The Hayne Way: How we “try” to expedite the permitting process for our projects

26 Jun The Hayne Way: How we “try” to expedite the permitting process for our projects

One.  Submit the bare essentials.

Critical to the project timeline is starting the submittal process for jurisdictional review AS SOON AS POSSIBLE.  Typically, we submit a first bare-bones package that includes a cover sheet, general notes, plans, elevations, sections, and door/window schedules. 

We save detailing for the subsequent submittal because there will always be a second.  I have only twice in my 10-plus years working in the greater Los Angeles area received approval or ready to issue from a first submittal… And I have been surprised both times! 

We also submit the consultants’ first pass of drawings without a full coordination review.  Again, the timeline for the review process can vary greatly from jurisdiction to jurisdiction, but getting that first package in and starting the process helps expedite subsequent submittals and the overall timeline.

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Two.  Work on the details & coordinate with Consultants.

While the plans are being reviewed, we add structural, mechanical, electrical, and plumbing elements to the model to make sure there are no conflicts with the architectural model.  Will the ductwork work?  Will the column locations and beam detailing work with the current assemblies?  Do we need to lower the ceiling?  Do we need to resize a beam?  Can we minimize impacts to the existing structure?

We pull out the wall sections and details that we want to include in our construction package and start detailing.  By detailing while completing coordination review, we get a better idea of which details and conditions will be critical to complete for the contractor.  How will this new column and wall meet the existing window?  Do we have enough room to slope the deck to drain?

After our review, we redline and mark up consultant packages and send them out to start coordination revisions

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Three.  Review & Complete all corrections.

Getting comments back can take anywhere from 4 weeks to a couple of months but once we receive our first round of corrections we are typically already in a better position to respond quickly because we have been completing our own internal review. 

We like to complete our responses immediately after receiving them, this is critical to keep a quick turnaround time because our work is the base for all other responses.  Sometimes, corrections are simple, and no new base drawings are necessary, but more often than not, we have made changes to the plans as we work through detailing and a new base drawing(s) is necessary.  Getting this out quickly will help turnaround time for the consultant work. 

For efficiency, we also complete the response letter as we complete the revisions.  This is something that BGR started and I found to be a great way to expedite the process.  This means that our response set is ready for whenever we get the consultants’ responses.   It also acts as a checklist to make sure that we have responded to all the comments.  That way we can move quickly through an internal review before we resubmit. 

We also make sure that all revisions from clearances are addressed before issuing base drawings.  Nothing is more annoying or will slow down a turnaround timeline than multiple base drawings being sent out!

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Four.  Quality Control & Internal Review.

Here at Hayne we have the person in the office that didn’t complete the revised drawing package complete the quality control review.  When you only have one set of eyes on the plans, small details are easier to overlook.  A fresh set of eyes is always beneficial.  They review the revised architectural package and consultant packages with the response sheet and with the architectural comments to make sure everything has been addressed. 

Although in our office we sometimes work concurrently on a project, most often we pass projects back and forth.  A level of in-house review is always happening when you do it this way.

If there are small consultant issues that still need to be addressed, we will submit the current revised set and send out a marked-up set for the consultants to complete as the second round of plan-check is in process.  If there are larger issues (column locations not being updated, shear wall locations interfering with design, missing mechanical information, etc.) that haven’t been resolved for our first round of coordination we will mark up the comments and schedule a Zoom to review and finalize the package to complete the resubmittal process.

We make sure clearances are complete, or at least that we have resubmitted revisions per their request.  Sometimes clearance reviews take longer than building and safety reviews (I’m not going to name any departments… you know who you are!)

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Five.  Resubmit.

We typically get approval on our second submittal, but sometimes a third submittal is required.  If a third submittal is required we will often set up an appointment with the plan checker to clarify exactly what they are looking for before completing the revisions and getting updated consultant drawings. 

You NEVER want to go to a fourth round!