State Agencies’ Joint Workshop California Department of Education Division of the State Architect Office of Public School Construction

State Agencies’ Joint Workshop

California Department of Education

Division of the State Architect

Office of Public School Construction

Welcome

Introduction Expert Workgroup CDE - DGS Memorandum of

Understanding Survey

Standard Project Approval Process

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


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)


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


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


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

CDE’s Role in the School Facility Program

Plan & Site Approval, Title 5 Requirements

Questions?

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)

http://www.documents.dgs.ca.gov/dsa/pubs/IR_A-10_rev11-03-10.pdf

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!



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






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

http://www.documents.dgs.ca.gov/dsa/forms/DSA-403_rev02-07-10.pdf

http://www.documents.dgs.ca.gov/dsa/forms/DSA-1.pdf





http://www.documents.dgs.ca.gov/dsa/forms/DSA-10_rev02-10-11.pdf

http://www.dgs.ca.gov/dsa/Forms.aspx

http://www.documents.dgs.ca.gov/dsa/forms/DSA-103_10-15-08.xls



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

https://www.apps.dgs.ca.gov/tracker/FeeCalculator.aspx

http://www.documents.dgs.ca.gov/dsa/plan_review_process/GL-2_Fire_Alarm.pdf

http://www.documents.dgs.ca.gov/dsa/pubs/PL_10-01_03-01-10.pdf



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



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)



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

https://www.apps.dgs.ca.gov/Tracker/ProjectStatus.aspx



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”



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

https://www.apps.dgs.ca.gov/tracker/ProjectStatus.aspx

https://www.apps.dgs.ca.gov/tracker/ProjectStatus.aspx



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



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



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



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)

DSA Project Approval Process

Application Intake & Plan Approval

Questions?

Office of Public School Construction

School Facility Program: Funding Opportunities

Karen Mandell – Program Supervisor

Brian LaPask – Program Supervisor

Matt Nakao – Program Analyst

PR

ES

EN

T

Apportionment

Unfunded Approval

Fund Release

PIF Apportionment/ Fund Release

Bond Sale

Cash AvailabilityB

EF

OR

E F

ISC

AL

CR

ISIS

(D

EC

200

8)

PMIB Loan

School Facility Program Funding

Bond Authority Authorized


Remaining Bond Authority


Questions?

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


Modernization

Questions?

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


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


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


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



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)



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



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


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


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


Therefore;$3,328 x 500 x 4.0% = $66,560

Base grant:$3,470 x 500 pupils = $1,735,000


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!


Funding Calculation Example


High Performance Incentive

Questions?


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.


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


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


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



Questions?

Conclusion

Thank you Survey for Feedback

http://www.surveymonkey.com/s/DLT286X

Next Workshop

State Agencies’ Joint Workshop

General Questions?