Number: BD-020 Title: Electronic Plan Submittal and Review Effective Keywords: Permits, Plan Review, Plan Submittal Date: April 3, 2013 Revision Date: vember 4, 2015 Approved By: Thomas Hogarth Contact Contact Contact Name: Patrick Joyce Number: 561-383-2087 E-mail: patrick.joyce@palmbeachschools.org PURPOSE: This procedure outlines the process of electronic submittal of construction plans and documentation for plan review. SCOPE: This procedure is applicable to construction projects and is an alternate method of submitting documentation for plan review and permitting. PROCEDURE: APPLICANT RESPONSIBILITIES: Delivery to District Applicant may submit documents on disk, USB flash drive or through the District FTP server. Each participant in the design, construction, and maintenance of school buildings is responsible for securing school plans from anyone not specifically authorized to use them. See 119.021(2) and 119.071(3)(b) F.S. Document Requirements Electronic Signatures Documents For Construction prepared by an Architect or Engineer must have Electronic/Digital Signatures as defined in the FBPE Rule-61G15-23.003 F.A.C. and BAID Rule-61G1-16.005 F.A.C. Any editing of the electronically signed files before delivery to Building Code Services (BCS) will render them VOID. Provide all transmittal letters or consultant comments in a separate file(s) with references to the page numbers of the electronically signed files as applicable. (Alternate) The FDOT provides a free electronic signature system known as PEDDS. It is available at http://www.dot.state.fl.us/ecso/downloads/publications/applications/pedds/default.shtm. The link below provides a guide for the use of this system: http://www.dot.state.fl.us/ecso/downloads/clips/files/peddsforn-fdotagencies.shtm Page 1 of 6
Preliminary/t for Construction drawings such as Schematic Design or Design Development documents and Florida Product Approval documents are not required to be sealed. Verification of Electronically Submitted Shop Drawings Bearing an Engineer s Seal An APPROVED or APPROVED WITH COMMENT (by the architect and or engineer) electronically submitted shop drawing may have the engineer s seal validated in one of two ways: 1. Provide one original copy of the documents signed and sealed by the engineer to Building Code Services. This original copy will be scanned and returned. 2. Provide a signed and sealed letter, which lists all of the signed/sealed documents and identifies the Document ID assigned by Building Code Services during the review process. A sample letter format is below. The letter will not be returned. Sample Letter Format: I hereby certify that the following list of electronically submitted documents, each sheet identified by the School District Palm Beach County, Building Code Services with Document ID number (insert document ID number); was originally signed and sealed by me. (Add your list of Documents here) To be followed by engineer s signature, seal, date, and the engineer s business address, email address, and telephone number. Construction Drawings and Specifications (SD, DD, or CD) Submit all drawing files in PDF format. Submit as-built/close out drawings in PDF and in DWG format. Each sheet shall be a separate file and number each file sequentially in the order they appear on the Index sheet. The Cover Sheet will always be 001. Each subsequent sheet will be numbered in order as 002, 003, etc. The third sheet in the original set will always be sheet 003, regardless of discipline (Survey, Civil, etc.) Group all drawing files and submit in folders with the following titles: Civil Irrigation Landscape Survey Life Safety Architectural Structural Mechanical Plumbing Electrical Food Service Theater Page 2 of 6
File naming shall follow the format below: Sequence numbering Sheet Label_Rev#_ProjectNumber_SheetTitle.pdf such as - 002_A-5.5_Rev0_P1241-8437_Wall Sections.pdf 003_A-5.6_Rev1_P1241-8437_Wall Sections.pdf Sheets inserted after the original submittal will be numbered by adding a decimal 025.0_A-5.5_Rev0_P1234-5678.pdf 025.1_A-5.5A_Rev0_P1234-5678_Wall Sections.pdf 026_A-5.6_Rev0_P1234-5678_Wall Sections.pdf Rev # shall be Rev 0 (zero) until the issuance of a permit. Submittals subsequent to the Permit Set shall be sequentially numbered. Until a permit issuance, each submittal shall contain all drawing sheets in the entire set. Submit the Project Manual/Specifications electronically in the same fashion. Only those sections of the Master Specifications revised for the project need to be submitted. Assemble the specifications into a combined PDF file in order by Division. All revisions shall use the strike-through and underline method. If submitting only amendments to the District specification, you shall provide a signed and sealed form indicating the acceptance of the district specifications as the project specification. The form shall list which sections of the district specifications the architect or engineer is accepting for the project and those sections amended or added to the project. The architect and engineer may sign and seal the project specifications through the PEDDS system or as approved by the FBPE and BAID rules. Once a permit is issued, the applicant only needs to submit those document files modified or added to the set. Delegated Design Documents (previously Shop Drawings) These documents may be combined into one or more folders before applying the Electronic Signature. All transmittal letters or consultant comments shall be provided in separate folders as described above with references to the page numbers of the electronically signed files as applicable. FTP Process As an alternative to submitting on disk or USB flash drive, documents can be uploaded to BCS through the School District Upload Application FTP server. Applicants submitting documents shall email a request to upload documents to BCS bcs@palmbeachschools.org. BCS shall email the applicant the upload information. Site Copy Applicant shall supply a full-size printed set of all approved documents for field use by the inspectors. BCS will send the approved document files to a printer of the applicant s choice. The applicant must arrange to obtain the hard copy and pay the printing cost. DISTRICT STAFF DUTIES: Page 3 of 6
Review A BCS document clerk will check the submitted against table 1.1 to verify that the submittal fulfills all electronic submittal requirements. Item Format Facility Name Project Number Project Title Design phase File numbering Index Table 1.1 Checklist for Electronic Document Submittal Reference Files are in PDF format with additional DWG files for As-Built submittals. Facility name is shown and matches a project number currently listed with BCS. Project number is shown on the submittal and matches a project number currently listed with BCS. Project Title is shown and matches a project number currently listed with BCS. SD, DD, CD or As-Built is shown Sequence#_Sheet Label_Rev#_SheetTitle_ProjectNumber.pdf The index sheet includes all drawing files submitted. The document clerk will make a single submittal entry into the BSC Permit Records System database under the appropriate project number in accordance with the Permit System Database reference manual. The location field in the database will be entered as E, which represents ImageQuest. The document clerk will assemble individual PDF drawing files into a combined PDF file for each discipline. The combined PDF files shall have bookmarks for each sheet. Each discipline combined PDF file shall contain a copy of the index sheet. The combined PDF file shall have an electronic label/name containing School Name, Project Number, Development Phase, Discipline and Rev#. Development Phase refers to SD, DD, CD, or As Built. The document clerk will electronically stamp each combined discipline PDF file with the BCS date received stamp, document ID number, and project number. Upload the combined PDF discipline files to ImageQuest, the district electronic document management system by a BCS document clerk. Index the file in ImageQuest based on the following table 1.2: ImageQuest Index Field Facility Name Project # Project Title Table 1.2 Index Field Entry Description Drop list entry using information provided on the submittal. Drop list entry using information provided on the submittal. This field will auto fill based on the Project # entry. Check for accuracy based on information provided on the submittal. Index Field Entry Example for a Single Sheet Galaxy Elementary Index Field Entry Example for a Combined PDF File Galaxy Elementary 12418437 12418437 Modernization Modernization Page 4 of 6
Calendar Year Building Record Type Sheet Number Revision Number Discipline Enter calendar year of documents 2012 2012 SD, DD, CD, Permit, As-Built, Specification, Calculation or Inspection Data Permit SD For single drawing sheets, enter the A-5.5 ACS sheet number as indicated on the drawing title block such as A-5.5. For combined PDF files enter the sheet number prefix only, which represents the discipline or disciplines included in the combined file. For a set of architectural drawings, enter an A. This may be a single discipline or multiple disciplines such as ACS, which is common to schematic design submittals, which include Architectural, Civil, and Structural sheets only. Rev#-Document ID 5-16078 0-14889 Drop list entry. For single drawing sheets or combined PDF files with a single discipline this will be Architectural, Civil, Electrical, Mechanical, Structural etc. For combined PDF files with multiple disciplines enter General. Architectural General Each reviewer shall access the files in Image quest to complete their reviews. The plans requiring changes may be marked-up by opening the files and saving them to a local directory and using graphical or text mark-up on the local copy of the file. After completion of the review of SD, DD and As-Built submittals the plan reviewer shall electronically stamp the index sheet as reviewed with date next to the sheets reviewed and outline them with the Adobe rectangle tool. After completion of the review of CD and large format shop drawing submittals the plan reviewer shall indicate the status of each sheet reviewed by electronically dating and stamping each sheet with either APPROVED, APPROVED WITH COMMENT, or REJECTED on each sheet. After the original electronic document has been marked-up and stamped then the plan reviewer will upload the local stamped copy to ImageQuest as a revision to the original. See the ImageQuest User Guide for instructions on revising an electronic document. The plan reviewer shall make the appropriate entries in the BCS permit database to indicate that the review is complete for their discipline. The document clerk will then notify the submitter of the status of the submittal. Page 5 of 6
For CD submittals a document clerk will extract the sheets from the combined PDF file marked approved or approved with comment and upload them to ImageQuest as individual permit sheets. Index sheets not previously approved as a new individual permit sheet. Index sheets which were previously approved as a permit sheet revision. Building Code Services Electronic Document Workflow Document Clerk Plan Reviewer Start A/E/C Submits Electronic Documents tify A/E/C of Approval Status Submittal Acceptable per (table 1.1)? Revise Imagequest with new combined PDF file (table 1.2) IQ image legible and indexed correctly? SD, DD, CD, Shop Drawings Enter submittal in Permit Database Create Combined PDF File By Discipline E-Stamp Date Recieved Revision to Previous Submittal? Upload and index Combined PDF file to Imagequest (table 1.2) Perform Plan Review, Enter Comments to Permit Database E-stamp with Status and Revise IQ with new combined PDF file Permit Document? tify A/E/C of document status Split combined PDF file into individual sheets Revision to Permit Set? Upload and index individual sheets to Imagequest ( PERMIT DRAWINGS Revise individual sheets to Imagequest IQ image legible and indexed correctly? End Page 6 of 6