Draft SOW for Implementing Effective Community-Based Pedestrian Safety Program_ Final.pdf

Implementing Effective Community-Based Pedestrian Safety Programs

Draft Statement of Work

SECTION C - DESCRIPTION, SPECIFICATIONS, WORK STATEMENT

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an operating mode of the United States Department of Transportation (DOT). Its mission is to save lives, prevent injuries, and reduce traffic-related health care and other economic costs.

In 2022, 7,522 people were killed while walking, a 0.7 percent increase from 2021, and 67,336 people were injured, an 11 percent increase from 2021. It is the highest since 1981 when 7,837 pedestrians died in traffic crashes.

Many people rely on walking as a mode of transportation for everyday activities, leisure and entertainment purposes. Walking also provides health, social and economic benefits, along with increased community engagement and healthier and safer streets. NHTSA acknowledges each community has different needs and members of the community understand firsthand what strategies will be most effective for improving pedestrian safety within their respective community (i.e., urban, rural, suburban).

Community-based organizations play an important role in promoting the safety of the residents in their community. Using evidence-based countermeasures, found in NHTSA's Countermeasures that Work, the purpose of this project is to create a how-to implementation guide for pedestrian safety programs for communities that are readily available with training and tools in place. This guide will help communities use data to plan, implement, promote, sustain, and evaluate pedestrian safety programming based on the needs of their community.

C.2 OBJECTIVE

The objective of this project is to identify evidence-based intervention strategies targeted toward the prevention of crashes pedestrians, develop an evidence-based implementation step-by-step guide for community-based organizations focused on pedestrian safety programming found in NHTSA's Countermeasures That Work and other evidence-based safety countermeasures to help end users select effective, science-based pedestrian safety countermeasures to address highway safety problem areas in their communities.

Possible stakeholders: SHSOs, local government stakeholders, schools, educators, pedestrian safety stakeholders, law enforcement, community-based organizations, hospitals and health care organizations, local officials, faith-based organizations, etc.

C.3 ACRONYMS

The following is a list of key acronyms used throughout the Statement of Work (SOW). This list may not be exhaustive.

ACOR (TO) Alternate Contracting Officer’s Representative, Task Order CO Contracting Officer COR(TO) Contracting Officer’s Representative, Task Order CS Contracting Specialist DOT U.S. Department of Transportation NHTSA National Highway Traffic Safety Administration SME Subject Matter Expert

SOW Statement of Work

C.4 GENERAL REQUIREMENTS

The Contractor shall:

• The contractor will conduct an environmental scan of existing resources and materials related to effective pedestrian safety programming in order to identify gaps.

• Develop an evidence-based implementation guide for community-based organizations focused on pedestrian safety programming found in NHTSA's Countermeasures That Work or other evidence-based programming to help select effective, science-based traffic safety countermeasures to address highway safety problem areas in their communities.

• The step-by-step guide will provide a through how-to approach including but not limited to; assess community needs, identify partners, data sources, cost, time, evaluation, raising awareness, sustainability, ease, and affordability.

• Incorporate evaluation of content into the planning process to explore reactions so that future efforts may be refined and improved to better meet community needs.

C.5 SPECIFIC REQUIRMENTS

C.5.1: Kickoff Meeting

Within three (3) weeks of Task Order award, the Contractor shall meet with the NHTSA COR(TO), Contracting Officer (CO) and/or Contract Specialist (CS) and other interested National Highway Traffic Safety Administration (NHTSA) personnel virtually. The purpose of this meeting is to discuss the administration of the project, and to discuss the project’s goals and objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or the Government identifies.

The Contractor shall coordinate with the Contracting Officer Representative (COR) and begin preparatory activities for the Kickoff Meeting immediately following the Contract effective date.

The NHTSA COR(TO) and the Contractor shall jointly conduct the initial 45-60 minute briefing.

This briefing will be for a wider-NHTSA audience to become familiar with the project. The COR(TO) will take the lead in providing the background for the project. The Contractor shall then discuss the firm’s proposed technical approach for the project and lead discussions. The

Contractor’s description of their technical approach shall include a high-level look of the following:

• Understanding of project objective and potential issues;

• Proposed plan of work (including any additional thinking since final quote revisions);

• Schedule of project activities; and

• Understanding of deliverable requirements and specifications.

The Contractor shall be prepared with appropriate briefing materials. PowerPoint slides and other supplementary materials should be submitted to the COR(TO) at least one (1) week prior to the meeting for approval by the COR(TO). Within four (4) days of receipt, the COR(TO) shall provide comments to the Contractor on the briefing materials. The Contractor shall provide revisions to the COR(TO) within two (2) days. The Contractor shall allow a maximum of three (3) hours for this kickoff meeting.

C.5.2: Work Plan

Within two (2) weeks of the Kickoff Meeting, the Contractor shall submit a Work Plan that is based on the Contractor’s technical quote, final quote revisions, and discussions at the Kick-off meeting.

The work plan shall include the anticipated steps the Contractor will take to accomplish the tasks of this task order, including specific dates applied to the milestone and deliverable timeline.

The work plan will be submitted in written/electronic format (MS office). The NHTSA COR will review work plan within two (2) weeks of receipt and provide comments and necessary changes.

The Contractor shall incorporate the changes and respond to any comments/questions from the COR and return a final work plan to the COR within one (1) week after receipt.

C.5.3: Research and Information Gathering

Within three (3) months of award, the Contractor shall review the information on existing effective materials and programs. Once identified, the Contractor shall collect the information through research of written materials (training, articles, etc.). The Contractor shall provide a draft summary report of review findings and initial recommendations to the COR.

C.5.4: Develop Draft Guide Outline

Within six (6) months of award, the Contractor shall deliver a comprehensive draft step-by-step Guide outline.

The outline will provide details for development of the Guide contents focusing on proven/effective pedestrian safety programs. The Guide should include the following, but not limited to:

• Introduction – Why pedestrian safety is an issue, risk factors, Safe System Approach, and purpose;

• Planning for pedestrian safety – Community needs, resources;

• Coalitions/Partnerships – developing, maintaining, budgeting;

• Selecting evidence-based pedestrian safety programming – what is evidence-based, community prevention programming, program characteristics, selecting a program, cost and resources, cost benefits;

• Implementation of pedestrian safety programming – securing funding, identifying the audience, recruiting participants, quality improvement;

• Evaluating the program – why evaluate programs, goals, methods, data, types of evaluations;

• Promoting the program, - creating campaigns, working with media on framing pedestrian crashes;

• Sustaining the program – funding, collaboration, demonstrate benefits; and

• Sample/templates for recruitment, coalition building; evaluation checklist.

The Guide outline will be submitted in written/electronic format (MS office). The NHTSA COR will review Guide outline within two (2) weeks of receipt and provide comments and necessary changes.

The Contractor shall incorporate the changes and respond to any comments/questions from the COR and return a final work plan to the COR within one (1) week after receipt.

C.5.5: Development of Implementing Effective Community-Based Pedestrian Safety Programs Guide

Within eighteen (18) months of award, the contractor shall develop new educational materials to be used by NHTSA, their partners, stakeholders, and educators. Which include:

• All the identified sections in the draft Guide outline (Task C.5.4).

• Develop and demonstrate innovative strategies, activities, and resources to protect road users: (1) identify barriers pedestrians face; (2) institutionalize a process for identifying and implementing effective strategies specific for pedestrians; (3) provide education, awareness, materials and resources; (4) assess and refine behavioral traffic safety countermeasures to address unsafe behaviors and promote safe transportation; and (5) monitor and measure engagement of these audiences and modify strategies as needed to better reach all audiences, focusing on a comprehensive, shared-responsibility approach to road users to create a safer transportation for all.

The Contractor shall develop the written content for each of these materials. Materials shall be organized in a systematic and logical manner, to provide the user with the steps necessary to assist them in development and implementation of the program.

Format of Deliverables:

• Research/reports and other text-based deliverables shall be provided in an editable MSWord file.

• Presentations and slide decks shall be provided in MS PowerPoint, be fully editable and all linked graphic and images files shall be supplied separately.

• Links to other federal agencies and/or State sites shall be supplied in a tested list of all links, as well as embedding the links where necessary in all deliverables.

This list should include any links recommended as “Other Resources”.

• All files supplied need to be 508-compliant/accessible.

C.5.6: Draft Materials Submission

Within eighteen (18) months of award, the Contractor shall be responsible for providing the draft step-by-step Guide, on digital media.

The COR will accept and provide feedback within two (2) weeks of receipt.

The Contactor shall incorporate the COR comments into the materials within two (2) weeks of receipt.

The COR will review and return comments within two (2) months of receipt.

C.5.7: Final Materials

Within twenty-two (22) months of award, the Contractor shall provide the COR with the final materials, having incorporated all comments from the COR. Those materials shall include all sections for the project, on digital media.

C.5.8: Final Briefing

Within twenty-four (24) months of award, the Contractor shall conduct a virtual Final Briefing The Final Briefing shall consist of a 30 - 45-minute presentation of the project that includes the background of the project, a description of the specific tasks conducted, results and materials developed, and issues or lessons learned, followed by a question-and-answer period.

C.5.9: Monthly Conference Calls

The Contractor shall conduct a monthly conference call, during the first (1st) week of each month, with the COR, to discuss the status of the tasks and development of the Guide contents and the next steps expected for the conduct of the contract over the next month.

(End of Section C)

SECTION F - DELIVERIES OR PERFORMANCE

Deliverables/Milestone Schedule:

The following performance milestones and deliverables apply to this Task Order and are considered important to the successful completion of the project. The Contractor shall send an electronic copy of each deliverable to the COR (TO).

Item Task Deliverables (D) & Milestones (M) Due Date

1 C.5.1 Begin Preparatory Kick Off Meeting Activities (M)

Immediately Following Contract Award

2 C.5.1 Submit Kick-Off Meeting materials (D) At least 1 week prior to Kick-Off Meeting

3 C.5.1 COR (TO) provides feedback on Kick-Off Meeting Materials (M)

Within 4 days of receipt

4 C.5.1 Submit Revised Kick-Off Meeting materials (D)

Within 2 days of receipt

5 C.5.1 Kick-Off Meeting (M) Within 3 weeks of award

6 C.5.2 Submit Draft Final Work Plan (D) Within 2 weeks after kick-off

7 C.5.2 COR (TO) provides feedback on Draft Final Work Plan (M)

Within 2 weeks of receipt

8 C.5.2 Submit Revised Final Work Plan (D) Within 1 week of receipt

9 C.5.3 Research and Information Gathering (M) Within 3 months of award

10 C.5.4 Submit Guide Outline (D) Within 6 months of award

11 C.5.4 COR (TO) provides feedback on Draft Outline (M)

Within 2 weeks of receipt

12 C.5.4 Submit Revised Final Outline (D) Within 1 week of receipt

13 C.5.5 Development of Project Materials (M) Within 18 months of award

14 C.5.6 Submission of Draft Materials (D) Within 18 months of award

15 C.5.6 COR (TO) provides feedback on Draft Materials (M)

Within 2 weeks of receipt

16 C.5.6 Submit Revised Materials (D) Within 1 week of receipt

17 C.5.6 COR (TO) provides feedback on Revised Guide (M)

Within 2 months of receipt

18 C.5.7 Submit Final Materials (D) Within 22 months of award

19 C.5.8 Submit Final Briefing Material (D) 2 weeks prior to meeting

Item Task Deliverables (D) & Milestones (M) Due Date

20 C.5.8 COR (TO) provides feedback on Final Briefing Materials (M)

Within 1 week of receipt

21 C.5.8 Submit Revised Final Briefing Materials (D) Within 3 days of receipt

22 C.5.9 Final Briefing (M) Within 24 months of award

23 F. Submit Monthly Report (D) 30th of Each Month