MCDOT TASK FORCE FINAL REPORT TO BOS 3-23-15.DOC

Maricopa County Department of Transportation
AD HOC TASK FORCE FINAL REPORT
With the direction of the Board, an ad hoc task force committee was formed to review the service level and processes of the
Department of Transportation. At the invitation of the County Manager, key stakeholders comprised of engineers, attorneys,
permit holders and industry representatives from consulting firms, utilities, and professional associations, all participated in a kick-
off meeting on September 23, 2014. There was active, open discussion of the department’s strengths and identification of areas
for review and improvement.
Based on the discussion items from the initial meeting, two (2) subcommittees were formed – Permitting & Standards and
Communication & Coordination. The subcommittee members met on a biweekly basis starting on October 9, 2014. During the first
meeting, each subcommittee selected a chairperson to lead and focus the group’s efforts. Key staff was assigned to prepare
notes from the meetings and to provide current process information, reference material, organizational history and any other
support needed by the members as they worked through the areas of interest.
On November 6, 2014, the newly appointed Director/County Engineer, Jennifer Toth, was introduced to the task force members.
In her commitment to quickly assess and understand the operation, Ms. Toth attended all subsequent meetings.
Once each subcommittee had formalized their recommendations, the task force was reconvened Thursday, February 5, 2015. At
which time, the Chairs each presented the recommendations from their group for consensus of all the members. As a result of
their commitment to the process and through their intense efforts, a total of 36 recommendations were developed.
Due to the nature and scope of the recommendations, staff has been proactive in working to implement many of the
recommendations. For those recommendations that require additional time, resources and further stakeholder input, a phased
implementation schedule has been proposed.
Below is a high-level summary of those recommended actions being submitted to the Maricopa County Board of Supervisors for
review and consideration.
Page 1 of 9

Maricopa County Department of Transportation
Permitting & Standards Subcommittee
Issues Reviewed: Recommendation(s) & Status
Supporting Information:
1. To improve consistency across a) Develop a policy outlining the process and a) Implemented Guidelines for Field Approvals
inspections and to streamline the process scope of minor changes. Feb. 2015
for minor project changes that occur in the i. Allows for engineer of record to email
field. plan information on minor changes.
ii. Includes turnaround goal of less than 1 Guideline for field
business day. approvals memo - 1-2
b) Develop a guideline for an escalation process b) In progress – A separate group with
for contractors and contract inspectors to raise stakeholders and construction management
questions or concerns. staff will be formed to review. Target date is
April 2015.
2. To develop a process to amend the a) Prepare a directive on what type or level of a) Implemented (See memo from 1.a – Feb. 2015)
County standards for roadways and to changes may be authorized in the field when
include a clear appeals process, i.e., the site conditions differ from approved plans.
exaction process. b) Better communicate the section in the Project b) Implemented Nov. 2014 – Project Development
Development Manual Appendix G in Volume I Manual, Volume I, Appendix G
speaking to the design exception policy and http://www.mcdot.maricopa.gov/technical/pdmh
process. ome.htm
c) Implement a formal appeals process. c) Feb. 2015 – Implemented Policy T5105 and
Procedures P5105 and P5106
Draft Policy # T5105 Draft Procedure Draft Procedure
- Review and Appeal #P5105 - Review and #P5106 on Appeals r
3. To better define the inspection process to a) Fully implement a policy statement focused on a) Implemented Policy T3405 – Nov. 2014
improve inspection consistency between inspection consistency between all inspectors.
all inspectors and construction
management inspectors/consultants. Draft Policy # T3405
- On-call inspections a
b) Develop/Update and utilize inspections b) Implemented Jan. 2015 – Checklists for Paving,
checklists. Utility Improvements, Landscaping &
Subdivision Pre-Final Inspection
Sid106 Check list for Sid123 Check list for
paving_JLW - Revised Utilities_JLW.pdf
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Maricopa County Department of Transportation
Permitting & Standards Subcommittee
Issues Reviewed: Recommendation(s) & Status
Supporting Information:
Sid105 Check list for Subdivision
Landscaping_JLW.pdf Inspections.pdf
4. To address the challenges with ½ street Incorporate into checklist process that may support a) Implemented Jan. 2015 – Addressed in new
improvements and warranty periods. To a pre-site inspection during design review. Paving Checklist
prevent a developer from having to incur
the cost of a full roadway/street work.
5. To review when a Traffic Control Plan a) Prepare and make available a checklist to Traffic Control Manual Implemented Feb. 2015
(TCP) is needed and to simplify the better clarify when and under what http://www.mcdot.maricopa.gov/technical/eng-
process for small projects like driveways circumstances a TCP is required. manuals/DRAFT_MCDOT-Traffic-Control-
connecting to Right-of-Way (ROW). i. Incorporate design standards/ examples Manual.pdf
into the application packet and include in
the TCP Manual that is currently being Also developed examples for Mailbox Installation on
updated (expected completion date July Shoulder, on Far Side of Intersection for Major and
2016). Minor Roadways
Traffic Control
Mailbox.pdf
6. To improve the quality and consistency of a) Develop a checklist for staff to utilize before a) Implemented Nov. 2014
bid packets – to ensure complete plans release and include the form in all design
with clear performance and construction contracts.
expectations defined. b) Improve online checklist information utilized by b) Implemented Nov. 2014
contractors. http://www.mcdot.maricopa.gov/technical/pdmh
i. Add descriptive labels for easier ome.htm
identification and location.
ii. Add Volume 6. Volume 5 Appendices – Each checklist available
via drop down menu
Page 3 of 9

Maricopa County Department of Transportation
Permitting & Standards Subcommittee
Issues Reviewed: Recommendation(s) & Status
Supporting Information:
7. To improve the process involved with a) Outline annexation process on website. a) In Progress – Mar. 2015
Right-of-Way annexation with adjacent b) Intensify efforts in bi-monthly MAG meetings to b) Implemented and ongoing
jurisdictions. assist with driving uniform standards as well as
in quarterly planning meetings with different
jurisdictions.
c) Seek authority for acceptance of Letters of c) To be incorporated into IGA process –
Agreement as Intergovernmental Agreements Implemented and Ongoing
(IGA’s) are being formalized.
d) Address conflicting ROW setback standards
between MCDOT and Planning & Development d) P&D to initiate EROP process for MCZO change
(P&D). Changes to the Maricopa County by Jun. 2015
Zoning Ordinance (MCZO) are required to
proceed through the Enhanced Regulatory
Outreach Program (EROP).
e) A “Hot Spot” map is being created to share with
P&D staff to respond to request to waive future e) Phase 1 of the Hot Spot map and training to be
ROW. P&D staff will receive training on the completed by Mar. 2015
tool, waivers and the difference between the
ROW abandonment process.
f) The Transportation System Plan (TSP) is being
updated and will include a needs analysis to f) TSP expected completion July 2016
better evaluate how much land is needed for
different types of ROW (Section lines, Mid-
sections lines by location/areas involved).
8. To simplify the process for landscape Include minor work as formal Right-of-Way permit Under Development – Planning & Development
permit requirements to include community conditions to be inspected in the field before final Department/One-Stop-Shop is to finalize a
mailboxes within subdivisions. inspection approval granted. department directive by March 2015
Page 4 of 9

Maricopa County Department of Transportation
Permitting & Standards Subcommittee
Issues Reviewed: Recommendation(s) & Status
Supporting Information:
9. To develop clear requirements for back-fill Publish a guideline allowing for alternative methods Implemented Feb. 2015 – Guideline for Trench
slurry requirements. that remain in accordance with Maricopa Backfill
Association of Governments (MAG) standards.
Guideline for trench
backfill memo - 1-201
10. To involve stakeholders in the review of Develop a tool through GovDelivery in which Implemented Nov. 2014
substantive design, specification and/or anyone interested may subscribe through the
manual changes earlier in the process. website to receive alerts that a change is available
for review and comment.
Page 5 of 9

Maricopa County Department of Transportation
Communication & Coordination Subcommittee
Issues Reviewed: Recommendation(s) & Status
Supporting Information:
1. To evaluate the plan review process and a) Develop an automated database report to a) Implemented Nov. 2014
turnaround timeframes. track ROW and Oversized/Overweight
permits rather than relying on a manual
tracking system.
b) Establish internal control protocols for b) Implemented Jan. 2015
accurate data-entry and tracking of permits Developed Accela Automation User’s Manual and
and projects. will hold staff meeting in January to ensure all
are entering data consistently.
Accela User
Manual.pdf
c) Expand/Improve online Frequently Asked c) Demonstrated & Implemented Oct. 2014
Questions (FAQ) information to better assist http://www.mcdot.maricopa.gov/faq.htm
citizens new to the permitting process.
2. To improve online tools related to permits a) Provide online access for customer to track a) Implemented and shown to members Oct. 2014
and maps. the status of each permit. https://aca.maricopa.gov/CitizenAccessMCOSS/
b) Provide an online map that reflects b) Implemented and shown to members Oct. 2014
jurisdictional information.
Page 6 of 9

Maricopa County Department of Transportation
Communication & Coordination Subcommittee
Issues Reviewed: Recommendation(s) & Status
Supporting Information:
3. To improve multijurisdictional coordination a) Develop standard Intergovernmental a) Ongoing
on both public and private projects spanning Agreement (IGA) language and solicit buy-in
different jurisdictions with different design from other jurisdictions.
standards. b) Establish a single point of contact to focus on b) Implemented Nov. 2014 – Clem Ligocki
education and coordination across all parties.
It was stated to continue these efforts at the
standing quarterly planning meetings held
with different jurisdictions.
c) Incorporate a needs analysis approach in the c) TSP scheduled for completion by July 2016
Transportation System Plan (TSP) to better
evaluate the cross-section standards. The
TSP is currently under review.
d) Establish ongoing meetings for stakeholders d) To be established by May 2015
to provide feedback and raise concerns with
the County Engineer and staff.
4. To enhance the efficiency, timeliness and Partner with the Materials Management Office to County Engineer & Chief Procurement Officer
quality of information shared during the bid review the formal process and set expectations discussed Dec. 3, 2014 with follow up discussions
process as it relates to technical project with staff when technical questions arise during with staff on communication process.
questions. solicitations.
5. To have staff reflect ownership by making Develop and post a flowchart graphic on the Implemented Nov. 2014
more definitive, clear recommendations on website to help those new to the department as
cases or decisions. well as citizens to better understand the
interconnectivity between the divisions. MCDOT AD HOC
subcommittee 10-23
http://www.mcdot.maricopa.gov/forms/org-
chart.pdf
Page 7 of 9

Maricopa County Department of Transportation
Communication & Coordination Subcommittee
Issues Reviewed: Recommendation(s) & Status
Supporting Information:
6. To improve communication/understanding a) Develop and implement a meeting form to a) Implemented Oct. 2014
between all parties and follow through. memorialize agreements, capture attendees,
contact information and follow-up action
assignment with targeted dates of delivery. Action MCDOT Items Meeting - Revise
b) Place an organizational chart online with b) Implemented Oct. 2014
manager names and telephone numbers. http://www.mcdot.maricopa.gov/about.htm
The ORG chart should include a quick link or
reference to the responsibilities of each
division or area.
c) The new County Engineer/Director to set and c) Implemented Dec. 2014
communicate customer service standards
and expectations, i.e., returning calls, emails,
out of office notices and alternate points of December 1
contacts. Follow-up Email re cu
7. To review the scope and responsibilities of Include the TAB in the formal Appeals process. Implemented Feb. 2015
the Transportation Advisory Board (TAB). (Policy T5105 and Procedures P5105 & 5106)
8. To evaluate effectiveness of assurances and To adopt non-financial subdivision assurance Under review and development.
to improve the process for accepting and option(s) and implement policies that provide for
releasing bonds. the phased release of assurances.
MCDOT and P&D staff are working to Target completion date is June 30, 2015 for
develop a joint proposal to include proposal and initiation of EROP process.
consideration of 3rd party trusts and/or
certificate of occupancy (C of O) holds as
well as policy option for the phased release
of financial subdivision assurances.
Page 8 of 9

Maricopa County Department of Transportation
ACTION REQUESTED
The action requested is to consider the recommendations, accept the report, whole or in part, as submitted by the Ad Hoc Task
Force and to provide guidance and direction to staff.
Page 9 of 9