LICENSE MANAGEMENT SYSTEM PUBLIC PORTAL USER GUIDE BUILDING CODE PLAN REVIEW PROJECT SUBMITTAL

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1 LICENSE MANAGEMENT SYSTEM PUBLIC PORTAL USER GUIDE BUILDING CODE PLAN REVIEW PROJECT SUBMITTAL Updated: January 1, 2019 Iowa State Fire Marshal Division

2 Contents Overview: New Process for Building Code Plan Review Submittals Search for Project Site Add New Project Site Submit Project Plan Review Form... 9 Project Site and Contact Details Project Building Site Details Funding, Prelim, & AHJ Enforcement Details Project Construction Valuation Energy Code Compliance Next Steps & Authorized Signature Online Payment of Fees Plan Review Submittal Status Upload Additional Documents or Project Addendum Plan Review Comments Plan Review Response Complete Plan Review Response Form... 30

3 Overview: New Process for Building Code Plan Review Submittals The Iowa State Fire Marshal Division Building Code Bureau is implementing an online plan review submittal process as of January 1, While paper application submittals will still be accepted, we strongly encourage you to use the online License Management System to submit your plan review projects to avoid errors in fee calculations, unnecessary project submittals, and processing delays. The new submittal process is outlined here. A step-by-step guide is included with screen shots to assist you in becoming familiar with the online submittal process. Questions may be directed to sfmlicense@dps.state.ia.us on the submittal process. You may also contact any of our plan review staff for assistance by calling (515) , selecting #1 for Building Code Bureau from the automated menu, and then selecting #1 for Plan Review Questions. New Plan Review Submittal Process: 1. Use the Public Portal Lookup to verify whether the project site is already in the system. a. If the site exists, submit Update User Account form to add your user account to the site. i. If you will be submitting architectural reviews, select the Architect/Engineer Plan Review Contact role. 1. If you are the project owner submitting any type of review, select the Owner Plan Review Contact role. ii. If you will be submitting fire alarm reviews, select the Fire Alarm Plan Review Contact role iii. If you will be submitting fire sprinkler/suppression reviews, select the Fire Sprinkler/Suppression Plan Review Contact role. b. If the site does not exist, submit the Request New Business or Site application form. i. Once the site is added by SFM staff, your user account will also be added as the appropriate plan review contact role. ii. You will then receive an notifying you the site has been added and you are listed as point of contact. c. Submit the Building Code Plan Review Submittal application form for the project site. d. WAIT to send in full scale drawings and accompanying electronic documentation until you have received the second confirmation that includes your assigned plan review number and invoice for fees. e. Pay fees online by credit card or ACH via secured payment portal or mail check. f. Once the plan review has been completed, an is sent to you with the plan reviewer s comments attached. That attachment will also indicate if a response is required. i. When a plan review response is required, a response form is added online to the project application for completion and submittal. g. Once your project is approved, the comment form will also include contact information for the assigned building code inspector and fire prevention inspector, along with contact information for the assigned plan reviewer. Page 1

4 1. Search for Project Site Use the Public Portal Lookup to see if the project site to be reviewed is already in the License Management System (LMS). You do not have to be logged in to use the Lookup page. Enter the search criteria (be sure to select Building Code from the License Classification drop down) and click the Search button. Page 2

5 If there are any sites already in the LMS system that match the search criteria, they will be listed below the search fields under Search Results. If you do not find your project site name/address, continue to the next step to add a new site. Be sure to note how many results are listed as the system defaults to 10 per page. PLEASE NOTE: Sites are added based on site name AND address. Keep in mind a project may have a different name, but if it is located at the same address or part of a large site overall (such as a university or hospital), a new site will not be added. You will submit your project under the existing site. See the example above with the Iowa State University Food Sciences Building and Curtiss Hall. While both projects are part of ISU, they have different addresses and would be entered as separate project sites. However, any project at Curtiss Hall would be submitted for review under that one site, regardless of whether it was for architectural, fire alarm, or sprinkler/suppression; new construction, remodel, renovation, etc. If you believe your project site is already in the system, but are unable to locate it using Lookup, please sfmlicense@dps.state.ia.us with the name and address of the project site and ask for assistance. Page 3

6 2. Add New Project Site Once you confirm your project site is not already in LMS, the next step is to login to your user account and submit the Add New Business or Site application form. Once logged in, click on the Applications link in the left-hand navigation pane. Page 4

7 On the Available Applications page, go down to My Applications and under the Applications bar, find the form called Add New Business or Site. Click on the Apply Now button. Page 5

8 Complete the New Business or Site Request Form as instructed. Where it asks what type of business/site you are adding, be sure to select Building Code Site. Page 6

9 You can submit more than one project site before submitting the entire form. Once you have completed the site information fields, click the Add Another button. After you fill in the next site information fields, click the Done button. Click the Add Another button if you have another site to add; otherwise, click the Submit button to submit the form. Page 7

10 The system will ask you to confirm that you are ready to submit the form as once submitted, you cannot re-open the form to make any changes. You will receive an confirmation that the form was submitted successfully. If you do not receive the confirmation, please resubmit the Add New Business or Site Request form. Please allow up to 24 hours for your project site(s) to be added to LMS. Once the site(s) is added and your account is listed as the point of contact for your firm, you will receive a separate notification that the site was added and you are able to access the plan review application form. Page 8

3. Submit Project Plan Review Form Once you receive the email notification that the site has been

11 3. Submit Project Plan Review Form Once you receive the notification that the site has been added to the system login again and click on the Applications link in the left-hand navigation pane. Page 9

12 On Available Applications, you will now find a Business Applications link. Click on that link and under the Applications bar, locate the the Building Code Plan Review Submittal form. Click the Apply Now button. Page 10

If your account has been added as point of contact for more than one project site, use the Filter By Service drop down to select the correct project site.

13 If your account has been added as point of contact for more than one project site, use the Filter By Service drop down to select the correct project site. Once you have selected the site, you will find the Building Code Plan Review Submittal form under the Applications bar. Click on the Apply Now button. If you do not see the application available, check on the Continue Applications page by clicking on the Continue link under Applications in the lefthand navigation pane to find the form once you have already started it. Page 11

14 Project Site and Contact Details Complete the application form as instructed. Required fields are marked with a red *. Page 12

15 Your contact information will prepopulate, but you are required to enter the name of your firm/company. Page 13

16 Project Building Site Details Fields are provided specific to the selection of New or Existing Construction. Selecting BOTH provides all questions from both the NEW and EXISTING to be completed. Answering YES Will the new building/addition have a fire sprinkler? provides an additional question to indicate what type of sprinkler system it will be. Page 14

17 Funding, Prelim, & AHJ Enforcement Details When the user answers YES Is this project built with any funds appropriated by the State of Iowa? an additional field is provided where you must enter information regarding the funds being used. If you answers YES Has a preliminary review been completed? additional fields are provided to indicate the name of the plan reviewer, date of the prelim, and an optional field to upload a copy of the prelim form completed. Page 15

Project Construction Valuation For fire alarm or fire sprinkler/suppression submittals, the form will ask you to indicate if the project construction value falls

18 Project Construction Valuation For fire alarm or fire sprinkler/suppression submittals, the form will ask you to indicate if the project construction value falls in one of three ranges. This is to assist in determining the plan review fee. You must still enter your total project construction value in the field above. Page 16

Energy Code Compliance If you selected Energy Code as one of the plan review types, you will have a tab specific to energy code compliance to complete.

19 Energy Code Compliance If you selected Energy Code as one of the plan review types, you will have a tab specific to energy code compliance to complete. If you do not select Energy Code as a plan review type and submit a project that does require energy code compliance, your submittal will be returned to you to complete the energy code compliance section and will delay adding your project to the plan review queue. Page 17

20 Next Steps & Authorized Signature Building Code Plan Review Submittal Process Page 18

21 The system will ask you to confirm that you are ready to submit the form, as once submitted, you cannot re-open the form to make any changes. You will receive an confirmation that the form was submitted successfully. Please note at the receipt of this confirmation, you ARE NOT paying any plan review or inspection fees and ARE NOT sending in your plans and specification documents. Page 19

22 Once the plan review form has been submitted, it will be checked for completeness and the correct review and inspection fees calculated by our staff. If no additional information is required and the project is one the state will review, the correct fees will be added to the application record and a second will be sent at that time. The second will indicate the plan review number assigned to your project. Please use this number going forward to reference the project in any correspondence and when you send the full set of drawings and electronic documentation required. The also includes an attached invoice listing the plan review fee and any inspection fee if applicable. Page 20

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Make sure the box is checked at the front of the submittal you are playing and click the Pay now button.

24 4. Online Payment of Fees All fees can be paid online via credit card or ACH payment through our secure payment portal. To pay the fees online, click on the Checkout link in the left-hand navigation pane under Applications. Make sure the box is checked at the front of the submittal you are playing and click the Pay now button. On the Payment Detail page, select your payment method from the drop down and click the Continue button. You will be redirected to the secure US Bank Payment Portal. Page 22

25 Once on the US Bank Payment Portal, complete all the fields shown. A convenience fee is charged for credit card transactions. The convenience fee is 3% of the total transaction amount and will be charged as a separate item to your credit card account. The receipt generated by our system does not include this fee so if a receipt is necessary, please sfmlicense@dps.state.ia.us and refer to the assigned plan review project number when requesting a receipt for the convenience fee. Once you have completed the online payment process, US Bank will redirect you back to the LMS site. At that time, if you have no other projects to submit, you may logoff the system. Page 23

26 Plan Review Submittal Status You can check the status of your review application at any time on the Continue My Applications page. Status BC-Plan Review Pending shows the submittal is complete and the plan is in the queue to be reviewed. Once the review has been complete, the status will be updated and you will receive an with a letter attached indicating the results of the plan review, any comments, and whether a response is required. Page 24

27 Upload Additional Documents or Project Addendum You can now upload online addendums or other documentation at any time associated to the plan review. Click on the Documents link in the lefthand navigation pane under My Account. Then click on the Upload a Document button. Page 25

28 On the Upload New Document page, complete the required fields shown. For document type, select BC-Addendum from the drop down list. Be sure to also select the license application you want to include the document with by selecting from the Attach To License drop down. You will need to know what date you submitted the application form as the drop down does not list the project name; just the license name which is Building Code Plan Review Submittal. Page 26

5. Plan Review Comments The plan review comments form will be similar to past comment letters you may have received from SFM plan review staff, but in a form layout.

29 5. Plan Review Comments The plan review comments form will be similar to past comment letters you may have received from SFM plan review staff, but in a form layout. There are plans for the future comment form to look more like a letter and only include the comments selected by the plan reviewer. So please read each comment form carefully so as not to miss responding to any items. Responses are required for any General Code Comment box that was checked, as well as any specific Plan Review Comments listed below. Neglecting to provide a response to any review comment may delay approval of your project or may require a new submittal and payment of additional plan review fees, so please review the comments form thoroughly. Page 27

The comment form will also indicate if inspection(s) are required and

30 The form will indicate if the project was approved and whether a response is required. The comment form will also indicate if inspection(s) are required and list the contact information for your Building Code Inspector, Fire Prevention Inspector, and the Plan Reviewer. Page 28

6. Plan Review Response If the plan reviewer comments form indicated a response is required, locate the Initial Plan Review Response form online under your project site plan submittal.

31 6. Plan Review Response If the plan reviewer comments form indicated a response is required, locate the Initial Plan Review Response form online under your project site plan submittal. Click on the Applications link in the left-hand navigation pane and then click on the Continue link. Find your project site and expand the submittal if necessary (click on the inverted ^ left of the submittal line). Click on the Continue button next to the Initial Plan Review Response form. Page 29

32 Complete Plan Review Response Form To complete the response form, enter your name as the User and type in the assigned plan review number. Click the Save and Continue button. Page 30

For each code section included in the plan reviewer s comments, you must enter the code section and your comment response. Click the Add Another button to add another response.

33 For each code section included in the plan reviewer s comments, you must enter the code section and your comment response. Click the Add Another button to add another response. Click on the to the left of a response to make changes. Click the Done button to complete a response. You will want to periodically click the Save button at the bottom of the page to avoid losing your responses before you submit the form. Page 31

34 Once you have added all of your comment responses, enter your user password to digitally sign the form and click the Submit button. Page 32

35 The system will ask you to confirm that you are ready to submit the form as once submitted, you cannot re-open the form to make any changes. You will now see the status of the plan review submittal has been updated to BC-Plan Review Response Review Pending. You will not receive any confirmation regarding the submittal of your response. Once the plan reviewer has reviewed your response document, you will receive an with the Additional Plan Review Comments form attached addressing your response. If necessary, a second response may be required. In the case of a second required response, the Additional Plan Review Response form will be available online for completion. It is completed the same as the Initial Plan Review Response form. Once your Additional Plan Review Response form is reviewed, you will receive an with the Final Plan Review Comments form attached addressing your additional response. If the plan still cannot be approved, you may be required to submit a new plan review request and pay additional plan review fees. Page 33

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