V3272275_CUTC_SOW (1).pdf

Department of Transportation Volpe National Transportation Systems Center (Volpe Center) Council of University Transportation Centers (CUTC) Awards

Ceremony Planning and Coordination Services Statement of Work

This Statement of Work (SOW) sets the terms and understanding between the Volpe National Transportation Systems Center (Volpe) on behalf of the University Transportation Centers (UTC) Programs and the Council of University Transportation Centers (CUTC) to continue USDOT’s sponsorship of the UTC Outstanding Student of the Year Awards Ceremony held in conjunction with CUTC Annual Awards Banquet.

Background:

The University Transportation Centers (UTC) Program advances the state-of-the-art in transportation research and technology and develops the next generation of transportation professionals. The program was authorized in the Surface Transportation and Uniform Relocation Assistance Act of 1987 to establish transportation centers at a university in each of the ten Federal regions to conduct research and training on the safe movement of people and goods. In subsequent reauthorizations the program was expanded: In 2005, the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), reauthorized the Program increasing the number of Centers to 60. In 2013, under the Moving Ahead for Progress in the 21st Century (MAP-21) reauthorized the Program for up to 35 Centers. Grants for these centers were awarded in 2013 and 2014 respectively. In 2016, the Fixing America’s Surface Transportation (FAST) Act again reauthorized up to 35 Centers to receive grants in 2017.

The UTC Program is administered by the Office of the Assistant Secretary for Research and Technology (OST-R). The John A. Volpe National Transportation Systems Center (Volpe Center) has assisted OST-R with the UTC Program continuously since the program’s inception in 1987. In addition to coordinating the Outstanding Student of the Year Awards for the past 19 years, Volpe has authored major UTC publications and managed multiple competitive processes to award UTC grants under successive reauthorizations. The Volpe Center continues to be an integral part of the UTC Program.

The UTCs are internationally recognized centers of excellence, fully integrated within institutions of higher learning, that serve as a vital source for leaders who are prepared to meet the nation’s need for the safe, efficient and environmentally sound transportation of people and goods. Each UTC selects one Outstanding Student of the Year for recognition at the annual Council of University Transportation Center’s (CUTC) Awards Ceremony held during the Transportation Research Board’s (TRB) Annual Meeting in Washington, DC.

CUTC was established in 1979 to provide a forum for the universities and transportation centers to interact as a group with government and industry and played a pivotal role in USDOT’s selection of the ten regional transportation centers authorized in 1987.

http://www.fhwa.dot.gov/safetealu/index.htm http://www.fhwa.dot.gov/safetealu/index.htm

Currently, CUTC’s membership consists of 90 of the nation’s leading university-based transportation centers, including UTCs funded through OST-R. CUTC’s business operations are managed by Meetings Northwest, Inc.

Purpose:

Provide Event Planning and Coordination Services for the Annual UTC Outstanding Student of the Year (SOY) Awards Ceremony held in conjunction with the Annual Council of University Transportation Centers (CUTC) Awards Banquet on Saturday, January 4, 2025, at the Grand Hyatt Washington, DC, Hotel

Requirements:

The contractor shall provide Volpe with the following Event Planning and Coordination Services for the 34th Annual UTC SOY Awards Ceremony held on Saturday, January 4, 2025, at the Grand Hyatt Washington, DC, Hotel:

• Participate in pre-event planning meetings with Volpe and OST-R/UTC Program staff:

o Deadline: Ongoing

• Secure venue facilities, audio-visual equipment, and professional photographer services for event:

o Deadline/Deliverable: Venue, equipment, and photographer information to Volpe POC* by December 27, 2024.

• Coordinate with awardees on their video presentation to be presented during the ceremony on January 4, 2024:

o Deadline: December 27, 2024.

• Incorporate a UTC Students of the Year slide show, including photographs of the award recipients, into the main CUTC Awards Ceremony slide show.

o Deadline/Deliverable: Updated CUTC Awards Ceremony slide show, January 3, 2024.

• Final agenda:

o Deadline/Deliverable: Draft to Volpe POC* by December 27, 2024.

• Prepare registration module for up to 120 participants (UTC Student award recipients plus guest and OST-R staff):

o Deadline/Deliverable: It is understood that Volpe will provide and assist in coordinating the names of the UTC Students of the Year and their guests no later than January 2, 2025.

• Participate in an onsite final coordination meeting with Volpe and OST-R/UTC Program staff at the venue:

o Deadline: January 3, 2025.

• Provide photography services during the SOY presentations on January 4, 2024:

o Deliverable: Photographs of each UTC Outstanding SOY receiving his/her award, 2 group photographs of the UTC award winners and candid photos of the reception, dinner, and ceremony.

• Post photographs on the CUTC website (www.mycutc.org):

o Deadline: NLT March 5, 2025.

• Participate in a lessons learned post-event meeting with OST-R/UTC and Volpe staff:

o Deadline: NLT January 30, 2025.

http://www.mycutc.org/

Period of Performance:

The period of performance will be date of award through March 5, 2025.

*Technical Point of Contact (POC) for the Volpe Center:

Jennifer Shelby, Ph.D., V-327 Community Planner U.S. DOT Volpe National Transportation Systems Center 220 Binney Street Cambridge, MA 02142-1093 Phone: 617-494-3924 Email: jennifer.shelby@dot.gov mailto:nathan.grace@dot.gov