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