THIRD PARTY AGENCY QUALITY CONTROL MANUAL TEMPLATE For

THIRD PARTY AGENCY QUALITY CONTROL MANUAL TEMPLATE For: Current Certified Third Party Agencies Developed By: Florida Department of Community affairs Date: January 14, 2011 1

PRESENTATION OBJECTIVES Participants will be able to… Better understand the purpose of a quality control manual Better understand the minimum requirements regarding the content of a quality control manual, as described in 9 B-1. 006, 9 B-1. 009, 9 B-1. 016, 9 B-1. 017, 9 B-1. 019, 9 B-1. 023 F. A. C. 2

9 B-1. 006 (3) REQUIREMENTS REGARDING QUALITY CONTROL MANUALS Must submit to DCA ◦ Initial certification ◦ Re-certification (updated triennially) Must be posted on BCIS Must be kept on file at all physical locations Must contain certain required categories of information, as described in 9 B-1. 006 (3) 3

PURPOSE OF MANUAL TEMPLATE Give description of categories of information, as listed in 9 B-1. 006, 9 B-1009, 9 B-1. 016, 9 B -1. 017, 9 B-1. 019, 9 B-1. 023 Ensure understanding that third party QC manual different document than manufacturer QC manual Format of manual is at the discretion of the individual third party agency 4

9 B-1. 006 (3) F. A. C. CATEGORIES OF INFORMATION Introduction to the agency and other organizational elements Outline of internal quality control plan and personnel in charge of quality control Description of agency’s processes used for plans review and inspections Organizational chart showing relationships between administration, operations, and quality control responsibilities (include names) 5

9 B-1. 006 (3) F. A. C. CATEGORIES OF INFORMATION Personal resumes for architects, engineers, plan reviewers, inspectors, supervisors Listing of training programs for required ce, code compliance, plan reviews, inspections, department requirements, etc. Procedure for control of insignias Procedure for maintenance of approved plans and other public records Procedure for investigating complaints 6

INTRODUCTION TO THE AGENCY AND OTHER ORGANIZATIONAL ELEMENTS Name, corporate address, phone, email of agency Type of organization (corporation, partnership, LLC, other) Identity of Officers, Partners, Directors, Etc. Names (and license types/numbers) of all employees who review plans/inspect in Fla. Procedure for verification of current Fla. Specific licensees Proof of general liability insurance (minimum of $1, 000. 00) Proof of liability insurance/worker’s comp. by contractor 7

INTRODUCTION TO THE AGENCY AND OTHER ORGANIZATIONAL ELEMENTS Statement of independence regarding affiliations with dealers/manufacturers Brief history of agency – To include: ◦ Number of years of existence ◦ Description of types of services offered (e. g. , plan reviews, inspections, etc. ) ◦ Who provides what service ◦ Statement of affirmation of compliance with 9 B-1, F. A. C. , to include statement that they (agency) represent DCA’s interests when working within the Manufactured Building Program 8

OUTLINE OF INTERNAL QUALITY CONTROL PLAN AND RESPONSIBLE PERSONNEL Description of agency quality control plan or process/steps Administrative procedure for revision of quality control process and quality control manual (How---is checklist used? ) Procedure for retaining records of plans, travelers, inspection reports, insignias used, etc. Resumes of personnel responsible for quality control, including QC Manager showing education and experience 9

ORGANIZATIONAL CHART Organizational chart depicting relationships between administration, operations, and quality control responsibilities Names of inspectors and plan reviewers with corresponding titles, license numbers, employee status (permanent/ contracted) 10

DESCRIPTION OF AGENCIES PROCESSES USED FOR PLANS REVIEW AND INSPECTIONS Plans Review Process ◦ ◦ Description/steps of intake process Date received documented Agency number issued upon receipt of plan Describe plan review process/steps ( is checklist used) Is checklist available upon request Occupancy type notation Does it contain Chapter 106 minimum plan review requirements Product approval notations ◦ How is documentation added to the job folder 11

DESCRIPTION OF AGENCIES PROCESSES USED FOR PLANS REVIEW AND INSPECTIONS Plans Review Process (Continued) ◦ Approval stamp form should contain at a minimum… Agency name Plans reviewer name/license number Occupancy type Agency number Manufacturer name ◦ How are approved plans submitted to DCA ◦ Describe process/steps of how non-compliant plans are handled (to include how changes are handled) ◦ Describe process/steps used when plan approvals expire due to FBC code changes ◦ Describe process/steps as to how recertified plans are handled ◦ Describe process/steps for plans storage 12

DESCRIPTION OF AGENCIES PROCESSES USED FOR PLANS REVIEW AND INSPECTIONS Inspection process/steps What constitutes plant quality control (process and/or manual) Describe process/steps Is their an agency specific form ◦ ◦ ◦ ◦ Inspector’s name, license number, signature Manufacturer’s name Quality control deficiencies corrections section Code deficiencies corrections noted section Reinspections section Type of inspections noted Log of past code violations noted How/who submits inspection reports to DCA Describe procedure for inspection report storage Describe procedure for FBC code updates (e. g. , who and how) 13

DESCRIPTION OF AGENCIES PROCESSES USED FOR PLANS REVIEW AND INSPECTIONS Process/Steps for Insignia Handling/Control ◦ Procedure for insignia receipt from DCA Name(s) of employee responsible for insignia application ◦ Procedure for Insignia storage ◦ Procedure for Insignia disposition/release to man. ◦ Procedure for posting/affixing insignias (to include who posts---inspector, QC person, other) ◦ Procedure for returning insignias to DCA ◦ Procedure for removal of insignias due to recertification 14

APPROPRIATE RESUMES FOR AGENCY PERSONNEL Personnel resumes must be included for architects, engineers, plan reviewers, inspectors, and their supervisors…to include: ◦ Applicable education/experience ◦ License number 15

TRAINING PROGRAMS FOR CONTINUING EDUCATION, ETC. List/describe training/learning opportunities for continuing education ◦ Courses/seminars/workshops (should be approved) ◦ Discussions (regarding code compliance, inspecting, plans review, DCA rules/requirements or procedures, etc. ) ◦ In-house/on the job training 16

COMPLAINT PROCEDURE Description of procedure used to investigate code violation complaints, after agency approval of plans or inspections Investigation of complaint report should include: (if applicable) The parties involved Description of grievance Important dates and transactions What is being affected Documentation of code violations/plan deviations by a licensed contractor, architect, engineer, or building official ◦ What relief is sought ◦ ◦ ◦ 17

OTHER TOPICS OR AREAS OF IMPORTANCE 18