The Compliance Engine
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 Chino Valley Fire District began using this system in 2022 as a method of tracking the performance of required inspections for all fire protection systems (such as Fire Alarm, Hood Suppression, Sprinkler, Private Fire Hydrant, Spray booth, etc.).
This service sends renewal, deficient, and overdue 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 receiving 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 CVFD Community Risk Reduction staff at 909-315-8835 or e-mail us at email@example.com. Please visit the TCE website at www.thecomplianceengine.com
2. What does The Compliance Engine cost?
The Compliance Engine charges the contractor $17 per type of system per site. For example, a warehouse with one sprinkler system pays $17 to upload their one report, and a warehouse with 24 sprinkler systems pays $17 to upload their 24 reports. If your contractor uploads the report 30 days after the inspection, there will be a $5.00 late fee. If your contractor uploads the report 120 days after the inspection, there will be a $15.00 late fee.
3. 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 or firstname.lastname@example.org
4. 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. Please note that contractors are required to also provide inspection reports to property owners, in addition to TCE.
5. Which type of fire protection systems require routine inspection, testing, and maintenance?
Below is 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
• DRY CHEMICAL
• 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
6. Why do I receive automatic notices?
In an effort to stay proactive, The Compliance Engine automatically sends out renewal, deficient, and overdue notices to keep business owners or property managers informed of the status of their fire protection systems. These automated notices are a requirement from CVFD, as we want all responsible parties informed when actions are required on their respective fire and life safety systems. If you would like to be added or taken off a property address, please e-mail email@example.com. TCE has records under property addresses and property business names. If you have several properties that you manage or are no longer responsible for, within the Chino Valley, then please report said properties via e-mail, so that we can update our records.
7. Can I e-mail, fax, or mail the Fire Protection reports to CVFD?
Fire Protection reports can no longer be submitted directly to the Chino Valley Fire District. 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.
8. 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 CVFD. 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 CVFD rejected the report or the contractor’s form of payment was declined. Either way, the report will need to be reviewed and submitted by your contractor.
9. 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 CVFD. 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.
10. 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 CVFD if the deficiency is not addressed in a timely manner. Any extensions do need to be reviewed and approved by CVFD.
11. How do I access my reports?
Please e-mail firstname.lastname@example.org 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.
12. 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 #15.
13. 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 Chino Valley.
14. What is the penalty for non-compliance?
CVFD will issue citations until the reports or deficiencies have been addressed. The citations will increase in cost if not addressed in a timely manner, starting at $100 and increasing to $1000 dollars per non-compliant system.
15. What if my contractor refuses to upload the reports?
If a contractor refuses to upload their reports, then please contact the Fire District at 909-315-8828. The respective area fire inspector will obtain information from you and attempt to contact your contractor. If the contractor refuses to upload the reports after contact from the Fire District, a one-time exception will be granted. The exception is a one-time change and CVFD 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.
16. What happens if we fail to submit reports?
Failing to submit reports is a violation of the Chino Valley Fire District Fire Code. As a contractor, if your company is unwilling to submit reports to TCE, you should not be performing work in the Chino Valley. Failure to submit reports will result in possible citations for your customer.