Applying for Seismic Compliance Projects using the eServices Portal (eSP)

The Seismic Compliance Unit (SCU) does not review projects that involve construction.
For construction projects, please contact the appropriate region of the Building Safety Section of OSHPD.

What is a Seismic Compliance Project?#

Seismic Compliance Projects include the following project types:

• NPC Upgrade
  • NPC 2 Upgrade
  • NPC 3 Upgrade
  • NPC 4 Upgrade
  • NPC 4D Level 1 (L1) Upgrade
  • NPC 4D Level 2 (L2) Upgrade
  • NPC 4D Level 3 (L3) Upgrade
  • NPC 5 Upgrade (Water Rationing Plan)
• SPC Upgrade
  • SPC 2 Upgrade
  • SPC 4D Upgrade
  • SPC 5 Upgrade
• Building Add/Remove/Reclassification
  • Add a Building to OSHPD Inventory
  • Remove a Building from OSHPD Inventory
  • Building Reclassification Intent to Remove GAC
  • Building Reclassification Acute Psych
  • Building Reclassification SNF classification
  • Building Reclassification Delicensed to Clinic under OSHPD Jurisdiction
  • Building Reclassification Delicensed to Local Authority having Jurisdiction
  • Building Reclassification Demolition
  • Building Reclassification General Acute Care services not permitted – OSHPD jurisdiction
  • Building Reclassification Non-acute classification
• Testing
  • Test Plan – SMRF
  • Test Plan – SMRF Results
  • Test Plan – SPC 4D Material Testing and Condition Assessment
  • Test Plan – SPC 4D Material Testing and Condition Assessment Results
• Seismic Compliance Projects do not include the following project types (click the link to download the eSP User Guide for each of these project types):
  • Application for Seismic Compliance Plan
  • Hospital Services Reporting
  • Hospital Signage Reporting
• Seismic Compliance Projects are building specific, so if a project applies to multiple buildings a separate application is required for each building. Exception: NPC 2 Upgrade and NPC 5 Upgrade (Water Rationing Plan) projects can be submitted for multiple buildings.

What Do I Need to Submit?#

Each Seismic Compliance Project submittal should include the following;

1. Letter of Transmittal (Required):
   • The Transmittal should be an itemized list of the documents included in your submittal. If your submittal is a back check on an existing project, please include the project number on the Transmittal.
2. Supporting documents (Required):
   • At least one supporting document is required for each submittal.
   • Documents should be submitted in an electronic format, preferably Adobe PDF.
   • Each supporting document should be a separate PDF file and should conform to the naming conventions outlined in the Document Naming Requirements table below.
   • The facility name and five-digit facility ID number should be included on each supporting document.
   • Professional Stamps and Signatures are required per California Administrative Code, Section 7-111 and Section 7-115.
3. Plans and Drawings (if applicable):
   • Plans and Drawings should be submitted in an electronic format, preferably Adobe PDF.
   • Each set of plans or drawings should be a separate PDF file and should conform to the naming conventions outlined in the Document Naming Requirements table below.
   • If the plan or drawing set has an HCAI project number, the PDF’s should be separated by project number.
   • Professional Stamps and Signatures are required per California Administrative Code, Section 7-111 and Section 7-115.

Note: The maximum file size for a single document is 300 MB. Documents that exceed the file size limit may be submitted to OSHPD using our Secure File Transfer (SFT) website. Click here to Request an SFT link.

Document Naming Requirements#

Document file names should conform to the formatting outlined below.

Each document name is comprised of four types of information, separated by underscores;

FACNO_DOCUMENT ABBREVIATION_BLD0####_YYYYMMDD

• FACNO: The five-digit Facility ID Number
• DOCUMENT ABBREVIATION: See table below for abbreviations
• BLD0####: The prefix “BLD” followed by the five-digit OSHPD Building Number. If multiple buildings use BLDMULTI.
• YYYYMMDD: The date of submittal (four-digit Year, two-digit Month, two-digit Day)

EXAMPLE

Facility 12345 will be submitting a Transmittal and an NPC 4 Upgrade Report for BLD-01234. The date of the submittal will be 01/01/2025.

The document file names should be;

• 12345_TRN_BLD01234_20250101
• 12345_NPC4_UPG_BLD01234_20250101

Document Type	Document Abbreviation	Naming Format
Letter of Transmittal	TRN	FACNO_TRN_BLD0####_YYYYMMDD
NPC # Upgrade Report # = 1, 2, 3, 4D (Level 1, 2, 3), 4, 5	NPC#_UPG NPC4D_L#_UPG	FACNO_NPC#_UPG_BLD0####_YYYYMMDD FACNO_NPC4D_L#_UPG_BLD0####_YYYYMMDD
Other Documents Only use when no other description fits	DOCS	FACNO_DOCS_BLD0####_YYYYMMDD
Plans No HCAI project number and non-Approved plan sets	PLAN	FACNO_PLAN_BLD0####_YYYYMMDD
Reference Plans HCAI project number and Approved plan sets	REF_HCAI PROJECT # Example: REF_HS0123456	FACNO_REF_HCAI Project #_YYYYMMDD Example: 12345_REF_HS0123456_20201103
Reports	RPT	FACNO_RPT_BLD0####_YYYYMMDD
Letter in response to HCAI Comments Client response to HCAI remarks	RES_LTR	FACNO_RES_LTR_BLD0####_YYYYMMDD
SMRF Program SMRF = Steel Moment Frame	SMRF_PRG	FACNO_SMRF_PRG_BLD0####_YYYYMMDD
SMRF Results SMRF = Steel Moment Frame	SMR_RES	FACNO_SMRF_RES_BLD0####_YYYYMMDD
SPC # Upgrade Report # = 1, 2, 3, 4D, 4, 5	SPC#_UPG	FACNO_SPC#_UPG_BLD0####_YYYYMMDD
SPC 4D MTCA Program MTCAP = Material Testing & Condition Assessment Program	MTCAP	FACNO_MTCAP_BLD0####_YYYYMMDD
SPC 4D MTCA Results MTCAR = Material Testing & Condition Assessment Results	MTCAR	FACNO_MTCAR_BLD0####_YYYYMMDD

Prerequisites#

• If you have not already, register for an eServices Portal (eSP) user account:
  • Go to eServices Portal (eSP).
  • Under New Users, click the Register Now button.
  • Alternatively, under Login, click New Users: Register for an Account.
  • For step-by-step instructions, see eSP User Guide 2 – Account Registration.
• To ensure that projects being submitted on behalf of a hospital facility are approved by the Owner or Representative, a Facility Personal Identification Number (PIN) is required. Users who do not have a valid facility PIN will not be able to submit projects on behalf of that facility.
  • For more information on Personal Identification Numbers (PIN), see eSP User Guide 3 – Facility Authorization.
• The hospital Owner or Representative may enable other users to submit projects on their behalf by adding those users as delegates to their account. Likewise, designated Licensed Professional may enable other users to act on their behalf by adding those users as delegates to their account.
  • For more information about delegation, see eSP User Guide 4 – Account Management & Delegation.

Submitting a Seismic Compliance Project#

• Download eSP User Guide 27 – Application for Seismic Compliance Project for step-by-step instructions.
• Log in to eServices Portal (eSP) to create an application.
• Once your application is submitted you will receive a confirmation email with your project number. Please include this project number on all documents that you submit for back check.

Submitting a Response to HCAI Comments on an existing project (Back Check)#

• Once your application is received, processed, and reviewed, you may receive HCAI comments from the reviewer requesting corrections or additional information.
• DO NOT create a new Seismic Compliance Project in eSP to respond to HCAI comments.
• To submit a response to HCAI comments, follow these steps:
  • Log in to eServices Portal (eSP)
  • Navigate to the Projects tab
  • Locate the project number in your Projects table (if you don’t see the project number, use the “Search for Projects” general search)
  • Select the project number
  • On the project information screen, click the Record Info drop-down, and select Attachments
  • On the Attachments page click Add to upload your response
  • Click Save