Or. Admin. Code § 333-675-0000

Current through Register Vol. 63, No. 11, November 1, 2024

Section 333-675-0000 - Submission of Project Plans and Specifications for Review

(1) Any person proposing to make certain alterations or additions to an existing health care or residential care facility, or to construct new facilities must, before commencing such alteration, addition or new construction, submit plans and specifications to the Oregon Health Authority, Public Health Division, Facilities Planning and Safety, 800 NE Oregon Street, Suite 465, Portland, OR 97232 for plans approval or recommendations with respect to compliance with rules authorized by ORS 441.025, 443.420 and for compliance with National Fire Protection Association standards when the facility is also to be Medicare or Medicaid certified.

(2) Project plans and specifications must be submitted for review and approval to Facilities Planning and Safety when the project conforms to one or more of the following criteria:

(a) When a new structure or addition to an existing structure is proposed, regardless of cost;

(b) When alterations to a building wing or service area, or a mechanical or electrical system serving it, exceeds either 25 percent of equivalent replacement cost, $50,000 for a hospital project, or $25,000 for a nursing home or residential care project;

(c) When a clinically related health or ancillary service, or dietary or laundry service is to be initiated or relocated within the facility; or when significant changes in the use of rooms or corridors within such areas will occur, regardless of cost;

(d) When a project involves the correction of licensure or fire and life safety code deficiencies issued by the Public Health Division, Seniors and People with Disabilities or Office of the State Fire Marshal; or

(e) When an existing building is to be converted for first time use as a licensed facility or changed in its usage from one licensure category to another having differing physical requirements.

(3) Waivers of Review:

(a) Facilities Planning and Safety may waive review of construction plans, and all or part of the review fee, despite criteria identified in section (2) of this rule, when:

(A) Rules do not exist for the project type planned;

(B) The facilities will be temporary or mobile; or

(C) Plans have previously been approved for an identical or similar facility.

(b) For projects similar or identical to prior approved projects, the review fee may be reduced up to 50 percent of the normal fee.

(4) Schematic Plans Submission and Project Design Conference:

(a) Schematic plans must be submitted to Facilities Planning and Safety for review and approval prior to the production of construction documents when one or more of the following conditions apply:

(A) A new licensed facility is proposed;

(B) A new health program, not previously offered, is proposed;

(C) Renovations to an existing licensed facility exceeds $500,000 for hospitals or $150,000 for nursing homes or residential care facilities;

(D) An existing unlicensed facility is to be converted for a licensable use or an existing licensed facility is to be converted from one classification of licensed facility to another. Facilities Planning and Safety may conduct an on-site investigation of an existing building as a part of this review.

(b) Schematic plans submissions must include one copy of each of the items listed below, as applicable to the project. Review of the submission will not begin until the required items are received by Facilities Planning and Safety.

(A) A completed application on a form prescribed by the Division and a review fee of one-third the amount required by OAR 333-675-0050, Table 1;

(B) Functional Program as required by OAR 333-675-0000(6);

(C) Scale drawings, including:

(i) Drawing title showing the name and address of the Oregon licensed architect or engineer, when the project will require an architect or engineer's stamp according to ORS 671.025. If unstamped materials are allowed and found to be inadequate, the reviewer may reject the submission and request revised materials. Upon receipt of the revised materials, the project will be re-dated;

(ii) Site plan, if applicable, showing the location of the building on the site, main roadway and sidewalk approaches, accessibility parking and any major features or restrictions affecting construction;

(iii) Floor plan(s) showing the intended title or use of each room or area, plumbing fixtures, equipment, doors, windows and exits. For patient or resident bedrooms or apartments, include proposed furnishings and equipment locations with intended licensed capacity for each room and apartment type for patient treatment areas;

(iv) Fire and Life Safety plan of entire floor(s) with project area(s) identified, including building code, occupancy classifications, construction type(s), locations and ratings of smoke barriers, fire walls and other significant structural features affecting compliance to the required codes;

(v) Phasing plan, if applicable; or

(vi) Other drawings, as required, to explain the project;

(D) Infection Control Risk Assessment as required by OAR 333-535-0035; and

(E) In addition to print drawings, read-only electronic files of project drawings must be submitted.

(c) A project design conference may be scheduled when schematic plans are submitted according to subsection (4)(a) of this rule. The conference will be attended by Facilities Planning and Safety staff and the project architect or engineer. Other attendees may include, but are not limited to, the owner's representative, staff from the licensing agency having authority, representatives from the Building Code agency having jurisdiction, an Office of the State Fire Marshal representative, and other interested parties, as arranged by project sponsor;

(d) Facilities Planning and Safety may waive in writing the schematic design review or the project design conference when determined appropriate.

(5) Construction Document Submission:

(a) Finalized construction drawings and specifications must be submitted for review and approval prior to the initiation of related construction. Such submission must be accompanied by payment of the review fee outlined in OAR 333-675-0050, Table 1 and a completed application on a form prescribed by the Division.

(b) Construction document submissions must include each of the items listed below, as applicable to the project. Review of the submission will not begin until the required items are received by Facilities Planning and Safety:

(A) Scale drawings, including:

(ii) Detailed site plan and civil drawings if applicable;

(iii) Complete architectural plans including floor plans, equipment plans, ceiling plans, elevations, details, door and room finish schedules;

(iv) Complete mechanical, plumbing and electrical drawings, low voltage drawings, information system drawings, nurse call system, security and alarm drawings;

(v) Fire and Life Safety drawings and information per subparagraph (4)(b)(C)(iv) of this rule, and rated wall and ceiling assembly details, door rating schedules, fire stopping details, and other details necessary to describe the Fire and Life Safety plan; and

(vi) Other drawings necessary to complete the project;

(B) Project specifications;

(C) Infection Control Risk assessment as required by OAR 333-535-0035, if not previously submitted;

(D) Functional Program as described in OAR 333-675-0000(6), if not previously submitted; and

(E) In addition to print drawings, read-only electronic files of project drawings must be submitted.

(c) Number of Submissions: Project sponsors may contact Facilities Planning and Safety to confirm the number of plans required to be submitted, which may vary.

(d) When the project involves fast track design and construction methods, design build contracts, or other alternatives which do not allow for submission of full contract documents at the same time, Facilities Planning and Safety may allow for such irregularities; but it is the responsibility of the project sponsor to seek approval of such submission methods prior to plans approval or the start of construction.

(6) Functional Program Requirements, as applicable to the project: The project sponsor must supply for each project a brief written narrative functional program for the facility that describes the following items:

(a) The purpose of the project;

(b) Department relationships and flow of patients, staff, visitors and supplies;

(c) Size and function of each space;

(d) Description of those services necessary for the complete operation of the facility;

(e) Special design feature(s);

(f) Occupant load, numbers of staff, patients or residents, visitors and vendors; and

(g) Issues of privacy or confidentiality for patient or resident.

(h) For hospital treatment areas, the functional program must also describe:

(A) Types of procedures;

(B) Design considerations for equipment;

(C) Requirements where the circulation patterns are a function of asepsis control; and

(D) Highest level of sedation, if applicable.

(i) For ambulatory surgery facilities, the functional program must also describe;

(A) Level of medical gas system per NFPA 99; and

(B) Type of central electrical system.

(7) Plans of Correction: Project sponsors must submit a written response to deficiencies identified in construction document reviews, indicating method(s) being used for their correction. When Facilities Planning and Safety determines that a satisfactory response has been received, including revised drawings as appropriate, a Notice of Construction Document Approval will be issued by Facilities Planning and Safety.

(8) Major Project Changes: Revised plans and specifications for major project changes must be submitted for review and approval prior to initiation of related work when changes significantly affect the:

(a) Arrangement or use of rooms in clinically related areas;

(b) Provision of mechanical, electrical and plumbing systems shown on plans; or

(c) Major additions or reductions to the project area or bed capacity.

(9) Time Period for Reviews: Facilities Planning and Safety will issue Construction Document Review comments to project sponsors within 15 business days of receipt of all required materials and the appropriate review fee. When circumstances do not allow for review to be completed within this time period, Facilities Planning and Safety will inform the project sponsor of the approximate date such review will be completed.

(10) Expiration of Projects:

(a) Project plans submitted in accordance with this rule will be considered inactive and closed out if:

(A) Finalized construction drawings and specifications are not submitted for review and approval within 365 calendar days of the project's schematic plans submission date;

(B) A Plan of Correction is not submitted for review and approval within 90 calendar days of the Construction Document Review date;

(C) A Project Substantial Completion Notice is not received within 550 calendar days of the Notice of Construction Document Approval date; or

(D) A Plan of Correction is not submitted for review and approval within 90 calendar days of receipt of the on-site inspection notice of the project.

(b) Facility Planning and Safety will notify the project sponsor 15 business days prior to closing any project and may grant one or more extensions for additional periods of time not exceeding 90 days each based on relevant information provided by the project sponsor.

(c) A project sponsor wishing to reopen a project after it has been closed must submit a new fee in accordance with OAR 333-675-0050 and verify the accuracy of all previously submitted materials.

Or. Admin. Code § 333-675-0000

HD 13-1994, f. & cert. ef. 4-22-94; PH 6-2004, f. & cert. ef. 3-11-04; PH 27-2017, amend filed 12/21/2017, effective 1/1/2018; PH 18-2019, amend filed 10/01/2019, effective 1/1/2020

Forms & Tables referenced are available from the agency.

Statutory/Other Authority: ORS 410.070, 441.060, 443.450, 443.860, 443.886 & 441.025

Statutes/Other Implemented: ORS 410.070, 441.060, 443.450, 443.860 & 443.886