00 - Revocable (R) Permit Application Processing Procedures

Revised on 10-20-2020

ON-LINE REVOCABLE PERMIT APPLICATION REQUIREMENTS


In general, Applicants will be required to have the following information in order to apply for the Revocable Permit.  Depending on the type of project being applied for, the Applicant may be required to provide additional documentation.  Specific project requirements can be found under R Permits, Technical Information.

  • Completed application
  • Copy of the Grant Deed
  • Copy of the Lease Agreement (only for sidewalk dining)
  • Sketch 8 ½ "x 11" showing the encroachment with dimensions, elevations, details, north arrow and adjacent street names.  Photos showing curb to building line taken at both sides of the property adjacent to encroachment.
  • Appropriate fees received

PROCESSING A REVOCABLE PERMIT APPLICATION


Graphic of mechanical wheels turningCity staff receive an email notification that a new Revocable permit has been applied for (customer may also bring this information to the counter).

 

 

Review/Start New Application

BOE staff to review the application for valid information.  Permittee may also come to the counter to apply, in which case BOE would start a “New Application”

R Permit Property Information FieldsProperty Information

  1. Site Address or Location:  City to confirm address or nearest address to the location of the project.  An intersection would only work if there were specifics about the location of the project in the intersection
  2. Legal Description:  City staff may have to enter this information because the Permittee may not know what this field is for.  Should contain the “Tract” and “Lot” information.  This information is identified on the deed for use in completing the Waiver of Damages. 
  3. Engineering District:  Confirm the correct District is selected.  If the Permittee selects the wrong District, the receiving District notifies the Permittee their permit is being transferred to the correct District and the receiving District sends over the Permittee’s information.
  4. Council District:  Confirm the correct Council District is entered or City staff will enter the information for the Permittee.

R Permit Application Information & Lessee Information FieldsApplicant Information

  1. Applicant Name:  Confirm entry.  This does not have to the be legal owner of the property or business.
  2. Restaurant Name (if applicable):  This is the legal name of the restaurant.  This will be printed on the permit.
  3. Applicant Address:  Applicant’s address
  4. City:  Applicant’s City
  5. State:  Applicant’s City
  6. Zip:  Applicant’s zip code
  7. Applicant Phone:  Current phone number for the applicant
  8. Applicant Email:  Current email address for the applicant.
  9. Permit will be issued to:  Select one of the following
    • Owner
    • Lessee
    • Applicant (only be selected if there was no owner or lessee for the project.  One example would be a Monument sign at an intersection or art.  These are generally applied for by community groups or are applications processed through the Office of Community Beautification.)
    1. Lessee Information
      1. Lessee’s Name:  Name of lessee
      2. Lessee’s Address:  Address of lessee
      3. Lessee’s Phone:  Phone of lessee

R Permit Owner Information, City Business License Number, Encroachment Information, Permit Password FieldsOwner Information

  1. Owner Name:  Name of owner
  2. Owner Address:  Address of owner
  3. Owner Phone:  Phone of owner

City Business License Number (if applicable)

  1. City Bus. Lic. No.:  Enter as applicable (generally not required or used)
    1. Encroachment Information
      1. Category of Encroachment:  Select one of the following from the drop-down menu:
        1. Sidewalk Dining
        2. Fence / Retaining Wall
        3. Boat Dock
        4. Temporary Closure
        5. Building Encroachment
        6. Landscaping / Pavers / Colored Conc.
        7. Driveway Bridges
        8. Other
      2. Description of Encroachment:  Project scope of work including all encroachment items
      3. Reason of Encroachment:  Reason the Permittee is requesting the encroachment. 

Permit Password

  1. Permit Password:  Applicant’s password, determined by the applicant.  City should not change unless requested by the applicant in writing.

    1. Permittee or BOE Staff to click “Submit Application”

R Permit Permit Fees FieldPermit Fees

  1. Permit Fee:  Select one of the following from the drop-down menu (does NOT include the surcharge fee(s).  Fees are based on  LAMC 62.118.2 - Improvements in Public Streets - Issuance of Revocable Permits:
    1. No Field Investigation
    2. Field Investigation Required
    3. Board Report Required (Actual Cost Permit)
  2. Fee Waived:  Check box is applicable
  3. Fee Discount:  Automatic population
  4. Net Fee:  Automatic population
  5. Total Fee (includes 7% surcharge):  Automatic population
  6. Reason for Waiving Fee:  Select one of the following from the drop-down menu:
    1. Council Motion
    2. City of LA Project
    3. Historic Landmark
    4. Other Government Agency
    5. Other Reasons (Explain Below)
  7. Waiver Explanation:  Permittee to enter information and provide appropriate backup materials about why the fee was waived.
    1. Board Report No.:  Enter information from documentation received
    2. Board Report Date:  Enter information from documentation received
    3. District Map Number:  Enter information from documentation received
    4. County Recorder Waiver No.  Enter information from documentation received, if applicable
    5. City Waiver No.:  Insert the waiver number assigned by Central Records. The City waiver number shall be obtained by District staff emailing Central Records (bettye.blevins@lacity.org and terrie.reed@lacity.org) to obtain a number. Central Records is located at the Public Works building at 1149 S. Broadway, Suite B-10, LA, CA. They will require information contained above in order to issue the City Waiver No.
    6. BOE Comments:  City staff keep notes on the status of the application and a record of when elements of the application took place.  Comments generally include a date, action and name or initials of the person taking the action.
    7. R Permit Permit Processing FieldPermit Processing
      1. Permit Purpose: (The following information will appear on the Final Permit): Actual description of the encroachments that would be necessary for BCA inspection or BSS enforcement to see.
      2. Note(s) to appear on Final Permit (if any):  Other notes staff would want to be printed on the permit.  This may include their permit to serve alcohol.
      3. Old Permit Number (if applicable):  Enter the old permit number (usually for sidewalk dining when the lessee changes or there is a change of ownership)
      4. Permit Number:  Automatic population
      5. Check to Lock application (Do not allow customer to revise the application):  City staff can only check this box. 
      6. Allow Customer to Pay Online:  Once the sketch, deed and application have been complete, City staff check this box so the Permittee can pay online.
      7. Send Email to Customer if Permit is Issued or Denied:  This box must be checked if the City wants the Permittee to receive an email about whether or not their application was issued or denied.  Checking this box only sends an email with the approved or denied status.
      8. APPLICATION STATUS:  Select one of the following from the drop-down menu.  Email notifications are not sent as a result of changing the status.
        1. No Status:  Used once an application has been approved by the City but still requires the appropriate signatures. 
        2. Waiting on Applicant Response:  Selected with the City is waiting on the Permittee to provide additional information.  City staff should use the Requirements List feature on the left menu to indicate to the Permittee what information is missing.
        3. BOE Processing Application:  Selected once the Permittee has submitted payment and City staff have started the review process.
        4. Previously Issued Old Permit: 
        5. Issue Permit:  Selected once all information on the application has been approved, conditions of approval met, and the Permittee has submitted the appropriate fees.  Staff should also check the “Send Email to Customer if Permit is Issued or Denied” box above so an automatic email is sent to the Applicant
        6. Application Denied:  Selected if the application is denied by staff.  Staff should also check the “Send Email to Customer if Permit is Issued or Denied” box above so an automatic email is sent to the Permittee.
        7. Incomplete Application:  Selected if the application is missing information. 
        8. Approve When Payment Received:  Select once payment has been received.  This means staff worked on the permit with no funding.  This should NOT be selected.
        9. Cancel Application:  Select this status if the Permittee has requested in writing their application be cancelled or if they haven’t completed their Conditions of Approval within the required 180-day time frame.
    8. Click “Update Application”

Print Application

BOE staff and the public can print this for their reference. 

Payment Receipt

Once payment has been received the following is done:

  1. BOE staff would take the Payment Receipt and the form of payment to the cashier for processing
  2. The cashier would process the fee and scan a copy of the receipt to the "Payment Receipt" document
  3. BOE staff would upload this document to the online permit file
  4. BOE staff would provide the Applicant a copy of the actual receipt attached to the "Payment Receipt"

Review Application

This screen allows both the Applicant and BOE Staff to review information that has been entered into the system.  If any information is missing or incorrect, please edit at this screen,

Work Order

Work orders are used on Tier 3 "Actual Cost" permits where BOE and other City staff will be required to track their time spent working on the permit.Work Order Screen Shot

Opening a Regular Work Order

  1. Click on the link labeled Work Order on the left side menu.
  2. Select Request Opening a Work Order (RR) if no work order opened.
  3. All fields such as Project Code, Major Project Code and other fields are auto-populated.
  4. BOE Staff to complete the Other Departments field in order to allow them the ability to work on the permit. 
    1. Type in Other Department numbers separated by commas. Example 76, 84.  A list of department numbers and names is provided at the bottom of the work order open form. 
    2. If you opened a work order by mistake, you can use the link provided to cancel the opening of the work order. This link will disappear if the work order is processed by the work order unit. 
  5. An Open Work Order and link will send an electronic request to the BOE Work Order Unit

Opening an Expedited Work Order (RT)

If the Applicant desires expedited service, BOE staff would be required to open an expedited work order.

  1. BOE Staff would follow the same instructions as documented under Opening a Work Order above.

Closing a Work Order

  1. At the end of the project, you need to close the work order by clicking on the Close Work Order link. 
  2. A Close Work Order link will send an electronic request to the BOE Work Order Unit. 

NOTE:  It's important to close to the work order once the permit is issued in order for the Applicant to receive any of the remaining funds left in the work order.

Requirements List

  1. R Permit Requirements ListBOE Staff to select Requirements List from the left menu.  City staff should check each element of the application that is required.  An email will be sent to the Permittee with any information checked.  Permittee shall upload or complete any missing information.
    1. Complete missing fields on Request for Revocable Permit: Staff would check this box if Permittee left a field blank.  The “Explanation” box would contain the information about the missing fields.
    2. Submit a sketch showing the encroachment with dimensions:  Staff can add additional information to the default language in the box.  Sample language is:
      1. Sketch to be submitted including the Property line, dimensions from PL to revocable items and sidewalk, all obstructions on sidewalk to be clearly called out with dimensions to PL, north arrow and adjacent street.
      2. For Sidewalk Dining:  There shall be a minimum of 5-feet of clear space from the encroachments to any obstructions, such as street tree grates (edge of tree well), parking meters, news racks, bike racks, street lights, traffic lights, or curb for pedestrian traffic. Four-feet of clear space may be allowed if there is a fixed railing installed.
      3. Submit structural calculations, soils report, detail, etc. for review
    3. Submit a copy of valid deed and/or lease agreement (if lessee).:  If the Permittee has NOT provided a copy of their deed or lease, staff would check this box.  The default language in the box is:
      1. Provide a copy of a valid lease agreement, if lessee. Provide a valid grant deed or title report (must be less than 6 months old).
    4. Pay the appropriate fees.:  Check this box and enter the fee being charged for the permit.  Fees are dependent upon the scope of the project.  Most revocable permits are Tier 2.  Controversial projects, pedestrian bridges, and building projections in the right-of-way are always Tier 3.
    5. Waiver of Damages.: Check this box if the Permittee is missing the waiver.  BOE staff will prepare the initial waiver for the Permittee to complete.  The waiver is done last to prevent a mis-recording of information or a change in the application.  The Waiver of Damages form shall be signed, notarized and recorded by the owner of the property or underlying fee title.  If the property is being leased, a copy of the lease agreement is required and the Waiver of Damages shall be signed and notarized, but, is not required to be recorded.
    6. Insurance:  Proof of liability insurance shall be uploaded to KwikComply (City’s automated system for insurance risk management) at https://kwikcomply.org/.  The amount of the insurance policy is determined by the BOE and/or the Board of Public Works and is based on the work being performed.  BOE staff would enter this amount in the box for the Applicant.  All Revocable permit holders must retain proof of insurance on file with BOE for as long as the encroachment exists, this is not a permit used for the construction period only. Please note, the Board of Public Works office will send an email reminding the Applicant and/or Insurance Carrier to provide updated insurance information on an annual basis.  Permit related questions should be made to Revocable Permit staff at the appropriate District office, not Risk Management.
      1. Requirements for Revocable Permits issued to Non-Residential (commercial) Applicants include:  
        1. Required General Liability limits - Minimum of $1 million dollars ($2 million Aggregate)

        2. A (30) thirty-day written cancellation notice (10 days for non-payment)

        3. The City of Los Angeles must be the Certificate holder

        4. The City of Los Angeles must be named as Additional Insured on the certificate

        5. Include the BOE permit application reference number, the site address or location, and the reason for the encroachment

      2. Requirements for Revocable Permits issued to Residential (non-commercial) Applicants include:  
        1. Submission of the home owner's declaration page (City of Los Angeles does NOT need to be named as additional insured)

        2. Required Personal Liability limit - Minimum of $300,000

        3. Include the BOE permit application reference number, the site address or location, and the reason for the encroachment
      3. KwikComply will assign the Applicant a Certificate Approval (CA) number through an email confirmation.  This number should be provided to BOE R-Permit staff.
      4. Applicants can email questions to BOE staff working on their permit.  Questions about KwikComply should be directed to Risk Management (information provided on the KwikComply site)
    7. Comply with the letter of conditions and instructions: Staff doesn’t write in the box but rather attach the Revocable Permit Requirements letter to an email.  Click to see a sample Revocable Permit Requirements letter.
    8. Other:  Any additional comments staff have for the Permittee.
    9. Check to email conditions to customers:  Check this box so the Permittee receives an email with all the above items.
  2. Click Update the application

Permit Conditions

R Permit Permit Conditions Add ConditionBOE Staff to select Permit Conditions from the left menu.  This area of the application is used to select the conditions the Permittee will have on the permit.  These will be printed on the permit.

  1. Add Conditions:   Click “Add Conditions” and copy and paste the appropriate condition.  Conditions listed could include:
    1. Insurance requirements (always listed)
    2. Other Department conditions
    3. Maintenance requirements
    4. Any project specific requirements

Record History

BOE Staff or Permittee may select this option from the left menu to see this history of the record from the date is was opened until the present date.

Add Attachments

Permittee or BOE staff can upload one attachment at a time related to the permit.  The Permittee is not automatically notified if BOE uploads an attachment, like the RPR.  

View Attachments

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

Geocode / View Locations(s) - NEW

Geocoding is a geographic marker placed within Navigate LA.  This step should be completed as soon as the permit is issued.

BOE Staff to Geocode per the new Geocoding guidelines.

Collect Credit Credit Card Payment

This section allows the Applicant to pay on-line for their permit with a credit card provided BOE staff checked the  "Allow Customer to Pay Online" field on the Permit Fees grid. 

Applicant will be subject to the City's credit card transaction fee (CF 18-0600-S159).

Credit Card Receipt

This receipt covers only credit card payments made through the online system, i.e., any payments made by customers over the internet from their home or office using this application.

Final Permit (PDF)

  1. BOE Staff to print the Final Permit and have the District Engineer or their designee sign the R-Permit.
  2. BOE staff to upload all Final Permit and all applicable documents to the on-line permitting system
  3. BOE to send  or provide a copy of the Final Permit to the Permittee (may also be done over email).

Restaurant Permit (PDF)

Revocable Permit for sidewalk diningThis selection only applies to Sidewalk Dining.  

The purpose of the Restaurant Permit is to show the public and any enforcement officer what is allowed in the establishment, including number of tables, chairs, etc.  A display permit shall be posted in plain view from the outside of the restaurant indicating the approved encroachments permitted in the public right-of-way.

  1. Once the R-Permit has been approved, click "Restaurant Permit" from the left menu
  2. BOE staff would print a copy of the "Revocable Permit for Sidewalk Dining" and provide this to the Applicant
  3. BOE staff will need to place a white box in a PDF editor over "Expires"  since R Permits don't expire.
  4. BOE to inform the customer to place the permit in in plain view from the outside of the restaurant

 

PROCESS TO TERMINATE THE WAIVER OF DAMAGES 


The process and fees to terminate a Waiver of Damages attached to a Revocable Permit shall take into consideration the following:

  1. Language on the recorded Waiver of Damages
  2. Whether or not a field visit is required
  3. If the removal places undo liability on the City

If a permittee wishes to terminate a Waiver of Damages associated with an R-Permit, the following fees shall apply and are based on LAMC 62.118.2 - Improvements in Public Streets - Issuance of Revocable Permits.  If at any point the permittee requires the City to perform actions within a higher "Tier" the permittee would be responsible for paying the difference in costs.  This is the same process as when applying for an R-Permit.  The following are the differences between the three tiers.

Tier 1

  • Most current recorded Waiver of Damages form stating the City Engineer can terminate the Waiver
  • No field investigation is required because the modifications made to the public of right were easily removed
  • In most cases, no BOE Construction A, B or E-Permit was required as a condition of the R Permit

Tier 2

  • Most current recorded Waiver of Damages form stating the City Engineer can terminate the Waiver
  • A field investigation is required to confirm any encroachments have been removed from the public right of way
  • A BOE Construction A, B or E-Permit or LADBS Construction Permit was obtained to remove the encroachments if physical removal was required (Permittee may also be required to restore/repair/replace the public right of way to meet current ADA requirements

Tier 3

  • Most current recorded Waiver of Damages form stating the Board of Public Work can terminate the Waiver (this generally applies to older issued R Permits and more technical/controversial R-Permits).  A Tier 3 requires BOE staff to prepare a Board report.
  • The project is controversial or highly technical in nature
  • A field investigation is required to confirm any encroachments have been removed from the public right of way
  • A BOE Construction A, B or E-Permit or LADBS Construction Permit was obtained to remove the encroachments if physical removal was required (Permittee may also be required to restore/repair/replace the public right of way to meet current ADA requirements
  • Any appeal to a BOE removal decision

Permittee Requirements

The permittee will be required to submit the following documentation based on the determined Tier in order to have the Waiver of Damages terminated.  PLEASE NOTE - Tier 2 and 3 will take additional time and may require the permittee to obtain additional permits to remove the encroachments.

  1. Copy of the most current and applicable recorded Waiver of Damages form stating whether or not the City Engineer or Board of Public Works can terminate the Waiver
  2. Completion of the Termination of Waiver of Damages Application
  3. If applicable, a finalized construction permit from BCA stating the public right of way was restored/repaired/replaced
  4. If applicable, photographs of the subject area
  5. Payment of the appropriate fee/deposit per LAMC 62.118.2 - Improvements in Public Streets - Issuance of Revocable Permits and applicable surcharge (LAMC 61.03 - Surcharge for Equipment and Training).  Payment can be made once BOE has confirmed the Tier.  The required surcharge fee will be drawn from the deposit as the deposit is used.

BOE Processing of the Termination

Once all the applicable documents have been received, BOE staff should process the termination of the Waiver of Damages per the following procedures.

Tier Determination

  1. Review the current Waiver of Damages and determine if the City Engineer can remove the Waiver on behalf of the Board of Public Works.  This language is directly on the recorded Waiver and specifically references who has the authority to "release" the waiver.  

On-Line Application Processing

  1. Look up the R-Permit in the on-line application.  If one does not exist, BOE staff will have to create a new record per the 00 - Revocable (R) Permit Application Processing Procedures in this manual.
  2. Upload all documents received from the Permittee to the "Add Attachments" section of on-line application
  3. Unlock the existing application by clicking the box next to the "Check to Lock application".  If BOE enters a new Application in the system there would be no need to unlock the application.
  4. Within the Permit Fees Grid, select the appropriate fee from the "Permit Fee" drop down:
    1. No Field Investigation ($556.00) - Tier 1 fee
    2. Field Investigation Required ($1,854.00) - Tier 2 fee
    3. Board Report Required (Actual Cost) - Tier 3 fee
  5. In the "BOE Comments" grid, make note of any of the following:
    1. Date changes were made, initials of the person making the changes, and detailed notes about what is being done and changed.  NOTE: in the current system, you will be overriding dates and fees and Board Report information from the original permit.  These changes shall be noted in this grid.
  6. Collect payment from the Permittee (two options for collecting payment)
    1. Click "Collect Credit Card Payment" from the left menu
      1. Process this payment per the 00 - Revocable (R) Permit Application Processing Procedures in this manual. 
    2. Click "Payment Receipts" from the left menu.  
      1. In the "Permit Processing" grid, and click the "Allow Customer to Pay Online" box (this will open the "Payment Options" in the Permittee's screen)
        1. Permittee will click "Payment Options" from the left menu
        2. Select either of the following:
          1. Pay by Check:  Permittee to print the  a copy of the page and send this with the check.  Once received, BOE would process the check as an ACH through the 07 - Universal Cashiering On-Line Processing procedures. 
          2. Pay by Credit Card:  Process this payment per the 00 - Revocable (R) Permit Application Processing Procedures in this manual.
      2. Click "Add New Receipt" (Note:  Some projects may include multiple fees so this process would be used at each stage)
      3. Check the applicable box next to the unit fee
      4. Proceed to the Universal Cashiering online application to generate an invoice to send to the customer.  The procedures for how to process payments can be found in this manual under Other BOE Permits/Processes and called 07 - Universal Cashiering On-Line Processing
      5. Click "Update"
  7. In the "Permit Processing" grid, and click the "Check to Lock Application" box
  8. Scan and upload any payment information to the "Add Attachments" section of on-line application
  9. In the "Permit Processing" grid, and click the "Check to Lock Application" box
  10. Click "Update Application"

Waiver Removal

  1. City Engineer Authority
    1. BOE to prepare the "TERMINATION OF WAIVER OF DAMAGES AND INDEMNIFICATION AGREEMENT AND RIGHT OF INGRESS AND EGRESS – COVENANT TO RUN WITH THE LAND" form for the Permittee
      1. Permittee will be responsible for signing and having the document notarized and returning the form to BOE
      2. BOE to sign the notarized "TERMINATION OF WAIVER OF DAMAGES AND INDEMNIFICATION AGREEMENT AND RIGHT OF INGRESS AND EGRESS – COVENANT TO RUN WITH THE LAND" form
      3. BOE to upload the completed document to the "Add Attachments" section of on-line application
      4. BOE to return the original notarized document to the Permittee for recordation at the County of Los Angeles
  2. Board of Public Works Authority
    1. BOE to prepare a Draft Board Report which will include the following:
      1. "TERMINATION OF WAIVER OF DAMAGES AND INDEMNIFICATION AGREEMENT AND RIGHT OF INGRESS AND EGRESS – COVENANT TO RUN WITH THE LAND" form (prepared by BOE)
      2. Copy of the original R Permit
      3. Copy of the recorded Waiver of Damages
      4. Any photos or documents depicting the project
    2. Submit the draft board report and transmittals to the Civil Engineer in charge of the R-Permit Section to review and to initial the report for further processing.
    3. After the Civil Engineer has reviewed and approved the Draft Board Report, submit the Draft Board Report and transmittals to the District Engineer to review and to initial the report.
    4. Forward a completed electronic copy of the Board Report to the Board Report Unit  at eng.boardrpt@lacity.org.
      1. The BOE Board Report Unit will schedule a briefing between BOE Staff (usually a Principal) and BOE Commissioner prior to scheduling a Board of Public Works Board meeting.  A briefing report should be prepared in advance of the meeting with the Commissioner to assist with answering any questions and to have a complete history of the case.
    5. Once the Board Report has been signed, the BOE Board Report Unit will request the item be placed on the next meeting's agenda
    6. BOE Staff will notify the Permittee of the date, time, and location of the BPW meeting
    7. BOE Staff (usually a Principal) will attend the BPW meeting and be prepared to provide an oral report to the Board, if asked, and answer any questions
    8. If approved, the Board of Public Works will sign the documents and return a copy to BOE
    9. BOE will provide the Permittee with a copy of the approved documents for recordation at the County of Los Angeles

RENEWAL OF REVOCABLE PERMIT APPLICATIONS


As long as the permittee maintains their insurance requirements, there is no renew of the Revocable Permit.