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Remodel CAP SOPs revision: 01.08.19 Page 1 of 13 Commercial Remodel Permit Standard Operating Procedures Last Revised: 01.08.19 ---PAGE BREAK--- Page 2 of 13 Table of Contents Section # Section Title Page # I. Overview 3 II. Standard Operating Procedures 4 A. Accela Workflow Structure 4 B. Online Application Process 4 1. Commercial Remodel Building Permit defined 4 2. Accessing the online permit application process 4 3. Step 1 > Entering Location 5 4. Step 2 > Entering Contact Information 6 5. Step 3 > Permit Details 8 6. Step 4 > Attachments 10 7. Step 5 > Review 11 8. Permit Issuance 12 C. Commercial Remodel Permit Process 12 1. Intake, review and distribution 12 2. Reviewing Agency Review 13 3. Payment 13 4. Commercial Remodel Building Permit Issued 13 5. Inspections 13 6. Certificate of Occupancy 13 ---PAGE BREAK--- Page 3 of 13 I. Overview The Permitting Leadership Team works together to ensure permitting in Fort Wayne and Allen County is efficient, streamlined, customer focused, and ensures the public safety. A gap in oversight by permitting departments was identified several years ago. There are remodeling projects being completed on existing commercial structures that may result in a number of conditions: 1. The building use or classification changes; 2. Ownership of the property changes; 3. Business use changes; 4. Change in business use may require a zoning change; 5. Change in business use may require compliance with a new governmental regulation; and 6. Commercial remodeling that requires a building permit. There are currently no measures in place to catch these projects early in the process, before considerable reconstruction had occurred. A regulatory department may learn about the reconstruction, come in to inspect, and then require the owner/developer to tear out the reconstruction in order to comply with a local, state or federal regulation. Identifying these projects early on in the process will save the developer/owner time and money. Agency Ownership As reconstruction of an existing structure falls under the permitting jurisdiction of the Allen County Building Department, all Commercial Remodel Permit projects will be initiated through that agency by applying online through the Citizen Access Portal, or in person at the Allen County Building Department. The Building Department will then distribute the application to the other reviewing agencies to determine if the construction plans are compliant. Once all reviewing agencies approve the plans, the Building Department will issue the Commercial Remodel building permit. A reviewing agency may require an inspection throughout, and at the end of, the reconstruction and may place a hold on the Final Inspection. Once all reviewing agencies have approved the completed reconstruction, the Certificate of Occupancy will be subject to being released. These Standard Operating Procedures document the Allen County Building Department’s processes and requirements for obtaining the Commercial Remodel Permit. Requirements and/or permits issued by other reviewing agency relating to commercial remodeling are not enumerated in this document. Compliance and adherence with those reviewing agency requirements or additional permits are the responsibility of the applicant and must be met. This new process will serve as a template for revising other permit processes. ---PAGE BREAK--- Page 4 of 13 II. Standard Operating Procedures A. Accela Workflow Structure o Intake and Review o BLD Distribution o Review Agency Review Department of Planning Services Review Department of Health Food Review Department of Health Pollution Control Review Development Services Sewer Review Development Services Stormwater Review Development Services Water Review Fire Department Review Building Department Review o Payment o Building Permit Issued o Inspections o Certificate of Occupancy Issued B. ONLINE APPLICATION PROCESS 1. Commercial Remodel Building Permit Defined: A customer applies for a Remodel Permit for the following reasons: a. A commercial reconstruction; b. Finishing/building out of an existing building. 2. Accessing the online application process: a. The applicant may use their Accela Citizen Access (“ACA”) account, or apply in person at the Building Department. b. Once logged in, Accela will autopopulate all the contractor/builder information (name, address, email). Additional fields will be available to enter information on the project contact person’s name, phone number and email . c. Click on the “Building” tab, then choose “Apply for a Permit” d. Accept the General Disclaimer, then hit “Continue Application” ---PAGE BREAK--- Page 5 of 13 e. Select Commercial Remodel Permit (*New permit) i. Hit “Continue Application” 3. Step 1 > Entering Location a. Address i. Enter information into “Street No.” and “Street Name,” then hit “Search” ii. The system should populate the fields. If there is more than one address with the same street number and street name East and West), a list will appear. Click on the correct address. ---PAGE BREAK--- Page 6 of 13 b. Parcel i. The Parcel information will automatically populate these fields c. Owner i. The information for Owner of the property will automatically populate these fields ii. Click on “Continue Application” 4. Step 2 > Entering Contact Information a. Licensed Professional i. This area should automatically populate information, based on contractor login to the system. If the information does not appear, click on “Look Up.” This will take you to another screen to enter information. ---PAGE BREAK--- Page 7 of 13 b. Applicant i. Click on “Select from Account” (if applicant information has been entered previously) or “Add New” if a different person should listed as applicant ---PAGE BREAK--- Page 8 of 13 ii. The information should now appear in this section iii. Hit “Continue Application” 5. Step 3 > Permit Details a. Detail Information i. Enter description of project in open narrative field. Providing adequate information about the project at this point will help prevent delays and additional processing later. b. Custom Fields i. Enter information into each required field: ---PAGE BREAK--- Page 9 of 13 c. Permit Information i. Choose all other types of permits that will be required for the remodel project ii. Enter the whole contracted amount of project iii. Choose “Construction Type” from dropdown menu iv. Enter name (person or business) of current tenant. (This name will appear on the Certificate of Occupancy). v. Select the most recent use of the Building or Space from dropdown menu vi. Select the proposed use of the Building or Space from the dropdown menu vii. Enter a Lock Box Number (for unattended inspections), if applicable viii. Design Professional for the project must determine the “Building Classification” – chosen from the dropdown menu d. State Design i. Enter whether a State Design Release has been obtained ii. If yes, enter the State Design Release # iii. Choose “Continue Application” ---PAGE BREAK--- Page 10 of 13 6. Step 4: Attachments>Attachments a. The maximum file size allowed is 60MB. Disallowed file types: html; htm; b. Attach your Engineered Wood Document and Plans (if appropriate). Make sure to choose the correct attachment(s) from the dropdown menu(s) that relate to the document(s) you are attaching. c. Choose “Continue Application” ---PAGE BREAK--- Page 11 of 13 7. Step 5 Review a. Review all sections, check for errors and edit if necessary b. Read the Affidavit and check the box indicating you acknowledge that: i. A separate permit will be required for each phase of the project; and ii. The contractor understands and will comply with requirements for handicapped accessibility c. Click on “Continue Application” Affidavit ---PAGE BREAK--- Page 12 of 13 8. Step 6 Permit Issuance a. Once all reviewing agencies have approved the permit to move forward, the applicant will receive notice to pay. Once the applicant pays, the Receipt/Record Issuance notification appears. C. Commercial Remodel Permit Process 1. Intake, review and distribution a. The Commercial Remodel Permit is electronically distributed to the Allen County Building Department permit clerks who will determine whether the application is complete. i. If it is deemed to be complete, the permit clerk will status the permit as “Accepted” and the application is then electronically forwarded to the Allen County Building Department management team who will make a final review and then distribute the permit to the following reviewing agencies: 1. Department of Planning Services 2. Department of Health Food Review 3. Department of Health Pollution Control Review 4. Development Services Water Review 5. Development Services Stormwater Review 6. Development Services Sewer Review 7. Fire Department ii. If the application is not complete, the permit will be statused as “Awaiting Client.” Information will be entered into the “Standard Comments” box to inform the applicant what information is needed to process the application. An automated email will be sent to the applicant informing them of same. ---PAGE BREAK--- Page 13 of 13 2. Reviewing Agency Review a. Reviewing Agencies may choose the following statuses: i. Approved, Hold for Final Inspection ii. Approved, No Hold for Final Inspection iii. Approved, Release COO iv. Does Not Meet Requirements v. Not Applicable vi. Under Review b. Reviewing Agencies are provided three business days to enter a status. If no status is entered within three business days by a reviewing agency, the status will automatically be entered as “No Comment” and the reviewing agency workflow will turn black to allow the permit to move forward. 3. Payment a. Once all departments have assigned any status other than “Does Not Meet Requirements” or “Under Review,” the permit will automatically proceed to Payment. b. An automated email will be sent to the applicant notifying them to pay for the permit. 4. Commercial Remodeling Building Permit Issued a. Once the payment has been submitted by the applicant, the Commercial Remodel Building Permit will be issued. An automated email is sent to the applicant/contact with a copy of the Commercial Remodel Building Permit. 5. Inspections Relevant reviewing departments conduct inspection(s) to ensure the construction matches plans submitted for the Construction Design Release. Once all relevant departments who had entered a status “Approved, Hold for Final Inspection,” have entered the status “Approved, Release COO,” the Certificate of Occupancy is subject to being released. 6. Certificate of Occupancy a. The applicant is sent an automated email notifying them the CoO was issued, with an attached copy of the certificate. b. Reviewing departments are sent an email notifying them the CoO was issued for this specific permit. c. The permit is automatically closed.