693JJ925RQ000331_Draft_ SOW.pdf

SECTION C – DESCRIPTION/ SPECIFICATIONS/ WORK STATEMENT

(Draft)

C.1 OVERVIEW/BACKGROUND

C.1.1 OVERVIEW

There is a growing shortage of motorcycle rider instructor trainers nationwide, which has significantly impacted the availability and accessibility of motorcycle rider training classes. This shortage, initially seen as a minor issue pre-pandemic, has escalated post-pandemic in many states, leading to a backlog of individuals seeking training. The National Highway Traffic Safety Administration (NHTSA) has recognized this issue through State Motorcycle Safety Program Assessments, which have highlighted the persistent challenges with instructor recruitment and retention across most states.

Despite efforts by some states to address this issue, the shortage of instructors continues to hamper the growth and accessibility of motorcycle safety programs. While some states have been successful in managing this challenge, others have been unable to meet demand, which could further exacerbate safety concerns on the roads. The long-term impact of this shortage is concerning, as it may hinder public safety efforts aimed at reducing motorcycle crashes, injuries, and fatalities.

In response, a nationwide compilation of state practices regarding rider instructor recruitment and retention is essential to identifying effective strategies and understanding the challenges that various states face. By exploring the successes and challenges of different state programs, we can develop a comprehensive analysis of the current situation and propose solutions that can be implemented at the national and local levels.

C.1.2 BACKGROUND

NHTSA’s state assessments from 2022-2024 highlight the widespread issue of instructor shortages in motorcycle safety programs. States like Colorado, Ohio, and others have pointed out that without aggressive recruitment and retention efforts, the gap between the demand for rider safety programs and the availability of qualified instructors will continue to widen. Some states have identified successful recruitment practices, while others face significant hurdles in attracting and retaining skilled trainers.

This project will gather data on state recruitment and retention practices, examining common themes and identifying potential solutions to mitigate the challenges faced by states with ongoing shortages. The findings will inform future strategies aimed at ensuring that all states can adequately staff their motorcycle safety programs, reducing the risk of rider fatalities and injuries.

C.2 PURPOSE

The purpose of this project is to compile a comprehensive review of state motorcycle rider instructor recruitment and retention practices, focusing on the successes and challenges faced across the nation. The objective is to identify common themes and develop a report of findings that can provide recommendations for addressing the nationwide shortage of motorcycle safety instructors.

C.3 OBJECTIVES

1. Develop a Process for Reviewing Instructor Recruitment Practices Nationwide:

o Create a standardized methodology for evaluating state-level recruitment and retention practices.

o Identify key stakeholders (State Motorcycle Safety Programs, motorcycle training schools, instructors, and other relevant organizations) for participation in the review process.

o Ensure that the review covers diverse geographic regions, with representation from both rural and urban areas.

2. Document State Practices, Successes, and Challenges:

o Conduct outreach to states and gather data on their recruitment and retention strategies.

o Document successful practices, including any innovative programs, outreach efforts, and incentives offered to instructors.

o Identify common challenges, such as budgetary constraints, burnout, limited recruitment pools, and lack of career advancement opportunities.

3. Develop Final Report of Findings and Potential Solutions:

o Compile the documented practices into a comprehensive final report.

o Analyze the common themes across states, including what has worked well and what has not.

o Provide actionable recommendations for addressing the challenges and proposing scalable solutions that could be implemented nationwide.

o Present potential solutions for both recruitment and retention, with a focus on sustainability and long-term success.

C.4 GENERAL REQUIREMENTS

The contractor shall conduct a nationwide review of motorcycle rider instructor recruitment and retention practices over a 24-month period. The project will be organized into four phases, each with specific deliverables and timelines.

Phase 1: Preparation and Methodology Development In the first phase, the contractor will initiate the project with an initial planning period to identify key stakeholders and develop a standardized methodology for reviewing state-level recruitment and retention practices. The contractor will conduct an initial project kickoff meeting with the Contracting Officer Representative (COR) to discuss the scope, milestones, and deliverables.

The contractor will also identify relevant stakeholders, including state motorcycle safety program administrators, motorcycle training schools, and instructors. Additionally, the contractor will finalize a process for reviewing state practices. The contractor will develop an outreach strategy, including communication materials and survey templates to ensure consistent data collection across states. By the end of this phase, the contractor will finalize the review process and begin initial outreach to states.

Phase 2: Data Collection and Analysis The second phase of the project focuses on gathering data from state motorcycle safety programs. The contractor will conduct outreach to states, distributing surveys and conducting interviews to document recruitment and retention strategies. The contractor will work to gather comprehensive data on successful recruitment practices, retention challenges, and innovative strategies employed by states. The contractor will continue collecting data from states that have not yet participated, while starting to identify emerging trends and common themes from the gathered information. By the end of this phase, the contractor will have reviewed the collected data, analyzed the successes and challenges, and conducted follow-up discussions with states to ensure all relevant data is thoroughly documented and analyzed.

Phase 3: Draft Report and Stakeholder Feedback Phase 3 will involve the development of a draft report summarizing the findings from the data collection and analysis process. The contractor will prepare the draft report, including detailed documentation of successful recruitment strategies, retention challenges, and potential solutions identified during the data collection phase. The draft report will be shared with selected stakeholders for feedback, including state motorcycle safety programs, instructor trainers, and other relevant parties. The contractor will conduct interviews or feedback sessions with key stakeholders to refine the findings and ensure that the report reflects the diverse perspectives of the states involved. The contractor will then revise and finalize the draft report, ensuring that all key themes and recommendations are clearly presented.

Phase 4: Final Report Dissemination In the final phase of the project, the contractor will prepare the final report, incorporating feedback from stakeholders and ensuring that it is clear, comprehensive, and actionable. The report will include an executive summary, detailed findings, and a set of recommendations for addressing the nationwide shortage of motorcycle safety instructors. The contractor will design the report for both digital and printed distribution to ensure accessibility for all relevant stakeholders. The contractor will disseminate the final report to all stakeholders, including state motorcycle safety programs, instructor organizations, and motorcycle safety advocacy groups.

The contractor will also hold a webinar or presentation to share the report’s key findings and recommendations and make the final report available to the public via an accessible online platform, maximizing its reach and impact.

C.5 SPECIFIC REQUIREMENTS AND DELIVERABLES

C.5.1 Kick-Off Meeting The contractor will conduct an initial project kick-off meeting within one week of contract award. During this meeting, the project scope, deliverables, and schedule will be discussed in detail, and any preliminary concerns or questions will be addressed. A final work plan and timeline for deliverables will be agreed upon within two weeks following this meeting.

Within 1 week, the COR (TO) will review the final work plan and timeline for deliverables and return any feedback to the contractor.

C.5.2 Weekly Progress Reports The contractor will provide weekly progress reports throughout the course of the project. These reports will include updates on data collection progress, details of stakeholder engagement efforts, preliminary analysis of trends or challenges, and adjustments to timelines or strategies if necessary.

Within 1 week, the COR (TO) will review each weekly progress report and return feedback to the contractor.

C.5.3 Deliverables and Performance The contractor shall ensure the following deliverables are completed and submitted in accordance with the agreed-upon timeline:

C.5.4 Methodology and Review Process Within 3 months of contract award, the contractor will submit a finalized methodology for the nationwide review of state recruitment and retention practices to the COR (TO). This will include the identification of stakeholders, the outreach strategy, and the review process to be used for data collection.

Within 2 weeks, the COR (TO) will review the methodology and return any feedback to the contractor.

C.5.5 Data Collection Within 6 months of contract award, the contractor will submit comprehensive documentation of state practices regarding instructor recruitment and retention to the COR (TO). This will include successful recruitment strategies, challenges faced by states, and innovative solutions or approaches.

Within 2 weeks, the COR (TO) will review the data collection documentation and return any feedback to the contractor.

C.5.6 Draft Report Within 12 months of contract award, the contractor will submit a draft report summarizing the findings from data collection to the COR (TO). This report will include initial analysis of common practices, challenges, and potential solutions identified across states.

Within 3 weeks, the COR (TO) will review the draft report and return any feedback to the contractor.

C.5.7 Final Report Within 24 months of contract award, the contractor will submit the final report to the COR (TO).

This report will include a comprehensive analysis of recruitment and retention practices, challenges, and recommendations for nationwide implementation of promising recruitment and retention practices. The final report will also include an executive summary, a resource guide, and a summary of findings for public dissemination. The report will be designed for both digital and printed distribution, ensuring accessibility for all relevant stakeholders.

Within 3 weeks, the COR (TO) will review the final report and return any feedback to the contractor.

C.5.8 Stakeholder Outreach The contractor will facilitate the dissemination of the final report to stakeholders by hosting a webinar or presentation to share key findings and recommendations, and make the final report available to the public through an accessible online platform.

Within 2 weeks, the COR (TO) will review and provide feedback on the stakeholder outreach plan and dissemination strategy.

This project, conducted over a 24-month period, will provide a robust, evidence-based analysis of state practices regarding motorcycle rider instructor recruitment and retention. The final deliverables will contribute valuable insights and potential solutions to mitigate the nationwide shortage of qualified instructors, ultimately improving the availability and quality of motorcycle safety training.

Item

Task # Milestones (M) and Deliverables (D) Due Date

1 C.5.1 Conduct Initial Kick-off Meeting (M) 1 week after contract award

2 C.5.1 Submit Final Work Plan and Timeline for Deliverables (D)

2 weeks after Kick-off Meeting

3 C.5.1 COR (TO) Review Final Work Plan and Timeline and Provide Feedback (M)

1 week after final work plan submission

4 C.5.2 Submit Weekly Progress Reports (D) Weekly throughout the project

5 C.5.2 COR (TO) Review Weekly Progress Reports and Provide Feedback (M)

1 week after each report submission

6 C.5.4 Submit Finalized Methodology for Nationwide Review (D) 3 months after contract award

7 C.5.4 COR (TO) Review Methodology and Provide Feedback (M)

2 weeks after methodology submission

8 C.5.5 Submit Documentation of State Practices Regarding Instructor Recruitment and Retention (D)

6 months after contract award

9 C.5.5 COR (TO) Review Data Collection Documentation and Provide Feedback (M)

2 weeks after documentation submission

10 C.5.6 Submit Draft Report Summarizing Findings from Data Collection (D)

12 months after contract award

Item

Task # Milestones (M) and Deliverables (D) Due Date

11 C.5.6 COR (TO) Review Draft Report and Provide Feedback (M)

3 weeks after draft report submission

12 C.5.7 Submit Final Report (D) 24 months after contract award

13 C.5.7 COR (TO) Review Final Report and Provide Feedback (M)

3 weeks after final report submission

14 C.5.8 Host Stakeholder Webinar or Presentation to Share Key Findings (D)

After Final Report Submission

15 C.5.8 Make Final Report Available to Public Online (D) After Final Report Submission

16 C.5.8 COR (TO) Review Stakeholder Outreach Plan and Dissemination Strategy and Provide Feedback (M)

2 weeks after stakeholder outreach plan submission