FPP: Facility Permit Program

The FPP program is designed to serve customers that perform on-going interior tenant improvements and where facility maintenance, upgrades and renovations are frequent. The program is available to owners of buildings, building management companies and their tenants.

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About the Facility Permit Program

In 1999, the City of Portland created the Facility Permit Program (FPP) to make it easier and faster for building owners and managers to do regular improvements, modifications, and maintenance on their buildings with ongoing construction needs.

The concept seemed simple enough. One inspection team works with a facility or group of facilities on all Plan Review, Permitting, and Inspections on interior tenant improvements and alterations. 

At the time, the only other city in the U.S. city to adopt this innovative approach was Phoenix, Arizona.

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 in order to get our client’s projects from “concept to construction.”

Participants may register one or more buildings and 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 FPP team achieving 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 that required under 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.

To view the Client & Building List that is updated monthly, click here.

To connect with your FPP Team, click here.

Is My Building Registered?

The first step in getting started is to determine if your building is registered in the FPP Program. Our FPP Customer & Building list indicates all currently registered buildings. It can be searched using the building name or address.

Getting Started

FPP is closely vetting all buildings and projects that clients want to bring to the FPP Program. The process for registering a building takes about 1-2 weeks.

The Facility Permit Program requires a full building permit history review * and all the below referenced submittal materials.

Although a Building Registration Application has been submitted this does not mean that the building has been registered in the Facility Permit Program.

Things that may make 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/voided permits associated with the building.
  • If it is a Condominium or Apartment Building.
  • Registration of one floor - it is the entire building or not at all.

In order to start the process of applying to have a building registered, please provide the following:

  1. * You will need to supply information regarding any permits that are currently under review, issued, under inspection, voided, expired, or cancelled on the building. Generally, buildings must have a clean building permit history to be eligible to register with FPP. For records research, please visit the Development Services Center.
  2. Existing Floor Plans for all floors of the building with tenants labelled clearly
  3. 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.
  4. A Site Plan that includes a North arrow, adjacent street names, footprints of the existing structure(s), and landscaping including street trees (when applicable)
  5. A completed W-4 form
  6. Be prepared to tell us your plans for the next 12-24 months. Be detailed with what you are proposing to do in the tenant space(s) so we can identify any issues ahead of time or identify if this project is better suited for the standard CO permit process. If this is a one and done tenant improvement, FPP is not for this building.

Also, 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.

Early Assistance:

The Facility Permit Program urges applicants to reach out to us early regarding more complex projects. Call us at 503-823-5996, in many cases a consultation will be necessary.

FPP was built around developing ongoing relationships between our customer, the building owner and the assigned inspections team. Ask us questions. Communicate with your FPP Team early and often. We are here to help you get from Concept to Construction.

What We Can & 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 existing building shell;
  • Changes in the use of existing space, within an occupancy classification;
  • Occupancy changes which do not create a greater overall relative hazard category determination;
  • Addition or alteration of mechanical, plumbing and electrical services.   

Not Allowed:

  • Changes of occupancy which create a greater overall relative hazard category determination;
  • Construction of new buildings;
  • Additions that extend or increase 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 program.

Applying for my Permit

The following information must be submitted when applying for Facility Permit. Since every project is unique, there may be some situations where you will be asked to provide additional information: 

  • Completed FPP Intake form
  • Project Building Name/Number 
  • Jobsite Address or location
  • Project Name and Description of Work
  • Total Project Valuation
  • Project Reference 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.
  • General Contractor Information - must be identified prior to the building permit issuance.
  • Drop off plans and application at the Development Services Building, 2nd Floor. Or come to the 3rd floor to talk to FPP Permit Tech staff in person about your submittal.
  • FPP Permit Techs will notify applicant when permit has been setup and when permit has been issued. 

THINGS TO CONSIDER:

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 which 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.

Project Submittal

Facility Permit Program Minimum Submittal Requirements

  • Minimum three (3) sets of plans are required
  • (2) sets of Structural Calculations Stamped by the Engineer of Record licensed w/State of Oregon, (if applicable)
  • (1) Project Manual (if applicable)
  • Plan size minimum 11” x 17”
  • All plans must be drawn to scale (min. 1 inch = 10 ft)
  • Drawings cannot contain color
  • Dimensions and notes must be printed to match 12-point font minimum.
  • Site Plan – When there is exterior work a site plan is required.
  • Elevation View (All sides) – When there is 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. 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, fire-rating of walls
  • Roof Plan – When there is any work being done on the 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.


Please remember when submitting plans or corrections, the following are not allowed:

  1. Taped or glued items including labels, stickers or adhesive papers
  2. Grayscale drawings
  3. Highlighter
  4. Color line representation (with the exception of limited red pen or red permanent marker corrections)
  5. Photographs used to demonstrate a requirement of code
  6. Aerial Photographs used to represent the site plan
  7. Paper stapled to documents in lieu of redlines or updated full sheet

If you have a document with any of these items, you will be required to make photo copies of the sheet(s) in order to submit a “clean” set of plans. The Bureau still asks for hand drawn changes to plans to be marked with red pen or marker to indicate changes or updated sections to your plans.

How do I submit Deferred Submittals & Revisions?

When submitting Deferred Submittals & Revisions you must fill out an FPP Deferred Submittal or Revision application.

Deferred Submittal:

  1. A copy of the FPP Deferred Submittal application
  2. Three (3) sets of plans
  3. Two (2) set of calculations
  4. Two (2) sets of product information
  5. Drawings and calculations must be stamped and signed by an Engineer registered in Oregon and approved by the Architect/Engineer of record for the building. If one or both are not on plans, they will not be accepted for review
  6. Complete project submittals may be made to Permitting Services
    1900 SW 4th Ave, 2nd floor (Mon – Fri 8 a.m. to 3 p.m. and Thurs 8 a.m. to Noon)

Revision:

  1. A copy of the FPP Revision application
  2. Three (3) sets of plans that clearly reflect the proposed change(s). Drawings and calculations must be stamped and signed by the Architect and/or the Engineer of Record, if applicable
  3. Two (2) sets of calculations, if applicable
  4. Inspector’s correction notice, if revision is due to an inspection correction
  5. Complete project submittals may be made to Permitting Services
    1900 SW 4th Ave, 2nd floor (Mon – Fri 8 a.m. to 3 p.m. and Thurs 8 a.m. to Noon)

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.  

Complete Project Submittals may be made to Permitting Services - 2nd floor - 1900 SW 4th Avenue. (Mon, Tues, Wed, Fri - 8:00 a.m. – 3:00 p.m. and Thurs 8:00 a.m. to Noon) 

For Questions, please call 503-823-5996.

Plan Review Process

  • After you submit your plans, they will be reviewed for the minimum submittal requirements by a permit technician.
  • Additional review will be done to confirm 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 prior to your submittal through the standard commercial permit process. In addition, we will ensure:

  • The plans 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, if needed, will be provided from each of the assigned review groups.
  • For additional information on the review process, see the FPP permitting process overview flowchart.

The common review groups include:

  • Life safety/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:

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

  1. Make sure your FPP Intake form is completely filled out, the most commonly missed section is the project reference number and project valuation.
     
  2. Provide complete, legible, scannable plan sets that include:
    a. A site plan (when applicable)
    b. 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, 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. Permit cannot be issued without contractor information.
     
  6. The following are not allowed on plans:
    a. Taped or glued items including labels, stickers or adhesive papers
    b. Grayscale drawings
    c. Highlighter
    d. Color line representation
    e. Photographs used to demonstrate requirements of code
    f. Aerial Photographs used to represent the site plan
    g. Papers stapled to drawings in lieu of additional full-size pages

Checksheets

A checksheet is sent to the applicant when a reviewer needs additional information, or a correction must be made to the plans. When you have gathered the additional information or made the corrections, bring the plans/information to the 3rd floor, Facility Permit Program and call 503-823-5996. Reviewers will be notified that a checksheet response has been received, and review will continue.

Status Reports

Status reports are available after your project has been assigned to reviewers. Status reports show all reviews and 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. To obtain a status report go to Portland Maps or call 503-823-5996. 

Permit Issued

When the last technical review is approved, your permit will be issued. The person designated to pick up the plans on your FPP intake form will be contacted when the permit is ready.

If your permit is ready for issuance, you may pick it up from FPP, on the 3rd floor of 1900 SW 4th Avenue, Portland, OR. For more information call 503-823-5996. The building's hours of operation are located on our homepage.

Inspections

The FPP inspection card lists all the inspections you will likely need during your construction project, and what work needs to be done first.

  • Once a permit has been issued, inspections are scheduled directly with the assigned FPP Inspector, NOT THROUGH THE IVR SYSTEM. This applies to all FPP permits including trade permits.
  • Always leave the request on the desk phone of your inspector. Although you can contact your Senior FPP Inspector via email or cell phone, leaving a message on their desk phone ensures your inspection request will be received in a timely manner.
  • The following information should be provided as part of the request for inspection:
        • Permit Number
        • Site Address
        • Type of inspection
        • Contractor information
        • Site contact information
  • 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 inspections – If a project has secured access a representative or General Contractor must be present for inspection to make sure that the inspector has 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 in route when an appointment is canceled the client will be charged .50-hr for drive time.
  • Inspection results are available on Portland Maps

Applications/Handouts