LTC 451-2020 Building Permitting Process ImprovementsDocuSign Envelope ID: D3F86225-D903-401D-BD4F-BE55F75F0486
MIAMIBF AC H
City of Miami Beach, 1700 Convention Center Drive, Miami Beach FL 33139
LTC#
451-2020 LETTER TO COMMISSION
TO : Mayor Dan Gelber and Members of the City Commission
FROM: Raul J. Aguila, City Manager
DATE: December 15, 2020 GDocuSîgned by:
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SUBJECT: BUILDING PERMITTING PROCESS IMPROVEMENTS
The purpose of this Letter to Commission is to provide the Mayor and City Commission with
Building Department permitting process improvement information as indicated at the December
2" NQLC workshop.
The Building Permitting process is a huge group effort which begins and ends with the Building
Department but involves Environmental (Environmental Review, Urban Forestry), Fire
Prevention, Parking, Planning, and Public Works (Elevator, Right of Way Reviews) Departments.
The request was to provide an update for process improvement ideas in this L TC within 30 days
of the meeting.
The three main areas discussed were:
I. Permitting especially the new online process
II. Contacting the Department
III. Inspections
The referral to the Neighborhoods and Quality of Life Committee regarding the permitting process
was initially as a result of the 50-process cut off for walk through applications and the long lines
at City Hall. Both items no longer remain due to the digital process, but new challenges have
arisen for customers.
I. Permitting the new online process
1. Customer interface in Customer Service System (CSS) to choose building permit type
application has created some confusion and we have been working to educate the public
on the need to identify the specific permit type.
2. We are working with our electronic submittal system to create the ability to easily
transfer files from one permit type to another via the linking of the permits.
a. Building Online Application
b. Any other permit
This would negate the requirement for additional permit types and keep the process simpler for our
users.
DocuSign Envelope ID: D3F86225-D903-401D-BD4F-BE55F75F0486
L TC: Building Department Initiatives
3. Another potential improvement is to create a date for a cut off for the previous
generation of electronic or hard copy process submittals that currently are housed in a
separate location and require uploading of all plans in the new system.
a. Currently several locations for files.
Vendor digitized or paper plans/ Customer attachment/ Customer upload
b. All permit processes would require an upload of new plans
This would speed up the plan finalization process and could open the door to automation.
4. Shop drawings
a. Only for trusses, posttensioned, structural steel, and precast structural items
b. Railings/ Stairs/fence/screening and the like will require permit.
i. BOA will be made into a permit type (ongoing with IT)
1. Contact applicant
2. Change to permit
3. Create one permit for each shop drawing indicated.
a. Specialty contractor can be TBD
ii. Reviewer will review and add the comment permit application required.
II. Contacting the Department
1. A Customer Service group was created to address both the call center and the general
e-mails to the department
2. Our call volume is over 600 calls a day to our phone center
3. New phone system solution
4. New e-mail addresses were created to eliminate the double handling of e-mails
(beginning Jan 1 2021)
a. Buildinglnfo@MiamiBeachfl.gov
b. Buildinglnspection@MiamiBeachfl.gov
c. BuildingContractor@MiamiBeachfl_gov
5. The team will answer all calls (beginning Jan 1 2021)
a. Lunch hours are staggered to provide all day coverage
b. Creates uniformity in handling inquires
c. Streamlines the process
III. Inspections
1. Create an Additional permit to address additions
2. Remove extraneous inspections from other permit types
a. Structural reviewers will add the inspections as needed
b. Second level of checking the inspectors and chief can also add the inspections
as needed
3. Body cameras to all inspectors (beginning Jan 1 2021)
a. Will assist with uniformity of inspections chief review regularly
b. Can be used for training of staff
4. Check that the inspector synchronizes the inspection reorder with Energov
a. Follow-up
b. Write up inspectors for not following the procedure
5. Rework fees
DocuSign Envelope ID: D3F86225-D903-401D-BD4F-BE55F 75F0486
L TC: Building Department Initiatives
a. Fees are by ordinance (current)
b. Rework after 2° inspection (current)
c. Possible solution to create an ordinance reducing the fees to $60 for permits with
a valuation under 50K
6. Final inspections and requirement for As Built Plans (beginning Jan 1 2021)
a. Increase the dollar amount for required As-Built plans to $1 M
b. Exempt
i. SFR
ii. Single units
iii. Concrete Restauration
iv. Window replacements
v. Trade permits
Permitting Timelines Comparison to Miami Dade County
1. Application to Issuance
Miami Beach Miami Beach Miami Dade Miami Dade
4YR Average FY2019-2020 County Paper County CPP
FY 2018-2019 FY 2018-2019
Com Res Com Res Com Res Com Res
27 34 40 39 540 232 70 35
2. Average Time with Customer
Miami Beach Miami Beach Miami Dade Miami Dade
4YR Average FY2019-2020 County County CPP
FY 2018-2019 FY 2018-2019
Com Res Com Res Com Res Com Res
15 14 15 14 396 170 48 25
3. Minimum and Maximum days for issuance
Miami Dade Miami Dade
Miami Beach 4YR Miami Beach County PAPER County Electronic
Average 2019-2020
FY 2018-2019 FY2018-2019
Maximum 1,489 1,104 506 432 1,934 1,144 2,548 2,222 days
Minimum 1 1 1 1 1 1 1 1
RJA/EC/AMS/CS/ND