Guide to the Letters of Assurance in the B.C. Building Code 1998 - continued
Administration
The following information should appear on each schedule as appropriate:
- project address on all pages and if applicable, name and number;
- permit number if it is available (and always on Schedules C-a and C-b);
- name and address of the registered professional and the firm represented;
- professional discipline of the registered professional;
- phone and fax number of the registered professional responsible for the schedule;
- component(s) for which the registered professional is responsible, on Schedule B-1;
- component(s) on Schedule B-2 for which the registered professional is responsible (cross out and initial those items for which the registered professional is not responsible within that component);
- on Schedule C-b, the component(s) and item(s) from Schedule B-2 which relate to it (i.e. cross reference them);
- signature and seal of the appropriate registered professionals must appear on all schedules for which they are responsible.
(Note: this is a statutory requirement for architects and engineers under their Acts).
Making Changes to Letters of Assurance
The Letters of Assurance were carefully developed and their precise wording is very important. The Letters of Assurance scheduled within the body of the B.C. Building Code are the only ones sanctioned across the Province. Amendments to any wording is discouraged (save that a registered professional may manually cross out and so initial a check list item which is not applicable relative to the scope of service on a given project). Uniformity is critical and has been a long-term objective of all users.
If any deletions or changes to the Schedules are absolutely necessary to suit a particular project they should be clearly and legibly marked and initialed in pen on the copies. The authority having jurisdiction should also initial these changes, signifying awareness of their existence and concurrence with them.
Submission of Schedules
The coordinating registered professional is responsible for collecting all Schedules B-1 and B-2 and submitting them as a complete package to the authority having jurisdiction when applying for a building permit.
At the completion of the project, the coordinating registered professional should collect, as a complete single package, all Schedule C-b's along with his or her own C-a and any other reports relating to the project, and submit them to the authority having jurisdiction, prior to the authority having jurisdiction's final inspection and/or issuance of an occupancy permit.
(Note: A "conditional" Schedule C-b may be accepted by the authority having jurisdiction for provisional occupancy prior to the submission of the "Final" Schedule C-b and issuing of the final occupancy permit. This process needs advance discussion between the authority having jurisdiction and the coordinating registered professional.)
(Note: An exception to this process may occur for schedules covering geotechnical work; see section on "geotechnical" herein for details.)
Design and Field Review Conducted by Different Registered Professionals
The Letters of Assurance intend that the registered professional responsible for the design is also responsible for the field review. The separation of design and field review responsibilities is undesirable and should not occur unless the design registered professional is unable to conduct the field review. There are also, however, instances, for logistical reasons, where this may not be possible and the field review responsibility is delegated to a different registered professional. The different registered professional conducting the field reviews may be from another firm or in the same firm. In either case the Letters of Assurance must be amended to reflect these different registered professionals.
As the purpose of the field review is to confirm that the design intent has been realized in the construction and also to provide assurance that the constructed building is in substantial conformance with the Building Code, it is imperative that close coordination and communication exist where the designer is not the person conducting the field review. It is unreasonable to expect the registered professional who is responsible for the field review to take on the responsibility for the code compliance of the design done by others. In this instance, Schedule C-b should be modified by crossing out and initialing Subclause (b)(i).
Also, a Schedule B-1 and B-2 will be required from the registered professional doing only the field review, with the deletion of the reference to being responsible for the design. This can be done by crossing off "Professional Design and" from the main title of Schedule B-1 and initialing the change. On Schedule B-2 cross off "Design and" from main title and initial the change.
Similarly the registered professional who undertakes the design only should cross off "Commitment for Field Review" from the main title of Schedule B-1, and initial the change and cross off "Field Review Requirements" from the title of Schedule B-2, and initial the change.
As well as amending the titles, certain clauses in the body of Schedules B-1 and B-2 which relate to design or to field review should be crossed off and initialed so the Schedules reflect the specific responsibilities of the registered professional who has signed it. For example, Schedules B-1 and B-2 submitted by the registered professional responsible for only design should have all clauses relating to field review crossed off and initialed.
The coordinating registered professional is responsible for ensuring the administration relating to these changes is adhered to and that copies of all Schedules B-1 and B-2 are given as a single package to the authority having jurisdiction prior to commencement of field reviews.
In summary, it is desirable that the design and field review responsibilities be undertaken by the same registered professional. The result is greater continuity of understanding; responsibility; co-ordination; and ease of administration.
Part 9 Buildings
Letters of Assurance are required for components of some Part 9 buildings which fall outside the scope of Part 9 and for the whole of a Part 9 buildings that use a common egress system and require the use of firewalls (Clause 2.6.1.1.(1)(c)).
Structural
For a building classified under Part 9 due to its size and occupancy, and which falls outside Clause 2.6.1.1.(1), but whose structural components fall within the scope of Part 4, it should be acceptable that only Schedules B-1, B-2 and C-b for the structural components be required. Schedule A and Schedules B-1, B-2 and C-b relating to non-structural components are not usually required.
Trusses
Most factory-built residential roof trusses are designed under Article 9.23.13.11. of Part 9, not Part 4, and as a result Letters of Assurance should not be required from the truss designer. The authority having jurisdiction may, however, require verification from a registered professional that the girder reactions and loads are satisfactorily transferred to the foundation and acceptable bearing. A registered professional may be asked to coordinate all structural components of a project which could include footings and foundation, beams and trusses, each of which might be undertaken by a different registered professional.
Beams
Uniformly loaded steel beams and glued-laminated floor beams which can be sized from Tables 9.23.4.3. and A-11 respectively may be treated in a manner similar to factory-built residential roof trusses. Beams chosen from these tables should not require the services of a professional engineer for design or field review. Beams with non-uniform or concentrated loads, however, should be designed under Part 4 and Schedules B-1, B-2 and C-b are required. The authority having jurisdiction may require verification in writing from a registered professional that the residential roof trusses have been designed according to Article 9.23.13.11. Schedules B-1 and B-2 may be used for this purpose. A Schedule C-b may also be used to verify that the trusses have been constructed and installed correctly.
It is not the intent that Letters of Assurance be used whenever registered professionals are involved on a project except when the project or a portion of it falls under the scope of Sentence 2.6.1.1.(1) of the B.C. Building Code.
However, the authority having jurisdiction, with due cause may at any time require that a design or a construction be reviewed by a registered professional. In these situations, the authority having jurisdiction may request that assurance be given in writing by the registered professional that the design or the construction meets the requirements of the B.C. Building Code or that it complies with good engineering practice. While Letters of Assurance may be used to meet these needs, a simple written confirmation may better serve this purpose.
To summarize, when structural and/or geotechnical requirements exceed the scope of Part 9, the work is directed to Part 4 and a registered professional is required. Schedules B-1, B-2 and C-b are required and the registered professional assumes responsibility for the coordination of those Part 4 components. Structural components exceeding the scope of Part 9 currently include beams with point loads, girder trusses, trusses with spans greater than 40 feet and proprietary engineered products.
When more than one discipline of registered professional is involved, a Schedule A might be appropriate to establish a coordinating registered professional and commit the owner to using registered professionals.
Geotechnical
Due to the uncertain nature of geotechnical conditions, it is recommended that Schedules B-1, B-2, and C-b relating to geotechnical work be submitted as soon as feasible to the authority having jurisdiction through the coordinating registered professional. Often the coordinating registered professional and/or the pertinent registered professional may have to determine whether further geotechnical evaluation is necessary based on initial geotechnical investigations undertaken during construction. This can be particularly significant when dealing with Part 9 buildings. For example, a preliminary geotechnical investigation may indicate that soil conditions are such that one can continue to use the requirements of Part 9. On the other hand, the soil conditions could indicate that further geotechnical and design work is necessary. The coordinating registered professional and/or registered professional must have access to the latest geotechnical reports to determine if additional geotechnical work is necessary and provide the authority having jurisdiction with the appropriate updated schedules B-1 and B-2.
(Note: For the Letters of Assurance, normal footing or perimeter drains are not considered permanent "dewatering" measures, unless they are part of a specially engineered drainage system.)
Role of Coordinating Registered Professional
Schedule A confirms that the owner has retained a coordinating registered professional to coordinate the design work and field reviews of the other registered professionals required for the project. The coordinating registered professional, who must be either a professional engineer or an architect, must coordinate all activities relating to the professional design and field review of the project. The coordinating registered professional functions as the project administrator as far as assurance of code compliance is concerned.
This role includes keeping the authority having jurisdiction advised; ensuring that the necessary schedules are submitted; and ascertaining that the necessary and appropriate registered professionals are retained on the project. Schedule A also includes a commitment to coordinate the functional testing of any fire emergency systems.
Appropriate Registered Professionals
The phrase "architect or professional engineer" is used in the Letters of Assurance and Section 2.6, because in the interest of economy of words and simplicity for all users, a single format was prepared to cover all cases. There is no intent to suggest that an architect should provide professional service or assurance on an engineering matter. Neither should a professional engineer provide service or assurance on an architectural matter.
The coordinating registered professional should ensure that architects are retained to undertake architectural functions and engineers are retained to undertake engineering. The authority having jurisdiction should also check this issue and, if there are any concerns, may refer the matter to the appropriate professional association.
The typical building which is covered by Section 2.6 of the B.C. Building Code is normally expected to have both an architect and one or more professional engineers engaged, providing design, field review and assurances in their disciplines.
The professions of architecture and engineering are governed by and empowered to enforce their own provincial statutes. To avoid potentially costly and counter-productive consequences of contravening such statutes, information can be obtained from the appropriate professional association as to which types and sizes of projects require the engagement of architects and engineers as a matter of provincial law.
Dec. 1, 1999
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