P00001 - SOW.pdf

Statement of Work V3132501

U.S. Department of Transportation Volpe National Transportation Systems Center

Communication Strategy Consulting Services for the Federal Motor Carrier Safety Administration Registration System

Introduction/Background In support of the Federal Motor Carrier Safety Administration’s (FMCSA’s) safety mission, the Volpe Center provides analytical, technical, and programmatic expertise to the Agency’s increasingly visible Office of Registration, which supports motor carrier industry compliance with FMCSA insurance, licensing, and registration requirements.

The Volpe Center has been tasked with creating a communications and outreach strategy that announces and relays to stakeholders the importance of FMCSA’s re-designed registration process, including the launch of the new FMCSA Registration System (FRS), and highlighting FMCSA’s efforts to create a streamlined registration process for motor carriers.

Scope of Work To assist the Volpe Center in support of the Office of Registration, the Contractor will develop a communications and outreach strategy to help FMCSA target communications to stakeholders about the new registration system and program goals, activities, and call to action, as well as to promote and improve the success of FRS program initiatives.

Led by the contractor’s Principal/Strategist, the Contractor will:

• Based on the Contractor’s expertise with FMCSA programs and issues, and through facilitated discussions with the FMCSA sponsor, develop a communications and outreach strategy for reaching current and potential stakeholders. This strategy should identify specific communications objectives, a positioning statement, stakeholder messaging, and potential high-level communications tactics and implementation calendar supporting major program milestones, including the anticipated FRS rollout in December 2024.

• Prepare a briefing on the communications strategy for the FMCSA program manager and Executive Leadership Team.

• Contribute expert opinions on developing an Office of Registration brand, in alignment with FMCSA’s overall brand.

• Participate in ongoing project check-ins and meetings (weekly and biweekly, with Sponsor, Communication Team partners, Volpe)

• Support implementation of the communications and outreach strategy by developing 4-5 awareness materials:

o Copy platform o Media toolkit:

Talking points Fact sheet FAQs Press release

Suggested questions and pre-written responses o Digital toolkit:

Social media posts Email templates/texts nuanced for various audiences Infographics Content for FRS news web page, Industry organization/surrogate partner newsletters and websites o One-sheets (Helpline Talking points, How-to info, Checklists) o PowerPoint Slides and high-level notes/points

Period of Performance (POP) Date of award through April 9, 2025.

Place of Performance Work shall be performed at the contractor’s site within the United States. Meetings will be held virtually.

Work Requirements The Contractor will:

• Participate, by web-enabled teleconference, in a one-hour kick-off meeting.

• Participate in regular (e.g., weekly) status meetings, as determined by the project manager.

• Develop a communications and outreach strategy that identifies communications objectives, a positioning statement, stakeholder messaging, potential communications tactics, and an implementation calendar.

• Prepare a briefing on the communications strategy for the FMCSA program manager and Executive Leadership Team.

• Contribute expert opinions on branding.

• Create 4-5 awareness materials.

Schedule/Milestones

Task Deliverables Due

One-hour kick-off meeting Provide strategic insight and feedback

Kick-off meeting to be held within 1 week of contract award

Draft communications strategy

Provide draft strategy document that includes communications objectives, a positioning statement, stakeholder messaging, and tactical calendar

May 24, 2024

Final communications strategy Provide final strategy document that includes communications objectives, final positioning statement, stakeholder messaging, and tactical calendar

Within 5 working days of receiving comments from the Volpe communications point of contact (or Volpe project manager, as directed)

Task Deliverables Due

Draft briefing for FMCSA Executive Leadership Team

Submit draft briefing June 30, 2024

Final briefing for FMCSA Executive Leadership Team

Submit final briefing Within 5 working days of receiving comments from the Volpe communications point of contact (or Volpe project manager, as directed)

Draft awareness materials Develop 4-5 draft awareness materials

Per direction of the Volpe communications point of contact (or Volpe project manager, as directed)

Final awareness materials Provide final versions of awareness materials

Within 5 working days of receiving comments from the Volpe communications point of contact (or Volpe project manager, as directed)

Deliverables will be provided electronically, in a format compatible with the appropriate MS Office products (e.g., Word, PowerPoint, Excel).

Acceptance Criteria The Volpe Center will review all deliverables and return comments. Final acceptance of deliverables will be provided by the Volpe communications point of contact (or Volpe project manager, as directed) via email to the contractor.