the architect to change the DSA approved documents. FCDs may be called Field Orders, Supplemental Instructions, Change Directives, etc. To facilitate the construction process, DSA will review and approve FCDs received by facsimile and return stamped copies by facsimile to the A/E of Record for rapid distribution to the contractor and the inspector. See IR A-6 for further information regarding change orders and FCDs.
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Alternative Plan Review Process for Rehabilitation of Existing Non-Conforming Buildings:
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Procedures for Rehabilitation of Existing Nonconforming buildings for Public School and California Community College Use (PDF - 392 KB)  provides guidelines for the evaluation, design and rehabilitation of existing non-school, or non-conforming school buildings.
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Alternative Plan Review Process for Historical Buildings:
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Historical School Program:
The California Building Code (CBC) requires non-conforming buildings converted to school use to fully comply with the current building regulations for new construction. However, the State Historical Building Code (SHBC)— contained in C.C.R., Title 24, Part 8 (reprinted in CBC, Chapter 34, Division II)—requires state agencies to apply the SHBC to qualified historical building and properties, at the discretion of the school district or property owner, to preserve the historical significance or character-defining features of the building or property. See paragraph D.9 of the Procedures for Rehabilitation of Existing Nonconforming Buildings for Public School and California Community College Use (PDF - 392 KB) for further information.
For more information on this program, the State Historical Building Code, Qualified Historical Buildings, or Title 24, Part 8, please contact the Executive Director of the State Historical Building Safety Board at (916) 445-7627
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Expedited Review Process for Relocatable Buildings:
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The Over-the-Counter (PDF - 39 KB) Review Method: An appointment is required. The A/E of Record meets face-to-face with DSA reviewers at the DSA regional office. Site plans are submitted and reviewed; building plans are compared to previously approved "Pre-Check" (PC) plans. The process is usually completed and the project approved by DSA within two or hours. Note: Appointment times may fill up during the summer months when DSA experiences a high volume of work. |
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