New Building Application Tutorial

Introduction

The New Building is a job type and an application required for new buildings undergoing the construction process, until they can be legally occupied.

• Excavation
• Building Erection
• Project Completion
• Certificate of Occupancy

The New Building has a specific use, egress, occupancy type, and construction type as classified by the Building Code.

It can have a combination of any of the following work types:

• Plumbing
• Sprinkler
• Standpipe
• Fire Alarm
• Fire Suppression
• Fuel Storage
• Fuel Burning
• Mechanical
• Boiler
• Curb Cut
• Construction Equipment
• Others:
  • Architectural
  • Structural
  • Construction
  • Zoning
  • Electrical
  • Elevator
  • Site Survey
  • Builder's Pavement Plan

BIS Research

• Go to the BIS Building Information Search (http://a810-bisweb.nyc.gov/bisweb/bispi00.jsp).
• On Search by Property category number 1, fill out the blank boxes of House No. and Street Address of the property, and select the borough of the property on the scroll down menu of Pick a Borough.
• Once you are already on the Property Profile Overview of the property, scroll down and search for the highlighted box at the bottom of the page. You will find Complaints, Violations-DOB, Violations-ECB, Jobs/Filings, ARA/LAA Jobs, Total Jobs, and Actions.
• Click the Jobs/Filings link, only if there are jobs/filings on this property. You will know if there are jobs/filing on that particular property with the number on the right side of Jobs/Filings title name, that indicates the total number of filings.
• Once the link is cliked, you will be directed to the Job Overview page, where you will see a list of the filings, with their File Date, Job Number, Document Number of the job number, Job Type, Job Status, License Number of the applicant of record, Applicant of record (RA - Registered Architect/PE - Professional Engineer), In Audit, and Zoning Approval.
• On the scroll down menu of Show All BIS Job Types, select NB – New Building. This selection will only show all filings with New Builidng Application.
• On the scroll down menu of Show All Filings, select Hide Subsequent Filings/PAAs. This selection will only show all document number 01 filings. Subsequent Filings or Post Approval Amendements (PAA's) are the succeeding document numbers 02, 03, 04, 05, and so on. Nevertheless, all of them have the same job number.
• Once selected, click one of the links of the job numbers, but most especially a job number that is not yet Signed Off, or that has a job status that is Approved, Permit Partial, or Permit Entire.
• Once a job number is selected, you will be directed to the Application Details page, where you will see the details of most of the filings under this job number.
• On the box at the top of the page, you will see Document Overview, Fees Paid, Crane Information, After Hours Variance Permits, Items Required, Forms Received, Plan Examination, Virtual Job Folder, All Permits, All Comments, Schedule A, C/O Summary, C/O Preview, Schedule B, and Plumbing Inspections.
• By clicking each link, you will be directed to a page where you will see more details about each application or filing.
• Click the Document Overview link, and you will find a list of the filings that are filed to date for the particular job number. You will see the Document Number and Work Types/Status/Job Description. Each Document Number can be a unique filing; for instance on Doc. No .01, the work types are NB – New Building and OT – Construction; Doc. No. 02's work types are PL – Plumbing and MH – Mechanical; Doc No. 03's work type is OT – Structural; so on and so forth. However, the succeeding document number can also be a Post Approval Amendment (PAA) of a specific document number; for instance, Doc. No. 04 is a PAA of Doc. No. 01; Doc. No. 05 is a PAA for Doc. No. 02; so on and so forth.
• By clicking each link, you will see a more detailed page for that particular document. You will also see who the Applicant of Record is, as well as the Job Description and Comments for that document.
• Go back to the main page of the Application Details, and click the Items Required. You will find the list of the required items for Certificate of Occupancy.
• Scroll down the page and you'll see the Display Items Required Prior To and Which Items Should Be Displayed.
• On Display Items Prior To Required, select Approval. Then, all items that are required for the approval of the job application are listed.
• Select Permit, and then all items required before the issuance of the permits for any of the work types of the job application will be displayed.
• Select Sign Off, and then all items that are required to close the job application will be displayed. When all items are signed off, the DOB can now issue a Final Certificate of Occupancy, which is required to legally occupy the new building.
• On Which Items Should Be Displayed, select Open Items Only. All required items that are still active or open will be displayed. One of our tasks is to close each item.
• Notice that beside the Total Items Required For Job are Who Recv, Prior To, Required Date, Received Date, Date Certified, and Waived.
• Under Who Recv, for each required item, there's either a letter T or N. This means that for letter N, the forms and necessary documents to close that particular item can be received by a clerical staff of the DOB. For letter T, only a DOB plan examiner can receive the necessary documents.
• Under Prior To, the item is required before the application can be approved for APP (Approval), can be issued a permit for PER (Permit), and close the whole job application for SGN (Sign Off).
• Required Date is the day the DOB issued that requirement for prior to approval, permit, and sign off.
• Received Date is the day the required item is fully complied.
• Date Certified is the day the required item is professionaly certified by the Applicant of Record, which is the Registered Architect (RA) or Professional Engineer (PE).
• Waived is when a required item is no longer necessary prior to approval, permit, or sign off.

Site Administrative Manager (SAM)

• Go to SAM web page on Internet Explorer (https://project.pwolfe.com/sam/default.asp).
• Click the Projects tab.
• Select a Project Manager in its scroll down menu.
• Select New Building in the Project Group scroll down menu.
• Select Active in Project Status scroll down menu.
• From the list of Items Found, click one of the links, but most importantly, a project which has Priority Level 1.
• On the Project page, click the Tasks tab.
• Study each Category in the Tasks. Each category will basically tell you the general processing of the New Building application, starting with Plans, Research, Project Data Gathering, Application Preparation, Filing and Approval,until Final Invoice, Collection, and Shipment.
• Each task must be accomplished from obtaining and reviewing of plans to preparing of forms before we can submit the necessary drawings and documents to the DOB for the approval of the New Builidng Application.

Forms

• The forms necessary in filing for the New Building Application are: PW-1 (Plan/Work Approval Application), PW-1A (Schedule A: Occupancy/Use), PW-1B (Schedule B: Plumbing/Sprinkler/Standpipes), PW-3 (Cost Affidavit), TR-1 (Technical Report: Statement of Responsibility), TR-8 (Technical Report Statement of Responsibility for Energy Code Progess Inspections), ST-1 (Street Tree Checklist), and ASB-4 (Asbestos Exemption Certification Letter) if applicable, and 900-A (Proposed Boiler Installation) if boilers are included in the plans/drawings, PW-1C (Schedule C: Heating and Combustion Equipment) for boilers, RP-604 (Tentative Tax Lot) if lot work is proposed, and PD-1 (Plot Diagram)
• For PW-1, PW-1A, and PW-1B, aside from the forms that we can download at the DOB website, we can make these through e-Filing.
• PW-1 (Plan/Work Approval Application):
  • On number 4 Filing/Status menu, check the Initial Filing box.
  • Under the Review is requested under which Building Code, check the 2008 box.
  • On SAM, if the project is New Building Regular Review, check the Standard Plan Examination or Review.
  • Beside the umber 4 Filing/Status title name, accomplish the menus' numbers beside it: 5, 7, 12A, 25, 26.
  • On number 5 Job/Project Types menu, check the New Building box.
  • Beside the number 5 Job/Project Types title name, accomplish the menus' numbers beside it: 6A, 6B, 6C, 6D, 6E, 8F, 8G, 9A, 9B, 9C, 9L, 10, 12, 13A, 13B (for 2008 Building Code only), 13C, 13D, 13E, 14, 18, 19, and 20. Also, accomplish these following forms: PW-1A and PD-1.
  • On number 25 Applicant's Statements and Signatures, check Yes or No on For initial New Builidng and Alteration 1 applications under the 2008 Building Code only: does this builiding qualify for high-rise designation? Check Yes if on SAM, the project is New Building – High Rise, and No if on SAM, the project is New Building – Low Rise.
• PW-3 (Cost Affidavit)
  • On number 1 Reason for filing cost affidavit, check the Initial Filing box. Complete the menus' numbers beside the Initial Filing title name: 2, 3, 4, 5, 6, and 7.
  • The cost estimate of the construction of each work type is dependent on the plans/drawings sent by client and reviewed by us before preparing the forms.
• TR-1 (Technical Report: Statement of Responsibility)
  • On number 2 Applicant Information menu, check the Design Applicant box.
  • On number 5 Design Applicant's Statements and Signatures, check Y for the box of I have identified all of the special inspections, progress inspections, and tests required for compliance. Fill out the Design Applicant's name, where he/she will sign and seal.
  • On number 4 Progress Inspections, check the Y for the boxes of Energy Code Compliance Inspections and Final.
• TR-8 (Technical Report Statement of Responsibility for Energy Code Progess Inspections)
  • On number 4 Design Applicant's Statements and Signatures, fill out the name of the Design Applicant, where he/she will sign and seal.
• Otherwise indicated, only those categories' blank boxes which are required can be filled out.

Site Administrative Manager

Video Tutorial of Site Administrative Manager (SAM)

This is our official project management system, where every task for every project is thoroughly documented and tracked. Take note that you'll be using Internet Explorer for this.

1. Go to the website, project.pwolfe.com.
2. Log in your account details with your company email and password as provided to you.
3. Click on the PROJECTS tab.
4. On the Project Manager menu, scroll down and select the Name of the Project Manager that you are assigned to assist.
5. On Project Status menu, scroll down and select Active.
6. Then, on Project Priority menu, scroll down and select 1 or 2, which indicates the priority level of the project.

For priority level 1, it's the most urgent project. So, select that first, and click Search. In the search results, you'll see the number of items found. These are the current active projects that need to get done and completed.

As you can see, there are title names at the top of the items.

• Priority indicates the level of urgency through numbers. In this case, you'll see the number 1 only, since we only selected this priority level

• Number is the code of each project application. 

• Decription tells you what kind or type of project application it is. 

• PM indicates the initials of the name of the assigned project manager. 

• Location is where the project application is located. 

• Client is the one who seeks consultation with us, and is not necessarily always the owner nor the architect.

• Type is basically the initials of the types of works. Among these are: 

FCO – Final Certificate of Occupancy only
FCO2 – Final Certificate of Occupancy only after Temporary Certificates of Occupancy
TCO1 – Initial Temporary Certificate of Occupancy
TCO2 – Subsequent Temporary Certificates of Occupancy
CO – Certificate of Occupancy
PA – Place of Assembly
PAA – Post Approval Amendment Application
Reinst – Reinstatement Application
Withd – Withdrawal Application
Init – Initial Application
D-14 – Directive-14
EUP – Equipment Use Permit
SO – Sign off
LOC – Letter of Completion
PL – Plumbing
SP – Sprinkler
SD – Standpipe
FA – Fire Alarm
BL - Boiler
MH – Mechanical
OT – Others (i.e. General Construction, Structural, Architectural)
GC – General Construction
ST – Structutal
AR – Architectural
NB-Low – New Building – Low Rise
NB-High – New Building – High Rise
Alt-I – Alteration Type 1
Alt-II – Alteration Type 2
Alt-III – Alteration Type 3
CONDOAPP – Condominium Appportionment
FTL – Finalize Tax Lot
ViolRemov – Violation Removal
ECB – Environmental Control Board
PC – Professional Certification
Sch-A – Schedule A
Sch-B – Schedule B
Sch-C – Schedule C
ConstrInsp – Contruction Inspection
NW – No Work
WP – Work Permit
BPP – Builder's Pavement Pla

• Date is the day the application is prepared.

• Status of the project may be active, inactive, or complete. 

• Percent is the progress of the project. One completed task to another completed task leads to a bigger percentage, until the percentage becomes 100% which means the project is finally completed, invoiced and billed to the client.

• Under DOB, there are No., Status, and Date title names. These are the DOB Number for the project application, the latest/current status of the project application, and the date the project application is approved in DOB (Department of Buildings).

• Notes is where you will write the current status of the project application. You will put in the project notes what latest task is completed and the date of the completion of the latest task, as well as put the next task to get done. You can also put your initials after writing down the notes, to indicate that you are that one who updated the notes.

7. By clicking the percentage, you will see the descending order of the projects according to their progress.
8. Now click one of  the projects. You will then see the main page of the project, where you'll see the tabs Main, Tasks, Work Types, Project Team, Expenses, Transmittals, Files, Details, Objection Guide, Timesheets. Also, on the main page, you'll see the overview of the project such as Project Type, Project Location, and Proposal Title.
9. Click the Tasks tab.
10. Click the Plus Sign of each Category. For instance, click the Plans + tab. You will see each task under this category.
11. Schedule each task with the date of the estimated day and time that the project manager can start on that task. When scheduling a task, click on the Calendar tab under the Action title name, just below the Update tab, and to the rightmost of the Task Description.
12. Once you click the Calendar tab, a pop up will appear. Under the Responsible Person(s) menu, scroll down and select the name of the project manager you are assigned to assist.
13. On Start Date menu, click the small Calendar icon, and a pop up calendar will appear.
14. Then select the date; for instance the day after today. On Start Time menu, choose the time the task can start; for instance 8:00 AM.
15. Click Save, and then click Close.
16. Do steps 11 to 15 to all tasks until all tasks for each category are already scheduled and/or calendared.
17. After scheduling all tasks on that project, add your time on the Add Timesheet tab, just above the Task Descriptons, and at the rightmost of the category name. For instance, on one category, if you finish scheduling the tasks for 15 minutes, put that on the Add Timesheet tab. Click Add Timesheet tab.
18. On the Project Manager menu, select your name or the name of the project manager who has completed the task.
19. On the Activity menu, scroll down and select the type of job you do; for instance Project Task.
20. Then, on Time Spent menu, scroll down and select 0 hours 15 if you are able to finish the task in 15 minutes or how many minutes you are able to finish one task to another.
21. On the Details menu, put the detailed description of the work done; for instance “Scheduled tasks. Performed BIS research. Updated project notes.”
22.  Make sure you don't leave any blank on each menu.

Always input your daily time sheet no matter what kind of tasks you are doing. With this, your performance and progress will be closely monitored.

Office Pencil

This is the system where you can remotely access a virtual desktop through the use of Citrix Receiver, which you have already downloaded and installed in your computer or device.

1. Go to the website, www.officepencil.com.

2. Log in your account details with username and password as provided to you.

3. As you can see, the applications that you see on the home page are the applications you can remotely access from your computer or device.
4. Click Shortcut to Company Documents icon, and Citrix Receiver will automatically read it and open the specific folder from a virtual desktop
5. Once the folder opens, click the DATA folder.

6. Then click P.       folder.

7. Then you will see various folders which you can explore and give you an idea of what we usually do as project managers.
8. Explore these folders and study the contents. With this, you will somehow understand our work.
9. Also, click on the Outlook. This is where you will receive and send emails from or to fellow project managers, clients, owners, architects, and engineers. Always use this to send files, documents, and completed forms. When sending any file to the project manager that you are assigned to assist, always copy Peter. With this, Peter will be able to monitor your progress and whatever you are doing for that day.

Citrix Receiver

This is a software which allows you to connect and access to virtual desktop and Microsoft applications such as the Microsoft Outlook. There are different versions for different platforms such as for Windows, Mac, Apple, Android, Blackberry, etc. You can choose which platforms for your devices that you'll be using, and download them on the Citrix website.

1. Go to Citrix website www.citrix.com.
2. Once you are on the home page, click the Downloads tab.

3.  On Find Downloads menu, scroll down and select Citrix Receiver on Select Product menu.

4. On Select Download Type menu, scroll down and select Receiver Easy Install.
5. Then, click the Find tab.

6. Click the Detect my device and install Receiver.
7. After the system detected your device, download Receiver.
8. Install in your hard drive and follow instructions.

Time Force

This is a time and attendance system, where you basically log in and log out your time during work hours, and enables you to track your time and schedule.

1. Go to the website, www.gotimeforce.com.

2. Log in your account details with your own username and password, that are provided to you.
3. Take note of the company code, which is pwc1.

4. Once you are on the home page, click the IN/OUT button at the top right portion of the screen.

5. Once the pop up appears, scroll down the IN/OUT menu.
6. Select IN if you log in and before you start your work.
7. Select OUT if you log out after your work hours.
8. Then click SUBMIT.
9. Do this everyday except weekends and US federal holidays.

Property Profile Overview

The Property Profile Overview is a summary of all applications filed for a particular property, including Alterations, New Building, Place of Assembly, etc. 

When you search for a property through the Building Information System, the below image is what you will generally see. Virtually, most of the important things you need to know about the property especially its past and current closed or open job applications, you will find here. Just by clicking each link, you will get bits of information about the property.

Building Information System: Building Information Search

Video Tutorial of Building Information Search

The Building Information System of the New York City's Department of Buildings is a system that provides information about the application details and property profile of the building or address within New York City.

By clicking the links above, you will be directed to their respective actual web pages.

1. Search by Property























When searching for a property, just fill out the blank portions of either of the numbers and then press go. This will automatically direct you to the property profile information and all applications of the specific property.

House No. is the number of residential, commercial, or institutional property.
Street is the property's location.
Borough is either of the New York City's boroughs namely Manhattan, Bronx, Brooklyn, Queens, and Staten Island.
Block is the tax block that is assigned by the New York City's Department of Finance.
Lot is the tax lot that is assigned by the New York City's Department of Finance.
Building Identification Number (BIN)  is a unique 7-digit number of a specific property or building, which is assigned by the New York City's City Planning Division.

2. Search for Complaint or Violation

You can also search for a specific property profile if you have the unique numbers of complaints and violations of that specific property.

Complaint Number is a unique 7-digit number that is assigned by DOB if there is any complaint against a specific property or building.
ECB Violation Number is a unique 9-digit combination of numbers and letters that identifies the violation issued for a specific property or building. ECB stands for Environmental Control Board, which issues violations for properties and buildings that do not comply with the New York City's construction and building codes and zoning resolutions.
ECB Violation Type is a type of ECB violation that is issued for a specific property or building.  ECB Violation Types are: AD - Administrative, BL - Boiler, CD - Cranes & Derricks, CN - Construction, EL - Elevator, HP - HPD, LL - Local Law, PA - Public Assembly, PB - Plumbing, PD - Physical Disabilities, QL - Quality of Life, SG - Signs, SS - Site Safety, Z - Zoning
Start Month/Start Day/Start Year is the specific date the violation is issued.
End Month/End Day/End Year is the specific date the violation is resolved.

3. Application Searches

 

BIS Job Number is a unique number given to a specific application for a specific property address. A property address or Building Information Number (BIN) can have many BIS Job Numbers depending on how many applications applied for that specific property. If you fill out the BIS Job Number blank box, you will automatically be directed to that specific job application, where you will find its application details.

Doc Number is the specific number of all the documents of that specific BIS Job Number. A Document Number can have a unique job description under that job application number or a Post Approval Amendment of a specific document number.

Permit Number is a unique combination of numbers and letters that indicate the permit issued for a specific job application. Usually, the permit number contains the BIS Job Number and the initials for the type of permit, i.e. PL - Plumbing, AL - Alteration.

BIS Plumbing Work Order Number is a unique number issued for a specific plumbing work application.

Permit by Issue Date is the month, day, and year a specific permit is issued. Types of permits are: AL - Alteration, DM - Demolition, EQ - Equipment Construction, EW - Equipment Work, FO - Foundation, NB - New Building, PL - Plumbing, SG - Sign.

Permits by Applicant is the list of permits issued for a specific applicant, and can be searched by filling out the Applicant's License or Tracking Number in the blank box. Applicants can be Fire Suppression Contractor, General Contractor, Oil Burner Installer, Professional Engineer, Master Plumber, Registered Architect, Sign Hanger, and Superintendent of Construction.

Work Orders by Licensee is the list of works done by a Fire Suppression Contractor or Master Plumber, and can be searched by filling out their respective license number in the blank box.

C. of O. Application Number is a unique combination of numbers and letters of a Certificate of Occupancy for a specific application.

C. of O. Work Order Number is a unique combination of numbers and letters of a Certificate of Occupancy for a specific work order.

Electrical Application / Work Order Number is a unique control number issued for a specific electrical application.

Jobs by Community Board is a list of jobs under a specific community board for any borough.

BIS Jobs by License Type is a list of  applications under a Professional Engineer or Registered Architect

ARA Jobs by License Type is a list of all Alteration Repair Application (ARA), now known as Limited Alteration Application (LAA) under a Fire Suppression Contractor, Oil Burner, or Master Plumber.

Electrical Applications by Firm/License is list of applications under a specific Electrical Firm or Electrical Engineer.

4. Boiler Search

 

By searching a specific boiler, just select a borough and fill out the boiler number. You will be directed to a detailed page about that boiler application.

5. Gas Service Authorization 

 

Gas Services can be searched by borough and date of the issuance or authorization.

6. Power Authorizations Issued 

 

Power Authorizations can be searched by borough and date of the issuance or authorization.

7. Elevator Device Search

 

Elevator Devices can be searched by filling out the elevator device number of a specific building.

8. Cranes & Derricks 

 

 Cranes and Derricks can be searched by filling out their respective issued numbers.