Program phase of a major project (large projects valued at $100 million or more)
The best time to begin working with a Process Manager is during the program phase of your major project when you are beginning to consider the design, programming and budget for your project. A key element to the success of a major project is the earliest identification of issues and possible conflicts between the proposed design and code requirements. In order to discover issues or conflicts early in the process, your Process Manager can help you with:
- Information on building permit submittal requirements and an intake checklist so your submittals are complete and the plan review process is as efficient as possible.
- Coordination of meetings with plan review groups, enabling you to incorporate code related requirements into your design in the early stages of design development. These early meetings are essential to establishing communication channels and identifying issues and obstacles with a major project.
- Conflict resolution meetings when needed providing clarity and definition and encouraging positive problem-solving.
- Early guidance on timelines and schedules to meet your proposed design and construction goals and ensure a successful completion date and helping you determine if a phased major project strategy with multiple partial permits might be the best approach. Learn more about phased permitting.
Pre-submittal assistance meeting requests (complex projects valued at $10 million or more)
The Process Management team can coordinate meetings with city staff to help your new project move through the permitting process.
Key Milestones meetings
For projects with complicated building code, zoning, environmental, water utility, transportation and phased permit issues that require additional assistance outside of an Early Assistance, Pre-Application, or Preliminary Fire Life Safety meeting, you may request a Key Milestones meeting with technical review staff and a Process Manager on an hourly fee basis.
Complete the information requested in the Key Milestones Meeting Packet and email it to your Process Manager with supporting information (plans or other documents). Meetings are generally scheduled within two weeks of receiving a completed meeting request, along with questions and related plans. The project team provides notes from the meeting which will be reviewed by city staff who are in attendance.
Key Milestones meetings will not substitute for Land Use Early Assistance meetings and are not meant to replace other meetings already provided by PP&D.
Preliminary Fire and Life Safety meetings
For projects with complicated building code or fire code issues that require additional assistance, you may request a preliminary meeting with a Life Safety Plans Examiner. A Fire Plans Examiner and/or Structural Engineer can also be requested to attend the meeting. These meetings are very helpful in working through code-related questions and confirming assumptions. Complete the Life Safety Preliminary Meeting Request packet and email it with associated questions, plans or other documents to your Process Manager. The project team provides notes from the meeting which will be reviewed by city staff who are in attendance.
Schematic design and design development
As you continue the development of your plans, your Process Manager is available to:
- Answer questions and make sure you have the information you need to move forward with your design
- Arrange additional meetings with review staff as necessary
- Provide guidance regarding the construction schedule and review time frames
Construction documents
As your plans are completed and ready for review, your Process Manager will assist you in making sure all the necessary components are included in your submittal. In order to ensure that the review of your major project moves along smoothly, your Process Manager will be there to help you with:
- An intake checklist for your use which includes all the items that must be included in your plans
- Coordinate a minimum five-business day preliminary intake screening by key review teams, to ensure your submittal’s completeness.
- Communication between the design and city review teams on issues that arise during plan review
- Problem resolution meetings as needed
- The City review process, tracking your critical path items and City review timelines
During construction
Once your plans are approved and the Construction Phase is underway, your Process Manager will continue to help you. The review process for deferred submittals and revisions that may occur as construction progresses.
Recommendations for working with your Process Manager
- Get to know your Process Manager. Develop a collaborative partnership and communicate frequently using them as your main point of contact.
- Rely on your Process Manager to help you at every phase of the major project. Your Process Manager is knowledgeable about the complexities of the development review process.
- Share information with your Process Manager regarding major project goals, schedule and challenges. With up-to-date information they will be able to provide timely guidance and assist you in avoiding unnecessary delays.
- Discuss your project schedule early with your Process Manager and keep them informed about any problems or milestones.
- Update your Process Manager before submitting plans, applicant corrections, or revisions.
- Share your ideas for improvement. We appreciate hearing from our customers. Your suggestions and feedback help us provide the services you need for a successful project.
Process Management customer roles and responsibilities
This information helps clarify the roles of the customer (the permit applicant) in the Process Management program.
- The applicant is responsible for all building permit documents and communications between the City and the developer's team.
- Plan for adequate City plan review turnaround times. The Process Manager can provide you an estimate for your first review and recheck reviews.
- At intake, let your Process Manager know your proposed schedule. They will work with City review staff to determine if your schedule is possible. As your project progresses, keep the Process Manager informed of schedule changes. Your Process Manager can then adequately assist you with any partial permits, phasing and updates on current turnaround times.
- The applicant should work with the Process Manager on turnaround times and changes to developer's schedule. An applicant’s "key contact" is the Process Manager. Individual reviewers should only be contacted for technical questions.
- Once plans have been submitted and your submittal is Under Review, track review progress in ProjectDox. As reviews are completed, download and compile responses. Once all reviews are completed, you will receive the Applicant Resubmit task. See the ProjectDox applicant training videos page for quick guides to the review process, helpful reports, and best practices.
If you have questions about a reviewer’s comment, please contact the reviewer directly. If you have other questions, please contact your Process Manager.