4 – Street Light Relocations - Application Processing Procedures

ON-LINE EXCAVATION E PERMIT APPLICATION – STREET LIGHT RELOCATION

In general, Applicants will be required to have the following information to apply for a E-Permit. Permittee or BOE staff may enter a new application.  All fields with an * require entry.  Once the Permittee completes the application, they may be required to upload plans, depending on the purpose of the excavation in a format acceptable to the City (PDF format that is no later than 50MB per file).  Additional instructions are available to applicants on the public permit website.

Applying for a New Permit

1. Permittee or BOE Staff to select “Apply for a New Permit” from the left menu
2. Permittee or BOE Staff to select the “Purpose of Excavation” from the drop down menu in the Permit Type box.  
   Once a selection is made, the Applicant will not be able to make changes and BOE Staff can only make changes through a request to Essam Amaraggy in the Land Development/GIS Group.
   1. Not Assigned (Not used by BOE Staff at this time)
   2. Street Light Relocation
   3. Shoring (Lateral Support)
   4. Monitoring Well
   5. Soilboring
   6. Private Conduits (Non-Franchise)
   7. Other (Not used by BOE Staff at this time)
3. Click “Next”

Permittee or BOE Staff would enter the following information for a New Permit (Public permit application and City application contain the same information unless noted):

1. Job Location
   1. Job address (if no actual address enter the nearest physical address)
   2. For “Engineering District” select the appropriate District where the project is located.
2. Owner Information
   1. Property Owner / Contractor / Agent for *:  Enter owner/applicant information for B-G 
   2. Mail Address *:           
   3. City *:           
   4. State *:
   5. Zip Code *:
   6. Telephone:
   7. E-mail:  This is the email address that will receive all communication about the permit.
3. Permit Information
   1. Purpose of Excavation:  Automatically populated
   2. Do you have an A-Permit? – Select Yes or No
   3. A-Permit Number:  Enter the A Permit number, if applicable
   4. Do you have a sketch approved by Bureau of Street Lighting?”:  Select Yes or N
4. Work Dates 
   1. Proposed Start Date:  Enter the date work is supposed to be starting. 
   2. Proposed End Date:  Enter the date work will be completed
5. Payment and Plan Submittal
   1. Payment method – Select from the following:
      • Credit Card
      • Check
      • Cash (City system only)
      • No Fee (City system only)
   2. Plan submittal:  Select one of the drop-down menu options (By Mail, Online submittal, Not applicable)
6. Permit Password
   1. Password:  Applicant or BOE Staff to enter the desired password
   2. Confirm Password:  Applicant or BOE Staff to re-enter the desired password
7. Click Submit

Review Application

This is the where BOE Staff start processing the Excavation Permit.  The public also have access to review the application by logging into the Excavation permit and clicking on “Check the Status of a Permit”.

1. Verify the location of the street light relocations are within the District where the permit is being processed.
2. Permittee will be required to provide BOE with the following documents.  These requirements are also listed in the Street Light Relocation Checklist found at the end of this section.
   • Approved plan/sketch from BSL
   • A-Permit, if applicable (noted on the on the approved BSL plan)
   • Proof of $1,000,000 general liability insurance on file with CAO. 
   • Bond and number of inspection hours (amount determined by BSL and is noted on the approved plan sheet). 

Application Review (top menu)

1. Click on “Review Application” on the left menu.  Permittee and BOE Staff would review the following information: 
   1. Reference Information
      1. Application Log. No.:  Automatically populated
      2. Date submitted:  Automatically populated
      3. Date permit issued:  Automatically populated once the permit is issued (City system only)
      4. Date permit expires:  BOE Staff to enter a date that is six-month after the date the permit was issued (City system only). Permits issued during the COVID-19 pandemic are subject to different requirements.
   2. Job Location
      1. Job address (if no actual address, enter the nearest physical address)
      2. Engineering District:  Select the appropriate District where the project is located
      3. Council District:  BOE to enter the appropriate District office (public may get this information from NavigateLA)
   3. Owner/Applicant Information
      1. Property Owner / Contractor / Agent for *:  Enter owner/applicant information for I-VI
      2. Mail Address *:
      3. City *:  
      4. State *:  
      5. Zip Code :*                 
      6. Telephone:
      7. E-mail:  This is the email address that will receive all communication about the permit.
   4. Permit Information
      1. Purpose of Excavation:  Automatically populated based on initial selection
      2. Do you have an A-Permit? – Check Yes or No
      3. A-Permit Number:  BOE Staff to enter A Permit number provided by the Permittee
      4. Do you have a sketch approved by Bureau of Street Lighting?”:  BOE staff to confirm the Permittee has submitted the BSL approved plans.
   5. Work Dates 
      1. Proposed Start Date:  Enter the date work is supposed to be starting. 
      2. Proposed End Date:  Enter the date work will be completed
   6. Payment and Plan Submittal
      1. Payment method – Select the method of payment from the drop down. 
      2. Required Payment (City system only):  BOE Staff to input the amount from the “Fee” tab (process documented below) as the required payment for the permit.  Permittee must pay this amount before BOE resumes processing of the permit.
      3. Plan submittal :  Select one of the drop-down menu options (By Mail, Online submittal, Not applicable)
      4. Cancel This Application (Will Not Be Displayed to City Staff:  This can only be checked by the Permittee.
   7. Permit Password
      1. Field can’t be modified by BOE staff, this is the password used by the Permittee
   8. Comments
      1. BOE comments to customer (Comments will be visible to customer and also will be e-mailed to customer) – Enter any comments the customer needs to be made aware of
      2. BOE internal comments (Comments will be not visible to customer) – Any comments about the permit
      3. Bureau of Engineering comments to appear on final permit – Typical comments include:
         1. Scope / Project Description (useful to BCA during inspection)
            1. Summary of the scope of work
            2. Project limits
            3. Any associated work
         2. Approved or Special Conditions
            1. Decorative sidewalk
            2. Special materials
         3. Any inspection requirements
   9. Permit Processing (City System Only)
      1. Cancel This Application (works only if Issued Permit is NOT checked):  BOE staff to select if Applicant cancels the permit in writing.  Specific instructions on how to cancel a permit can be found in the 3 - Cancellations & Refunds document in the Excavation E, Permit Overview Section 
      2. Plan Check Office:  Select the applicable BOE District office from the drop-down menu
      3. Check to Lock Application:  BOE staff to check this box once the permit is ready to issue.  Checking this box will not allow the Applicant to revise the application
2. E-permit number:  Automatically populated
3. Issued Permit:  Check this box if the permit is ready to be issued

• Click Update Application

Bonds

1. Select the “Bond” tab at the top of the screen
   1. Staff to process the bond per the Bond Processing Guideline in the Administrative Requirements section of the manual.  Permit Case Management, located in the Central District, is responsible for Bond Control processing. 
   2. Click Next

Insurance

1. Select the “Insurance” tab at the top of the screen.
   1. Liability Insurance City Attorney (C.) No.:  BOE Staff to enter insurance information.
   2. Insurance Expiration Date:  BOE Staff to enter insurance expiration date.
   3. Click on Update

Work Order

1. Select the “Work Order” tab at the top of the screen
   1. Click Open Work Order ​​​​​​
2. Select the appropriate Work Order type:
   1. Regular Work Order
      1. Work Order Number:  Automatically populated
      2. Work Order Open Date:  Automatically populated
      3. Work Order Close Date:  Date the work order was closed
      4. Permit Title *:  Insert the job address
      5. Report Title *:  Insert the job address
      6. Project Code:  Automatically populated
      7. Major Project Code:  Automatically populated
      8. Engineering District Code:  Automatically populated
      9. Council District(s)*:  BOE staff to enter as a two digit code
      10. Program:  Automatically populated
      11. Reimbursement Flag:  Automatically populated
      12. Restrict Flag:  Automatically populated
      13. Direct/Indirect:  Automatically populated
      14. Other Departments *:  BOE staff to enter 76 (if overtime is required, leave this field blank)
      15. Bill To *:  Enter owner information
      16. Billing Address *:  Enter owner billing address
      17. Billing City *:  Enter owner billing City
      18. Billing State *:  Enter owner billing state    
      19. Billing Zip Code *:  Enter owner billing zip code    
      20. Billing Phone Number *:  Enter owner phone number
   2. Overtime Work Order (for Expedited Processing)
      1. Prior to selecting the Overtime Work Order, BOE Staff should confirm with the Applicant the costs associated with an expedited review.  If the Applicant changes their mind once the "Open a Work Order" is selected, BOE staff will need to immediately contact Essam Amarragy in the BOE Land Development and GIS Division AND the Work Order Unit to close the Overtime Work Order.
3. Print two copies and give to cashier along with appropriate processing fee
4. The register stamped permit copy is uploaded to the online permit application file and Applicant is provided a copy

Fees

1. Select the “Fees” tab at the top of the screen 
   1. BOE Staff to enter the following information in the Permit Fees grid:
      • “E-Permit Excavation <=1,000 Fee”: Enter “1” for “Quantity”
      • “Special Inspection”: Enter “Quantity” indicated on sketch approved by BSL
2. Fee Comments:  BOE to enter any comments regarding the fees
3. Click Update

Status Card

1. Status Card tab is not used for Street Light relocation projects

Bond Estimates

Street Light Relocation projects will not utilize this section.  BSL will determine the amount of the bond.

Submit Attachments

BOE to confirm the following documents are uploaded to the permit application (attachment are uploaded one at a time):

• BSL Approved plan(s)
• General bond preparation receipt, improvement cash bond receipt (if applicable)
• Application for bond preparation
• Copy of signed final E Permit

Review Attachments

Permittee or BOE staff can review or delete any files that have been uploaded.

Geocode / View Location(s) - NEW

Prior to or immediately after the permit is issued, BOE staff shall geocode the permit per the Geocoding Guidelines.

Public Way Reservation System (PWRS)

PWRS (LAMC 62.61.1) is a system that pulls information from NavigateLA and shows all activities in the public right-of-way in a report and map format with the goal of improving coordination of construction activities and other encroachments. BOE Staff should follow the PWRS Guidelines and provide the Applicant/Permittee with the report(s) to coordinate any potential conflicts. This action needs to be done directly preceding issuing the permit to avoid conflicts.  If done too far in advance, there is a potential for new activities to be added to the system after the initial coordination. 

List Deposits

Street Light Relocation projects will not utilize this section.

Add/Edit Deposits

Street Light Relocation projects will not utilize this section.

Credit Card Receipt

Payments for Excavation Permits can not be made on-line at this time, so this section is not utilized.  Once available, Applicant will be subject to the City's credit card transaction fee (CF 18-0600-S159).

Work Order Reports

Street Light Relocation projects will not utilize this section.

Final Permit

BOE Staff to utilize this section to provide the Permittee with an estimate of the permit.

Final Permit (PDF)

1. Print one copy of the E-Permit for the cashier to process the payment
2. Permittee to review the Permit and sign and date
3. Stamp the E-Permits with the Inspection Note Stamp and the DigAlert Stamp 
4. Collect fees from the Permittee and process with the cashier
5. BOE staff to upload all Final Permit documents to the on-line permitting system and return to the Permittee the final permit (may also be done over email if all payments and bond requirements were done previously)

Inspection Records

BCA Staff to enter inspection information in this section.

Calculate SDRF

Street light relocations generally occur  within the sidewalk or driveway aprons and therefore not subject to SDRF.  If the work involves asphalt, BOE Staff should calculate SDRF per the SDRF Calculation Guidelines contained in the  Administrative Requirements section of this manual.

If concrete is being used, BOE should confirm compliance with the with LAMC 62.06.  Applicant will be responsible for paying for full slab replacement.

AS-BUILT PLAN PROCESSING

After the street light relocation work is completed, the BCA Inspector will request for a BSL Acceptance (burn) Test. This test is done by a BSL night crew that will verify that the street lighting system is in working condition. Copies of the passed burn test will be sent to DWPStreetlightM21, BSL (GIS), and BCA Dispatch. BSL (GIS) creates a Field Memo (FM#) which immediately As-Builts the relocation work. The FM has copies of the acceptance (burn) test and relocation sketch. The As-Built date is the date BSL (GIS) inputs in the FIeld Memo at the "GIS Data Updated On:".