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The Compliance Engine FAQ's

Frequently Asked Questions

What is The Compliance Engine (TCE)?
How can a contractor submit their report to TCE?
Can a business owner upload inspection reports to The Compliance Engine?
Which type of fire protection systems require routine inspection, testing, and maintenance?
Why do I receive automatic notices?
Can I email, fax or mail the Fire Protection reports to the HBFD?
Why is my report still listed as “Open”?
Do I have to use the same contractor to make repairs?
Can I have an extension to repair deficiencies?
How do I access my reports?
Who can repair deficiencies in TCE?
Why do I have so many records in TCE?
What is the penalty for non-compliance?
What if my contractor refuses to upload the reports?
What happens if we fail to submit reports?
How do I resubmit a rejected report?

1. What is The Compliance Engine (TCE)?

The Compliance Engine (TCE) is a simple, web-based service used to track the servicing of fire protection systems to drive code compliance, reduce false alarm activity, and provide a safer community. The City of Huntington Beach began using this system in 2019 as a method to track performance of required inspections for all fire protection systems (such as Fire Alarm, Hood Suppression, Hood Cleaning, Sprinkler, Private Fire Hydrant, Spray booth, etc...).

This service sends renewal, deficient and late notices automatically to your business contact or responsible party. After the contractor completes their routine fire protection inspections, they must submit all reports to TCE. Your business will be out of compliance until the fire protection contractor submits the report in TCE. Also, the contractor is responsible for submitting any repair reports that they have completed. If a routine inspection was conducted or a repair was made and you are still are getting these notices, please contact your fire protection contractor to make sure they have submitted the information to TCE in a timely manner. If you have further questions regarding TCE or notices that you are receiving, please contact HBFD Fire Prevention Staff at 714-536-5411. Please visit TCE website at www.thecomplianceengine.com

2. How can a contractor submit their report to TCE?

Inspection reports can only be submitted by contractors registered with TCE. Follow the link below to access TCE Training. On this site you can request online training or, alternatively, reach The Compliance Engine directly by calling 630-413-9511.

https://www.thecomplianceengine.com/training/

3. Can a business owner upload inspection reports to The Compliance Engine?

Unfortunately, business owners cannot submit inspection reports to TCE. In order to maintain the integrity of the system, it is necessary that only contractors submit inspection reports to TCE.

4. Which type of fire protection systems require routine inspection, testing, and maintenance?

Below are a list of fire inspection systems that need to be serviced routinely. The reports associated with the inspection, testing, and maintenance of these systems are required to be uploaded to The Compliance Engine.

CLEAN AGENT

CO2

DRY CHEMICAL

COMMERCIAL KITCHEN EXHAUST CLEANING - submit all reports annually for the following inspection/cleaning schedules:

1 Month (wood)

3 Months (high volume) *High volume = 24 hr cooking, charbroiling or wok

1 Year (low volume) *Low volume = Places of religious service, seasonal businesses, senior center

6 Months (med volume) *Med volume = All others

EMERGENCY RESPONDER RADIO COVERAGE SYSTEM

FIRE ALARM

FIRE PUMP - 1 YEAR

FOAM SYSTEM

GAS DETECTION SYSTEMS

HOOD SUPPRESSION SYSTEM - 6 MONTHS

PRIVATE FIRE HYDRANTS - 1 YEAR

PRIVATE FIRE HYDRANTS - 5 YEAR

SMOKE CONTROL SYSTEM - 1 YEAR

SPRINKLER SYSTEM - 1 YEAR

SPRINKLER SYSTEM - 5 YEAR

STAND PIPE - 1 YEAR

STAND PIPE - 5 YEAR

5. Why do I receive automatic notices?

In an effort to stay proactive, The Compliance Engine automatically sends out renewal, deficient, and late notices to keep business owners or property managers informed of the status of their fire protection systems. These automated notices are a requirement from the HBFD, as we want all responsible parties informed when actions are required on their TCE records so late fees are not accrued. As of August 8, 2022, the HBFD will be applying a $15 monthly late-fee to each system that is more than 90 days past due for submission . If you would like to be added or taken off a property address, please email [email protected]. TCE has records under property addresses and property business name. If you have several properties that you manage or are no longer responsible for in Huntington Beach then please email with a list of all those property addresses.

6. Can I email, fax or mail the Fire Protection reports to the HBFD?

Fire Protection reports can no longer be submitted directly to the Huntington Beach Fire Department. Fire Protection reports are required to be uploaded to The Compliance Engine website by the contractor that performed the service. Contractors can submit their service reports to TCE by following the link below.

www.thecomplianceengine.com

7. Why is my report still listed as “Open”?

A report in an “Open” status means it has not been fully submitted and is not visible to the HBFD. Your contractor will need to access their "Open Reports" and click on the IRN number. Then the contractor will need to select “Submit to AHJ”. There is an overnight billing process that will delay the status from changing from the “Open” status. If the status still remains open, then it is likely that the HBFD rejected the report or the report identified deficiencies. Either way, the report will need to be reviewed by your contractor.

8. Do I have to use the same contractor to make repairs?

The contractor that performed the inspection, testing, or maintenance may observe issues and list them as deficiencies on your inspection report. This will result in a deficiency notice being sent to the responsible party and the HBFD. Contact the contractor directly regarding deficiencies. It is acceptable for the repairs to be completed by a different contractor from the one that performed the initial inspection. After the deficiencies are corrected, a “deficiency repair” report needs to be uploaded to TCE by the contractor that corrected the deficiency.

9. Can I have an extension to repair deficiencies?

An extension is dependent on the severity of the deficiency. Any deficiencies that impact the operation or activation of a fire protection system need to be corrected as soon as possible. A fine or citation may be issued by the HBFD if the deficiency is not addressed in a timely manner. Any time extensions need to be reviewed and approved by the HBFD.

10. How do I access my reports?

Please email [email protected] to obtain a secure access code. This access code will allow you to log onto The Compliance Engine website and view any fire reports associated with your record.

11. Who can repair deficiencies in TCE?

The contractor that performs the work associated with the deficiency can repair the deficiency. If the repair company is not familiar with TCE, then they will need to first create an account, then submit the “deficiency repair” report. For issues regarding unresponsive contractors, see FAQ #14.

12. Why do I have so many records in TCE?

The number of records you have are related to how many fire protection systems are present. A record is created for each fire protection system for every building on a parcel. It is set up this way in order to track the servicing history for every fire protection system in Huntington Beach.

13. What is the penalty for non-compliance?

Effective August 8, 2022, the HBFD will apply a $15 montly late-fee for each fire system that is more than 90 days past due for submission. This fee will be included with the next report submission fee. In addition, the HBFD may issue citations until the reports or deficiencies have been addressed. The citations will increase in cost if not addressed in a timely manner.

14. What if my contractor refuses to upload the reports?

If a contractor refuses to upload their reports, then please contact your district fire inspector. They will obtain information from you and attempt to contact your contractor. If the contractor refuses to upload the reports after contact from the fire department, the fire inspector can make a one-time date change in TCE. This is a one-time change and the HBFD will recommend using a different contractor for future services. Prior to obtaining services please make sure the company is willing to submit reports to TCE. Follow the link below for a list of contractors currently registered in TCE that historically have uploaded service reports.

TCE Service Providers List

15. What happens if we fail to submit reports?

Failing to submit reports is a violation of the City of Huntington Beach Municipal Code. As a contractor, if your company is unwilling to submit reports to TCE, you should not be performing work in the City of Huntington Beach. Effective August 8, 2022, the HBFD will apply a $15 montly late-fee for each fire system that is more than 90 days past due for submission. In addition the montly late fee, citations may be issued to your customer for failing to submit reports.

16. How do I resubmit a rejected report?

If your report has been rejected by the HBFD then your contractor will need to address the issue and then resubmit. To resubmit your contractor will need to reuse the same "Report Number" (RN) that was used during their original submittal. To prevent and additional charge, your contractor will need to open the "open/reject" icon and select edit. The revised report can be uploaded at this point. If the contractor creates a new RN for a resubmittal, then the contractor will be charged an additional fee.

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