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Step 2: Your Formal Application

Compile Materials

Custom Checklist

Your designated planner will provide you with a custom checklist of documents to be submitted as part of your formal application after your pre-application meeting. The checklist will be available through eTRAKiT. Following your checklist will expedite the process. Use your checklist to compile all materials, documents and information to ensure your application is ready for submittal.  

Core Requirements

The following materials are required for all Land Development Applications.

  • Complete Application Form and Processing Fees

  • Legal Description, Current Proof of Ownership, Title Commitment and Covenants

  • Statistical Fact Sheet

  • Legal Description in Microsoft Word  (doc, docx)

Submittal Document Requirements

The City of Arvada has implemented an updated process to simplify and improve the management of Development Documents.  Documents will be transmitted between the City and the Developer/Applicant/Contractor through the eTRAKiT portal found at  www.arvadapermits.org.  The review and markup of documents is done collaboratively among departments  through Bluebeam, a PDF viewer and review system. A Bluebeam reader (Bluebeam Vu) is available for free to members of the public and development teams  who would like to view and respond via this system. Other PDF management software, such as Adobe, can also be used but these software packages may not have as many tools as those available through Bluebeam.  More sophisticated Bluebeam versions are also available for purchase by going to https://www.bluebeam.com/ and clicking on “Solutions”.

Preparing and Submitting the Initial Document for Development Projects

The following protocol should be followed when creating documents to be submitted for review by the City for various types of development projects.  Please provide this information to your design team so they are able to include the appropriate bookmarks and format for easier document management.

  1. All pages of documents submitted to the City must be bookmarked for ease of locating information within the plan sets.  Bookmarks must include the page number and general title or description of the page contents.

  2. The applicant must combine all pages into a single PDF document in the following order:
    1. Blank 24”x 36” page (Will be used for staff comments)

    2. Plans

    3. Reports

    4. Legal Documents

    5. Miscellaneous Documents

IMPORTANT: Please ensure that the bookmarks for each page are retained when combining documents.

  1. The single PDF document must be renamed in accordance with the following naming convention before being submitted to the City.

  2. When uploading documents to your development case through the eTRAKiT portal, a single large document may take some time to load depending on your network configuration or internet connection speed.  If you have difficulties, please check these items and retry the upload. If you’ve made multiple attempts to upload your document, the network and internet connections have been checked, and you still have not had success, please contact the Planning Department administrative staff for troubleshooting and assistance.  The staff will review the program history, identify your upload attempts and assist you with the issue.

Preparing and Submitting Document for any Second and Future Reviews

When creating documents addressing issues noted on the second and subsequent reviews, the following protocol is to be used. Note, two documents must be provided for these reviews, a written response document (text) and a revised plans document that follows the same protocol as the original submittal document.

Response Document

The applicant must provide a text response document that addresses each comment made by staff.   If multiple consultants or designers are responding to comments, please combine all documents into a single PDF and follow the naming convention noted above using the word “Response” in the name (ex: 2nd Submittal Applicant Response)

Revised Plan Document

All pages of documents submitted to the City must be bookmarked for ease of locating information within the plan sets.  Bookmarks must include the page number and general title or description of the page contents.

The applicant must combine all pages into a single PDF document in the following order:

  1. Blank 24”x 36” page (Will be used for staff comments)
  2. Plans
  3. Reports
  4. Legal Documents
  5. Miscellaneous Documents

Naming Convention

Naming convention for Development Applications

IMPORTANT: Please ensure that the bookmarks for each page are retained when combining documents.

3.   The single PDF document must follow the naming convention noted above (ex: 2nd Submittal Documents)

 

Schedule and Attend Pre-Submittal Meeting

Once you have compiled your application materials, contact your designated planner to schedule a pre-submittal meeting. Your designated planner will review your application materials to make sure all required documents are included and ready to be submitted.

Submit Your Formal Application

Once your planner confirms you have met all the requirements needed to submit your application, you may submit it online via eTRAKiT.

Warning: Incomplete applications and/or documents will not be accepted, resulting in a delay in the review process.

Note: Providing a complete set of detailed plans and all required reports and studies will facilitate movement through the development review process.