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Start Guide: How to Apply

Guide
blue and yellow graphic of lines and gearsView full size image
This page describes the application process for both Street Opening Permits and Environmental Assessment Permits.

Overview

The Portland Bureau of Transportation (PBOT) is currently in the process of updating its permitting software system. The initial phase involved transitioning the Utility Management division’s permits to the new platform, encompassing all Street Opening permits and Environmental Assessment permits. Applicants will now submit applications online via the PBOT Permitting Portal. This page is a step-by-step guide for the application process. 

PBOT Permitting Portal 

In the portal, applicants can:  

  • Submit a Street Opening permit application or an Environmental Assessment permit
  • Check the status of a permit submission
  • Respond to requests for additional information during the intake process
  • View/Download permit documents
  • Submit a Start Work notification
  • Check the status of an issued permit
  • Request inspections
  • Submit permit revisions
  • Request renewals

How to Submit an Application for a Street Opening Permit

General Permit Journey

Graphic showing stages of the application process for utility street opening permitsView full size image

1. Research Permit Requirements

Review Administrative Rule TRN 10.19 for Permitting of Franchise Utility Infrastructure Within the Public Right of Way

Applicant is responsible for reviewing and complying with administrative rule TRN 10.19 for permitting of franchise utility infrastructure within public right of way (ROW). 

  • Installations must be placed parallel or perpendicular to the ROW and must be a minimum of five feet horizontally, skin to skin, from sewer and water infrastructure
  • Conduit must be a minimum three feet from back of curb when placed property side
  • Poles and vault lids must be placed fully outside of the Pedestrian Through Zone of the sidewalk corridor 

Research Permit Fee Costs

For the most recent fee schedule for Street Opening Permits, visit: About Utility Management | Portland.gov.

Who can do the work?

Anyone applying for a permit on behalf of a Franchised Utility will need to be a Verified Applicant.   

There are three steps to becoming a verified applicant:

1. Create an Account

  1. Navigate to the PBOT Permitting Portal
  2. Click on Create an Account on the User Login screen
  3. Input required data in the following screen
  4. A code will be sent to your email
    1. Go to the email and click on the code in order to verify your account
Screenshot of PBOT Permitting Portal Create Account PageView full size image

 

2. Submission  

After logging in to your account:

  1. Click the New Request button to the right of the screen from the My Permits screen.
Screenshot of PBOT Permitting Portal on the becoming verified user page View full size image
  1. For the permit request type, select Utility Authorization from the dropdown list. 
Screenshot of PBOT Permitting Portal page - becoming a verified userView full size image

  1. In the request details box, provide your:
    1. name
    2. company
    3. contact information,
    4. brief narrative of why you need access
  2. On the second screen, select the utility you are requesting access on behalf of.
  3. Follow the prompts through until the last screen and submit. 

3. Review 

A utility representative from the company you selected will review your request. They may contact you directly for more information. You will receive an email notification with the decision: 

  • Approved – You can log into the PBOT Permitting Portal and begin submitting utility permit applications.
  • Denied – You can resubmit with more detailed information about your need for access. If this persists, please contact your project contact at the utility.  

Need help?

If you have questions after reviewing the information on this page, please reach out to pbotutilitypermits@portlandoregon.gov. 

 

2. Prepare Application Materials

Prepare a Detailed Site Plan

Site plans must include the following:  

  • Include north arrow; label street names; show curbs/ edge-of-pavement/ right-of-way lines; include and label any existing facilities related to may impact proposed work
  • Specify size, number, and type of any proposed installation or removal of facilities
  • Describe method of installation (trench, bore, “cut & kick”, etc.)
  • Provide dimensions of proposed work from these lines in the following order:
    • Curb lines when a survey has not been completed
    • ROW lines when a survey has been completed
    • Edge of Pavement when no curb exists
  • Include a cross section of any proposed installation (trench, bore, vault, etc.) or otherwise specify the depth of cover (36” minimum)
  • Include a reference scale/scale bar on all drawings. 
Example diagram of application requirements for utility street opening permitsView full size image

Use File Naming Standards When Preparing Attachments

Please follow these guidelines when uploading and naming files to ensure your submittal is processed efficiently. All files must be uploaded in a PDF file format. 

File Naming Standards for PDF: 

  • Name your documents simply, with straightforward titles (see examples below).
  • File names must be shorter than 50 characters long.
  • Do not create files with protected digital signatures or send certified PDFs. If your drawings include this, simply "Print to PDF" or re-save to "Reduced Size PDF". 

Examples of acceptable file names: 

  • Expired Permit 76432.pdf
  • H1523 Vault Specs.pdf
  • Plan Set V1.pdf
  • Plan Set V2.pdf
  • Property Owner Consent.pdf
  • Site Photo 1.pdf
  • Site Photo 2.pdf

Prepare PDFs for the Single PDF Process 

PDF Requirements 

  • Disable font embedding when creating the PDF
  • Scanned documents: 150 dpi/ppi; disable OCR Text Recognition
  • Send only unsecured, uncertified PDFs
  • Do not submit electronic signatures

Fixing PDFs 

Some PDF issues can be corrected on existing PDFs, without recreating the PDFs, by printing a PDF to PDF, a process known as “refrying” the PDF. PDFs with the following problems can usually be made compliant by refrying: secured or certified; include stamp files; and/or use electronic signatures. 

Follow these steps to refry the PDF on a Windows computer; Mac users can sometimes resolve issues by using PDF Optimizer. 

  1. Open the non-compliant PDF.
  2. In Acrobat Pro or Acrobat DC, choose File > Print to open the Print dialog (see screenshot below).
  3. Select the Printer field to open a dropdown list of printers available on your system and choose Adobe PDF
  4. In the Page Sizing and Handling section, select:
    1.  Actual Size > Choose Paper Source by PDF Page Size > Use Custom Paper Size When Needed
    2. Orientation should be set to match the original document orientation.
  5. Select Print.
  6. You will be prompted for a location to save the new PDF. Do not replace the original PDF. Instead, save a copy to your computer.
  7. When the refrying/printing-to-PDF process is finished, quit Acrobat.
  8. Locate the refried PDF you just created and double-click it to open it in Acrobat. Verify that it now meets PDF requirements. 
Screenshot of how to refry pdf in order to fix pdf issuesView full size image

 

 

 

 

 

 

 

 

 

Gather Additional Information

The permit application process requires that you provide the following information if applicable to your project:

  • Utility Reference Number - Internal utility project number (ex M238234 or WSVC2.TC) 
  • Project Number - City project number (ex. TH0124 or T01021) 
  • Potential Start Work Date – Enter the anticipated start work date if known
  • Scope of Work – All items to be permitted as part of the proposed work
  • Infrastructure - Describe the infrastructure being impacted as part of the proposed work
  • Quantity – Provide a unit count of that item or total linear footage for conduit. 

 

3. Apply

Create an Account or Log in

Only verified representatives and applicants can apply on behalf of a franchised utility for a Street Opening permit. A user will only need to be verified once per utility they wish to submit on behalf of.  

For more information about becoming a verified user, refer to Step 1, Research Permit Requirements, Who can do the work?

To create an account:

  1. Navigate to the PBOT Permitting Portal
  2. Click on Create an Account on the User Login screen
  3. Input required data in the following screen
  4. A code will be sent to your email
    1. Go to the email and click on the code in order to verify your account

 

Screenshot of PBOT Permitting Portal Create Account PageView full size image

Apply for a Street Opening Permit

Apply for permits using our online permitting system, PBOT Permitting Portal

After logging in to the PBOT Permitting Portal click the New Request button to the right of the screen from the My Permits screen. Then progress through the six input screens: 

Screenshot of PBOT Permitting Portal on the becoming verified user page View full size image
  1. Request Type - basic information about the request
    1. Type: select Utility Permit from the list
    2. Work Type: Select the work type that best describes your request
    3. Request Details: Provide a brief description of the scope of work
  2. Property Details – Locations (street segments, intersections, or addresses) associated with the proposed scope of work
  3. Additional Information:
    1. Utility Reference Number - Internal utility project number (ex M238234 or WSVC2.TC) 
    2. Project Number - City project number (ex. TH0124 or T01021) 
    3. Potential Start Work Date – Enter the anticipated start work date if known
    4. Inspection Zone – Autogenerated based on location(s) selected
    5. Select Utility – Select company name for Permittee. List will be limited to companies you, the applicant, are a verified user of
    6. Ramp Trigger Review Only? – Check Yes to indicate a trigger review decision is. 
  4. Scope of Work – The page is collecting all items to be permitted as part of the proposed work. As entries are created the Add Entry button will add it to the scope of the request in the top section of the page.
    1. Infrastructure - Select an item from the list to best describes the infrastructure being impacted as part of the proposed work.
    2. Work Type - Select an action from the list to best describes how the infrastructure is being impacted as part of the proposed work.
    3. Quantity – Provide a unit count of that item or total linear footage for conduit. 
  5. Supporting Documents – The page is for uploading necessary documentation. A plan set should always be included in a request. Add additional documents as needed.
    1. Document Type - Select Utility Permit from the list.
    2. Description- Provide more detail about attachment if applicable.
  6. Complete – This page is attesting to the accuracy of the submission and acknowledging all requirements associated with obtaining a permit.
    1. Electronic Signature Acknowledgement – Check the box to agree. 

Check Your Application Status

Once you have submitted your permit application, you can view the status of your application on the My Permits list. As your application moves through the review process it will be assigned one of the following status stages: 

  • New: Application was submitted and is in queue for review
  • Online Pending: Application was started but not submitted
  • Under Review: A reviewer has been assigned and is in the process of reviewing the submission
  • External Review: Additional reviewers were flagged for the request
  • Returned: Corrections are needed by the applicant
  • Pending Payment: The permit is ready to be issued and requires payment first  
screenshot of permit status page in the PBOT permitting portalView full size image

4. Make Corrections and Revisions (if applicable)

Overview: Correction vs. Revision

Corrections:

The applicant may receive notifications during the permitting process requesting corrections. Example corrections include missing information/documents, or design conflicts. Upon receiving notification, the applicant will use the permitting portal to submit the requested information/documents.  

Revisions:

At any point during or after permit issuance, a revision may be required. Either the scope changed on the applicant side, or an issue was discovered during inspection. Notifications are sent by email and can be viewed in the portal if revisions are required by the inspection staff. All revisions must be submitted via the permitting portal. 

How to Make Application Corrections

After the City of Portland has completed its review of your application and/or drawings, you may be asked to submit corrections. Deficiency Lists are sent via email by the reviewer if any clarifications or corrections are needed from the applicant.  

To view the deficiency list and submit corrections:

  1. Log in to the PBOT Permitting Portal
  2. Search the application number in the keyword search box above the My Permits list
  3. Click the Details button to access the Deficiency List or reviewer comments if needed
screen shot of permit page showing details buttonView full size image
  1. When you are ready to submit the corrections, go back to the My Permits list.
  2. Search the permit and click the Details button in the right-hand column.
  3. Click on the Supporting Documents tab:
    1. Add new documents by clicking the Add button on the bottom right.
    2. Provide a detailed summary of the new documents.
    3. Respond to the questions the reviewer asked.

Upon successful submission, the folder status will move back to Under Review and a Permit Technician will review it. Reviewers will repeat the Deficiency List/Correction cycle with the applicant if additional corrections are needed. If there are no corrections needed, the Reviewer will move the application forward in the process. Once all reviews are approved, the application can proceed to issuance.

How to Make Permit Revisions 

Permit revisions may be necessary based on a change in scope of work, or as a result of design or field conditions. Revisions may also be required by an inspector. Any revision required by an inspector will be accompanied with a Deficiency List.  

To submit revisions:

  1. Log in to permitting portal.
  2. Search the application number in the keyword search box above the My Permits list.
  3. Click the Details button to access the Deficiency List or reviewer comments if needed.
  4. When you are ready to submit revisions, go back to the My Permits list.
  5. Search the permit and click the Revision button in the right-hand column.
  6. Follow the steps on the screen to upload revised documents including a detailed summary of the change in scope and other relevant documents for review. 

The Permit Technician will review the new materials upon successful submission. Reviewers will repeat the Deficiency List/Correction cycle with the applicant if additional clarifications or corrections are needed. If there are no corrections needed, the Reviewer will move the application forward in the process. Once all reviews are approved, the application can proceed to issuance.  

5. Get Your Permit

Pay Permit Fees

Once all reviews are approved, the applicant is notified via email that permit fees are ready for payment. The permit will be issued after all the fees are paid. You can access payments and permit copies in the permitting portal.  

To Submit Payment:

  1. Log in to the PBOT Permitting Portal.
  2. Search the application number in the keyword search box above the My Permits list.
  3. Click the Details button in the right-hand column.
screen shot of permit page showing details buttonView full size image
  1. Click the Fees tab
Screen shot of the Fees Tab in the PBOT Permitting PortalView full size image
  1. Check the box next to invoice(s) to pay, then select the Pay Fees button on the lower right.
  2. System will navigate you to payment portal:
    1. Select payment type
    2. Enter the required fields for customer information
    3. Enter payment information
    4. Review the information then click Submit Payment button in lower right
  3. You will be directed to a payment complete page where you can print the receipt for your records.
  4. Click the continue button - this will return you to the permit details page
    1. Click the Supporting Documents tab to view the permit 

Post-Issuance Activity Overview

Upon receiving a permit, applicants will use the permitting portal to notify inspection staff about all activity in the field. This includes notifying inspectors when work is beginning in the field and requesting inspections. Once the Final Inspection is approved, the permit folder will close in our system.  

If permit revisions are required by the inspection staff, notifications will be sent by email and will be viewable online. All revisions must be submitted via the permitting portal. See Permit Revisions in step 4 of this page for more information about revisions.

Start Work Notifications

As a condition of all permits, you are required to give 48-hour notice prior to starting work in the field. 

To notify us, follow the steps below to submit a start work notification: 

  1. In the permitting portal, search the application number in the keyword search box above the My Permits list
  2. Click the Start Work button in the far-right column
  3. Input all required information on the next screen
  4. Provide a detailed account of who/what/where of the work
  5. Upon successful submission, the folder status will update to Issued: Start Work

Request Inspection

You may need a consultation or inspection before, during, or after construction. Follow these steps to request an inspection:

  1. In the permitting portal, search the application number in the keyword search box above the My Permits list
  2. Click the details button on the far-right column
  3. Navigate to the Process tab then select from the following:
    1. Consultation – questions about work or restoration
    2. General Inspection – When pre-restoration work is in progress or complete  
    3. Final Inspection - When all work and restoration is complete
  4. On the next screen, fill out all required information
  5. Upon successful submission, the folder status will update to Issued: Inspection

How to Submit an Application for an Environmental Assessment Permit

Overview

Applicants will use the PBOT Permitting Portal to submit an Environmental Assessment (EA) Permit request. Utility Management (UM) technicians will review the application folder upon successful submission. External reviewers are assigned as needed. When all reviews are complete, the application either moves forward to issuance or is returned to the applicant for revisions. You will receive notifications via email if revisions are required. You can review the revision requirements and submit revisions directly in the PBOT permitting portal.

Stages of the Environmental Assessment Permit Application Process 

There are three stages for acquiring a permit: submission, corrections, and issuance. You can view your application status by going to the My Permits list in the permitting portal.

Submission  

  1. Set up an account or log in to the PBOT Permitting Portal.
  2. From the My Permits screen, click the New Request button on the right side.
  3. Progress through the six application screens, providing information as requested.
  4. A Permit Technician will review the submitted materials to check for minimum submission requirements.
  5. If corrections are needed, you will be notified via email. See the section below for more information.
  6. The application will proceed to issuance once all reviews are approved.

As your application moves through the review process, it is assigned one of the following status stages:

  • New: Application was submitted and is in queue for review.
  • Online Pending: Application was started but not submitted.
  • Under Review: A reviewer is assigned and is in the process of reviewing the submission.
  • External Review: Additional reviewers were flagged for the request.
  • Returned: Corrections are needed by you, the applicant.
  • Pending Payment: The permit is ready to issue and requires payment first.  

Corrections 

After the City of Portland has completed its review of your application and/or drawings, you may be asked to submit corrections. Deficiency Lists are sent via email by the reviewer if any clarifications or corrections are needed from the applicant.  

To view the deficiency list and submit corrections:

  1. Log in to the PBOT Permitting Portal
  2. Search the application number in the keyword search box above the My Permits list
  3. Click the Details button to access the Deficiency List or reviewer comments if needed
  4. When ready to submit corrections, go back to the My Permits list. Search the permit and click the Revision button in the right-hand column.
  5. Follow the steps on the screen to upload revised documents.
  6. Upon successful submission, a Permit Technician will review new materials.
  7. Reviewers will repeat the Deficiency List/Correction cycle with the applicant if additional clarifications or corrections are needed. If there are no corrections needed, the Reviewer will move the application forward in the process.
  8. Once all reviews are approved, the application can proceed to issuance.  

Please review the Corrections and Revisions section above for support with making corrections to your application. 

Issuance  

The final step in the Environmental Assessment Permit Application Process is issuing your permit. This will occur according to the steps below. 

  1. A final review is completed before issuance. Reviews are completed in chronological order based on the sign-off date of the last review.
  2. A permit package and fees will be generated during the final review.
    1. For the most recent Environmental Assessment Program fees, visit: Environmental Assessment Program | Portland.gov.
  3. An invoice is sent to you via email.
  4. Fees are paid directly in the PBOT Permitting Portal.
    1. See Step 5 Permit Issuance above for help with paying the permit fees.
  5. Permit will be issued once all fees are paid
  6. Your permit folder status will update to Issued and you will receive an email with a copy of the permit.
    1. Additional copies of permit will be available in the permitting portal 
  7. Construction can begin once you have obtained your permit

Need help?

If you have questions after reviewing the information on this page, please reach out to pbotutilitypermits@portlandoregon.gov. 

 

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