Permit Delays Often Stem From Pre-Filing Missteps, Not City Processing

Municipal permitting is often blamed for commercial construction delays, but Mike Marden, a registered architect and licensed general contractor at WDS Architecture in Phoenix, argues that the most damaging delays occur before a single document is filed. He points to two key issues: clients relying on informal city conversations and the sequential model that treats permitting as a gate before any construction can begin.

Marden notes that clients frequently call the city for guidance and treat that conversation as authoritative. However, city employees often provide generic responses that do not reflect project-specific requirements. “They often say, ‘We already spoke with someone at the city. They said we just turn in this form and this is roughly the time,’” Marden says. “First of all, that’s not a documented conversation. There is no log number or record. None of that’s official. And everything on the checklist might not even apply.” Such advice can lead to an inaccurate timeline and unexpected hurdles during review.

The traditional sequential approach—complete design, submit for permits, wait for approval, then build—also contributes to delays. During permit review, no construction occurs, leaving the client’s lease clock running and contractors idle. Marden highlights that the gap between design completion and construction start is often extended by contractor selection and mobilization, compounding the wait. “Did you think about the gap where you’re bidding and trying to find a contractor, meanwhile, permits are ready and you’ve signed the lease?” he asks.

Firms that consistently meet timelines compress the process by engaging the city early and starting non-permitted work while review is pending. Marden explains that at WDS, “We can start building the project as we’re turning in for a permit. We’re the contractor, already contracted with the Owner, and have spent months participating in the design. If we are questioned or told to turn in drawings, well, we have already done that because we are also the Architect!” This parallel approach is feasible only when architect and contractor are integrated, as in a design-build firm.

WDS’s dual role as architect and contractor allows it to mobilize early—staging, layout, scoping, testing, demolition, subcontracting, scheduling, and material ordering—while permit review proceeds. The firm also leverages ongoing relationships with local jurisdictions to anticipate requirements. “Over here, where we do this every day, we know what really needs to go in, how long it’s really going to take,” Marden says. He advises clients to consider permitting complexity during site selection, noting that a seemingly cheaper location may carry hidden code issues. “It’s like building a project twice, when dealing with existing conditions, removing what is there so that new material can be installed to meet code,” he adds.

For business owners in Phoenix, the takeaway is that the expected permitting timeline often underestimates reality, and the gap frequently stems from pre-filing decisions rather than city processing speed. By understanding these pitfalls and considering an integrated approach, clients can better navigate the permitting process.