Citizen Self Service Portal - Instructions page

 

(Building Permits) Citizen Self Service for Building Services (Building Permits)

 

Link to portal:   https://marcoislandfl-energovpub.tylerhost.net/Apps/SelfService

Link to Forms and Applications page: https://www.cityofmarcoisland.com/forms
You can filter the Forms page, to find forms by department, or search for a form by name.

Please check out the detailed instructions below.  The fillable PDF forms are still required to be completed, printed, signed, notarized, and uploaded in the permitting portal, when you apply for your permit.

 

Instruction list by topic (click on a topic to go to that section)

Instructions for Public users (click on a topic to go to that section)

Using the Public Search (video link)

Instructions for Portal Account Holders (click on a topic to go to that section)

 

News and Tips~ 

7/12/2023 - Remote Video Inspections (RVI) are available for Mechanical Replacements / Water Heater Replacements / Gas Tank Tie Downs.  Visit our Inspection Information page, in the left menu, for more information and instructions.  Keep an eye out for other types of remote inspections coming soon.

7/7/2021 - Upload your recorded NOC to the 099 Notice of Commencement Inspection.  See instructions: How do I submit a file that is not part of the plans? (video link)

12/22/2020 - The Florida Building Code 7th Edition (2020) goes into effect at 12:01am on December 31st, 2020.   The new forms are available on the Forms and Applications page.  Link to City Ordinance 20-07, adopting our Chapter 1 of the Florida Building Code.

9/30/2020 - We want to remind you that all services offered by our Division may be handled remotely. 

Citizen Self Service Portal - https://marcoislandfl-energovpub.tylerhost.net/Apps/SelfService. Permitting will be open, by appointment, Monday through Friday 8am-3pm. Use QLess to schedule appointments: https://kiosk.na1.qless.com/kiosk/app/home/10000000149

8/28/2020 - For those of you familiar with our permitdesk@cityofmarcoisland.com ticketing system, we have had to turn off automated email responses. You will now receive a system email when your ticket is assigned to a clerk, and another response when the clerk responds to your ticket. 

8/5/19 In an effort to streamline the permitting process we will now begin to accept the new FPA/NOA Index Sheet in lieu of having you submit the full product approval(s) for permitting. The full product approval(s) are still required at the jobsite with the pertinent installation information highlighted for inspections. The site-specific design pressure calculations (if applicable) must still be provided for permitting as usual. You can obtain a copy of the FPA/NOA Index Sheet on our website under forms and applications. 

Tip - During the nightly batch process the system will send an email if corrections are needed. And it will post a comments letter in the Attachments tab of the permit. 
Tip - The Reviews button will show your review comments in the portal, but you cannot upload files until after you get the notice.

Tip - Response letters are recommended for complicated resubmits.
Tip - All files will be uploaded, viewed, and downloaded in the Attachments section.

 

Who needs a portal account?

Our Citizen Self Service portal (CSS for short) is for permit holders as well as other users. We authorize accounts for the following:

  • Contractors
  • Design Professionals
  • Permitting Services
  • Owner/Builders
  • Developer/Business Owners/Applicants

Other users can use the public Search feature of the site to find permit information. Please note this does not require a portal account to use.

Our online records go back to permits submitted October 1, 1998. Older records are available from Collier County.

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How to register for the portal?

Go to the portal and click Register to begin the online portion of the registration process. 

Link to portal: https://marcoislandfl-energovpub.tylerhost.net/Apps/SelfService 
Read through the instructions available on the first step of the registration process.

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Having trouble logging in?

If you were previously able to log in to the portal, and are now locked out, the lock out lasts only 10 minutes.

After the 10 minutes passes, you can reset your password by choosing "Forgot your Password?" on the Log in page.  It is also helpful to do the Forgot Username link.

You will be prompted to enter your email address. 
A password reset email will come from svc.CSSSMTP@tylerhost.net 
Check in your spam filter if you do not receive the password reset email.

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System Requirements

There are no system requirements CSS. It was built for HTML5 compliance and works across platforms, on tablets, and smartphones. 

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Using the Public Search

Note that these public records are limited permit and plan case data going back to permits submitted October 1, 1998.  This is not the interactive access to permits. We only give portal access to permit pullers. If you need more information than what is on this site, please submit a public records request. Also, if you are performing an estopple request, the City has a separate process for that.

Steps for performing a search:

1) At the portal click either "Search" from the main menu or "Search Public Records" from the information boxes on the main page. Both links take you to the same page.

2) At the search page change the Search pick list to "Permit" or "Plan" depending on the case type. When you do this additional criteria will appear on the page.

3) Remember that less is more, when searching.

4) Notice that the date range has two columns, one for the the start date of the query and one for the end date.

5) Be careful picking permit types, there are many variations.

6) Remember you can contact a permit clerk at permitdesk@cityofmarcoisland.com for help.

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Using the Apply Function - for logged on users

Permit Application forms are still required. Even though you are applying for the permit or plan at the portal, you must submit a completed permit application, from the City Forms page.

All forms are located on the City website at www.cityofmarcoisland.com. Look for the Forms and Applications link at the bottom of the home page. Set the filter for Building Services and apply the filter. Do the same for the Growth Management and Fire forms. The Right of Way form is in the Building Services filter.

Once you have completed your form or application, and gathered your related documents, make sure everything is in .PDF format. 

  • Content creators can create a PDF file by saving as PDF, scanning to PDF, or "printing to PDF.   
  • If the file is digitally sealed you may only change the file name.  
  • Rename your files with logical names, and avoiding special characters other than: _ or -  
  • Remember that forms should be separate files from plans.
  • If you have digitally sealed plans, open the files to make sure that they are digitally sealed, legible, and not rotated.  If they are rotated, check to see if they can be rotated to normal.
  • Link to more detailed information about digital plan submittals. 
  • Send plan files back to the design professional if they do not meet this criteria.

Log on to the CSS site and click the Apply button. You can find it in the main menu and on one of the info boxes the welcome page.

If you choose Apply from the menu bar you will see a short list of permit types (basically the first 4 in the list alphabetically) and at this point you should click (All) and then you will see a list of categories. Select a category and you will see a list of variations. Select the best fit for your scope of work.

If you choose Apply from the tool in the welcome page you will be taken to the Application Assistant, which may make it easier to because it lets you pick from your typical types. It also include a link to the Categories page.

The permit apply process walks you through a few easy steps and lets you save a draft. It also shows you a summary before you hit the submit button.  

Here are a few helpful tips:

You can manually enter tricky addresses. We'll be checking the address with CCPA and making adjustments.
Leave punctuation out of the Estimated Job value field. ie. $4,000.00 should be entered as 4000.
You don't need to add the property owner at the contact field. We will check it and add it.
You should have a separate file for each type of document. For example a window permit should have at least the following 4 files: permit application, floor plan, design pressure calculations, and product approval.
Notarized contractor signature is still required on the permit application.  A registered digital signature may be used in place of a notary. See information below regarding digital signatures.

 

 

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Viewing Review Comments /  Uploading Files in the CSS  (video link) Video!!

1) Log in to CSS then click Dashboard
2) Open the permit or plan. You can find your plan by clicking the circle filter and then further fine tune your search results.

3) Click on the Reviews button to see the review categories.
At the far right of each review category is a Details button that will show more details. Scroll down.

4) Also, at the Attachments  button, you should find a Plan Review letter in PDF format.
And at the Attachments button you can add, and Submit new files.

5) If new file uploads (Blue Tile with Plus Sign on it) are not available contact a permit clerk.

6) Important: You will see a message indicating that the upload was successful. Files will not be visible again until they have been reviewed.

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What do I do when my permit is ready?

When a permit or plan case is you will receive an email from the City with containing that information and letting you know if anything else is needed.  You'll see in the portal that it has a status indicating that it is ready for payment. 

There should be a pending invoice available for payment.

There is a $1,000 cap on credit card payments, but eCheck is available for larger payments.
Payments become available once an invoice is created.
Remember that payment is only part of the process of issuing a permit or certificate of completion. Please wait at least 30 minutes to request status change on permits after making payments.
We will have a staff person monitoring that queue daily.

Once the permit has a status of Permit Active you may download your documents.

Permit, Inspection Card, Certificate of Completion are stored in the Attachments section.  Plans will be in the Attachments section or the eReview section, depending on how old they are. These files can only be viewed by the logged on permit holder. All files are also available as a records request.

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Uploading/Viewing Documents that are not part of the plan case

Effective 6/1/19 we have a new method for submitting required documents for active permits.

In an effort to get required documents for active permits, to the reviewers quickly we are making a change to how you submit these documents.  Uploads are now available at the inspection, for logged in users, that have clicked on Dashboard, opened the permit, and scheduled the inspection. 

List of document types with related inspection type

099 Notice of Commencement - preferred method
114 Elevator Certificate
117 Final Threshold Letter
122 Spot Survey
123 Final Survey
126 V Zone Break Away Wall Certificate
127 Spot Elevation Certificate
129 Engineering Certification
139a Soil Treatment
139b Final Soil Treatment
142 Engineering Final
147 Final Elevation Certificate
152 Engineer Inspection Report
164 Roof Mitigation Form
211 Sanitary Replacement-Repair Affidavit
303 Blower Door Test
403 Gas Piping Test Affidavit
718 Pool Barrier Letter
802 Landscape Final
812 Heads in ROW waiver letter

How to upload these documents in the Citizen Self Service portal

1) Log In and click Dashboard, to open your permit with interactive features.
2) Open your permit.
3) Click on Inspection. Please don’t schedule from the summary page.

4) Schedule the inspection.
Contact permitting if the inspection is not available. Send email to permitdesk@cityofmarcoisland.com with “PROBLEM SCHEDULING INSPECTION” in the subject line and details in the body of the message. We will be on the lookout for this specific subject line.

5) After scheduling the inspection click the word “Back” at the top of the page.
6) Open the inspection and click the Attachments button. If there is no Attachment card available click “Refresh” in the menu of your browser. If it doesn’t become available, send email to permitdesk@cityofmarcoisland.com with “NEED INSPECTION ATTACHMENT UPLOADS TURNED ON” and details in the body of the message. We will be on the lookout for this specific subject line.

7) Click the Attachment card, upload file, and remember to click Submit.

Note the Success message that you will get: "Upload Successful! After these attachments have been approved, they will be available in the attachments section." This isn't completely accurate, because the attachment may become viewable before it is approved. Check the inspection status instead.  Status of Complete is passed and status of Incomplete is failed, and you should check the checklist item section of the inspection, for the details.​

Link to Video version of the instructions.http://www.cityofmarcoisland.com/building/page/comi-video-instructions-inspection-attachments-citizen-self-service-portal

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Submitting a Revision - Revised plan submittal after a permit has been issued.  

Submitting a Revision is similar to submitting correction plan files.  There are two key differences.  The first is that you need to include the Revision form as one of your files.  This form acts as a transmittal document.  The second is that upload may not be available in the attachments section of your permit. 

1) Log in and click on Dashboard in the main menu.

2) Open the permit.

  • The permit should be in your Active filter, because revisions only apply to permits that have already been issued.
  • If you do not find the permit in your Active filter, change the Display to "All" and enter criteria in the "Search for permit number, project, or address field." Uncheck the Exact match box.  Click the magnifying glass icon.
    • Once you have the permit open check the permit status.  See if it says Permit Expired or some other status. 
    • Check for a Permit Information hold, which may provide valuable details.
    • Send an email to permitdesk@cityofmarcoisland.com to inquire with a Permit Technician.

3) In the row of buttons below the summary, click Attachments. You are looking for the Blue Tile with Plus Sign on it.

  • If attachments are not available send an email to permitdesk@cityofmarcoisland.com with "Need Uploads Available" in the subject line. Be sure to tell us the permit number and job site address.  Those emails have priority in the ticketing system.
  • If you already have a review ongoing you will not be able to upload until the current reviews are completed.  The Permit Technician will email you back with this information.

4) Upload your files.

  • Before uploading files please rename your files with logical names, and avoiding special characters other than _ or - 
  • Remember that forms should be separate files from plans.
  • If you have digitally sealed plans, open the files to make sure that they are digitally sealed, legible, and not rotated.  If they are rotated, check to see if they can be rotated to normal. Send them back to the design professional if they do not meet this criteria.

5) Click the Submit button.

  • Once you do this new uploads will not be available.  If you found you made an error send an email to permitdesk@cityofmarcoisland.com and describe the issue.  If we haven't started reviews yet we may be able to make the correction for you. Depending on the issue we may have to stop the reviews and make uploads available again.  
  • Check twice then submit.

 

 

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Permit or Contractor Hold on Permit

If you find a Hold Flag on your permit click The Holds tab from in the permit.  You will be able to read the comment and the status of the hold. Active Holds are relevant to your permit. However, if you have a Contractor Hold, you'll need to check the My Account page, to see what you need to update:

To check your Contractor Hold, at the top of the page click the account holder name and choose My Account from the pick list.
Choose the My Certificates tab.
The licenses and insurances will be listed with the respective expiration date for each.
If the Contractor Hold is for one of your subs you will need to either send an email to contractorinfo@cityofmarcoisland.com or get with your sub and have them update our records my sending new certificates to: contractorinfo@cityofmarcoisland.com  

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Scheduling inspections using the CSS Portal

As of 2/14/2019 you can now use the portal on your cell phone or tablet for scheduling inspections. Just remember to scroll down. New information loads below each button.

1) Log in and open the permit. Below the summary you will see a row of buttons.
2) Click on the Inspections button, then scroll down to see the data.
3) There are two sections of inspections, Existing Inspections and Request Inspections.

To schedule the inspection:

1) In the Request Inspection section click the radio button located to the right of the inspection(s) you want to schedule. (in the Action column).
2) Click on the Request Inspection button that activates (becomes bold) at the bottom of the list.
3) The Requested date is the date you want the inspection to happen on.
4) Fill out all the fields and click on Submit.

To view inspector comments:

1) In the Existing Inspections section click on the Inspection number, in the View Inspection column.
The page will reload.
2) Click the Checklist button.
3) The comments will be in the Comments column.

Regarding the Passed column on the checklist screen. The inspectors only use the checklist items to indicate failed items. Your focus should be on the overall status of the inspection, and any checklist comments.

If you are having difficulty scheduling inspections via the portal, please phone in your inspection, then send staff an email requesting assistance with the portal. Screenshots with descriptions are appreciated.

To return to the inspection list, click Back in your browser, or choose Permit Details from the row of links found just above the Existing Inspections section.

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NEW - Remote Video Inspections (RVI) are available for Residential Mechanical Replacements, Water Heater Replacements, and Gas tank Tie Downs

Bullet list version of Instructions. For instructions with images please open the detailed file.

RVI specifics for Residential Mechanical Replacement RVIs (link to detailed instruction file)

RVI specifics for Residential Water Heater RVIs (link to detailed instruction file)

RVI specifics for Gas Tank Tie Downs RVIs (link to detailed instruction file)

Download your video file to a computer and compress it to .ZIP format. (see instruction file link above.)

Log In and click Dashboard, to open your active permit with interactive features.
Click on Inspection button. Please don’t schedule from the summary page.
Schedule the inspection.

Contact permitting if the inspection is not available.
Send email to permitdesk@cityofmarcoisland.com with “PROBLEM SCHEDULING INSPECTION” in the subject line and details in the body of the message.
We will be on the lookout for this specific subject line.

After scheduling the inspection click the word “Back” at the top of the page.
Open the inspection you just scheduled, and click the Attachments button.

Note: If there is no Attachment card available click “Refresh” in the menu of your browser.
If it doesn’t become available, send email to permitdesk@cityofmarcoisland.com with “NEED INSPECTION ATTACHMENT UPLOADS TURNED ON” and details in the body of the message.
We will be on the lookout for this specific subject line.

Click the Attachment card, upload file, and remember to click Submit.

Note the Success message that you will get: "Upload Successful! After these attachments have been approved, they will be available in the attachments section."
This is not accurate for RVI inspections.
Due to the excessive file size for video files, we will store your video inspection outside of the system and you will not be able to view it in the portal. 
It will still be available via Public Records Request.

Wait for your emailed inspection status notice or check back in the portal for the result.

Link to Video version of the instructions.http://www.cityofmarcoisland.com/building/page/comi-video-instructions-inspection-attachments-citizen-self-service-portal

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How to close a permit.

If you have passed all required inspections, completed all required documents, and paid any outstanding fees we will give the permit a status of Permit Complete. Once the permit is complete a Certificate of Completion is posted in the portal, in the Attachments sections. You will need to contact staff if you failed inspections, had revisions, or timed inspections and haven't been invoiced for them yet.

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The Summary page and Attention Flags.

For permit holders, when you log in and open your permit from the Dashboard, you will land on a Summary Page for the permit. This is a page. that you can only see when you are logged in and Attention Flag. There is a known error with the program for the new Attention Flag. If the flagged permit has a status of Permit Complete you may ignore the flag. On active permits you should review the details of your reviews or inspections.  We have a fix coming soon.

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Digital Signatures: 

Collaboration Corner: Marco/Naples/Collier - Electronic Permitting Guide - Information for design professionals.

Design Professionals:
If your electronic signature does not validate automatically online, you may need to register your digital signature key with us using this form:

Design Professional Digital Signature Registration Form. Submit this form along with your digital Signature Key.
Design Professional Seal Affidavit. Submit this form, in paper format, for each plan not digitally sealed.

Note: Design Professionals may also register to use the portal.

Contractor License Holder Digital Signature Registration Form. Submit this form along with your digital Signature Key.

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Assistance: Phone 239-389-5059  or  permitdesk@cityofmarcoisland.com

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