Building Permits

Applicant User Guide

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TABLE OF CONTENTS

Introduction What is Boca ePlans 3 Contact Information 3 Process Summary 4 Why Submit Online? 5

Standards Computer configuration to use ePlans 5 Contractor Licensing Status 5 Digital Signatures and Design Professionals 5 File Format Type 6 Application Checklist 6 Graphic Scale 7 Plan File Naming 7 6 days to Upload 7 Status Codes 8

Applying Online Submitting Application Online 8-20 Making the 1% Deposit Payment 21-22 ePlans software Download 23 Existing Users 24 New User Setup 25

Document Upload How to Upload Files and Folder Selection 26-29 Applicant Upload Task 30-32 Prescreen Review 33 Start of Plan Review 33

Correction Submittal Formal Request for Corrected or Additional Documents 34 Applicant Correction Task 35-37 Issuance Review 38

Permit Download Final Paymen and Permit Issued Notice 39 Download and Printing Options 40-41

Revisions What is a Revision? 42 Field Revisions 42 Online Revision Submittal Process 43

ePlan Web Navigation Navigation 43 Active Tasks 44 How to Search for Projects 45

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INTRODUCTION

What is Boca Raton ePlans (Projectdox) ePlans is an electronic plans and document review system that allows applicants and City staff to initiate and complete the Plans Review/Approval Process for applications submitted to the Building Department Division of the Development Services Department. It eliminates the paper-based process and allows projects to be submitted and reviewed electronically. ePlans will improve the plan review cycle, reduce costs associated with obtaining building permits and development approvals, as well as support green initiatives. Another great benefit of ePlans is that you can access all its features such as online correction review/submittal, contact directly with plans examiners, and downloading once it is issued regardless if you started the process online or in-person.

Contact Information Building Administration 200 Northwest 2nd Avenue Boca Raton, FL 33432 (561) 393-7930 BuildingPermits@MyBoca.us Hours of Operation: Monday, Tuesday, Thursday, and Friday: 8AM to 4PM

Wednesdays: 8AM to 3PM

Online Submittal is available 24/7

City Website www.MyBoca.us E-Plans Login Page https://bocaedox.ci.boca-raton.fl.us/ProjectDox/

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Summary of the Process

Flow Chart for Online Permit Submittal

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Why Submit Using Boca Raton ePlans? By learning Boca Raton ePlans you can save time and money by applying at the convenience of your office. No longer will you need to drive to our office or wait in line. All you need is a computer with internet access and follow the Standards outlined in this User Guide.

STANDARDS

Computer Configuration for Boca ePlans In order to use Boca ePlans, you will need to ensure your computer settings are updated to use ProjectDox. If your computer settings are not correct, you may not be able to view drawings and documents uploaded in the system. Please refer to the link below to review settings for Boca ePlans

Computer Setup for Boca ePlans

Contractor Licensing Requirements For contractors utilizing Boca Raton ePlans you will need to be registered and up to date with the City of Boca Raton. If your licensing requirements expire during review, your project will be delayed including up to withdrawn. This makes it imperative that you, the Applicant, monitor and keep your licensing information up to date. This is your responsibility.

Digital Signatures and Design Professionals All Plans that are normally required to be signed and sealed need to have a Digital Signature. This replaces the wet and raised seal for the electronic file. Refer to Digital Signatures Guide to ensure plans are digitally signed correctly.

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Digital File & Format Requirements

• Drawing Files: Each sheet/page of the drawing shall be uploaded as a separate file. Drawing files will be rejected if uploaded as a multi-page document.

• Document Files: All files required as part of the application submission, other than drawing files, e.g., NOA’s, Agent Authorization, PAPA, shall be uploaded as individual multipage documents.

• The file names on corrected documents for both drawings and documents shall remain the same. Please DO NOT "version" or rename files when uploading resubmitted files. If you do this, these files will be rejected. The ePlans software will automatically add a version number.

• To facilitate rapid recognition and retrieval of files by our Plan Review teams, each sheet (file) name shall follow the Naming Convention.

• All revisions to plans should be ‘Clouded’

• Documents: Searchable PDF files are preferred for letters, reports and other non-drawing files.

• Drawings: Vector PDF, AutoCAD’s exportable format is required for all drawing files.

Application Checklists The days of long lines and phone calls for submittal requirements are over. We have compiled checklists for each permit type for your use. Before starting the submittal process visit our website for a detailed Checklist of all items that you will be required to provide upon application. It is important to have all information scanned into your computer and ready for upload once you start the application process.

Effective September 1, 2017 • Job contracts are required at time of permit application

submittal. Applications received without a properly executed contract will no longer be accepted.

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Graphic Scale • All Plans must be designed and uploaded to scale.

• All documents and plans must be printed to scale for inspections. If your files are not to scale, you could fail your inspections and possibly incur penalty fees.

• All pages should be properly oriented for quicker review.

Landscape Portrait

• If you are submitting your drawings in person, the largest format size is 36” X 42”.

File Naming Standards Standards allow for easy identification of drawings by naming convention: vector file types facilitate the most efficient viewing of documents. Color coding of reviewer markups provides easier visual identification of departments and disciplines. If your documents are not labeled correctly they will be deleted and you will be assigned a task to re-upload. If you are unable to locate a particular document name on our list, please contact our office or e-mail us at BuildingPermits@myboca.us for clarification prior to uploading.

6 days to Upload Once the online application process has started you have six (6) business days to make your 1% deposit payment and upload all your files for review. For projects that do not make the 1% payment, regardless if documents/drawings have been uploaded, they will be withdrawn. All other projects will automatically route for review. Additional time is available upon request.

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Status Codes

APPLYING ONLINE

Overview:

Access to the ePlan Review system is given through an email invitation after your application is accepted by Boca Raton.

After you Apply or Submit a Request for Application through our Online Portal known as C2G, you will receive a 1% deposit payment e-mail, then an Invitation email, followed by an Applicant Upload Task.

Application Submittal 1% Deposit Payment ePlan Software Download

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To start the process, visit our website, www.myboca.us and select the Business tab.

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Select, Permits.

Then select, Submit Application Online

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Select, Submit Application

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Next you will enter the job address information. A great feature to help you with this step is the Search Method option. If you are unable to recall the exact address you can click this drop-down box and search utilizing the property control number, tax ID, or customer’s name.

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Select the correct address from the list and click, Continue.

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All information in red is Required.

Select the Application Type, Residential or Commercial

Enter the Contracted Amount

Next select Contractor Type, Contractor or Owner Builder

Be as detailed as possible with your work description. This will help the permit process move along faster.

Click, Continue

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If you selected Contractor enter the name of your company.

If you selected Owner Builder skip this, and the next slide.

Click Continue.

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Select your company from the list below. If your company did not appear on the list, double check how it was entered and re-enter the information.

Click, Continue.

If your company still does not appear on the list, your contractor licensing information is most likely expired. Contact the proper licensing authority to get updated and then return to this step.

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The Contact Name field requires a FIRST and LAST name. Example, John Smith.

Fill out all contact information and verify you entered the correct e-mail address you would like to use for this project. This e-mail address will receive all e-mail notifications, follow up information, and requests. It will also be used to access your ePlans online account.

Click, Continue.

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Fill out the structural description of work. Be as detailed as possible to help with routing.

Click, Continue.

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Up next is the Summary Page of all information entered. Double check that all information is correct. If not, click the Back option and make the corrections.

Click, Finish.

WARNING: You have 6 business days to make your 1% deposit payment, upload your files, and complete your applicant upload task. Projects that are not completed within this timeframe will be withdrawn.

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Application Confirmation, take note of your Application & Pin number.

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Next you will receive an e-mail with instructions to make your 1% deposit payment. Use the link in the e-mail and make payment. (Sample of payment e-mail)

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After the 1% deposit payment has been made you will receive an invitational e-mail to set up your e-plans account and start uploading documents. Click on the Project Access link to launch ePlans. (Example of user Invitation E-mail)

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Before you login to ePlans we recommend you download the ProjectDox Components. If the software is not installed, you may not be able to obtain full access.

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After you install the components, login to ePlans.

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New users will need to enter their Temporary Password provided in the invitation e-mail and follow the onscreen instructions for initial setup.

Please make sure to fill out all required fields. After you fill in your new password, confirmation, security question, security answer, company name, and telephone number be sure to click the “Save” option to proceed.

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DOCUMENT UPLOAD

How to Upload Documents

Start of Plan Review Applicant Upload Task

How to Upload Files

Login to your Projectdox account, click on “All Projects” and select the project number.

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Open Drawings/Documents folder

Select Upload Files

Browse to location of files on computer

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Select the “Upload Files” option when ready to add file(s) to folder

The file uploaded screen below will be displayed. Select “Close” to close the window.

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The file will be displayed as a thumbnail in the folder.

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Applicant Upload Task • All tasks must be completed by the applicant by clicking “Applicant Upload Task.” If you

upload but do not click the “Notify Boca Raton” button, we will not know to review your permit.

• Submissions must include all items from the application checklist as indicated on the website. Partial submissions will delay the issuance of your permit.

From ePlans click on the “Applicant Upload Task” option.

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It is very important that you click the Upload Complete - Notify Boca Raton button at the bottom.

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Next you will be prompted with a warning. It is important to take note that once you complete this step you will not be able to upload or view any additional documents within ePlans until the first round of review is complete and corrections are required.

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After your project has been reviewed in Pre-Screening and moved into formal plan review you will be sent an e-mail notification of your project’s progress. (Example of E-Mail Notification)

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CORRECTION SUBMITTAL

After plan review for your project is complete, corrections or additional information may be required. Correction requests will be in the form of a formal e-mail after the review cycle has been completed by each discipline.

These corrections can be submitted online through ePlans or brought in over the counter. Please note that each e-mail will contain detailed instructions of how to complete each step. IMPORTANT: Corrected items cannot be uploaded until the review cycle is complete.

Correction Notifications

How to Submit Corrections

Permit Issuance Applicant Upload Task

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You can get a list of required corrections by logging into your ePlans account.

1. Click on your project number on the left.

2. Click, Applicant Resubmit Task

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3. Accept it by clicking, OK.

This will open your Department Review tab that displays the required corrections.

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Once you have uploaded the required items you will need to click on the “Corrections Complete – Notify Boca Raton” button at the bottom.

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Issuance Review

Once your project has been approved by each discipline it will be routed to the Issuance Department for final review. This is the last step in the process at which point your final fees will be calculated, permit cards issued, and documents batch stamped with the City’s watermark. You will get an e-mail notifying you of this process to keep you up to date. (Sample of Issuance Review E-Mail)

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Final Payment Permit Download

PERMIT DOWNLOAD & PRINTING

Once your project has been issued you will receive an e-mail notification with instructions on how to make your final payment and download your files.

Final payment is required prior to permit download. To make your final payment please visit our website www.myboca.us and select, Online Bill Pay. You can also make payment in person at our office by using a check, credit/debit card, or cash.

(Sample of Permit Issued E-Mail)

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Once final payment is received you will be able to download and print the documents.

Download

Log into your Boca ePlans and select the project number. You will notice two new folders: Approved Documents and Approved Drawings.

Your Permit Card is located in the Approved Documents folder.

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Select either Approved Documents or Drawings. There are two download options:

1. You can place a check in the top box and download the files in Winzip format. If you do not have that software to open Winzip files it is recommend using option 2.

2. You can click the “Down Arrow” next to each file. This will save it is a PDF file to your computer.

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REVISIONS

A revision is any change made to a project after the permit has been issued. Examples of common revisions include new NOA’s, job value change, and modification to the scope of work.

Field Revisions

We are now doing one discipline revisions in the field, with the exception of Fire. Field Revisions are an innovative approach that is both customer friendly and code compliant.

The Field Revision can be given to your inspector in the field at the time of your inspection instead of a formal submittal over the counter. All single-family dwellings and single trade revisions are eligible. However, speak with your inspector to see if you qualify. All revisions require the submission of the revised drawings and/or documents, Revision Contract Cost Statement (RCCS), and a Submittal Form.

Online Revisions Field Revisions What is a Revision?

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Online Revision Submittal

To submit a revision online please e-mail our office at BuildingPermits@MyBoca.us and request permission to upload the revision. The subject line should state the permit number and the text, “Revision Submittal Request.” Treat the body of the e-mail as your description of work. Be as detailed as possible with exactly what is changing, this will expedite routing.

A permit technician will set up your revision and notify you via e-mail to make your revision fee payment and upload your documents. You will follow the same steps as outlined in the Document Upload section to complete this step. All revisions require the submission of the revised drawings and/or documents, Revision Contract Cost Statement (RCCS), and a Submital Form.

ePlan Website Navigation

After you have successfully logged into your account, you will see the Projects Page. This is your main page where you will see all the projects that you have access to. If you have multiple projects with the City, your project may not show on this page and you may need to select All Projects.

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Active Task List

Any outstanding tasks that require your action will be displayed in the Task List. Select the project number that corresponds to the project you would like to work with.

You may sort any of the columns in the window based on your preferences.

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How to Search for Projects

You can search projects by using the “Contains” field within ePlans. Do NOT press “Enter” after typing in this field. ePlans will start populating all permits that contain the numbers you have entered. Please note that you will only be able to search and view projects you are a member of.