Standard Permitting Guidelines

"Scope of Our Work"

1.  Receiving documents at our office.

2. Making application and filing the required documents with the authorities having jurisdiction over your project. Our staff will contact you on a pre-determined basis to update on the permit approval status, obtain additional information if necessary.  This typically occurs every 2-5 business days, depending on the anticipated review period for your project.

3.  Facilitating your permit review process by telephone if necessary.

4.  Pick-up your permit and approved drawings and returning them to our office.

5.  Mail or overnight the permit and approved drawings to a destination requested by the client and the client’s expense.

6.  Health Department application and approvals are extra, these services will be added to our base fee.

The base professional fee includes the above, an initial visit, a second visit to submit revised drawings if required, and a third visit to obtain the permit and approved drawings. Additional visits and any additional meeting time with the client, the client’s designer, or permit authorities is not included in the base professional fee and is additional at our standard hourly rate (please call to confirm).  Additional visits are rarely required or necessary, but if required we will bill separately for that time.  A same day "Walk-Thru" and "Fast-Track" process are billed at our base professional fee, no discounts are given.  Filing application for Health Department approval is separate from the base fee, if Health Department review is required an additional fee will be added to the base professional fee without exception.  Professional services and billable expenses are billed directly to the entity that approves our "Permit Facilitation Agreement", unless other arrangements are made in writing in advance.  *All fees are non-refundable*

Michael Hackley Architects, P.C. offers no guarantee (implied or otherwise) of permit & plan approval and timeline of issuance by the jurisdiction having authority over your project.  The client and the client's consultants accept full responsibility if we are unable to obtain satisfactory approvals for your project.  Our staff will make every reasonable effort to keep  the process moving forward, although, the final outcome is based on the completeness and accuracy of what we file.

Trade permits for mechanical, electrical & plumbing must be applied for by the responsible sub-contractors directly, Michael Hackley Architects PC is not authorized to provide this service. 

     If client requests any of the following, additional fees will apply as noted:

• Zoning approval: Hourly rate applies, $65.00 per hour (1 hour minimum)
• Park & Planning: Hourly rate applies, $65.00 per hour (1 hour minimum)
• Signage permits: Hourly rate applies, $65.00 per hour (1 hour minimum)
• Health Department/Environmental: Includes filing application and submitting plans, one revision and pickup of approved permit/plans.  If any additional submittals are requested our hourly rate applies (1 hour minimum). 
• Michael Hackley Architects P.C. can assist with the preparation of specification information for kitchen equipment for Health Department review, although this information is typically available from the manufacturer or equipment representatives.  All food establishments must prepare and submit a "HACCP Plan" at the time of application, we can assist with this process for an additional fee.  All of the above items are necessary and required by all Health Departments for their approval and must be submitted with your plans, no late/delayed submittals.
• All Health Department submissions must be professionally submitted, including binding of all documents and supporting materials.  The Health Department will not accept loose or paper-clipped submissions.  This also ensures that your project is professional in appearance when submitted and gives the reviewer a sense of trust that your entire job will be top-notch too.  We can provide all of these services as an additional reimbursable expense, under our agreement with you.
   

Information necessary for permitting:

1.  Provide all required drawings, information, and other documents as required for approval by the authority having jurisdiction over your project at your expense.

2.  The following specific items below are also required before we can begin the permit application process.

A.)  Name and street address of proposed project, including space and/or suite number and zip code.

B.)  Tax/property account number (Baltimore County and Anne Arundel County only).

C.)  Estimated construction costs.

D.)  Property owner name, address, telephone, fax and point of contact.

E.)  Tenant name, address, telephone, fax and point of contact.

F.)  Contractor information, including: company name, address, telephone and fax numbers, license number, issue and expiration date applicable license, state or city of such license.

G.) Check for the permit fees, if amount is not sufficient we will pay the balance and invoice according to our standard terms. (see note below)

H.)  A "scope of work narrative" of your proposed work to be completed, including: any demolition work, trade work, structural work, etc. (please be as specific as possible, this will ensure a timely processing of your permit application and the review of your plans) include the name and type of previous tenant/occupant.

*Other information as needed and requested*

Notes:  Jurisdictions change application and approval processes at their discretion and at any time, client will be notified by facilitator of such changes when appropriate. (Michael Hackley Architects P.C. is not responsible or liable for changes or delays caused by Permit Review Departments or any uncontrollable circumstances).  Our staff will make all reasonable efforts to keep you informed of any changes.

Additional Services:

The following are additional services and are not included in base professional fee above.

Errands: Additional pick-up and/or delivery of information, documents, payments, drawings/plans, permits, copies, etc.  If approved plans and building permit is to be hand delivered to customer or contractor/agent, our standard hourly rate will apply for these services.

Reimbursable Expenses: A check for the City/County/State permit fees are required from in advance with the permit application and drawings.  Otherwise, if a client requests Michael Hackley Architects, PC to pay their County/City/State permit fees in advance for them, the client will be billed at cost plus 20%.  A company check in advance made payable to the permit department with the amount left blank is best if possible, otherwise we will apply and receive the required fee amount and request payment from you.  This does cause delays while waiting for the correct payment to be received.  

Consultation: with MICHAEL HACKLEY ARCHITECTS, P.C.  for design ideas, building code requirements, meeting time including telephone conversations, e-mails, preparation of letters, etc. will be billed hourly at our standard hourly rate.  

Our office is equipped with the latest technology to better assist our staff and you, our customer providing you with the best service possible.

• High quality, high-speed color laser printers  [HP brand]
• High quality, high-speed scanner  [HP brand]
• Multiple computer workstations, both Macintosh and Windows are available with the latest software
• Each employee has web-based e-mail and e-fax access [sending and receiving of faxes] on their Apple iPhones, to provide quick service and better communication. They are also able to send and receive large attachments via their laptop computers from the field and have access to our company data server.
• Large format printing available
• Digital photography available
• e-invoicing is available upon request

Payment Arrangements:

1.  A retainer is required before professional services can begin. Final payment for professional services and any expenses incurred must be paid at the time professional services are rendered unless other arrangements have been made and approved in writing (in advance).  All clients are required to make payment in full before services can begin, including a deposit for reimbursable expenses [this deposit is based on the scope of your project and will be agreed upon prior to start of work, once the contract is executed no changes are allowed]

2. Please note that invoices for services rendered are to be paid upon receipt, any payments later than 14 days from issue will be subject to our standard collection and penalties.  The quality of our work is based upon many years of experience, both in the architecture industry and permitting field, this gives your project the best support possible.  Many architectural firms do not provide permitting services, this allows us to take care of your project from beginning to end.  Please contact our office if you have any questions.  

We look forward to working with you on your projects both now and in the future, all staff members are well trained and have years of experience in the field. 

Please feel free to contact our office to make arrangements or to discuss any questions that you may have, we may be reached at (410) 953-0588 telephone (480) 393-4313 e-fax or via email at: matthew AT mhapc DOT biz