The Private Provider Program allows a property owner to retain a qualified Private Provider to perform building code plan review services, building code inspection services, or both, within the limits established by Florida law.

The purpose of the program is to provide a lawful alternative to city-performed building code plan review and inspection services while preserving the city's authority over permit administration, municipal reviews, code enforcement authority, and final permit disposition.

The city administers this program through the Development Services Department and the Building Division. The city also maintains routine permit-administration verification activities, formal audit procedures, and public-facing program documentation as required by law.

The Private Provider Program is authorized by Florida Statute 553.791, Alternative Plans Review and Inspection.

That statute allows property owners to hire qualified Private Providers to perform certain building code plan review and inspection services in place of those services being performed by the local building department. The statute also establishes documentation requirements, fee reductions, municipal oversight authority, audit requirements, limitations on audits, and public transparency obligations.

The City of Coral Gables administers this program through the Development Services Department, Building Division.

Private providers may be used under two service paths permitted by Florida Statute 553.791.

Option 1 – Plan Review and Inspections

Under the first path, the Private Provider performs both building code plan review and building code inspection services.

Under this path, the Private Provider is responsible for certifying that the plans comply with the Florida Building Code and for performing required inspections during construction.

These are the applicable forms for Option 1:

• Notice to Building Official Form [PDF]
• Fee Owner’s Authorization to Building Official [PDF]
  • (May apply)
• Job Site Directory Form [PDF]
• Plan Compliance Affidavit Form [PDF]
• Certificate of Compliance [PDF]

Option 2 – Inspections Only

Under the second path, the city performs plan review and the Private Provider performs building code inspection services.

Under this path, the permit proceeds through the city's normal plan review process before permit issuance.

The selected service path must be clearly identified using the Notice to Building Official form.

These are the applicable forms for Option 2: 

• Notice to Building Official Form [PDF]
• Fee Owner’s Authorization to Building Official [PDF]
  • (May apply)
• Job Site Directory Form [PDF]
• Certificate of Compliance [PDF]

Private Providers may perform building code plan review and construction inspections within the scope allowed by Florida Statute 553.791.

Private Providers do not perform municipal development reviews that remain under City authority. Reviews related to zoning, public works, fire, landscaping, historic preservation, concurrency, architecture, and other municipal review functions remain the responsibility of the city where applicable.

The city retains responsibility for permit issuance, municipal review functions, enforcement authority, and final approval of permits.

Private Provider Registration Form

Purpose: Registers the Private Provider firm with the city before the firm participates in permits.

Who completes it: The Private Provider firm / qualifying professional.

When it is used: Before the first permit involving that firm.

What must accompany it: Insurance certificates, licenses, resumes, occupational license information, and driver license copy. Copies of Florida license for the business entity (Certificate of Authorization), resume, occupational license, driver license, certificate of professional liability insurance as required by FS 553.791 (20), certificate of insurance for general liability and workers compensation. Both the certificate of professional liability insurance and the certificate for general liability and workers compensation must name the City of Coral Gables as the certificate holder.

How it is submitted: Submit the registration packet to the city. Insurance certificates must be sent directly by the insurance company.

Personnel Identification & Qualifications Statement Form

Purpose: Identifies individual Private Providers or duly authorized representatives and records qualifications.

Who completes it: The Private Provider or duly authorized representative.

When it is used: Required at registration for each Private Provider and duly authorized representative. This form is not required or accepted at the permit application stage, consistent with FS §553.791(2)(e).

What to include: Name, licenses, company information, service type, and qualifications statement or attached resume.

Employment Affidavit Form

Purpose: Affirms that the duly authorized representatives are employees of the Private Provider as required by statute.

Who completes it: The Private Provider.

When it is used: Required at registration, and only where the Private Provider has employees or duly authorized representatives performing services on the Private Provider's behalf. An individual Private Provider with no employees or duly authorized representatives is not required to submit this form.

What to include: Names, disciplines, licenses, signatures, resumes, and copies of licenses.

Notice to Building Official Form

Purpose: Notifies the City that a Private Provider has been retained and identifies the selected service path.

Who completes it: The fee owner, or the fee owner's contractor with explicit written authorization from the fee owner. When a contractor retains the Private Provider, a copy of the fee owner's written authorization must be submitted to the Building Official as required by FS §553.791(2)(a). 

When it is used: At permit application, or within the timing allowed by statute when inspections-only is added later.

Key field to complete: Select either Inspections Only or Plans Review and Inspections.

How it is submitted: Include it in the permit file with the permit application documents.

Fee Owner’s Authorization to Building Official

Purpose: Documents the fee owner's explicit written authorization for a contractor to retain a Private Provider on the fee owner's behalf, as required by FS §553.791(2)(a).

Who completes it: The fee owner.

When it is used: Required whenever a contractor, rather than the fee owner directly, retains the Private Provider.

What to include: Fee owner name and signature, project and permit information, identification of the contractor authorized to retain the Private Provider, and identification of the Private Provider being retained.

How it is submitted: Include it in the permit file with the Notice to Building Official.

Job Site Directory Form

Purpose: Identifies the Private Provider and duly authorized representatives associated with the project and must be posted at the job site.

Who completes it: The Private Provider.

When it is used: Required for projects involving Private Providers for plan review or inspections.

What to include: Provider names, contact information, professional licenses, company, address, service type, and insurance policy information.

Plan Compliance Affidavit Form

Purpose: Certifies that plans reviewed by the Private Provider comply with the Florida Building Code and applicable local amendments.

Who completes it: The Private Provider performing the plan review.

When it is used: Required when the Private Provider performs plan review.

What to include: Project information, permit information, discipline and plan sheets covered, reviewer identification, signature, seal, and notarization.

Certificate of Compliance Form

Purpose: Certifies at project closeout that the inspected work has been completed in substantial compliance with the approved plans and applicable codes.

Who completes it: The Private Provider.

When it is used: At final closeout and final inspection.

What to include: Project information, provider information, certificate type, signature, seal, and notarization.

How it is submitted: Provide it with the final inspection record at the final stage.

Permit fees are adjusted when Private Providers perform plan review or inspection services in accordance with Florida Statute 553.791.

For commercial construction projects, the law requires permit fees to be reduced by at least 25 percent of the fee attributable to the service where the Private Provider performs either plan review or inspections, or by at least 50 percent of those fees where the Private Provider performs both, as required by FS §553.791(2)(d). Failure to apply these minimum reductions results in forfeiture of the city's ability to collect fees for that commercial project. 

Applicants should consult the city's current fee schedule and the permit portal for final invoicing and payment requirements.

Use of a Private Provider does not eliminate city reviews and inspections required for municipal regulations or development review functions that remain under city authority.

Depending on project type and scope, these reviews may include City Architect or Board of Architects review, zoning review, fire review, landscaping review, public works review, concurrency review, historic review, and other applicable municipal reviews, as well as applicable inspections.

These reviews must still be completed before permit issuance where applicable.

Private Providers must maintain inspection records documenting inspections performed during construction. Each completed inspection record must indicate pass or fail and must be signed by the Private Provider or duly authorized representative.

Inspection records must be provided to the city within 2 business days of completion of each inspection. This requirement may be satisfied by electronic posting or transmission to the city, or by physical posting at the project site. Where records have not been electronically posted or transmitted, they must be maintained at the building site at all times and made available for review by the Building Official as per FS §553.791(14).

Inspection records must reflect all inspections required by the applicable codes for each phase of construction for which permitting is required. Inspection documentation becomes part of the permit closeout record and must be submitted with the Certificate of Compliance at final closeout. 

The city performs routine QA/QC inspection activities during construction.

These activities consist of periodic site visits during which city personnel review onsite conditions and related records.

The city's QA/QC activities focus on record verification and permit administration, not re-inspection of work that is being inspected by the Private Provider.

Private Providers are also required to promptly notify the city of any condition identified during plan review or inspection activities that poses an immediate threat to public safety and welfare.

The city conducts formal audits of Private Provider building code inspection services, which include both verification of plan review affidavits and confirmation that required inspections were performed and recorded as per FS §553.791(1)(b) and Section 553.791, Florida Statutes. Where the Private Provider performed plan review, plans may also be audited for code compliance, provided that the audit does not replicate the Private Provider's plan review, consistent with FS §553.791(1)(b).

A formal audit is a structured documentation-based review conducted under established audit criteria and procedures. Audits are separate from routine QA/QC inspection-log verification activities performed during normal permit administration.

The city's audit procedures establishes:

• audit purpose and scope
• audit criteria
• document review requirements
• findings and non-compliance classification
• corrective action expectations
• audit-record requirements

Audit frequency and related program limitations apply to the Private Provider or Private Provider firm, not to individual permits.

In accordance with section 553.791, Florida Statutes, work may proceed after inspection and approval by the Private Provider. Construction may not be delayed pending completion of a city audit.

The city maintains public access to Private Provider audit procedures and audit-reporting information associated with administration of the program. The Standard Operating Procedure is available to download below and a printed version is also available at the Development Services Department at 427 Biltmore Way, Coral Gables, FL.

Audit results are available on this page.

All permits utilizing Private Providers remain subject to enforcement of the Florida Building Code and applicable state laws, county codes, and city regulations.

Failure to comply with program requirements may result in permit delays, documentation requests, corrective action requirements, enforcement action, or referral to state licensing authorities where appropriate.

The Building Official retains authority to address compliance issues, deficiencies, and enforcement matters in accordance with applicable law.

General Program Questions

What is a Private Provider?

A Private Provider is a qualified professional authorized under section 553.791, Florida Statutes, to perform building code plan review services, building code inspection services, or both, within the limits established by law. The use of a Private Provider does not replace the city as the permitting authority. Permits utilizing Private Providers continue to move through the city's permitting system and remain subject to applicable municipal reviews, permit conditions, and code enforcement authority.

What reviews remain with the city?

Even when a Private Provider participates in a permit, certain plan reviews remain with the city.

Depending on the project, retained city reviews may include zoning, fire, public works, historic preservation, landscaping, concurrency, Board of Architects review, and other reviews that are not delegable under section 553.791. The city also remains responsible for permit intake, permit issuance, permit administration, code enforcement authority, and final permit disposition.

Registration Questions

How do I register as a Private Provider with the city?

Before participating in permits within the city, the private provider firm must complete the city's registration process. Registration generally requires submission of registration forms, licenses, insurance documentation, qualification materials, and supporting administrative documentation.

What registration documents are generally required?

Required registration materials generally include:

• Private Provider Registration [PDF]
• Certificate of insurance
• General liability insurance
• Workers’ compensation insurance
• Business entity license
• Individual provider licenses
• Resumes and qualification materials
• Other required administrative documentation

Additional supporting documentation may be requested depending on the registration package submitted.

Forms and Documentation Questions

Note: Insurance certificates must be sent directly by the insurance company. Registered providers must update their registration within 5 business days of any change to contact information, licensure, or insurance coverage as required by FS §553.791(4).

Note: Where a contractor rather than the fee owner directly retains the Private Provider, a copy of the fee owner’s explicit written authorization must also be submitted to the Building Official as required by FS §553.791(2)(a).

Which forms are required for all private provider permits?

Most permits utilizing Private Providers require all of the following core forms:

• Notice to Building Official Form [PDF]
• Fee Owner’s Authorization to Building Official [PDF]
• Job Site Directory Form [PDF]
• Certificate of Compliance [PDF]

Additional supporting documentation may also be required depending on the permit scope.

Which forms are required when the private provider performs plan review and inspections?

When the Private Provider performs plan review, an additional form is required:

This form is used to certify that the plans reviewed comply with the Florida Building Code. Where the Private Provider has employees or duly authorized representatives, the Employment Affidavit Form is required at registration rather than at the permit stage.

What is the Notice to Building Official?

The Notice to Building Official is the primary statutory form identifying use of the private provider and establishing the selected service path. The form identifies whether the Private Provider will perform inspections only or both plan review and inspections and identifies the participating provider and related parties.

What is the Fee Owner's Authorization to Building Official Form?

This form is required whenever a contractor, rather than the fee owner directly, retains a Private Provider. It documents the fee owner's explicit written consent for the contractor to make that election on the fee owner's behalf, as required by FS §553.791(2)(a).

What is the Plan Compliance Affidavit?

The Plan Compliance Affidavit is used when the private provider performs plan review. 

The affidavit certifies that the plans were reviewed in accordance with the Florida Building Code and applicable local amendments.

What is the Certificate of Compliance?

The Certificate of Compliance is submitted by the Private Provider during permit closeout.

The certificate states that the building components and site improvements inspected under the private provider’s authority were completed in substantial compliance with the approved plans and applicable codes.

Permit Administration Questions

How do permits utilizing Private Providers move through the city’s system?

Permits utilizing Private Providers continue to move through the city's permitting system, EnerGov, which functions as the system of record for permit intake, document routing, plan review, fee invoicing, inspection scheduling, permit issuance, and permit closeout. The involvement of a private provider modifies portions of the permit workflow but does not create a separate permitting system.

What inspections are performed by the Private Provider?

The Private Provider performs inspections within the provider's authorized scope based on the selected service path and the permit setup. The provider is responsible for maintaining inspection records and inspection logs associated with inspections performed under the provider's authority.

What inspections remain with the city?

Certain inspections or verification activities may remain with the city depending on the permit type, permit conditions, municipal requirements, or retained city authority. The city may also perform routine permit-administration verification activities during construction.

What is the difference between QA/QC review and a formal audit?

Routine QA/QC activities are administrative verification activities performed during ordinary permit administration. These activities may include inspection-log verification, permit-record review, and documentation consistency checks. Formal audits are separate activities governed by section 553.791, Florida Statutes, and the city's Private Provider Audit SOP. Formal audits are subject to statutory limitations, procedural requirements, and public transparency requirements.

How does permit closeout work for permits utilizing Private Providers?

Before final closeout may occur, all required inspections must be completed, all required sub-permits must be closed, and all required Private Provider closeout documentation must be submitted. The private provider must submit the Certificate of Compliance and any other required supporting documentation associated with the permit. Final permit closure remains subject to all applicable city requirements and permit conditions.