Operating Procedures
  
Table of Contents
 
1.        PURPOSE/MISSION

 

2.        OBJECTIVES
 
3.        MEMBERSHIP
 
4.        COMMITTEE STRUCTURE
 
 
 
 
 
 
10.      VOTING PRIVILEGES
 
11.      MEETING DATES
 
12.      COORDINATOR
 
13.      AGENDA AND MINUTES
 
14.      ARCHIVING
 
15.      WEBSITE MAINTENANCE
 

16.      APPENDICES

 
APPENDIX A.  ORGANIZATION CHART
APPENDIX B.  POLICY I-50
 


1.        PURPOSE/MISSION

 
    The Regional Standards Committee's (RSC) mission is to prepare and maintain a uniform set of standard drawings and
    supplemental specifications for use on public works related projects by all public agencies within the San Diego Region. The San
    Diego Region is the land area within the boundaries of the County of San Diego.
 
    The RSC issues the following two documents every three years, which are referred to herein as “Regional Standards”:
 
A.    “San Diego Regional Standard Drawings” (Standard Drawings)
 
B.    “San Diego Regional Supplement to "Greenbook" Standard Specifications for Public Works Construction”
(Regional Supplement). The Greenbook is the “Greenbook” Standard Specifications for Public Works Construction, written
and promulgated by Public Works Standards, Inc. (PWSI).

 

    The RSC does not issue an “Approved Materials List”.
 
2.        OBJECTIVES
 
    The objectives of the Committee are to:
 
A.    Contribute to cost effective government by eliminating duplication of effort in creation of engineering and construction standards by public agencies in the San Diego Regions. The Regional Standards are primarily for construction use but may include design criteria and standards.
 
B.    Provide Regional Standards that are clear, current, constructible, safe, and cost effective.
 
C.    Encourage the adoption of the Regional Standards by all Public Agencies within the San Diego Area.
 
D.    Assure the Regional Standards meet a wide range of needs of industry and agencies.
 
E.    Promote the use of the Regional Standards by private and public sectors.
 
F.    Maximize participation by member agencies in the Regional Standards development and adoption process.
 
G.    Integrate the standards development occurring at all member agencies into the Regional Standards.
 
3.        MEMBERSHIP

 

            A.  Committee membership is open to the Directors of Public Works, County Engineers, City Engineers, District Engineers or
            their designees representing the County, cities, special districts, private construction industry associations, utility companies,
            and engineering associations operating within the San Diego Region.

            B.  Meetings are open to all interested parties.

4.        COMMITTEE STRUCTURE

 

            A.  An election of the Chair and Vice Chair (optional) will take place every third year at the second meeting following the RSC
            approval to publish the Regional Standards.  The Chair and Vice Chair will be elected for a three year term by and from the
            RSC active members.
 
            B.  The Chair or an assigned representative may represent the RSC at Greenbook Committee meetings.
 
            C.  The Chair shall appoint Sub-committee Chairs within two months following the election of the Chair. Sub-committee
            chairs should solicit volunteers for their committee, update the list of volunteers as needed, and submit to the Coordinator.
            The Coordinator shall have the subcommittee’s membership posted on the website if requested to do so by the Sub-
            committee chairs.
 
            D.  Sub-committee Chairs do not have to be an expert in the field, their primary duties shall include: recruiting members for
            their committee, scheduling meetings, establishing agendas, facilitating meetings, issuing minutes (as needed), and reporting
            committee progress at RSC meetings.
 
            E.  The Chair signature shall be on all Standard Drawings upon approval by the entire RSC as an indication that the RSC has
            approved each Standard Drawing.
 
            F.  Sub-committees will review proposals for new Regional Standards or modifications to the existing Regional Standards.
            Each Sub-committee will review proposals within its area of responsibility and make recommendations to the RSC.
 
            G.  The Editorial Sub-committee is chaired by the RSC Chair and composed of the Sub-committee Chairs, the RSC's Chair,
            Vice Chair, and County Coordinator. 
 
            H.  Member agencies that have standards organizations or committees are encouraged to provide a chair person or RSC
            committee member to address their standards. 
 
            I.  The Editorial Sub-committee shall advise the RSC Chair, perform a final editorial review of all approved actions prior to
            publication of Regional Standards, review and update Operating Procedures, and monitor progress of proposals and
            publication process.
 
            J.  The RSC organizational structure is illustrated in "Appendix - A  Organization Chart".
 

 

            A.  Many agencies develop their own standards and it is the RSC’s mission to integrate these standards into the Regional
            Standards so other agencies may utilize them and avoid duplication of development and maintenance effort.
 
            B.  Many of the member agencies develop and maintain supplemental standard plans and specifications. The Regional
            Standards Committee will make every effort to incorporate the standards developed by all member agencies into the Regional
            Standards.
 
            C.  The County of San Diego established the Regional Standards Committee and Standards under the County Board of
            Supervisors Policy I-50, in October 1973. The Regional Standards were based on the work the County had done on           
            development of standards.
 
            D.  The basis for the Regional Standards is the “Greenbook” Standard Specifications for Public Works Construction, written
            by the Greenbook Committee Inc. Note, the “Greenbook” approvals do not require the majority of public agency members
            present at a meeting to approve changes.  
 
            E.  The Greenbook is adopted by most of the agencies in the San Diego Region as their standard specifications and the
            Regional Supplement is used to modify and supplement the “Greenbook” to account for San Diego Region conditions.
 
            F.  Standard Drawings shall be stand-alone to avoid the user having to cross reference to other standards, such as Caltrans,
            unless unavoidable.
 
            G.  Numbering of Standard Drawings:
 
                    1. Numbering is based on using one to three alpha characters for the first part of the number and a hyphen followed
                    by two numeric characters. If there are multiple sheets to a drawing an alpha character is added, starting with "A",
                    then “B”, etc.
                                            Example:  TCP-02A and TCP-02B
 
                    2.  Every effort is made not to use existing drawing numbers for a new drawing since users are accustomed to relating a
                    specific number and a specific detail.
 
 
    Proposed new Regional Standards or modifications to Regional Standards may be submitted by anyone, but must be sponsored
    by at least one active member and will be processed as follows:

 

A.    Proposal packets shall include the following (as appropriate for type of submittal):
 
        1.     Name of the proposer and sponsor
        2.     Be specific with respect to information, content, and what change is sought
        3.     Redlined word documents for specifications
        4.     Redlined drawings
        5.     Calculations or load test reports for structural elements stamped by a California Professional Engineer
        6.     State reasons for the proposed change
        7.     Provide electronic word documents and/or CAD files
        8.     CAD drawings shall conform to RSC guidelines for standard drawings
 
B.  Proposal packets shall be submitted to the Coordinator who will:
                    
                    1.     Assign a reference number
                    2.     Maintain the submittal log
                    3.     Maintain the drawing data base status
                    4.     Transmit the proposal to the appropriate sub-committee for action
                    5.     Post on the website as “Under Review”
 
            C.    Each proposal will be reviewed by the assigned sub-committee, which reserves the right to make any modification it
            deems necessary.
 
            D.    If the proposal packet is not complete in accordance with “A” above, the Coordinator or sub-committee may reject the
            submittal and the Coordinator will update the log, and inform the Proposer that the submittal was incomplete and needs to be
            resubmitted.
 
            E.    The sub-committee shall prepare a recommendation (approve, reject, modify) on each proposal reviewed by the
            sub-committee, prepare a description of the proposal and reason for recommendation (limit to one page) and request the
            Coordinator to distribute the drawing or specification for the RSC committee review at least two weeks before the item
            is brought to the RSC meeting. Comments to be submitted to the sub-committee chair. Thus allowing the representatives
            of the membership to review the proposal with their organization.
 
            F.    Upon completion of item E the sub-committee chair shall incorporate appropriate comments, produce a final drawing
            or specification and request the Coordinator to place the item on the agenda for the next RSC meeting.
 
            G.    The Coordinator will distribute the recommendation and proposal with the agenda for the next RSC meeting.
 
            H.    The Sub-committee Chair will present the proposal and recommendation at the RSC meeting and lead the discussion.
 
            I.      The RSC may: approve, reject, approve with minor modifications, or return proposals to the sub-committee for
            further study.
 
            J.     The sub-committee shall take the input from the RSC and if needed make appropriate changes and return to the RSC
            following step 6E through 6H. Every effort should be made to limit this process to two cycles.
 
            K.    Once the RSC has either approved or rejected the proposal, the Proposer will be notified in writing by the Coordinator of
            the RSC's action and the submittal log and drawing status will be updated.
 
            L.     Drawing will be finalized by County per Item 8 below.
 
            M.  Specifications will be finalized per Item 8 below.
 
7.        PROCESSING TRI-ANNUAL REVIEW
 
    As part of the three year publication cycle the RSC shall review all Regional Standards for conformance to current construction
   standard practices and RSC approved formatting.  
                 
            A.    At the beginning of the Publication Cycle the Coordinator shall provide each sub-committee chair a spread sheet with
            the drawings their committee is responsible for reviewing.
 
            B.    Sub-committee chair shall initiate review of all drawings to assure that all the following actions takes place as needed:
 
                    1.     Updated – changed to meet current standards of design and construction
                    2.     Reformatted – changed physical layout to improve readability, metric to English etc.
                    3.     Edited – changed words and numbers to correct typos etc.
                    4.     Reviewed – reviewed for conformance to current standards of design and construction 
 
            C.    The sub-committee shall review the drawings, redline proposed changes making note in the revision block of the action
            taken, and provide to the Coordinator to circulate for RSC review and comment.
 
            D.    The Coordinator will distribute the relined drawings to the RSC for review and comments. Comments to be sent directly to
            the sub-committee chair.  
 
            E.    The sub-committee shall incorporate changes as appropriate and submit redlines to the Coordinator for discussion at the
            next RSC meeting.
 
            F.    Sub-committee Chair will present the proposed changes at the RSC meeting and lead the discussion and collect any
            comments for inclusion in the drawings.
 
            G.    Sub-committee Chair shall submit final drawings to Coordinator for submittal at the next RSC meeting for approval.
 
             H.    The RSC may: approve, reject, approve with minor modifications, or return drawings to the sub-committee for
            further revisions.
 
            I.      The sub-committee shall take the input from the RSC and make appropriate changes and return to the RSC
            following step 7E through 7H. Every effort should be made to limit this process to two cycles.
 
           J.     Once the RSC has either approved or rejected the drawing status shall be updated.
 
           K.    Drawings and specifications will be finalized as outlined in Item 8 below.
 
 
            A.    The following code is placed in the "REVISION" column and is used to designate the type of revision that has been
            made to the Standard Drawing:
 
                    1.     New – complete new standard with new drawing number
                    2.     Replaced – major changes to existing drawing that completely replaces the old drawing but retained
                            drawing number
                    3.     Updated – changed to meet current standards of design and construction
                    4.     Reformatted – changed physical layout to improve readability, metric to English etc.
                    5.     Edited – changed words and numbers to correct typos etc.
                    6.     Reviewed - reviewed for conformance to current standards of design and construction but no changes required.                                    This code is used to confirm a drawing has been reviewed every publication cycle. 
 
            B.    The "BY" column will contain the name of the drawing preparer, which may be the sub-committee chair.
 
            C.    The "APPROVED" column will contain the initials of the sub-committee chair or RSC chair who approved submittal of
            the drawing to the RSC. 
 
            D.    The "DATE" column shall contain the date the RSC approved the revision.
 
            E.    The  "ORIGINAL" date of the creation of a drawing will remain in the first line of the revision block. As additional revisions
            are made the oldest revision will be deleted if space is needed to add a new revision.  The exception to this is that if a
            "Reviewed" code is followed by another "Reviewed" code, only the most recent one will appear in the revision block and the
            other will be deleted each publication cycle.
 
            F.    The RSC Chair signature shall be electronically applied by the County staff to the "RECOMMENDED BY THE SAN
            DIEGO REGIONAL STANDARDS COMMITTEE" title block and the date the Drawing was approved to be issued for
            publication by the RSC, to indicate the RSC has approved the latest drawing "REVISION" for publication.
 
            G.  If a supplemental specification is modified or added between publication it will have "RSC Approved on xx-xx-xxxx" noted
            on the bottom left hand corner.  The document shall contain an explanation about why the specification was added or modified
            and how it impacts the existing Regional Supplement.
 
 
              A.    The RSC does not make the CAD version of the standard drawings available for use by the public, but will provide
            CAD versions to other public agencies for their use. These CAD drawings will not have the RSC signature block included and
            should not be distributed.
 
            B.    The Regional Standard Committee does not issue annual addenda to the Supplements or Standard Drawings.
 
            C.    The RSC issues a new edition of the Regional Supplements and Standard Drawings every three years in concert with
            the Greenbook.
 
            D.    Regional Supplements and Standard Drawings approved by the RSC between new editions being issued are posted
            on the RSC website for information and use by member agencies at their discretion.   
 
            E.    The approved Supplements and Standard Drawings that are approved by the RSC are posted on the RSC website under
            the following categories:
 
        1.     “Drawings"  section contains the most recent three-year Publication of the Standard Drawings and Regional 
        Supplements.
        2.      “Proposed Changes” section contains the “Submittal Log”, "Submittal Form” "Under Review", "Approved for Use",
        and "Archived" sections”.
        
        o    “Approved for Use”  section contains standard drawings approved since the last Regional Standards Book
                    was issued and they may be used on projects at the public agencies discretion.
        o    “Archived” section contains a list of historical versions of the standard drawings and supplements that have
                    been deleted, replaced, and/or updated. The actual documents are kept on record at the County of San Diego
                    Department of Public Works offices.
 
            F.    The Coordinator shall notify each of the member organizations (Director of Publid Works, City Engineer, District Engineer, 
            and representative) by emailing the minutes with the approval highlighted.
 
            G.  The cover of the Standard Drawings and Regional Standards shall be the same and shall be the following colors based on
            the three year publication cycle.  There are six colors starting with Cycle 1 in 2012 being green.  The hue of the color may
            vary depending on the availability of colored paper stock.
  
                                
 
            H.  Coordinator shall create a table of contents for the Standard Drawings and prepare a CD with the following files: 
                    1) PDF of each drawing
                    2) PDF Of each section
                    3) PDF of cover
                    4) PDF of dividers 
            These files will be used to load the Standard Drawings onto the website.
 
            I.    Coordinator shall have a CD of Standard Drawings and Regional Supplements prepared and available for purchase at
            County Land Development Counter and local technical book stores. The County will keep one hard copy for archiving.
 
            J.    Every three years the Standard Drawings and Regional Supplements will be issued on CD or other electronic media as
            approved by the RSC and at least one hard copy will be placed in a single three ring binder for archiving.
 
            K.      The County of San Diego keeps hard copies of all structural calculations, approved drawings, and supplements as well
            as digital copies. 
 
10.      VOTING PRIVILEGES
 
    All matters before the RSC shall be decided by a simple majority vote of active member representative present at the meeting
    and at least 50% of public agencies representatives present must approve the item.
 
            A.   A voting quorum shall consist of those attending the meeting.
            
            B.   A member agency shall have only one vote, except that a Subcommittee Chair shall have a vote.
            
            C.   Agency's Directors of Public Works, County Engineer, City Engineers, District Engineer may vote by email.
 
11.      MEETING DATES
 
    The meetings of the RSC are typically the 4th Thursday of each month and the Editorial Sub-committee are typically the
    2nd Thursday of each month. Meetings will be held at least every three months.
 
12.      COORDINATOR
 
            A.  The Coordinator will be a representative from the County appointed by the County Engineer. The Coordinator will
            represent the County and preside over RSC meetings in the absence of the Chair and Vice Chair.
 
            B.  The County of San Diego will act as the coordinating agency, providing staff, as well as publishing and maintaining the
            standard drawings and specifications. This is provided for under the County Board of Supervisors Policy I-50, originally
            adopted October 1973.
 
            C.  The Coordinator shall keep a record of all substantive questions raised by those who use the standards and forward
            these to the appropriate Sub-committee for a response. The respondent shall send a copy of the question and answer to the
            Coordinator and the Editorial Committee. The Editorial Committee will select those Q & As to be added to the web site for
            general information.
 
13.      AGENDA AND MINUTES
 
    RSC Meeting Agenda and Minutes shall be prepared for each meeting by the County Coordinator and minutes will be presented at     the following meeting for approval or modification. Agenda and minutes shall be sent to all member agencies within two weeks after
    the RSC meeting. Sub-committees may prepare agendas and minutes for each of their meetings and distribute them to the
    Coordinator and RSC Chair. A copy of the proposal log will be distributed at each meeting.
 
14.      ARCHIVING
 
            A.    At least one copy of the RSC officially approved Standard Drawings and Regional Supplements will be placed in a single
            three ring binder for archiving by the County.
 
            B.    Only the current RSC officially approved Standard Drawings and Regional Supplements will be placed on the website,
            along with a list of archived drawings, earlier versions will be archived by the County.
    
            C.    Meeting minutes of the RSC are archived by the County.
 
15.      WEBSITE MAINTENANCE
 
            A.    A sub-committee chair or the coordinator shall be assigned to maintain the RSC official website at
           http://www.regional-stds.com/
 
            B.    Changes to the website shall be reviewed by the editorial committee and submitted for approval of the RSC.
 
            C.    The website shall have the following information posted:
 
                    a.     Regional Supplements
                    b.    Drawings
                    c.     Proposed Changes
                    d.     Operating Procedures
                    e.     Committee Organization
                    f.       Subcommittees
                    g.     Agenda/Minutes
                    h.     Contact/Links
 
            D.    Links are provided to member agencies and to other standards websites.
 
16.       APPENDICES

 

            APPENDIX A.      ORGANIZATION CHART

 

            APPENDIX B.       POLICY I-50

 

            APPENDIX C.       RSC DRAFTING STANDARDS