About the Facility Permit Program
In 1999, the City of Portland established the Facility Permit Program (FPP) to streamline the process for building owners and managers to undertake regular improvements, modifications, and maintenance on their buildings with ongoing construction needs.
One inspection team works with facilities on all plan review, permitting, and inspections on commercial interior tenant improvements and alterations.
From the beginning, FPP’s success has relied on a combination of creativity and flexibility in our approach to City business and open, honest, two-way communication with our customers to get our clients’ projects from “concept to construction.”
Participants may register one or more buildings. Each building must be re-registered annually. The same team will complete plan reviews and will provide inspection services for all customer buildings regardless of geographical location. This approach builds long-term, ongoing relationships with the City's FPP team. We achieve a high level of familiarity with the customer’s building portfolio.
FPP services are billed at an hourly rate. This allows FPP to offer additional services such as pre-application consultations. Projects valued at $600,000 or more are assessed standard fees for all building plan review and building permit portions of the project. For customer convenience, monthly billing statements are issued, which identify all charges by date, discipline, project number or name, and type of service rendered.
While the program is designed to expedite the plan review and permitting process, it is not intended to relax code requirements or to provide lower inspection or licensing standards than those required under the State of Oregon Statutes, Administrative Rules, or City of Portland Municipal Titles. The goal is to provide inspection and plan review services as efficiently and effectively as possible to FPP clients.
What FPP can and can't do
✅ Allowed
- Maintenance and repair
- Major Tenant Improvements and Remodels
- Alteration or renovation of existing tenant spaces
- Creation of new tenant spaces within the existing building shell
- Changes in the use of existing space, within an occupancy classification
- Occupancy changes that do not create a greater overall relative hazard category determination
- Addition or alteration of mechanical, plumbing, and electrical services.
🚫 Not allowed
- Changes of occupancy that create a greater overall relative hazard category determination
- Construction of new buildings
- Additions that extend or increase the square footage of a building or structure
- Electrical services
- Feeders greater than 400 amps
- Anything over 1,000 volts
- Sign permits
- Photovoltaic systems
- Minor Labels or other alternative permitting and inspection programs within FPP Buildings
- Any work deemed by the FPP staff to be better suited to the standard review process or beyond the scope of the program.
FPP forms and documents
Trade permit applications
Fire Bureau applications
Water Bureau form
Client and building list
The list of all currently registered buildings. Search for a building by using the building's name or address.
The Client & Building List is updated monthly:
Register a building
How to register a building
FPP evaluates all buildings and projects that clients want to bring to the FPP Program. The process for registering a building takes about 1-2 weeks.
To start the process to have a building registered, please provide the following:
- Make sure your building has not been registered. Search for the building name or address on the Client & Building List.
- Email PPDFPPintake@portlandoregon.gov to inquire about the building you would like registered.
- Building's permit history. You will need to supply information on any permits that are currently under review, issued, under inspection, voided, expired, or cancelled for the building. Generally, buildings must have a clean building permit history to be eligible to register with FPP.
- Existing floor plans for all floors of the building, with tenants labelled clearly.
- All addresses for 1st floor tenant spaces with street-facing doors and no corridor access. Also, show all suite numbers for tenants on each floor.
- A site plan that includes a north arrow, adjacent street names, footprints of the existing structures, and landscaping, including street trees (when applicable)
- A completed W-4 form.
- Provide your plans for the next 12-24 months. Be detailed about what you are proposing to do in the tenant spaces. This will help us identify any issues ahead of time or identify if this project is better suited for the standard commercial permit process.
⚠️ Sending an application to register a building does not mean that the building has been registered in the Facility Permit Program.
When considering whether to register a building, keep the following in mind:
- FPP building registrations are non-transferable from one owner to another.
- Because the building is registered with FPP does not mean all projects will be able to be processed through FPP. For exterior work or complex projects, some permits may still be required to go through the standard commercial permit process.
- For a one-and-done tenant improvement project, FPP is not for this building.
FPP participant responsibilities
While FPP makes every effort to keep projects moving forward on time, there are responsibilities for FPP participants to be aware of.
You, as the FPP participant, must:
- Pre-review and communicate all planned work to the Inspection Team. Use the FPP Intake Form.
- You must be the primary contact with the FPP Inspection Team.
- Assure that all work installed complies with the registration guidelines outlined in the FPP program guide.
- Maintain records and verify the accuracy of all plan submittals.
- Maintains and ensures the return of required records (logs) of all Master Permit Program work.
- Monitor the work, and when necessary, assist in resolving any project-related communication issues with the FPP Inspection Team.
- Ensure compliance with the requirements of other City Bureaus.
- Verify that work is performed according to the approved drawings.
- Ensure access to the facility for the Inspection Team.
- Submit payment within 30 days of the billing date and resolve any billing issues.
- Notify FPP of any changes to building ownership or management company changes promptly.
- Ensure permits receive final inspection approval.
- Keep your contact information up to date.
What makes a building ineligible for the FPP Program?
- Registering a building to do a single project.
- The building has current or open permits. (Permit application submitted or a permit application that is “Under Review,” “Approved to Issue,” or “Issued.”)
- Unresolved open violation cases or alert folders.
- Cancelled or voided permits associated with the building.
- If it is a condominium or apartment building.
- Registration of one floor - it must be the entire building.
Get assistance early
We urge you to contact us early regarding more complex projects. Call Facility Permit Program (FPP) at 503-823-5996. In many cases, a consultation will be necessary.
FPP prioritizes developing ongoing relationships between our customers, building owners, and the assigned inspections team. Ask us questions. Communicate with your FPP team early and often. We are here to help.
Apply for a permit
Minimum submittal requirement
- One (1) PDF of plans, maximum of 29 pages
- One (1) PDF of application(s) – FPP Permit Plan Intake Form
- One (1) PDF of Structural Calculations Stamped by the Engineer of Record licensed w/State of Oregon, (if applicable)
- One (1) PDF of Project Manual (if applicable)
- All plans
- Sheet size
- Minimum 11x17 inches
- Maximum 36x48 inches
- Drawn to scale (min. 1 inch = 10 ft)
- 12-point font minimum for dimensions and notes
- Color in black and white
- You cannot use any other color. No grayscale.
- Sheet size
- Site Plan – Required for all exterior work. The site plan should identify streets and parking.
- Elevation View (All sides) – Required for all exterior work.
- Floor Plans – A full floor plan of the proposed alterations and existing conditions for each level of the building in which work is being done. These should be fully dimensioned and labeled, including existing and proposed walls, walls to be removed, door swing direction, windows, stairs, plumbing fixtures, accessibility clearances, uses of rooms/areas, and fire-rating of walls
- Roof Plan – Required for all work done on a roof, the roof plan should include roof materials, slopes, drains, vents, access hatch, and roof-mounted equipment. Sketches and aerial photographs are not allowed.
- Code Summary (Occupancy type, floor area, tenant area, tenant occupant load, etc.)
- Cross-section drawings
- Architectural and/or structural “Approval” stamps: Plans are not deemed complete without the approval stamps.
Complete the FPP Permit Plan Intake Form
This section explains the fields on the form that you must complete.
- Applicant Information. The applicant is the person that we can contact regarding all aspects of the submittal. The applicant must respond to checksheets, update contractor CCB information, pay fees, and provide project valuations. Please make sure the information is accurate and legible.
- Project Building Name. The name of the building. For example, “The Portland Building.”
- Project Address. List the project address. Include the applicable floor, suite, or space number.
- Tenant Information. Indicate if this is a new tenant to the space, an existing tenant, or a new first-time tenant. Provide the tenant's name if applicable.
- Description of Work Proposed. Be as detailed as possible. Indicate if there is any exterior work or work involving a new or existing mezzanine.
- Mechanical Work Proposed. Be as detailed as possible.
- Project Valuation. The estimated cost of the proposed work. This includes labor and materials. For mechanical work, do not include the valuation. Mechanical work valuation is listed on a separate line.
- Mechanical Valuation. The estimated cost of the proposed mechanical work. This includes labor and materials.
- Bld/Mech Permit #. Building or Mechanical permit number. If there is an existing permit that your scope of work will be related to, please provide the permit number.
- Project Reference Number. If there’s no associated building or mechanical permit, you must provide a valid project reference number (billing number). This number authorizes us to bill the FPP Client (Responsible Party) and provides our Client with a reference number on invoices from us. It can then be used to tie the review and inspection charges for the permit to the corresponding project. This is why the responsible party is required to sign the application.
- General Contractor Information. A valid CCB license must be provided before the issuance of the building permit.
- Sub-Contractors. Each sub-contractor will be required to submit the standard trade permit applications to receive a valid trade permit.
Submit the completed FPP Intake Form to PPDFPPintake@portlandoregon.gov.
Plans with 30 pages or more
If your plans consist of 30 pages or more, please contact the Facility Permit Program. Email PPDFPPintake@portlandoregon.gov.
- Your plans must meet FPP Minimum submittal requirements. It is your responsibility as the applicant to verify the completeness of your permit submittal.
- To initiate a plan submittal, FPP applicants must submit their completed FPP Intake Form by emailing PPDFPPintake@portlandoregon.gov.
- We will assess your application to determine how you should submit your plans electronically. This decision will be based on the size of the plans, the address of the work, and the scope of work.
- Please be sure to obtain a project reference or billing ID number from the FPP Responsible party for the building where the work is taking place.
- To determine your FPP Responsible party, please check the Client and Building List, or call us at 503-823-5996.
- If the call is not answered by staff, please leave a message. Include your name, phone number, permit number, and project name. Your call will be returned at our earliest opportunity.
- To determine your FPP Responsible party, please check the Client and Building List, or call us at 503-823-5996.
Common reasons for rejected applications
- Incomplete or missing FPP Intake Form
- Missing or incorrect Project Reference Number
- Minimum submittal requirements have not been met
- Missing or incomplete Code Summary
- Expired Engineer stamps
- Plans stamped "Not for Construction"
What is a Project Reference Number or a Billing Identification Number?
The "Project Reference Number" (Billing Number) is a set of numbers and/or letters that is created by the Responsible Party or the Building Management Company, similar to a purchase order number. This is NOT your job number.
The "Project Reference Number" (Billing Number) is our authorization to bill the Responsible Party and provides them with a reference number on our invoices that can be used to tie the review and inspection charges for the permit to the corresponding project. Typically, the same "Project Reference Number" will be used for the building permit and all related trade permits for the same project.
Please note: If we do not have a Project Reference Number, we cannot set up or issue a permit.
For questions, please call Facility Permit Program, 503-823-5996.
🚫 Not allowed on plans
- Grayscale drawings
- Color other than black and white
- Color line representation (exception: when making corrections, you can use limited red markings)
- Highlighter
- Photographs to demonstrate code requirements
- Aerial photographs used to represent the site plan
Plan review
After you submit your plans
- After you submit your plans, a permit technician will screen them to make sure they meet the minimum submittal requirements.
- Additional review will be done to confirm that the project can be processed through FPP.
⚠️ If the permit cannot be processed through FPP, the applicant will be notified as soon as possible. Your FPP Team will work with you to determine if your plans meet minimum submittal guidelines before your submittal through the standard commercial permit process.
In addition, we will ensure:
- The permit will either be set up, or the applicant will be notified of any additional information that is required.
- Once the permit is set up, the applicant will receive an email notification.
- The plans will be routed to the appropriate review groups based on the project scope of work.
- A checksheet requesting any clarifications or corrections will be provided by each of the assigned review groups, if needed.
Common review groups
- Life safety or Mechanical review
- Structural review
- Electrical
- Plumbing
- Bureau of Fire and Rescue
- Planning and Zoning review
Other review groups and bureaus may also need to review the plans based on the scope of work or valuation of the work being performed.
Things to consider for a timely review
Prolonged reviews can add cost and delays to your project. The best way to ensure the quickest review time:
- Complete all fields on the FPP Intake form. The most commonly missed section is the project reference number.
- Provide a complete and legible plan set that includes:
- A site plan (when applicable)
- Floor plans
- A full floor plan of the proposed alterations and existing conditions for each level of the building in which work is being done. This includes fully dimensioned and labeled, including existing and proposed walls, walls to be removed, door swing direction, windows, stairs, plumbing fixtures, accessibility clearances, uses of rooms/areas, and fire-rating of walls.
- Planning and Zoning code review, Land Use Reviews – (Historic and/or Design) Zoning Nonconforming Upgrades (NCUs). (The requirements are intended to bring sites into conformance over time with zoning standards that may have changed since the original approval of the development.)
- Respond promptly to checksheets.
- Permits cannot be issued without contractor information.
- Plans should not contain items from the not allowed on plans list.
Project planning
Code summary
Applications must show how they comply with the building code. A code summary is critical to convey design assumptions made for the building. Please see the Building Code Summary Worksheet.
Change of occupancy
Changes of occupancy that create a greater overall relative hazard category determination may be required to go through the standard commercial permit process. Until the project is submitted for permit review, a final determination as to whether it can go through FPP cannot be made.
Life safety summary
A Fire & Life Safety Summary (FLSS) is required per OSSC 107.3 for buildings with complex fire and life safety systems or when the life safety plans examiner determines it is necessary to clarify how the building will conform to building codes. Examples of buildings where Fire & Life Safety Summaries are required include, among others: hospitals, malls, large assembly buildings, high-rise buildings, and buildings with smoke control systems.
A Fire & Life Safety Summary is similar to a code summary, but has more detail about sprinklers, fire alarms, detection systems, and other construction information about the building. Please see the handout for Fire and Life Safety Summaries (FLSS) for more information.
Seismic strengthening requirements
Portland City Code, Title 24.85 contains criteria that may trigger requirements for additional seismic strengthening when the work involves an existing building.
Checksheet response: Respond to feedback
A checksheet is sent to you, the applicant, when a reviewer needs additional information or a correction must be made to the plans.
All first reviews must be completed before you can submit checksheet responses for permits that are under review.
Respond to all checksheets at one time.
Instructions to respond to checksheets:
- If any plan pages are updated, please upload a complete new set of plans with pages removed, added, or updated.
- IMPORTANT – Plan pages must be the same size as the original plans.
- IMPORTANT – Please name the new set of plans the same, exact name as the first set of plans submitted. This allows us to overlay the plan sets to see any changes and expedites the review process.
- Please submit the checksheet responses as separate PDFs.
- Please submit the plan set as one PDF.
- Please submit any sheets that are labeled "for reference only" (if applicable) as one PDF.
- Please submit any updated structural calculations (if applicable) as one PDF.
- Please submit any other documentation (if applicable) as one PDF.
Please email checksheet responses to PPDFPPintake@portlandoregon.gov.
If you have any questions, please email us or call 503-823-5996. If the call is not answered by staff, please leave a message. Include your name, phone number, permit number, and project name. Your call will be returned at our earliest opportunity.
Permit issuance: Get approved plans and permits
- If fees are due or CCB license information is required, the applicant will receive an email. These items must be resolved before the permit can be issued.
- Once all the required reviews are complete and any outstanding items are resolved, the applicant will receive an email stating that the permit has been issued. The email message will include a link to access your approved plans, permit, and inspection card (if applicable) to print (card stock is recommended). The plans, permit, and inspection card should be posted on-site for inspections.
Check permit status
Check permit status on PortlandMaps.com. All reviews include the reviewer’s name and phone number. FPP permits are easy to identify due to their unique permit designation “-FA” at the end of the permit number. Permit type can be verified by checking the permit subtype.
Deferred submittals
Please note: The original permit must be in issued status before submitting a FPP deferred submittal.
Deferred submittal requirements
- A completed and signed FPP Deferred Submittal Application
- A set of plans (single PDF)
- Calculations (single PDF)
- Product information (single PDF)
Please note: The deferred submittal drawings and calculations must be stamped by the EoR with a review stamp. The review stamp must be placed at a minimum on the cover page of the deferred submittal drawings, and cannot be located only on a transmittal (OSSC 107.3.4.2) Certain deferred submittal drawings must also be stamped by the AoR with a review stamp if the main permit was prepared and stamped by a licensed Architect.
Deferred submittals that require a review stamp from the AoR include, but are not limited to:
- Curtain wall
- Storefront
- Stairs/ Guards/ Handrails
- Fire Protection
- Fire Life Safety Summary Binder
- Glazing
- Skylights
- Canopies
- Exterior coverings
- Wood joists
- Wood trusses
Permit revision
Please note: The original permit must be in an issued status before submitting for a FPP Permit Revision.
Permit revision requirements:
- A completed FPP Revision application.
- A set of plans (single PDF)
- Calculations (single PDF)
- Product information (single PDF)
- Inspector’s correction notice, if revision is due to an inspection correction
Schedule an inspection with FPP
The instructions to schedule inspections in this section apply to all FPP permits, including trade permits.
The FPP building permit inspection card lists all the inspections you will likely need during your construction project, and what work needs to be done first.
When you are ready to schedule an inspection, please email fppinspectionrequests@portlandoregon.gov.
The FPP Inspector will contact you to discuss your inspection request.
- Once a permit has been issued, inspections are scheduled directly through the FPP Inspection Request Email, NEVER THROUGH THE IVR SYSTEM. This applies to all FPP permits, including trade permits.
- Please submit your inspection requests by emailing fppinspectionrequests@portlandoregon.gov.
- In the subject line of the email message, please include the FPP Inspector’s Name and Requested Date of Inspection.
- The following information should be provided as part of the request for inspection in the body of the email message:
- Permit Number
- Site Address
- Type of inspection
- Direct contact information (name and phone number)
- Inspectors can accommodate most inspection requests. If they are not available, a backup inspector will be assigned automatically. (We’ve got you covered!)
- Secured access for inspectors – If a project has secured access, a representative or General Contractor must be present during the inspection. They must give the inspector access.
- Cancellation Policy - Clients will be subject to a minimum .25-hr charge if inspection appointments are canceled within 24 hours. If the Inspector is en route when an appointment is canceled, the client will be charged .50-hr for drive time.
- Inspection results are available on PortlandMaps the following business day.