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Oregon Building Officials Association (OBOA)Special Inspection Program (SIP)Section IVAgency and Key Personnel eManagement and SupervisionSubcontracting of WorkAgency RegistrationApplicationsAgency AuditRegistrationRegistration MaintenanceNotification of ChangeRevocation, Suspension or DenialA. PURPOSEThe purpose of these guidelines is to define minimum standards and procedures for certification ofagencies engaged in the inspection and testing of concrete, steel, masonry, and other structuralsystems or critical building components pursuant to OSSC Chapter 17 and these guidelines.B. MANAGEMENT AND SUPERVISION (KEY PERSONNEL)1. Agency Manager/Technical Director:The inspection and testing services of the agency shall be under the direction of a person chargedwith engineering managerial responsibility. That person shall be a Professional Engineerregistered in the State of Oregon and a full-time on-site employee of that agency with at least (5)five years engineering experience in testing and/or inspection of construction and materials in theareas of which the agency will be providing services, and maintain a minimum of (1) one SpecialInspector Registration. The candidate shall be able to demonstrate their knowledge and ability toperform the duties required through an interview. Key personnel interviews will be waived forcandidates with current WABO registration in the Technical Director Key Personnel category.Exception: A person who is not a registered engineer may be acceptable in the managerialcapacity if all of the following requirements are met:a. The candidate must have at least (8) eight years experience in special inspections and testingof construction and materials in the areas of which the agency will be providing services.b. A key personnel application along with a detailed resume shall be submitted whichspecifically outlines the extent of the experience of the person in all aspects of specialinspections as defined by OSSC Chapter 17.c. Letters of recommendation shall be submitted from at least three Professional Engineers(civil, structural, or geotechnical) who are registered in the State of Oregon (or a stateoffering license reciprocity) and are familiar with both OSSC ICC Chapter 17 and theapplicant’s qualifications. These letters must attest to the competence of the individual tohold a position with managerial responsibility in the special inspection and testing ofSection IV - 1Rev. 5/2015
Oregon Building Officials Association (OBOA)Special Inspection Program (SIP)construction and materials. Only one of the three recommendations may come from anengineer with the applicant’s employing agency.d. The candidate shall hold a minimum of two (2) current OBOA Special InspectionSupervising Field Technician in categories the agency is registered.e. The candidate shall be able to demonstrate their knowledge and ability to perform the dutiesrequired through an interview. Key personnel interviews will be waived for candidates withcurrent WABO registration in the Technical Director Key Personnel category.The technical director shall be a full-time employee of the agency. An individual may serve astechnical director of multiple agencies under a common ownership if the individual is soemployed full-time and the agencies are located within a 300-mile radius of the technicaldirector's permanent office location.2. Supervising Laboratory Technician:The agency shall have at least (1) one full-time supervising laboratory technician. That candidateshall have at least (5) five years experience performing tests on construction materials. Thesupervising laboratory technician shall be able to provide evidence of experience by submissionof a key personnel application along with a detailed resume with experience references. Thecandidate shall be able to demonstrate their knowledge and ability to perform the tests normallyrequired in the stipulated governing standards. The candidate shall document their qualificationsand experience through an application and be able to demonstrate their knowledge and ability toperform the duties required through an interview. Key personnel interviews will be waived forcandidates with current WABO registration in the Supervising Laboratory Technician KeyPersonnel category.3. Supervising Field Technician:The agency shall have at least (1) one full-time supervising field technician. That candidate shallhave at least (5) five years inspection experience in the kind of work involved on constructionprojects. This person must be a special inspector registered by the OBOA SIP Advisory Board inall areas in which they will be supervising. The agency must have a supervising field technicianresponsible for each area in which it will be providing inspection services. The supervising fieldtechnician shall provide evidence of experience by submission of a key personnel applicationalong with a resume with references. The candidate shall document their qualifications andexperience through an application and be able to demonstrate their knowledge and ability toperform the duties required through an interview. Key personnel interviews will be waived forcandidates with current WABO registration in the Supervising Field Technician Key Personnelcategory.4. Multiple DutiesThe same person may be registered for more than one of the Key Personnel functions describedherein.5. Responsibilities:It is both the management's and the supervisor's responsibility to insure that those persons whichthey employ are abiding by the guidelines and regulations concerning special inspections by theOBOA SIP Advisory Board.6. Registration Issuance and Renewal:Section IV - 2Rev. 5/2015
Oregon Building Officials Association (OBOA)Special Inspection Program (SIP)Key personnel certificates of registration are issued for a period of one year and continue to bevalid so long as they are renewed annually.OBOA will assign the expiration date of each certificate of registration which will remainconstant regardless of whether or not any additional types to work are added.Failure to renew any type of work represented on a certificate of registration prior to theexpiration date may result in elimination from agency’s register, loss of certification for that typeof work from the certificate of registration, and possibly have an adverse impact on the agency’sregistration.In the event an agency has a category pending due to key personnel non-renewal or vacancy, theywill have up to one year to fill the vacancy before a re-application of that category will berequired.Registered agencies are expected to advise OBOA, via a written plan acceptance to OBOA, ofvacancies or changes in technical director, supervising laboratory technician(s), and specialinspection field supervisor(s) positions within (15) fifteen working days of the date of thevacancy or change. The plan shall address how the agency plans to temporarily cover the keyperson’s duties until the vacancy is filled or change is accepted and provide a reasonable date ofwhen the vacancy is to be filled. Any written plan should include documentation of qualificationsof any person or external service proposed to temporarily cover a vacancy or change. Failure toprovide an acceptable plan or to make a good faith effort to complete the above steps in a timelymanner, not to exceed 30 days, may have a direct impact on the agency’s continued registration.An individual’s certificate of registration with a registered special inspection agency may betransferred to another agency provided their employing agency is an OBOA special inspectionagency and a letter stating the transfer is submitted along with prescribed feesC. SUBCONTRACTING OF WORKSubcontracting of laboratory testing, field personnel and inspection services is allowed. Keypersonnel shall not be subcontracted.D. AGENCY REGISTRATION1. REGISTRATIONA. An agency wanting to become registered as a Special Inspection Agency in the OBOASpecial Inspection Registration Program shall submit an application to OBOA.B. Registration is valid for three years. Renewal is required for subsequent three year periods.2. REGISTRATION CATEGORIESA. Agencies may become registered for one or more of the following types of work:Reinforced Concrete (RC)Prestressed Concrete (PC)Structural Masonry (SM)Structural Steel & Bolting (S1)Structural Steel & Welding (S2)Sprayed Fire-Resistant Materials (FP)Earthwork Construction/Soils (EC)Structural Wood (SW)Proprietary Anchors (PA)Shotcrete (SC)Cold Formed Steel Framing (CF)Fire-Resistant Penetrations and Joints (FP&J)Section IV - 3Rev. 5/2015
Oregon Building Officials Association (OBOA)Special Inspection Program (SIP)E. APPLICATIONS1. Agency Registration Application: An application must be filed in writing with the OBOA SIPAdvisory Board to obtain approval under these guidelines. The application shall embody anagreement by the agency to abide by the terms of approval and to adhere to the requirementsestablished in these guidelines. The application fee shall accompany the application.2. The applicant shall submit a manual describing the agency's facilities for testing and inspections.Along with applicable certifications, the manual must bear the date, name, and signature of anofficer of the company and the person charged with managerial responsibility. It must alsoinclude the following minimum information:a. Organization and Personnel1. Legal name, telephone number, email address, and physical address of the agency.Contact name and telephone number.2. Description of the management structure, including names, titles, duties, andorganizational chart.3. Names and addresses of branch offices, if applicable.4. Qualifications of the technical director, field supervisor(s), and laboratory supervisor, (aseparate application form is required for key personnel).5. A current organization chart showing relationship between administration, operation,and quality control.6. A roster of current full-time employees which includes a resume of each employee'seducation, experience, and qualifications related to special inspection and testing.7. External and subcontracted technical services used by the agency and the names andaddresses of suppliers of subcontracted technical services. Include approvedindependent test laboratory documentation for inspection only agencies.8. A list of the categories of special inspections for which approval is being requested.9. A document listing the scope of duties for key personnel.10. Documentation that the agency is nationally accredited to ASTM E329 and ISO/IEC17020 or 17025, Accreditation Standard.b. Facilities and Equipment(1) A floor plan of the laboratory (if a testing agency). Show the facilities for storage,handling, and conditioning of samples.(2) A list of serial number, model number, and make of mechanical testing equipment.Provide a copy of the latest calibration check for each piece of testing equipment. Thename of the reviewing agency and the date of the most recent calibration check shall beincluded.c. Test Methods and Procedures(1) A copy of the scope of accreditation from an approved accrediting agency, listing thetests and procedures pertinent to the inspection category applied for, which demonstratesthe applicant’s competence to perform the tests.(2) A copy of the most commonly used data sheets, test reports and certifications.(3) A statement regarding the location and procedures for safe-keeping of records and files.(4) Evidence of an in-house quality assurance program.(5) A procedure for periodic revision of the manual.(6) A list of technical reference material (including a description of the system for keepingrelevant codes and standards up to date).Section IV - 4Rev. 5/2015
Oregon Building Officials Association (OBOA)Special Inspection Program (SIP)(7) A copy of training policies.(8) Copies of documents covering the following procedures: dispatch; project setup; finalsummary letters (include examples); compliance and non-compliance reporting (includeexamples).F. AGENCY AUDITRepresentatives of OBOA will make an initial inspection of the agency’s facilities. Audit criteria areincluded as an appendix. Agency audits are waived for WABO registered agencies.G. REGISTRATIONRegistrations apply only to the agency listed and are not transferable. The registered agency is subjectto random, unannounced inspection of their facilities by an OBOA representative to verify that dailyoperations are in compliance with their quality control manual and provisions of this program.If an application for registration is denied, the agency may request a review by the SIP Board.H. REGISTRATION MAINTENANCERegistration will be on an annual fiscal basis from 7/1 to 6/30, effective immediately. Initialapplications for registration received and processed within the last three months of a fiscal year willbe granted registration through the following fiscal year.OBOA will send out a renewal notice to agencies about 1 month prior to their expiration date.Agencies requesting registration renewal shall submit a completed and signed renewal form alongwith the renewal fee. Every three-years the renewal will additionally require re-submittal of anagency registration application and successful completion of an agency audit.To maintain registration during any three year period it is expected that the agency and its personnelshall:1. Properly and effectively conform with the responsibilities inherent in the SIP, including butnot limited to, maintaining standards prescribed for initial registration e.g. national inspectionand/or accreditation in accordance with requirements of ASTM Specification E329 asprescribed by OBOA; OBOA registered key and inspector personnel; OBOA approvedquality assurance practices; and, equipment calibration procedures and testing practices inaccordance with acceptable national standards, as well as, complying with any requirementsfor registration maintenance and renewal;2. Report violations of the provisions of the Oregon Structural Specialty Code;3. Provide inspection and/or testing services and maintain quality control measures inaccordance with accepted industry national standards;4. Accurately represent (including but not limited to) qualifications for initial or renewalregistration of an agency, agency key personnel, or inspection and testing qualifications orregistrations;5. Not condone or participate in fraudulent or illegal practices or conduct.6. Failure to submit evidence of meeting the required condition(s), as prescribed herein, shallresult in suspension of the agency and/or agency key personnel registration as referenced inSection K.Section IV - 5Rev. 5/2015
Oregon Building Officials Association (OBOA)Special Inspection Program (SIP)I. NOTIFICATION OF CHANGEAgencies approved under these guidelines shall notify OBOA in writing within thirty (30) days of anyof the following occurrences:1.2.3.4.The company name and/or address are changed.There are additions or deletions of registered special inspection categories.A new branch facility is established.There is a change in principal officers, key supervisory and/or responsible personnel of thecompany.J. REVOCATION, SUSPENSION, OR DENIAL1. After due process, an agency's registration may be suspended, revoked, or not renewed uponconfirmation of allegations of willful or negligent failure to observe or report violations of theBuilding Code, or failure to properly and effectively conform to their responsibilities inherent inthis program. Any registration may be denied, revoked or suspended for the following reasons:a. Failure to abide by all requirements of these guidelines or the conditions of approval set forthin the OBOA SIP Advisory Board’s letter of approval.b. Failure to notify the OBOA SIP Advisory Board of any changes as required by Section I.c. Failure to insure that those persons whom they employ are abiding by these guidelines.d. Failure to maintain a current inspection agency registration.e. Failure to keep the testing equipment calibrated.f. Failure to submit a complete application.g. Failure to employ management and supervision staff that comply with the requirements ofSection IV and approved by the Building Official; orh. Submission of an application that contains inaccuracies.2. In the event of a complaint:a. The OBOA Special Inspection Advisory Board shall designate a subcommittee (composed ofno more than three (3) persons) which shall review complaints and, if necessary, initiate thedenial, revocation or suspension of an agency’s registration on behalf of OBOA. In addition,a local building official has the independent authority to initiate denial, revocation orsuspension of an agency’s registration.b. In the event that the subcommittee or the local building official believe there are facts towarrant denial, revocation or suspension of an agency’s registration, the subcommittee orbuilding official, as appropriate, shall prepare a letter to the agency informing them of theirdetermination, the basis for that determination and the fact that the agency has the right toappeal said determination to the entire OBOA Special Inspection Advisory Board (Board).The subcommittee or building official shall have the discretion, subject only to the review ofthe Board, to determine whether a suspension, denial or revocation is appropriate.c. The letter shall be addressed to the agency at the address listed in the records of OBOA andmailed certified, return receipt requested.3. An appeal of the determination of the subcommittee or building official, if any, shall be in writingand shall be filed with the Board by mailing or having delivered a notice of appeal not later thanfive (5) business days after the date of notice to: Oregon Building Officials Association, PO Box13173, Salem, OR 97309. In the event no appeal is filed, the determination of the subcommitteeor building official shall be deemed effective on the fifth business day.Section IV - 6Rev. 5/2015
Oregon Building Officials Association (OBOA)Special Inspection Program (SIP)4. The appeal shall contain a brief statement setting out such facts and other evidence why theagency believes the determination of the subcommittee or building official is in error. The Boardshall then schedule a hearing to review the determination.5. At the time of the hearing, the Board shall consider such facts and evidence as it deems necessaryand/or appropriate. Not later than 14 days after the hearing, the Board shall issue a decision whichmay affirm, over-rule, or modify the determination of the subcommittee or building official. Thedetermination of the Board is final and shall be effective as of the date of its issuance.(End of Section IV)Section IV - 7Rev. 5/2015
current WABO registration in the Technical Director Key Personnel category. The technical director shall be a full-time employee of the agency. An individual may serve as technical director of multiple agencies under a common ownership if the individual is so employed full-time and the agencies are located within a 300-mile radius of the technical
