MCDOT TASK FORCE BOS FINAL PRESENTATION 3-23-15 .PPTX

Maricopa County
Department of Transportation
AD HOC TASK FORCE COMMITTEE
Final Report & Recommendations
March 23, 2015
Presenters:
Jennifer Toth, P. E., County Engineer
Amanda McGennis, Permitting & Standards Subcommittee Chairwoman
Garry Hays, Communication & Coordination Subcommittee Chairman

Maricopa County
Department of Transportation
Overview
From the comments and feedback received during the initial Kick-Off meeting
on September 23, 2014, two (2) subcommittees were formed:
1. Permitting & Standards – To explore ways to improve
consistency and refine processes.
2. Communication & Coordination – To identify ways to
enhance access and the understanding of information across
all customer types.
There are 36 recommendations being presented for member consensus prior
to presenting to Board of Supervisors.
ü 28 or 78% of the recommendations have been implemented.

Maricopa County
Department of Transportation
Permitting & Standards Subcommittee Recommendations
Amanda McGennis - Chair
1. ISSUE: To improve consistency across inspections.
RECOMMENDATIONS: Implemented
a. Develop a policy outlining the process and Feb. 2015
scope of minor project changes that occur
in the field. In Progress – A
b. Develop a guideline for an escalation process separate group of
stakeholders and
for contractors and contract inspectors staff is being
to raise questions or concerns. formed. Target
date is April 2015.
2. ISSUE: To develop a process to amend the County
standards for roadways and to include a clear appeals process.
RECOMMENDATIONS:
a. Prepare a directive on the type of changes that Implemented
may be authorized in the field when site Feb. 2015
conditions are different from approved plans.
b. Clarify design exception policy. Posted Nov. 2014
c. Implement a formal appeals process.
(Policy T5105, Procedures P5105 & P5106) Implemented Feb. 2015

Maricopa County
Department of Transportation
Permitting & Standards Subcommittee Recommendations
(continued)
3. ISSUE: To better define the inspection process to improve
inspection consistency between all inspectors and
construction management inspectors/consultants.
RECOMMENDATIONS: Implemented
a. Fully implement a policy statement focused on Nov. 2014
inspection consistency between all inspectors.
Implemented
b. Update and utilize inspection checklists. Jan. 2015
4. ISSUE: To address the challenges with ½ street
improvements and warranty periods.
RECOMMENDATION: Incorporate into checklist Implemented
process to determine if a pre-site inspection is Jan. 2015
needed during design review phase.

Maricopa County
Department of Transportation
Permitting & Standards Subcommittee Recommendations
(continued)
5. ISSUE: To review when a Traffic Control Plan (TCP) is
needed and to simplify the process for small projects like
driveways connecting to Right-of-Way (ROW).
Implemented
RECOMMENDATION: Clarify information in the Traffic Feb. 2015
Control Manual (TCM) and include examples of details and
guides for customers in the application materials.
6. ISSUE: To improve the quality and consistency of bid
packets – to ensure complete plans with clear performance
and construction expectations defined.
RECOMMENDATIONS:
a. Develop and include a checklist in all design Implemented
contracts. Nov. 2014
b. Improve online checklist information utilized by Implemented
contractors. Nov. 2014

Maricopa County
Department of Transportation
Permitting & Standards Subcommittee Recommendations
(continued)
7. ISSUE: To improve the process involved with Right-
of-Way annexation with adjacent jurisdictions.
RECOMMENDATIONS:
a. Outline annexation process on website. In Progress Mar. 2015
b. Intensify efforts at quarterly meetings with Ongoing
jurisdictions and in bi-monthly MAG meetings.
c. Seek authority for acceptance of Letters of To be incorporated into
Agreement as Intergovernmental Agreements IGA process – Ongoing
(IGAs) being formalized. P&D to initiate EROP for
text amendment to
d. To address conflicting ROW setback between Zoning Ordinance by
MCDOT and Planning & Development (P&D). Jun. 2015
e. Ensure P&D staff at the One Stop Shop knows Phase 1 Training to be
how to properly handle waivers of future ROW. completed Mar. 2015
f. Evaluate how much land is needed for different Transportation System
types of ROW (section lines, mid-section lines, Plan (TSP) to be
arterials, etc.) updated July 2016

Maricopa County
Department of Transportation
Permitting & Standards Subcommittee Recommendations
(continued)
8. ISSUE: To simplify the process for landscape permit
requirements to include community mailboxes with
subdivisions. Currently, multiple permits are required
for each. P&D / One Stop
Shop is to
RECOMMENDATION: To include minor work as finalize directive
formal Right-of-Way permit conditions to be inspected by Mar. 2015
in the field.
9. ISSUE: To develop clear guidelines and alternatives
for backfill slurry requirements.
RECOMMENDATION: To publish a guideline allowing Implemented
for alternative methods that remain in accordance Feb. 2015
with MAG standards.
10. ISSUE: To involve stakeholders in the review of
substantive design, specification and/or manual
changes earlier in the process.
Implemented
RECOMMENDATION: To allow citizens to subscribe Nov. 2014
for notifications and provide feedback. (GovDelivery)

Maricopa County
Department of Transportation
Communication & Coordination Subcommittee Recommendations
Garry Hays - Chair
1. ISSUE: To evaluate the plan review process and
turnaround timeframes.
RECOMMENDATIONS:
Implemented
a. Develop a system generated report rather than Nov. 2014
relying on manual process.
b. Establish internal control for accurate data-entry Implemented
and tracking of permits. User Manual
c. Expand and improve online information to better and training
assist citizens new to the permitting process, i.e., Jan. 2015
Frequently Asked Questions (FAQs) and process Implemented
flowcharts. Oct. 2014
2. ISSUE: To improve online tools in order to allow
customers to track permits online and access
jurisdictional information.
RECOMMENDATIONS: Implemented
a. Online permit access installed and demonstrated. Oct. 2014
b. Boundary map for cities renamed and Implemented
demonstrated to members. Oct. 2014

Maricopa County
Department of Transportation
Communication & Coordination Subcommittee Recommendations
(continued)
3. ISSUE: To improve multijurisdictional coordination
on both public and private projects spanning
different jurisdictions with different design standards.
RECOMMENDATIONS:
a. Develop standard IGA language and work to Ongoing
get buy-in from other jurisdictions. Implemented
b. Establish a single point of contact to focus Nov. 2014 – Clem
education and coordination across all parties. Ligocki
c. Incorporate a needs analysis into new TSP scheduled for
Transportation System Plan (TSP) to better completion
address cross-section standards. July 2016
d. Establish ongoing meetings for stakeholders to To be established
provide feedback and raise concerns. by May 2015
4. ISSUE: To enhance the efficiency, timeliness and
quality of information shared during the bid process Completed Dec.
as it relates to technical project questions. 2014 – County
Engineer met with
RECOMMENDATION: To streamline Chief Procurement
communications and set expectations for staff. Officer & discussed
with staff.

Maricopa County
Department of Transportation
Communication & Coordination Subcommittee Recommendations
(continued)
5. ISSUE: To have staff reflect ownership by making more
definitive, clear recommendations and decisions. Implemented
RECOMMENDATION: To develop and post a flowchart Nov. 2014 -
online to help new staff as well as citizens to better Roles reviewed
and expectations
understand the interconnectivity between the divisions. outlined with
staff
6. ISSUE: To improve communication and understanding
between all parties and follow through from meetings.
RECOMMENDATIONS:
a. Develop a meeting form to memorialize agreements,
assignments, attendees, and contact information.
b. Place an organization chart online with manager Implemented
Oct. 2014
names, phone numbers, emails and a quick link to a
summary of the division’s role. Implemented
c. County Engineer to formally communicate customer Oct. 2014
service standards and expectation for returning calls,
emails, out of office notifications, alternate points of
contact, etc. Implemented
Dec. 2014

Maricopa County
Department of Transportation
Communication & Coordination Subcommittee Recommendations
(continued)
7. ISSUE: To review the scope and responsibilities
of the Transportation Advisory Board (TAB).
RECOMMENDATION: To include the TAB into Implemented
Feb. 2015
the new Appeals process.
(Policy T5105, Procedures P5105 & P5106)
8. ISSUE: To evaluate effectiveness of assurances
and to improve the process for accepting and Under
releasing bonds. development –
Target date for
RECOMMENDATION: completion is
To adopt non-financial subdivision assurance June 30, 2015 for
option(s) and implement policies that provide for initiation of EROP
the phased release of assurances. process.
Action Requested: To consider the recommendations, accept the report,
whole or in part, as submitted by the Ad Hoc Task Force Committee
and to provide guidance and direction to staff as needed. – Thank you.