Attachment A Scope of Services.docx

ATTACHMENT A – SCOPE OF SERVICES

NATIONAL SUMMER TRANSPORTATION INSTITUTE PROGRAM

The Massachusetts Department of Transportation (“MassDOT”) in partnership with the Federal Highway Administration (FHWA) is seeking accredited colleges/universities to submit proposals to host the 2015 National Summer Transportation Institute (“NSTI”) in Massachusetts. The NSTI is a pre-engineering program designed to introduce high school students (rising 9-12 graders) to all modes of transportation-related careers and to encourage transportation-related courses at a college/university. The program can be either residential or non-residential, with a minimum of 15 participants, and ranges from two to four weeks. The requested Federal Highway Administration (“FHWA”) budget should not exceed $50,000 for a residential program and should not to exceed $35,000 for a non-residential program. Colleges/universities are encouraged to seek partnerships with other entities for additional budget and/or in-kind contributions. The application with detailed instructions, supplemental tables and other informational and reference materials are attached.

The selected college/university (“host site”) is responsible for:

· Selecting a Project Director and supporting staff;

· Developing the program and a proposal for funding consideration;

· Executing and implementing all aspects of the program;

· Preparing a final report (annual report);

· Budgeting and expenditure (in compliance with OMB Circular A-21); and

The deadline to submit a proposal (including the application and Statement of Work) is 3:00 p.m. on February 6, 2015

Proposals should be emailed to Angela.Hemingway@dot.state.ma.us. Questions regarding the proposal package should be submitted in writing to Angela Hemingway, Deputy Director, Small Business Resource Center, Massachusetts Department of Transportation via email: Angela.Hemingway@dot.state.ma.us.

The SOW application should not exceed 10 pages (the Transmittal Sheet and Tables A-E do not count against the page limitation). SOW applications should be sent to MassDOT as a Word document using the Times New Roman font type 12 and be single-spaced.

0Instructions +The following components are included in the SOW Application:

Transmittal Sheet:

Fiscal Year Full name of host site Complete address Contact representatives

Program Information This section of the application should include the following information:

Host Site (Name/Address) Budget with narrative Requested Length of Program Program Dates Type of Program (e.g., residential) Anticipated Number of Participants and Grade Levels Congressional District Number(s)

Program Overview In this section, a one or two-page summary of the NSTI program the college/university plans to implement should be provided. Information in this section should include a description of curriculum, specific field trips planned, and examples of any enhancement activities planned.

Program Administration This section of the application should include the following information:

The enhancement program should expose the participants to methods and activities, which improve study habits, promote academic achievement, and foster self-awareness. The sports/recreation program should encourage good sportsmanship and team building. A tentative activity schedule for each week should be provided.

8. Follow-up Survey (senior participants) - A narrative that addresses how the survey will be conducted should be provided. The survey should focus on the career and academic decisions made by NSTI graduates.

Proposals are reviewed and ranked by the selection committee.

EVALUATIONS The Intermodal Advisory Committee (“IAC”) will work with the selected host site(s) and provide technical assistance and guidance. All proposals will be evaluated and reviewed by the members of the IAC. The IAC consist of members representing the following:

MassDOT Highway Division Transit Division/MBTA Aeronautics Division

RMV

SELECTION CRITERIA The host site(s) will be selected based upon the following criteria:

Program Curriculum

· Required to consist of 80% STEM – Science , Technology, Engineering, & Math

· Include “prep” classes such as PSAT, ACT, etc.

· Should include extra-curricular activities that complement STEM components

· Methods of recruiting and selecting diverse participants

· Implementation schedule

· Staff selection procedure

· Process of evaluating program’s success

Project Director The host site must identify a Project Director, who is a professor, staff, or faculty member at the college or university. The Project Director has primary responsibility for implementing the day-to-day activities, ensuring the program operates in accordance with the SOW and the NSTI Desk Reference, and adheres to all Federal and State laws, and college or university policies and, procedures.

Responsibilities include, but are not limited to the following:

· Facilitating sub-agreement with MassDOT

· Developing, implementing, and directing all phases of the NSTI

· Ensuring that background checks are conducted on NSTI staff

· Participating in national NSTI webinars

· Serving as the point of contact with college or university administrative officials and MassDOT and FHWA

· Developing, administering, and tracking the NSTI budget and expenditures

· Selecting and supervising all host site staff

· Establishing an Inter-modal Advisory Committee (IAC)

· Recommending, and where appropriate, approving all personnel activities, contracts for services, expenditures, etc.

· Recruiting and selecting participants

· Providing any necessary disciplinary action, orientation meeting, and closing program

· Developing academic curriculum and enhancement activities and, any recreational activities

· Facilitating civic and cultural activities, field trips, and evaluations

· Using assessment tool to enter information about the NSTI (fulfills annual Reporting requirement)

Staff To ensure that faculty and staff understand and agree with their respective duties and responsibilities, employment agreements are encouraged. An employment agreement is a contract between the host site and the employee and sets forth duties and responsibilities, duration of the agreement, required assurances, and the amount of compensation for the position.

Staff positions may include academic program coordinator, academic aide, residence hall counselor, and faculty. Host sites are encouraged to provide job descriptions, defining all duties and responsibilities, for the NSTI staff. Host site staffing is set forth in the respective host site staffing SOWs. The Project Director is encouraged to ensure that all staff members are adequately trained for their positions, Residential or Non-Residential The NSTI must be classified as either a middle school (grades 7-9) or high school (grades 9-12) program, and as residential or non-residential. The NSTI cannot conduct both a Middle and High school program. Nor can it conduct both a residential and non-residential program. It must be one or the other.

The high school program should include activities that are designed to assist in preparing participants for post-secondary education and to encourage them to pursue transportation-related careers. A middle school program will focus more on career exploration.

In a residential program, the participant resides on the college or university campus, which includes room and board. Residential programs are required to include academic, enhancement, sports, and recreation activities. In a non-residential program, the participant commutes to campus every day. Non-residential programs include, at a minimum, an academic program and some enhancement activities.

Rules and Regulations The NSTI staff is responsible for the safety and well-being of the participants at all times. The following guidelines, rules and regulations are important and necessary to meet the objectives of the NSTI Program.

1. Participants are expected to display courteous and professional behavior towards their peers, faculty, and staff at all times.

2. Only excused absences from the Project Director will be accepted. Participants must report any illnesses and/or injuries etc., to their residence counselors and Project Director to be excused from classes (seminars/labs). Violations may lead to dismissal from the program. Attendance at all activities is mandatory.

3. Participants are not permitted to leave the campus unless escorted by a counselor or another adult in authority. Residence counselors will arrange for off-campus activities. Any unauthorized participant found or reported off campus is subject to immediate dismissal. Participants are required to take part in all weekend activities, unless prior arrangements have been made.

4. Weekend activities are planned for the participants. However, participants who must go home on weekends may do so on Saturdays after 1 p.m. and must return on Sunday by 5:00 p.m. Parents must consult with the Project Director before signing participants out of the dormitory when leaving campus. Parents must sign participants back in when they return to campus.

5. Each participant will receive a host site identification (ID) card. This ID card will allow him/her dining privileges and access to all university facilities and related programs.

6. All residence hall rules of conduct must be followed. A 9:00 p.m. curfew is set for all residence halls. Participants are free to move around inside the residence hall under the supervision of the residence hall counselor. They must also abide by bedtime hours.

Participant Selection All host sites are encouraged to use the participant selection criteria designed by HCR and their STA, if applicable. In addition, host sites should distribute applications to public and private middle and high schools in their service area. It is recommended that host sites establish a selection committee with at least one representative from MassDOT and FHWA.

Potential participants should submit a complete application. Host sites will notify selected participants and provide them with detailed information about the NSTI. After the initial screening of the applications and prior to final selection, the NSTI Project Director may schedule interviews with prospective participants and their parents/guardians.

The selection committee should use the following criteria to select participants:

1. Participants who are rising seventh, eighth, or ninth grader for middle school programs or rising ninth, tenth, eleventh, or twelfth grader for high school programs. 1 1 Each host site conducts either a middle school or a high school program and admits participants from no more than three consecutive grade levels.1

2. Participants who have completed pre-algebra or will be qualified for enrollment in pre-algebra for the coming school term for middle school programs. Participants who have completed algebra or will be qualified for enrollment in algebra for the coming school term for high school programs.

3. Participants having a minimum cumulative grade point average of 2.0 on a 4.0 scale.

4. Participants having an expressed interest in engineering, science, transportation, or technology careers.

5. Participants who have submitted at least one letter of recommendation from a teacher or a guidance counselor.

6. Participants who have submitted a written statement regarding his/her reasons for wanting to participate in the program and how the NSTI can assist in meeting his/her career goals.

Applications: Applications are distributed to public and private middle and high school counselors in the respective State and other contacts such as alumni, civic, fraternal, and community organizations. Applicants are encouraged to submit a complete application with letters of recommendation from his/her school’s mathematics, technology, science faculty, or a guidance counselor, along with his/her standardized test scores.

Interview: After the initial screening of the application and prior to final selection, the Project Director is encouraged to schedule interviews with prospective participants and their parents/guardians. The interview process allows the Project Director to validate the applicants’ career objectives, their interest in the NSTI, and provides an opportunity to discuss the program with the parents/guardians.

Notification/Acceptance Packages: Upon completion of the selection process, the Project Director notifies the successful applicants and provides them with detailed information about the NSTI. Suggested information to be provided in the notification/acceptance package (Appendix E) includes the following: 1) notification of selection; 2) participant/ parent agreement; 3) NSTI guidelines or requirements; 4) certificate of health; 5) required personal items and dress codes; 6) housing regulations; and 7) permission to tape or photograph form.

Notification to Applicants Not Selected: The Project Director notifies each applicant who was not selected as an NSTI participant.

Program Curriculum Each NSTI must submit a detailed curriculum (where both a weekly calendar and a narrative are included) to MassDOTs for review and approval. The curriculum, at a minimum, must conform to the NSTI general curricula and include all aspects of the transportation industry and its role in society. The design and delivery should create awareness and stimulate the participants’ interest in the opportunities that exist in the transportation industry. The interdisciplinary nature of transportation is also emphasized.

Academic Curriculum The academic program is conducted each weekday. The program must be STEM focused and be designed to: 1) introduce the transportation industry to students and 2) expose them to in-depth facts related to the transportation industry and career opportunities. The program must include exposure to all modes of transportation: land, air, water, and incorporate topics on safety, but with an emphasis on highway transportation. As a part of the learning experience, include activity- based presentations by professionals who work in areas related to the mode being studied and field trips to businesses or government agencies. All field trips must be transportation-related and include a description.

Hands-on activities such as laboratory activities, project design, construction and testing must be included and may culminate with participant competition. Some suggested activities are rocket design, computer programming, computer applications, solar car design, glider design, bridge design, poster competition, and mass transit design. Field trips to businesses or government agencies should be included as a part of the learning experience. Each mode listed below, at a minimum, should cover the various transportation careers, education and training requirements.

Land transportation topics may include, but are not limited to:

Highway Design Transportation Planning Traffic Signal Timing Transportation Logistics Public Transit Railroad Transportation Truck Operations Traffic Flow

Air transportation topics may include, but are not limited to:

Flight Theories Aircraft Performance Flight Instruments Power Plant Design Gravity (properties, etc.)

Air Navigation Space

Water transportation topics may include, but are not limited to:

Deep Sea Freight Transportation Deep Sea Passenger Transportation Inter-Coastal Waterway Local Water Transportation Towing/Tugboat Services Marine Cargo Handling Marinas Water Transportation Services

The Safety module, at a minimum, discusses:

Ways to build safety into the transportation infrastructure Improve safety Incentives for better safety Methods to analyze and forecast safety trends and issues Benefits of safe transportation At least two phases of transportation safety should be explored. Topics may include, but are not limited to:

Pedestrian Safety Bicycle Safety Air Travel Safety Vehicle Safety

Enhancement Program The enhancement program should expose participants to methods and activities, which improve study habits, promote academic achievement, and foster self-awareness.

Enhancement activities may include, but are not limited to the following:

Time Management Critical Thinking Analytical Skills Study Habits Scholastic Assessment Test Prep Library Use Problem Solving Skills Vocabulary Development Computer Skills Personal Grooming/Skills for Daily Living Oral/Written Communication Skills In addition, the participants may keep a daily journal of their experiences, and create a newsletter that can be published to document activities.

The host sites are encouraged to consider coordinating activities with other campus summer programs and the local community in the development of its NSTI.

Sports and Recreation Program The purpose of the sports and recreation program is to expose students to sports and recreation, rules and regulations, and to encourage good sportsmanship. A sports and recreation program is included for residential programs and may be included for non- residential programs to provide a healthy team and competitive attitude among the participants.

Although this program is a component of the NSTI curriculum, pursuant to Office of Management and Budget Circular A-21 J.17 - Entertainment Costs, No Federal funds may be used for entertainment activities such as student sports/fitness center, swimming pool, board games, bowling, movies, water parks, amusement parks, cruises, etc., or any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities). Funding for activities that are non-transportation related is the responsibility of the host site. Note: where needed, reasonable accommodations must be made for persons with disabilities.

Host sites must find alternative funding for, including transportation, food, etc. associated with these events. It is recommended that host sites use the sports/recreational resources already available on their campuses. Host sites may wish to check with their STA to find out if State funds can be used for these types of activities. In addition, HCR recommends that partnerships be established to help provide in-kind contributions.

In addition, HCR recommends that partnerships be established to help provide in-kind contributions.

Activities may include, but are not limited to:

Bowling Swimming Board Games Movies Basketball Tennis Volley Ball

Pursuant to the Office of Management and Budget - Circular A-21, J.17 - Entertainment Costs - Costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) are disallowed. Federal funds cannot be used for entertainment activities such as sports/fitness center, swimming pool, board games, bowling, movies, water parks, amusement parks, cruises, etc.

Marketing Each host site is encouraged to publicize the activities of the NSTI throughout the host site’s local community.

Orientation Meeting The Project Director must plan and host an orientation program for participants and parents/guardians. A thorough explanation of what is expected of participants, an overview of all planned activities and general information about the host site are among the topics to be included for review. Review of rules and regulations is highly encouraged. A sample orientation program is included as Appendix F.

Closing Program The Project Director must plan and host a closing/awards program at the conclusion of the NSTI. Parents, sponsors, and college or university officials are invited. Host sites are encouraged to send a press release to the participants’ hometown media announcing the graduates of the NSTI. The talents of the graduates are featured and they can receive awards for accomplishments in each program of the NSTI as well as a certificate of completion. Special guests such as the IAC, sponsors, FHWA, STAs, FHWA and other transportation agencies are encouraged to attend.

National Awards: NSTIs are encouraged to provide awards for the three top graduates of each NSTI. The Project Director should present these awards in recognition of those participants who have distinguished themselves through exemplary accomplishments during the NSTI.

Categories for the awards are first place - Director’s Award; second place - FHWA Award; and third place - STA Award. The recipients of these awards should demonstrate a strong interest in pursuing a career in the transportation industry.

The faculty and staff may select awardees based on the following criteria: participation in activities; completion of assignments/activities; teamwork; leadership skills; and interest in pursuing a career in the transportation industry.

Budget There is no cost-sharing requirement for the NSTI Program. Host sites cannot charge any types of fees of any kind (e.g., application, retention, supplies) even if the fee is reimbursable to the participant.

The requested budget amount cannot exceed that which has been decided by HCR. However, depending on funding constraints, amounts are subject to change. The FHWA HCR has capped the Federal cost for the following budget items: 2 2 Considered special terms or conditions for this program

Personnel and Fringe: Not to Exceed 45% of total requested funding amount.

Indirect Cost: Not to Exceed 15% of the requested budget direct cost.

Note: These caps pertain to FHWA funding only.

Budget Summary The budget summary is a skeletal outline that shows how the program’s total cost will be allocated to line items. In addition, the summary will identify the funds as being requested or in-kind contributions. In-kind contributions include human and/or material resources such as materials, equipment or services that are given without charge to the program or organization.

Budget Categories/Definitions Listed below are the budget categories and definitions.

1. Personnel - Includes all expenditures for direct services of persons who are in the employment of the host site, regardless of whether such employment is on a permanent, temporary, or fee basis.

2. Fringe Benefits - Includes all employer contributions made by the host site on behalf of employees, i.e. medical insurance.

3. Recruitment - Includes all expenditures for the recruitment of the participants for the NSTI Program. A brief explanation is required for travel. Allowable items/activities may include the following:

Travel (Project/Program Director) – visit/participate in school activities and/or meet with participant counselors to market the NSTI program.

Production of flyers, application packages, participant selection/non-selection notification letters and any other required program documents at a reasonable cost.

Postage, such as the mailing of applications and other program documents to public/private middle and high schools, and to participants at a reasonable cost.

4. Contractual Services - Includes all expenditures for services, other than by official employees of the host site, which includes the use of equipment, materials, or commodities.

5. Food - Includes all expenditures in the following categories at a reasonable cost:3 3 Reasonable costs. A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost.

Orientation Meeting Residential Program: Breakfast/Lunch/Dinner Non-Residential Program: Lunch - If a transportation-related topic is being presented and/or discussed.

Closing Program Disallowed - All snacks Note: Cost of all meals must be included in your SOW’s program budget, including meals planned for field trips. A breakdown of costs must also be included in your detailed budget.

6. Travel - Includes all expenditures for participants’ travel (i.e., transportation, lodging, meals and other charges necessary to the approved travel.) All field trips/travel plans should be identified individually. Travel requirements should be met using the most economical form of transportation available. The following information should be provided:

Total number of trips planned Number of participants for each trip (e.g., Project Director, 15 participants, 3 participant counselors) Type of trip (e.g., In-State or Out-of-State) Name/location of the event Purpose of the trip (identify what the participants will be doing - a tour and/or brief presentations, hands-on activities, etc.)

Entrance fee per person, if applicable Fares for common carriers, auto/van rentals, or other chartered transportation services Cost of food, if applicable Note: Only educational transportation-related trips will be approved for funding. A brief narrative explaining how the trip relates to transportation should be included.

7. Supplies - Identify all materials and supplies needed for the daily implementation of the NSTI program such as program and training supplies. Include the cost and number of items being purchased.

Transportation charges on supplies are a part of the cost of supplies and will be charged and classified as such. Please provide a narrative for any items that require an explanation (i.e., special software-please include the purpose).

Note: NSTI program funds may not be used to purchase equipment, such as computers.

8. Room and Board - Includes the cost of sleeping accommodations and meals made by the host site on behalf of a participant, where such is not an employee of the host site.

9. Stipends - Participant stipends are allowed if funding for both room & board is not being requested.

10. Indirect Cost - Indirect cost is any cost that cannot be directly attributed to the project, and may cover services and products such as telephone bill, utilities, rent payments, and maintenance costs. For the purpose of the NSTI Program, HCR has capped the indirect cost not to exceed 15% of the direct cost.

Stipends Participant stipends are allowed for non-residential programs ONLY. Stipends may be used to offset transportation costs for students travelling to/from the host site campus. Residential programs typically include funding for room and board. However, if funding is being requested for either room or board, or both for a residential program, then stipends are NOT allowed.

Note: Students’ attendance must be verified before reimbursement, i.e. sign-in sheet.

Stipends cannot exceed the following:

Middle School - $75 per participant per week High School - $125 per participant per week Reimbursement Procedure The NSTI should follow MassDOT procedures for reimbursement of NSTI expenditures. The typical process for reimbursement involves the following steps.

1. The NSTI submits invoices to MassDOT for review and reimbursement. MassDOT reimburses the NSTI for allowable expenses. (Expenses on invoices should reflect expenses listed in the budget submitted in the NSTI’s SOW submission).

2. FHWA may request at any time, to review invoices paid by MassDOT.

The grant recipient should follow MassDOT’s procedures for NSTI cost reimbursements. MassDOT will follow State rules and regulations regarding cost reimbursement (i.e. time requirements, proper documentation requirements, contact person, etc.).

Financial Reports The NSTIs must follow MassDOT’s procurement process regarding the submission of financial reports. However, HCR requires NSTIs to submit a preliminary financial report to their FHWA Office. The preliminary report should include all expenditures whether invoiced or not. For details about documentation requirements and deadlines for submission of invoices and reports for reimbursement of funds, the Project Director should contact MassDOT.

Procurement The Project Director procures all supplies, travel, equipment, and services using the normal procurement procedures of the college or university. Neither the Project Director nor the NSTI staff may, at any time, violate the procurement procedures of the State, college or university. Any expense incurred by the Project Director or the NSTI staff outside of the normal procurement process for the college or university will NOT be an allowable expense under the cooperative agreement with MassDOT.

Weekly Evaluations The Project Director must ensure that weekly evaluations of speakers, field trips, and the academic, enhancement, and sports/recreation programs are administered to program participants. The results of the weekly evaluations must be summarized and used for internal program assessment and adjustments to the host site program. Each host site must include the results of the evaluations in its final report.

Listed below are the different types of evaluations forms (Appendix K) to use.

Classroom Session Enhancement Program Field Trips Speakers Staff Sports and Recreation

Faculty/Staff Evaluation of Host Site Activities The Project Director ensures that host site faculty evaluates the effectiveness of their NSTI.

Host Sites’ Overall Program Evaluation The purpose of the evaluation is to determine how well the program has accomplished its goals and how to improve the effectiveness of the NSTI. The overall program evaluation must be administered at the end of the NSTI and include summary evaluations of each NSTI component. The completed evaluation forms must be submitted to MassDOT and FHWA.