Facility Permit Program (FPP)

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:

1. Make sure your building has not been registered. Search for the building name or address on the Client & Building List.
2. Email PPDFPPintake@portlandoregon.gov to inquire about the building you would like registered.
3. 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.
4. Existing floor plans for all floors of the building, with tenants labelled clearly.
5. 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.
6. A site plan that includes a north arrow, adjacent street names, footprints of the existing structures, and landscaping, including street trees (when applicable)
7. A completed W-4 form.
8. 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.

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.

• 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.

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.

• 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.
• 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. 

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.

If your plans consist of 30 pages or more, please contact the Facility Permit Program. Email PPDFPPintake@portlandoregon.gov.

1. Your plans must meet FPP Minimum submittal requirements. It is your responsibility as the applicant to verify the completeness of your permit submittal.
2. To initiate a plan submittal, FPP applicants must submit their completed FPP Intake Form by emailing PPDFPPintake@portlandoregon.gov.
3. 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.
4. 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.

• 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"

• 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.

• 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.

Prolonged reviews can add cost and delays to your project. The best way to ensure the quickest review time:

1. Complete all fields on the FPP Intake form. The most commonly missed section is the project reference number.
2. 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.
3. 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.)
4. Respond promptly to checksheets.
5. Permits cannot be issued without contractor information.
6. Plans should not contain items from the not allowed on plans list.

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. 

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.

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.

Portland City Code, Title 24.85 contains criteria that may trigger requirements for additional seismic strengthening when the work involves an existing building.