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

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

Getting Started#

• 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”.
  • Follow the step-by-step instructions in the eSP User Guide 2 – Account Registration.
• In order to ensure that the hospital Facility Owner or Representative has approved all submittals being made on their behalf, a Facility Personal Identification Number (PIN) is required at the time an application is submitted. Users that do not have a Facility Personal Identification Number (PIN) will not be able to submit Seismic Compliance Projects for that facility.
  • For more information about Personal Identification Numbers (PIN), see eSP User Guide 3 – Facility Authorization.
• The hospital Facility 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.
• Seismic Compliance Projects are building specific, and only one building is allowed per project. If you have a project that applies to multiple buildings, you will need to submit a separate project for each OSHPD building.
  • To look up building numbers for a given facility, please visit the Facility Detail dashboard.

Submitting a New Seismic Compliance Project#

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

Submitting a Response to OSHPD Comments (Back Check)#

• Once your application is received, processed, and reviewed, you may receive OSHPD comments from the reviewer requesting additional information.
• DO NOT create a new Seismic Compliance Project in eSP to respond to OSHPD comments.
• To submit a response to OSHPD comments, log in to eSP and select the Projects tab, then locate your project number in your Projects list (if you don’t see the project, use the Search for Projects).
• Select the project, then click the “Record Info” drop-down, and then select “Attachments”.
• On the Attachments page click “Add” to upload your response to OSHPD Comments, then “Save”.

What Do I Need to Submit?#

Each Seismic Compliance Project submittal should include the following;

1. Letter of Transmittal
   • 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:
   • At least one supporting document is required for each submittal, but you should submit all documents necessary to review your 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 Format table below.
   • The facility name and HCAI five-digit facility ID number should be included on all supporting documents.
   • If you are submitting a back check, please include the project number that was given when the project was created.
   • Professional Stamps and Signatures are required per California Administrative Code, Section 7-111 and Section 7-115.
3. Plans and Drawings:
   • 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 Format table below.
   • If the plan or drawing set received 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.
4. The maximum file size for a single document is 300 MB.
   • Oversized documents that are too large to be uploaded to eSP may be submitted using our Secure File Transfer (SFT) website. Click here to Request an SFT link.

Document Naming Format#

Document file names should conform to the formatting outlined in the table 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
• 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 look like this;

• 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#	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 (Non-HCAI project number and non-Approved plan sets)	PLAN	FACNO_PLAN_BLD0####_YYYYMMDD
Reference Plans (HCAI project number and Approved plan sets)	REF_HCAI APPROVED PROJECT # Example: REF_HS0123456	FACNO_REF_(HCAI Approved Project #)_YYYYMMDD Example: 12345_REF_HS0123456_20201103
Reports (only use when no other description fits)	RPT	FACNO_RPT_BLD0####_YYYYMMDD
Response to Remarks Letter (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 MTCAP Program (MTCAP = Material Testing & Condition Assessment)	MTCAP	FACNO_MTCAP_BLD0####_YYYYMMDD
SPC 4D MTCAP Results (MTCAP = Material Testing & Condition Assessment)	MTCAR	FACNO_MTCAR_BLD0####_YYYYMMDD