What does it mean to outsource a building department? How does third-party plan review work? And what options do municipalities have when staffing shortages, increasing workloads, or permitting delays begin affecting service delivery?
Local government operations involve specialized terminology, complex regulations, and important decisions about how public services are delivered.
This glossary explains key concepts related to building department services, permitting, inspections, code enforcement, planning and zoning, municipal engineering, public works, and government procurement.
Whether you're a city manager evaluating staffing options, a building official managing inspection workloads, or a community development director overseeing new projects, you'll find straightforward definitions, practical explanations, and answers to common questions.
Explore the terminology, understand your options, and discover approaches that can help your community operate more effectively.
Building Department Operations & Staffing | Permitting & Plan Review | Building Inspections & Code Compliance | Planning & Community Development | Municipal Engineering & Public Works | Government Procurement & Funding | FAQ | Municipal Challenges | Municipal Solutions
Building department services are the administrative, technical, and regulatory functions municipalities perform to help ensure construction projects comply with applicable building codes and local requirements.
These services generally include reviewing construction plans, issuing building permits, conducting inspections, maintaining permit records, and administering building safety regulations.
Building departments play an important role in protecting public safety while supporting residential, commercial, and industrial development.
Depending on applicable laws and local needs, municipalities may contract with qualified external providers for individual building department functions or more comprehensive operational support.
Commonly outsourced services include plan review, building inspections, building official services, permit administration, and specialized technical reviews.
Municipalities frequently evaluate additional support when permit volumes increase, experienced employees retire, vacancies remain unfilled, or specialized expertise is needed for complex construction projects.
External support can also help jurisdictions maintain service continuity during organizational transitions or periods of unusually high development activity.
Explore further: SAFEbuilt's Building Department Services provide flexible support, from individual professionals to full-service building department operations.
Related terms: Outsourced Building Department | Municipal Staff Augmentation | Building Official | Plan Review
An outsourced building department is a service arrangement in which a municipality contracts with an external organization to perform some or all building department functions.
Depending on the agreement, the provider may supply individual professionals, manage specific services, or operate a broader range of department activities under municipal oversight.
The municipality establishes the scope of services, performance expectations, reporting requirements, and applicable administrative responsibilities.
The service provider supplies qualified professionals and operational support consistent with the agreement and governing regulations.
The municipality retains its statutory responsibilities, including oversight and functions that cannot legally be delegated.
Hiring permanent employees increases a municipality's internal staffing capacity.
Outsourcing allows the municipality to obtain external expertise or operational support through a contractual relationship. Depending on the service model, staffing levels and services may be adjusted as community needs evolve.
Outsourcing may be worth evaluating when recruitment challenges affect essential positions, permit volumes fluctuate, development activity exceeds existing staff capacity, or specialized expertise is needed temporarily.
Explore further: Learn how SAFEbuilt's Custom-Built Building Department Services adapt to different staffing requirements and community needs.
Related terms: Building Department Services | Municipal Staff Augmentation | Building Department Assessment
Municipal staff augmentation is the use of external professionals to supplement a local government's existing workforce.
Unlike full-service outsourcing, staff augmentation typically focuses on filling specific positions or adding technical capacity while the municipality continues managing its department.
Depending on applicable regulations and local needs, municipalities may obtain additional building officials, inspectors, plan reviewers, permit technicians, code enforcement officers, engineers, planners, and other qualified professionals.
No. Municipalities may use staff augmentation for short-term vacancies, seasonal workload increases, specialized projects, or ongoing operational support.
The appropriate arrangement depends on service demand, available funding, workforce availability, and long-term staffing objectives.
Staff augmentation may be appropriate when a municipality needs additional expertise but does not require a broader operational outsourcing arrangement.
For example, a jurisdiction experiencing a temporary increase in commercial construction applications may benefit from additional plan reviewers without permanently expanding its department.
Explore further: SAFEbuilt's Professional Services provide access to multidisciplinary expertise on a project, on-call, or longer-term basis.
Related terms: Outsourced Building Department | Building Official | Building Department Services
A building official is the individual designated by a jurisdiction to administer and enforce applicable building codes and oversee designated building safety functions.
Depending on state and local law, building officials may supervise plan review, inspections, permitting, code interpretation, and related administrative activities.
Common responsibilities include overseeing building code administration, managing plan review and inspection activities, coordinating with municipal departments, and exercising authority assigned under applicable codes and laws.
In jurisdictions where permitted, municipalities may contract with qualified professionals to fulfill building official responsibilities.
Eligibility, appointment, licensing, certification, and authority requirements vary by state and locality.
A vacancy can affect department operations, particularly when specific approvals or administrative responsibilities require a designated official.
Municipalities should establish a transition plan addressing authorized decision-making, continuity of service, and qualified personnel.
Explore further: Discover SAFEbuilt's Building Official Services and how experienced professionals can support municipal building department leadership.
Related terms: Building Department Services | Municipal Staff Augmentation | Building Inspections
A building department assessment is a structured evaluation of a municipality's permitting, plan review, inspection, staffing, technology, and administrative operations.
Its purpose is to identify opportunities to improve efficiency, consistency, service delivery, and resource allocation while maintaining regulatory compliance.
An assessment may examine permit application volumes, plan review turnaround times, inspection scheduling, staffing levels, technology, customer service, and operational performance indicators.
One approach is to examine whether workloads consistently exceed available staff capacity.
For example, increasing turnaround times alongside stable staffing levels may indicate a resource constraint, although inefficient workflows, incomplete applications, or technological limitations may also contribute.
Potential recommendations may include process improvements, technology updates, staffing adjustments, specialized training, or supplemental professional services.
Explore further: SAFEbuilt's guide, Build a More Effective Building Department, explores approaches to improving municipal building department operations.
Related terms: Permit Backlog | Municipal Staff Augmentation | Electronic Permitting
Municipal plan review is the examination of construction documents to determine whether a proposed project complies with applicable building codes and other requirements within the reviewing authority's scope.
Plan review is generally conducted before relevant construction permits are issued.
The review process may involve architectural, structural, mechanical, electrical, plumbing, accessibility, energy, and other disciplines.
The process generally includes submission of construction documents, an administrative completeness check, technical examination, identification of required corrections, applicant revisions, and final review.
Exact procedures vary by jurisdiction and project type.
Common causes include incomplete applications, complex designs, high submission volumes, staffing constraints, and coordination among multiple review disciplines.
Yes. Subject to applicable legal requirements, municipalities may use qualified external reviewers to supplement existing staff, manage specialized reviews, or address temporary increases in demand.
Explore further: SAFEbuilt's Plan Review Services support residential, commercial, and specialized projects through electronic and on-site review capabilities.
Related terms: Third-Party Plan Review | Electronic Plan Review | Plan Review Turnaround Time
Third-party plan review is the examination of construction documents by qualified professionals or organizations outside a municipality's regular in-house review team.
The purpose is to evaluate compliance with applicable codes and standards within an authorized scope.
Third-party plan review can provide additional technical capacity when departments encounter high application volumes, difficult-to-fill positions, complex projects, or specialized review requirements.
Not necessarily.
The municipality's responsibilities, the reviewer's authority, and the approval process depend on applicable laws and the specific service arrangement.
It can help when limited review capacity is a primary cause of delays.
However, additional reviewers alone may not resolve problems involving incomplete applications, inefficient workflows, or delays in other approval processes.
Explore further: Learn how SAFEbuilt's Plan Review Services provide additional review capacity for municipalities managing fluctuating workloads and complex projects.
Related terms: Municipal Plan Review | Permit Backlog | Plan Review Turnaround Time
Electronic plan review is the digital submission, examination, annotation, and management of construction plans and related documents.
Instead of relying entirely on printed drawings, reviewers and applicants exchange construction documents electronically through approved systems.
Potential benefits include reduced reliance on paper documents, improved document tracking, easier coordination among review disciplines, and better visibility into the review process.
No.
Electronic permitting typically encompasses a broader process involving applications, payments, reviews, permit issuance, inspections, and record management.
Electronic plan review focuses specifically on the examination of construction documents.
Not automatically.
Technology can improve information flow, but effective plan review still depends on qualified personnel, complete applications, defined workflows, and timely communication.
Explore further: Discover SAFEbuilt's Electronic Plan Review Services and how digital review workflows can support municipal permitting operations.
Related terms: Electronic Permitting | Municipal Plan Review | Permit Backlog
A permit backlog is an accumulation of permit applications, plan reviews, inspections, or related approvals that exceeds a jurisdiction's available processing capacity or established service expectations.
Backlogs can develop gradually or emerge following sudden increases in construction activity.
Common factors include staffing vacancies, increased development activity, incomplete applications, multiple correction cycles, limited technical resources, and inefficient administrative processes.
The appropriate strategy depends on the underlying cause.
Possible approaches include reviewing workflow data, improving application requirements, adjusting assignments, obtaining qualified supplemental review capacity, and evaluating permitting technology.
Not necessarily.
A temporary increase in applications may require a different response from a sustained rise in development activity.
Municipalities should evaluate workload trends, expected project volumes, review complexity, and available resources before selecting an approach.
Explore further: Watch SAFEbuilt's on-demand webinar, Three Ways to Cut Your Permit Backlog in Half, for strategies addressing permitting bottlenecks and departmental capacity.
Related terms: Plan Review Turnaround Time | Third-Party Plan Review | Municipal Staff Augmentation
Plan review turnaround time is the period required to complete a defined stage of the construction plan review process.
Municipalities use this measure to evaluate permitting performance, allocate resources, and communicate expectations to applicants.
A jurisdiction may measure the time between receiving a complete application and issuing its initial review comments.
Other measures include subsequent review cycles or the total time from application to final disposition.
Because measurement methods vary, comparisons between jurisdictions should account for how turnaround time is defined.
Important factors include project complexity, staffing capacity, application completeness, review requirements, and the number of correction cycles.
Useful complementary measures include application volumes, completed reviews, applications awaiting review, review cycles per application, and time awaiting applicant corrections.
Explore further: SAFEbuilt's Plan Review Services provide flexible review capacity for municipalities managing changing development demands.
Related terms: Municipal Plan Review | Permit Backlog | Building Department Assessment
Electronic permitting, also called e-permitting, is the use of digital systems to manage permit applications, reviews, payments, approvals, inspections, and related records.
An electronic permitting system may allow applicants to submit documents online, monitor application status, and communicate with municipal staff.
Depending on the system and implementation, benefits may include improved application tracking, reduced manual data entry, easier document retrieval, and more transparent communication.
It can reduce certain repetitive administrative tasks and improve workflow visibility.
However, permitting technology does not replace the professional judgment or technical expertise required for regulatory decisions.
Important factors include usability, integration capabilities, inspection scheduling, reporting, data security, implementation requirements, and ongoing support.
Explore further: CommunityCore is SAFEbuilt's electronic permitting solution, designed to help municipalities manage permits, inspections, and compliance activities.
Related terms: Electronic Plan Review | Permit Processing | Building Department Assessment
Municipal building inspections are examinations of construction work conducted to evaluate compliance with applicable building codes, approved construction documents, and permit requirements.
Inspections generally occur at designated stages of construction.
Depending on the project, inspections may include foundations, framing, electrical systems, plumbing, mechanical systems, fire and life safety components, and final building inspections.
Building inspections help identify potential compliance issues during construction, when corrective work may be more practical than after the project is completed.
They also support public safety and regulatory oversight.
In many jurisdictions, qualified external inspectors may supplement municipal inspection operations or perform authorized services under contractual arrangements.
Applicable laws determine professional qualifications, oversight, and approval requirements.
Explore further: Learn how SAFEbuilt's Building Inspection Services help municipalities maintain inspection coverage when staffing gaps or changing project volumes affect departmental capacity.
Related terms: Remote Video Inspections | Building Official | Municipal Staff Augmentation
Remote Video Inspections, or RVI, are building inspections conducted through live video technology rather than requiring the inspector to be physically present at the construction site.
During an RVI, a qualified inspector remotely observes designated work through a compatible device while an authorized person at the site provides the necessary views, measurements, or documentation.
Depending on local regulations, project conditions, and inspection procedures, remote inspections may be appropriate for certain limited-scope projects, reinspection activities, and accessible construction components.
Not every inspection is suitable for remote delivery.
Remote video inspections may reduce inspector travel time, improve scheduling flexibility, support routine reinspection needs, and preserve field capacity for more complex projects.
No.
On-site inspections remain necessary when physical access, complex conditions, or regulatory requirements make remote observation insufficient.
RVI is an additional delivery option rather than a universal replacement.
Explore further: Discover how SAFEbuilt's Remote Video Inspection Services can complement traditional municipal inspection programs.
Related terms: Building Inspections | Inspection Scheduling | Building Department Services
Municipal code enforcement is the administration and enforcement of local ordinances and regulations intended to protect public health, safety, property conditions, and community standards.
Activities vary by jurisdiction and may address property maintenance, unsafe structures, zoning violations, nuisance conditions, signage, and other matters governed by local law.
Depending on local authority and applicable law, responsibilities may include investigating reported violations, conducting property inspections, documenting conditions, issuing notices, communicating compliance requirements, and supporting enforcement proceedings.
Building inspections generally evaluate construction work for compliance with building codes and approved plans.
Municipal code enforcement often addresses a broader range of existing property conditions and local ordinance violations.
Yes, where permitted by law.
Qualified professionals may support investigations, inspections, documentation, and other authorized functions while following local ordinances and municipal procedures.
Explore further: SAFEbuilt's Code Enforcement Services help municipalities manage caseloads, maintain consistent enforcement, and support existing teams.
Related terms: Code Compliance | Zoning Enforcement | Municipal Staff Augmentation
Code compliance is the condition of meeting applicable laws, building codes, ordinances, regulations, and other enforceable requirements.
Within municipal operations, code compliance may involve construction activity, existing structures, property maintenance, land use, and other regulated conditions.
Not exactly.
Code compliance describes adherence to applicable requirements.
Code enforcement refers to the processes and actions used by authorized agencies to investigate and address potential violations.
Common approaches include clear communication, accessible code information, consistent inspection procedures, and opportunities to correct violations when authorized by law.
A compliance-oriented approach can help property owners understand requirements while preserving the municipality's enforcement authority.
Explore further: Discover how SAFEbuilt's Code Enforcement Services support municipalities through education, inspections, documentation, and authorized enforcement activities.
Related terms: Municipal Code Enforcement | Building Inspections | Planning and Zoning
Municipal planning and zoning services support decisions about how land is developed, used, preserved, and managed within a community.
Planning establishes long-term development objectives, while zoning provides regulatory mechanisms for implementing adopted land-use policies.
Depending on their responsibilities, municipal planners may review development applications, evaluate land-use compatibility, prepare comprehensive plans, recommend zoning updates, analyze development trends, and support planning commissions and governing bodies.
Many jurisdictions use external planning professionals to supplement existing teams, support specialized projects, prepare planning documents, or manage authorized development review activities.
Common situations include major development proposals, comprehensive plan updates, increased application volumes, staffing vacancies, and projects requiring specialized expertise.
Explore further: SAFEbuilt's Community Planning and Zoning Services provide municipalities with professional planning, development review, and land-use expertise.
Related terms: Municipal Development Review Process | Comprehensive Plan | Municipal Staff Augmentation
The municipal development review process is the evaluation of proposed land development or construction activity against applicable planning, zoning, engineering, building, and other regulatory requirements.
The process helps jurisdictions determine whether a project meets relevant standards before necessary approvals are issued.
Depending on the project, participating departments or agencies may include planning and zoning, building and safety, engineering, public works, fire prevention, utilities, and environmental authorities.
Projects may require multiple technical reviews, agency approvals, public hearings, or revisions.
Coordination becomes especially important when one department's decision affects another department's review.
Potential improvements include clearly defined submission requirements, coordinated review schedules, consistent communication, transparent application tracking, and sufficient technical capacity.
Explore further: Learn how SAFEbuilt's Community Planning and Zoning Services support municipalities through planning, land-use regulation, and development review activities.
Related terms: Planning and Zoning | Municipal Plan Review | Electronic Permitting
Municipal public works services encompass the planning, maintenance, management, and improvement of public infrastructure and related community facilities.
Responsibilities vary by jurisdiction but may include streets, sidewalks, drainage systems, public facilities, utilities, and infrastructure construction programs.
Public works departments often balance aging infrastructure, capital project demands, staffing requirements, budget limitations, and ongoing maintenance responsibilities.
Municipalities may contract with qualified external professionals for authorized activities such as engineering, project management, construction oversight, inspections, and specialized technical support.
External expertise may be particularly relevant when municipalities undertake major infrastructure projects, require specialized engineering capabilities, or experience temporary gaps in technical staffing.
Explore further: SAFEbuilt's Public Works Services support municipalities with engineering, construction oversight, infrastructure projects, and related professional services.
Related terms: Municipal Engineering | Capital Improvement Program | Construction Engineering and Inspection
A Capital Improvement Program, commonly called a CIP, is a multiyear planning and budgeting framework used by municipalities to identify, prioritize, schedule, and fund major public infrastructure and facility investments.
CIPs frequently include projects involving roads, drainage, public buildings, parks, utilities, and other long-term community assets.
A municipal CIP may identify proposed projects, estimated costs, funding sources, priorities, implementation schedules, and ongoing operational or maintenance implications.
An operating budget generally addresses the recurring costs of delivering government services.
A CIP focuses on major capital investments, often extending across multiple fiscal years.
Effective capital planning depends on realistic cost estimates, available funding, technical expertise, coordinated procurement, and consistent project oversight.
Municipalities may obtain specialized engineering, construction management, or grant administration support when existing resources are insufficient.
Explore further: SAFEbuilt provides Municipal Engineering Services and Grant Writing and Management Services to help communities plan, fund, and execute infrastructure priorities.
Related terms: Municipal Engineering | Public Works Services | Grant Management
Cooperative purchasing is a public procurement approach that allows eligible government entities to purchase goods or services through qualified purchasing arrangements established by or for participating public agencies.
Piggyback contracting, sometimes called contract adoption, generally involves an eligible public entity using an existing contract awarded by another agency, subject to applicable legal and contractual requirements.
A traditional Request for Proposals (RFP) typically involves a government entity conducting its own competitive solicitation and evaluation process.
Cooperative purchasing or contract adoption may allow an eligible entity to use an existing procurement arrangement instead of conducting an entirely new solicitation.
However, the methods are not interchangeable in every circumstance.
Potentially, depending on state law, local procurement rules, the nature of the services, and the underlying contract.
Certain professional services may be subject to additional selection requirements that limit or prohibit particular procurement methods.
Before proceeding, procurement and legal personnel should evaluate whether the purchasing method is authorized, whether the original solicitation permits the contemplated use, whether the contract covers the required services, and whether additional approvals are necessary.
When legally available and properly implemented, it can reduce the time associated with establishing certain new contracts.
However, eligibility and procurement compliance should always be established before a municipality relies on an existing agreement.
Explore further: SAFEbuilt's Plan Review Services include information about its OMNIA Partners purchasing arrangement for eligible municipal plan review needs.
Related terms: Municipal Staff Augmentation | Building Department Services | On-Call Municipal Services
Yes, where permitted by applicable law. Municipalities may contract for specific services, such as plan review, inspections, permit administration, or staffing, without outsourcing an entire department.
The appropriate scope depends on operational needs, legal authority, procurement requirements, and the municipality's desired level of internal management.
Explore SAFEbuilt's Custom-Built Building Department Services.
Options may include temporary staffing assignments, internal cross-training, qualified external professionals, workflow adjustments, or broader service agreements.
The right approach depends on the duration of vacancies, workload demands, available funding, and applicable professional requirements.
Learn about SAFEbuilt's Building Department Services.
Additional plan review capacity may help reduce delays when staffing or review volume is the principal constraint.
Results depend on application completeness, project complexity, the availability of other approvals, and how effectively external reviewers coordinate with municipal staff.
Explore SAFEbuilt's Plan Review Services.
Staff augmentation generally adds external professionals to an existing municipal team.
Outsourcing can involve contracting for a broader function or operational service.
Both approaches can preserve municipal oversight, with responsibilities defined by applicable law and contract.
Learn about SAFEbuilt's Professional Services.
Yes, subject to applicable qualifications and procurement requirements.
External professionals may support complex construction reviews, engineering assignments, planning initiatives, code enforcement activities, or infrastructure projects requiring expertise beyond a department's regular staffing capacity.
Explore SAFEbuilt's Municipal Engineering Services and Public Works Services.
Municipalities should consider relevant experience, professional qualifications, service coverage, responsiveness, technical capabilities, staffing continuity, quality assurance practices, references, and the ability to meet contractual performance expectations.
Procurement compliance, insurance, reporting requirements, and clear accountability should also form part of the evaluation.
A useful approach is to evaluate service demand, operational costs, existing resources, and workload variability before deciding how to allocate staff and external support.
Options may include process improvements, targeted professional services, shared resources, technology investments, or alternative service delivery arrangements.
The objective is to maintain effective public services while using available resources responsibly.
Building departments, planning teams, code enforcement divisions, and public works departments share a common responsibility: delivering reliable services while protecting community interests.
Yet no two municipalities operate under the same circumstances.
Some communities are managing rapid development. Others are addressing aging infrastructure, vacant technical positions, complex projects, or fluctuating workloads.
The right approach depends on the people, processes, resources, and regulatory requirements involved.
SAFEbuilt works with municipalities and public agencies to provide qualified professionals, specialized expertise, and flexible service arrangements.
Our capabilities include building department services, plan review, inspections, code enforcement, planning and zoning, municipal engineering, public works support, and additional professional services.
From individual staffing needs to broader operational partnerships, our approach begins with understanding the community's objectives and identifying an appropriate scope of support.
Facing a staffing gap? Managing increasing permit volumes? Planning a major infrastructure project?
Whether you're exploring options for an immediate challenge or evaluating longer-term solutions, a conversation with an experienced municipal services professional can help clarify your next steps.
Tell us what your municipality is working through, and let's explore how we can help.