2024-03-12 -PC 608 -MCDOT-TASK-FORCE-FINAL-REPORT-TO-BOS-3-12-24.PDF

Maricopa County Department of Transportation 
2901 W Durango St 
Phoenix, Arizona 85009 
 
 
P: 602-506-8600 
Page 1 of 9 
 
 
DEPARTMENT OF TRANSPORTATION AD HOC STAKEHOLDER 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 Supervisor Hickman, key stakeholders comprised of engineers, attorneys, 
permit holders and industry representatives from consulting firms, utilities, and professional associations, participated in a 
kickoff meeting on July 20, 2023. 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 – Standards & Communication and 
Permitting & Inspections. The subcommittee members met on a biweekly basis starting on August 3, 2023. During the first 
meeting, each subcommittee selected a chairperson to lead and focus the group’s efforts. As the subcommittees worked 
through the areas of interest, key staff provided support by preparing notes and providing information on current processes, 
reference material, and organizational history. 
 
Once each subcommittee had formalized their recommendations, the task force reconvened on November 9, 2023. 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.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 2 of 9 
 
COMMUNICATION & STANDARDS SUBCOMMITTEE 
 
Issues Reviewed: 
Recommendation(s) & Supporting Information: 
Status: 
 
1.  To create system that allows for payment 
into a prorated share of infrastructure 
improvements, such as traffic signals, so the 
improvement can be built later as additional 
development comes into an area. There is no 
ability to for the County to accept in-lieu 
contributions for infrastructure improvements. 
 
A)   Request MCAO evaluate existing policy 
regarding acceptance of in lieu payments to satisfy 
developer’s proportionate share of infrastructure 
improvements without initiation of Capital 
Improvement Project (CIP). 
A) In Progress – MCDOT has 
assembled a work group with MCAO to 
evaluate options related to acceptance 
of in lieu payments without initiation of 
CIP.  This evaluation is expected to be 
completed by September 2024. 
 
2.  To provide a consistent and efficient 
approach to annexation and de-annexation. 
 
A)   Continue effort to pursue Intergovernmental 
Agreements (IGA) with municipalities to facilitate 
easier swaps in relation to ROW and annexations. 
 
 
B)   Post established IGA’s to online Road 
Information Tool GIS map. 
 
A) In Progress –IGA’s for Glendale, 
Buckeye, Goodyear, and Gilbert are 
complete. In discussion with other 
municipalities.     
 
B) In Progress – Current IGA’s are 
posted on website. New IGA’s will be 
posted as they are completed. IGA’s will 
be added as layer in the Road 
Information Tool map by August 2024. 
 
 
3.   To develop a procedure that allows for “at 
risk” submittal of construction documents prior 
to final approval of a traffic study. 
 
A)   Prepare a procedure for reviewers to determine 
when a construction document submittal can 
proceed when outstanding comments are 
considered minor in nature. Develop a “checkbox” 
to indicate when and which aspects of the 
submittal can proceed.  
A) Completed – Procedure has been 
developed and implemented.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 3 of 9 
 
4. To provide a forum for discussing industry 
feedback and input on minimum design 
standards. 
  
A)   Establish forum for stakeholders to provide 
input and feedback on minimum design standards, 
standard corrections and items that require EOR 
involvement. 
 
B)   Attend Home Builders Association of Central 
Arizona regular meetings to communicate updates 
on design standards and average review times. 
 
A) Completed – Announcement for first 
quarterly Standards & Details Update 
meeting has been sent to stakeholders 
and is scheduled for March 27, 2024. 
 
B) Completed – MCDOT representative 
is schedule to attend next HBACA 
meeting during first quarter of 2024. 
 
 
5.   To improve the online permitting process. 
 
A)   Provide a central platform for submitting, 
viewing, and tracking the status of various reviews 
within and across departments. 
 
B)   Create ability to display actual average review 
times in an online portal. 
 
C)   Create ability for multiple project stakeholders 
to receive workflow notifications from online 
system. 
 
D)   Create ability to make online payments and 
generate pdf invoices. 
 
E)   Create the ability for an entity to have a trust 
account from which payments can be made. 
 
F)   Hold focus group with key industry 
stakeholders/users to provide feedback and 
recommendations. 
 
 
G)   Provide training to industry on new system, 
including written guide with screenshots. 
 
 
A) In Progress – Will be included in 
Permit Center launch in June 2024. 
 
 
B) In Progress – Enhancement will be 
developed following Permit Center 
launch in June 2024. 
C) In Progress – Will be included in 
Permit Center launch in June 2024. 
 
 
D) In Progress – Will be included in 
Permit Center launch in June 2024. 
 
E) In Progress – Existing trust account 
feature is being developed in Permit 
Center. 
F) In Progress – Industry focus groups 
are included in Permit Center 
development plan. These meetings are 
scheduled to occur from March to April 
2024. 
G) In Progress – Development of 
training and guidance materials for end 
users is included in roll out plan. This 
will be available at time of June 2024 
Permit Center launch.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 4 of 9 
 
 
 
 
 
 
 
 
 
 
 
 
 
6.   To create standards for micro trenching. 
 
A)   Develop standards for micro trenching by 
engaging with key industry stakeholders and 
benchmarking micro trenching standards adopted 
by other local jurisdictions. 
 
A) In Progress – MCDOT Standards 
Committee and Engineer is working on 
draft. Standards will be included in 
January 2025 Uniform Standards 
Manual update. 
 
 
7.   To improve communication regarding 
review times  
 
A)   Create specific goals for average intake time, 
average 1st review time, and average 2nd review 
time.  
 
A) In Progress – Current goal for 1st 
reviews is 20 working days.  This has 
been posted to the MCDOT website. 
 
8.   To improve details on Signing & Striping 
review comments to ensure expectations are 
clear.   
 
A)   Develop procedure to provide redlined plans, in 
addition to Signing & Striping review comments. 
 
B)    Develop procedure to provide specific 
reference to the code or design standard for each 
review comment. 
 
C)    Develop procedure to identify comments on 
subsequent reviews as “repeat comment” or “new 
comment.” 
 
A)  Completed – Procedure has been 
developed and implemented. 
 
B)  Completed – Procedure has been 
developed and implemented.  
 
 
C)  Completed – Procedure has been 
developed and implemented. 
 
 
9.  To reduce the number of reviews. 
A)    Create a procedure that requires staff offer to 
schedule a meeting with customers upon issuance 
of 3rd review comments. This meeting may explore 
options to separate other pending permits so other 
aspects of the project can proceed. 
 
A) Completed – Procedure has been 
developed and implemented.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 5 of 9 
 
PERMITTING & INSPECTIONS SUBCOMMITTEE 
 
Issues Reviewed: 
Recommendation(s) & Supporting Information: 
Status: 
 
1.  To standardize staffing ratios for 
inspection walks.   
 
A)   Create a policy to have three MCDOT staff 
present on inspection walks. Any exceptions (i.e., 
for training purposes or to cover large 
subdivisions) will be communicated in advance to 
customers. 
 
A) Completed – Procedure 
has been developed and 
implemented. 
 
 
2.   To ensure follow up inspections focus on 
deficiencies from prior inspections. 
A)   Incorporate procedure for inspections 
guidelines that limits focus of second inspection 
walk to items noted during the first inspection 
walk, except for structural and health and safety 
items. 
 
B)    Incorporate procedure for inspections 
guidelines that directs staff to take pictures of all 
items requiring correction following substantial, 
final, and warranty walks to clearly relay 
deficiencies to customers. 
 
A) Completed – Procedure 
has been developed and 
incorporated into the current 
procedure manual. 
 
 
 
B) Completed – Procedure 
has been developed and 
implemented.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 6 of 9 
 
 
 
 
3. To evaluate the methods and extent to 
which streets are flooded prior to inspection 
walks. 
A)   Incorporate procedure for inspections 
guidelines that require all streets be flooded during 
initial inspection walk and one-year warranty walk. 
Limit flooding on follow up inspection walks to 
localized areas where remaining issues were 
documented. 
 
B)   Incorporate procedure for inspection guidelines 
that creates a standard to have at least one 
representative from MCDOT, an Engineer of Record 
(EOR) representative, and a developer 
representative present for inspections to initiate 
the warranty period. Consensus among the three 
representatives should be made in advance of the 
inspection regarding the flooding method used for 
final sign off. This may include localized flooding 
using water truck, water trailer, or other agreed 
upon methods. 
A)  Completed – Procedure 
has been developed and 
incorporated into the current 
procedure manual. 
 
 
 
 
B)   Completed – Procedure 
has been developed and 
incorporated into the current 
procedure manual. 
 
 
 
 
 
 
4.  To ensure consistency among inspectors 
regarding the application of standards and 
accepted tolerances and allow for less 
reliance on the EOR. 
A)   Review and update MCDOT’s list of standard 
corrections for common deviations found during 
inspection walks.  
 
B)  Publish the list of repairs that do not require 
EOR involvement. 
   
A) Completed – List has been 
developed and will be 
updated as necessary. 
 
 
B)  Completed – List of 
repairs has been published to 
website.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 7 of 9 
C)   Modify procedure to allow for use of as-builts 
for small field changes in-lieu of formal submittals.   
 
C)  Completed – Procedure 
has been modified and 
implemented. 
 
 
5.   To evaluate the need for the Engineer of 
Record to be physically present to verify 
certain tasks. 
 
A)   Research and create an option for the Engineer 
of Record to verify certain construction activities 
using virtual means. 
A) In Progress – MCDOT is 
evaluating current inspection 
guidelines. 
 
6.   To create flexibility with timeframes for 
correction. 
 
A)   Update policy on timeframe for corrections to 
allow for flexible timeframes based on the 
customers’ needs. This timeframe will be 
determined at the end of the inspection walk.  
 
A) Completed – Policy was 
updated in July 2023. 
 
7.   To evaluate the current process for 
initiating the warranty period. 
 
A)    Develop a policy that allows the warranty 
period to begin after all health and safety items 
related to infrastructure have been addressed. 
 
B)   Coordinate with Planning & Development to 
develop a procedure that has drainage inspectors 
conduct final inspection for items such as, cracks 
in the sidewalk, final height of utility boxes, 1” 
sidewalk reveal, and other minor items.  Policy may 
allow Planning & Development to hold up the 
Certificate of Occupancy until these items are 
corrected. 
 
C)   Update current procedure to create an option 
for customers to select either a 1-year or 2-year 
warranty period.  
A) Completed – Policy was 
developed and incorporated 
into current guidelines. 
 
 
B) In Progress – Draft 
procedure has been initiated 
by P&D and is expected to be 
finalized in March 2023. 
 
 
 
 
 
 
C) In Progress – Staff will 
initiate change to Ordinance 
P-36 Article X.5 via the 
Enhanced Regulatory 
Outreach Program in May 
2024.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 8 of 9 
 
 
 
 
 
 
 
 
 
 
 
8.    To create a process that does not 
include all aspects of a project in a single 
bond. 
A)   Provide option for issuance of multiple bonds 
that total the EOR’s cost estimate. The list will 
exclude items for which Maricopa County does not 
have direct oversight.   
(Example: 1. Paving, concrete, storm drain; 2. 
Sewer & water; 3. Landscape & walls; 4. All others) 
 
A) Completed – Process for 
issuance of multiple bonds 
has been developed and 
implemented. 
 
9.   To evaluate tolerances for ADA ramps 
and ensure consistent application of 
standards. 
A)   Incorporate the updated ADA ramp design 
standard that eliminates potential uneven 
transition into MCDOT specifications. 
 
B)  Train staff to use the same allowable 
tolerances for MCDOT sidewalks on ADA ramps. 
 
A) Completed – Updated 
design has been incorporated 
into design manual. 
 
 
B) Completed – Procedure to 
evaluate tolerances for ADA 
ramps consistent with other 
sidewalks has been 
implemented. 
 
 
10.   To identify additional opportunities to 
shorten review times by evaluating staff 
workload and current processes.  Evaluation 
may include recommendations to increase 
fees when the increase will result in shorter 
turnaround times. 
A)   Benchmark staff to workload ratio from similar 
jurisdictions. Results may be used to make 
recommendations about current MCDOT staffing 
levels, including any necessary fee adjustments to 
support staffing needs.   
 
A) Completed – MCDOT has 
initiated evaluation with 
Human Resources. Results of 
evaluation are expected to be 
completed by June 2024.

Maricopa County Department of Transportation 
2901 W Durango 
Phoenix, Arizona 85009 
P: 602-506-8600 
Page 9 of 9 
 
 
 
 
 
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. 
 
 
 
 
 
 
 
Special thank you to staff and stakeholders for their time and commitment to this process:  
 
Permitting & Inspections Subcommittee: Michael Lanata (Subcommittee Chair), Zach Hilgart, Jannelle Speake, Jose Castillo, Sean Fabor, 
Spencer Kamps, David Martin, Jeremy Johnson, Andrew Capper, Jason Belnap, Tono Bluth, Matt McCracken, and David Schlief 
 
Communication & Standards Subcommittee: Josh Robinson (Subcommittee Chair), Ashley Marsh, Dan Auxier, Michael Lanata, and Sean 
Fabor 
 
Staff: Jesse Gutierrez, Jason Mahkovtz, Tracie Riggs, Alana Lewicki, Michael Norris, and Andy Linton