For: Current Certified Third Party Agencies

Developed By: Florida Department of Community affairs

Date: January 14, 2011

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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 9B-1.006, 9B-1.009, 9B-1.016, 9B-1.017, 9B-1.019, 9B-1.023 F.A.C.

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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 9B-1.006 (3)

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Give description of categories of information, as listed in 9B-1.006, 9B-1009, 9B-1.016, 9B-1.017, 9B-1.019, 9B-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

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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)

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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

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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

$1,000,000.00) Proof of liability insurance/worker’s comp. by

contractor

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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 9B-1, F.A.C.,

to include statement that they (agency) represent DCA’s interests when working within the Manufactured Building Program

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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

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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)

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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

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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

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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)

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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

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

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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

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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

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