RFP - DTFH61-11-R-00036 - RFP.docx

RFP DTFH61-11-R-00036 Page 2 of 67

RATING

2. CONTRACT NUMBER

3. SOLICITATION NUMBER

DTFH61-11-R-00036

6. REQUISITION/PURCHASE NO.

7. ISSUED BY CODE

8. ADDRESS OFFER TO (If other than Item 7)

Federal Highway Administration Office of Acquisition Management 1200 New Jersey, SE, Room E65-101 Washington, DC 20590

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”

SOLICITATION

9. Sealed offers in original and 4 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in Room E65-101 until __4:30______ local time _September 19, 2011.

CAUTION LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. L.8, 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

Do not call

NUMBER

EXT.

Charles.Kotch@dot.gov

11. TABLE OF CONTENTS

AND OTHER STATEMENTS OF OFFERORS

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

(The offeror acknowledges receipt of amendments to the

SOLICITATION for offerors and related documents numbered and dated):

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

AND ADDRESS OF

OFFER (Type or print)

OFFEROR

AREA CODE

NUMBER

EXT.

ADDRESS IS DIFFERENT FROM ABOVE - ENTER SUCH ADDRESS IN SCHEDULE.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE

25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT—Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

SECTION B SUPPLIES OR SERVICES AND PRICES/COSTS

In accordance with the table below, the maximum potential value of all orders placed against this contract shall not exceed $____________ over sixty months. The guaranteed minimum is $__________.

SECTION C DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 INTRODUCTION

Established by Congress in 1970, the National Highway Institute (NHI) is the training and education arm of the Federal Highway Administration, under the Department of Transportation (DOT). NHI’s mission is to provide technical transportation training and resource materials that are not available elsewhere to the nationwide transportation community. The NHI courses covered by this contract provide professional development opportunities to those involved with transportation realty programs, especially those involving the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (Uniform Act). Examples include property valuation, acquisition, negotiation, appraisal, relocation, eminent domain, utility rights-of way, billboards, and outdoor advertising.

In terms of scope, NHI maintains a training curriculum of approximately 250 Instructor Led Training (ILT) courses and presents over 700 training sessions per year to more than 20,000 participants nationwide. NHI’s goal is to optimize training for maximum effectiveness, ensuring that the greatest amount of learning takes place within defined constraints. Part of this process involves developing course materials precisely targeted to participant needs and providing clearly articulated learning outcomes. Since 2004, NHI has been authorized by the International Association of Continuing Education and Training (IACET) to award Continuing Education Units (CEU) to participants who successfully complete selected NHI training courses. Additionally, several NHI courses are approved for State licensure programs, while others serve as prerequisites for state certification curricula.

The principles of adult learning and Instructional System Designers (ISD) must be incorporated into the curriculum materials, as well as an end of course learning assessment (i.e. exam, skill demonstration, etc) in order to be consistent with IACET requirements. Classroom training includes a combination of instructional strategies, such as lectures, facilitated discussions, group exercises, case studies, field trips, and/or participant presentations.

Highly qualified, experienced, and knowledgeable instructors have been the hallmark of NHI training courses. To be truly effective, instructor-led training requires skilled, competent, and credible instructors with relevant, project level experience—preferably experiences from various parts of the country. These instructors must be so well versed in their Transportation Realty specialty area, that they can review a NHI Instructor Guide and then competently and compellingly teach an NHI course session on this topic.

Since the NHI training program is Federal by nature, individual course developments are designed for a national audience. However, to ensure that every NHI training session is a relevant and meaningful learning experience for all participants, NHI instructors are required to do a significant amount of pre-delivery homework in advance of a course session. Specifically, NHI instructors are required to contact the local host for the training session, the FHWA Division office, the State DOT and/or other “key” contacts to determine which “hot issues” or topics should be addressed. They must review State or local laws, regulations or practices in order to be prepared to address their relationship to comparable Federal requirements. For some selected courses, the contractor is to complete State licensure application packages in advance of a session to meet training requirements for those attending.

For other selected courses-- in which State policies, practices or procedures may differ from the Federal requirements-- instructors are tasked with identifying and meeting a State program representative. As part of the curriculum development for these selected courses, a “State Session” lesson template is available. The NHI instructors are tasked with assisting the State program representative in preparing and presenting a course lesson that provides an overview of how the featured Federal program (around which the NHI course is designed) is administered by the State in which that course session is held.

Additionally, it is expected that NHI course instructors will continually monitor course materials to ensure that they are accurate and contain the latest information; refresh case studies and group exercises if needed; incorporate examples of current best practices or notable projects; include references and resources that may be valuable to augment the existing materials; review completed course exams to determine if any questions need to be revised, eliminated or new questions written; and compile a listing of suggested improvements to discuss with the NHI Training Program Manager and FHWA Program Office lead. These sorts of course changes are viewed as “minor revisions” and are required as part of a delivery Task Order. In terms of administrative responsibilities, the prescribed series of requirements NHI instructors are to follow is available on the NHI website-- http://www.nhi.fhwa.dot.gov/ -- under Resources.

NHI instructors are required to take the NHI Instructor Development Course (IDC) —or an approved equivalent instructor-training program-- with the aim of becoming certified NHI instructors. The NHI Instructor Liaison reviews the curricula from equivalent instructor-training programs and determines if a waiver from IDC will be granted. College level teaching experience should not be construed as automatically meeting the NHI instructor requirements. The procedure for becoming certified is explained fully on the NHI Web site. It is also expected that those interested in becoming contract instructors for NHI have had the opportunity to either observe or enroll in NHI course offerings and demonstrate their familiarity with the NHI adult learning philosophy, teaching style, and instructor requirements.

In terms of volume, the NHI Realty courses are very popular with sessions held monthly at various locations across the country. The contractor is required to have qualified instructors who can meet these demands with 30 days notice.

C.2 SCOPE OF WORK

This ID/IQ contract provides for the development, update, and delivery of Instructor-Led Training (ILT) only in the areas of Transportation Realty. The NHI website—http://www.nhi.fhwa.dot.gov/-- provides a listing of current training courses in the 1410XX series, as well as information on resources, training philosophy, instructor standards, the NHI Style Guide and many other related topics. It is anticipated that the majority of listed courses will continue to be offered through 2015 and possibly beyond. The NHI training model is demand driven: the number of sessions delivered is based on requests for sessions. While it is difficult to project the number of sessions to be held for any particular course in a given year, for general planning purposes, the contractor can assume as many as 15 sessions of a single course will be scheduled each year.

C.3 PURPOSE

The purpose of this contract is to effectively deliver a timely program of high quality training dealing with all aspects of transportation realty. Work shall be performed in accordance with the terms of this contract and individual Task Orders issued hereunder.

Over the five-year performance period, it is likely that new course development and updating activities will require subject matter expertise in a variety of areas, including, but not limited to property valuation, acquisition, negotiation, appraisal, relocation, eminent domain, utility rights-of way, billboards, and outdoor advertising.

The target audience for NHI training courses is diverse and includes staff from Federal, State and local transportation agencies located within the United States. Additionally, since the FHWA Office of Realty is designated as the Lead Agency for Federal programs associated with the Uniform Act, staff from these agencies are included in the target audience. Examples include the Department of Housing and Urban Development, Federal Aviation Administration, Army Corps of Engineers, Federal Transit Administration, etc).

C.4 GENERAL WORK DESCRIPTION

Offerors may propose for Task Areas A, B or both. To assist in understanding various terms and acronyms used by NHI, refer to Section J, Attachment 2, for a listing of NHI Terminology. Specific work to be performed will be set forth under individual Task Orders. However, Task Orders will generally consist of work in the following areas:

Task Area A - Course Development or Course Update As new regulations, emerging technologies, research results, major initiatives, updated procedures, guidelines, and so forth affect the surface transportation industry, existing NHI training offerings need to be updated or new training courses need to be developed.

Specifications for NHI Course Materials (Instructor Led Training) The contractor shall develop/update course materials to include, as a minimum, an Instructor Guide, Participant Workbook, end of course assessments and visual aids. In some cases, a separate Reference Manual is associated with a specific course; in other cases, the course Appendix serves as the reference manual. Curriculum development should proceed with draft submissions of lessons in the Instructor-Guide format. These will be used by the COTR and our Technical Panel members as the basis for discussion at each Technical Review Meeting, the Technical Walk Through and at the course pilot.

The contractor shall develop curriculum materials as described in the following specifications for curriculum material unless directed otherwise in the specific task order:

Instructor Guide The Instructor Guide (IG) is based on approved Preliminary Lesson Plans (PLP) and provides a comprehensive presentation of the course to serve as a guide for a qualified instructor tasked with delivering a specific NHI training course. The IG includes a detailed, interactive Lesson Plan for each lesson/module of the course; explains visual aids, case studies, workshop problems, group exercises, or field trips; and presents specific instructions about the conduct of the class (e.g. arranging and conducting field trips, setting up computer applications, tips on managing group exercises, equipment set up instructions, etc.).

The IG provides instructors visual cues for participant activities, speaking points, possible questions to prompt discussion, answers to these questions, and time allotments for each section. The Key Message for any slide shall state the essence and learning point of what the slide is intended to convey rather than a repetition of the slide title. The IG shall not include a complete narrative that an instructor could recite or read to the participants. Rather, the IG includes a series of talking points the instructors reference when presenting the course.

The Instructor Guide shall include as a minimum:

· Course Title

· Table of Contents

· Executive Summary

· Description of Target Audience, including any pre-requisites or assumed pre-training competencies

· Course Outcomes

· Course Agenda

· Organization of the course (i.e. number of days, number of lessons, table of lesson titles and time allotted to each, etc)

· Description of items for the Instructor Tool Kit (e.g. job aids, oversized maps to be used in group exercises, charts, posters, any equipment that will be used as part of the course presentation, colored pencils for group exercises, “prizes” to be awarded during group activities, colored handouts for group activities, as NHI course materials are printed in black and white only, power strips, etc.)

· Description of training room requirements (e.g. classroom set up; tables for instructors; tables for reference materials, handouts, exhibits, demonstration materials, computer classroom, etc)

· Participant requirements (e.g. completing an interactive CD or Web Based Training (WBT) in advance of the class, bringing specific calculators to class, etc)

· Lesson plan preceding each lesson

· A comprehensive Appendix, including a Glossary, list of Acronyms, listing of related-NHI training offerings, as well as course specific materials (e.g. case studies, best practices, copies of laws, regulations, guidance, publications, websites, etc.). In some cases, the appendix will meet the requirements for the course Reference Manual.

Lesson Plans shall include, as a minimum:

· Lesson Title

· Learning Outcomes that map to the overall course goal and outcomes

· Instructional Methodology (e.g. lecture, facilitated discussion, demonstration, workshops, small group exercises, case studies, etc)

· Time allocation for each activity

· Guidance for presenting the material and tailoring it for different audiences

· Inventory of participant handouts, job aids, visual aids, and equipment needs

· Copies of visual aids, including photographs, tables, graphs, etc.

· Photographs that provide as much descriptive information as possible to meet Section 508 compliance requirements (e.g. date, location, project description, etc), as well as documentation for future instructors and a historical context for the course materials

· Lesson lecture notes (slightly enlarged font may be appropriate), including possible questions to prompt discussions, and likely answers to typical questions

· A plan to evaluate the effectiveness of each lesson to meet the stated learning outcomes by including activities such as discussions, question and answer periods, problem solving exercises, workshops (e.g. Kirkpatrick’s Level 2 evaluation).

· Cross reference numbering of visual aids to source documents

· List of references and source documents

Participant Workbook The Participant Workbook (PW) is a subset of the Instructor Guide and consists of copies of PowerPoint slides, screen shots, charts, graphs, photographs, et al of the instructor’s presentation. The PW shall allow room for the participant to take notes during the course in lined areas or white space, specifically intended for this purpose. Slides in the PW must be clear to participants. If screen shots consist of bulleted text, two per page is adequate. If they depict photographs, charts, maps, or related material, one slide per page is more appropriate.

The Participant Workbook shall also include the following:

· General course information, including a class Agenda, Executive Summary, Introduction, a Table of Contents, Course Goal and Course Outcomes

· Copies of case studies; step-by-step solutions for all examples used in class

· Photographs should provide as much descriptive information as possible to meet Section 508 compliance requirements (e.g. date, location, project description, etc).

· The same Appendix as included in the Instructor Guide

Reference Manual Depending on the nature of the course, the Reference Manual can vary in size and variety of information: it may be a freestanding document or a comprehensive array of materials located in the Appendix of the Instructor Guide and Participant Workbook. In some cases, it may be prudent to produce this deliverable in electronic format to distribute to participants with their Participant Workbook. If this option is selected, the contractor shall design the Reference Manual such that the information is easy to navigate and includes web links to ensure that the information is the most currently available. If a less comprehensive Reference Manual is deemed more appropriate, it should be viewed as a companion to the course materials and produced in a complementary format. Discussion on the type of Reference Manual to produce can occur at the Kick Off meeting and/or subsequent Technical Review Meetings.

Visual Aids For each lesson, the contractor shall develop the most suitable type of visual aid or combination of aids to support and reinforce the subject material. This includes selecting or generating slides, generating computer graphics, selecting and/or shooting photographs, and preparing graphs and tables for use in class. Computer generated graphics shall be developed using the most modern technology generally available, and the computer software program proposed for this purpose shall be approved in advance by the COTR. Electronic and hard copies of any transparencies, slides, video, formulae, cross section(s) of plans, wall charts, etc. used by the instructor to conduct the class shall be provided to the COTR. Flip charts may also be created during the class and used effectively to generate participant interaction.

Handouts are any additional material to be used by the instructor and given to participants during class. These could be information on group exercises, copies of regulations, case studies, best practices, problems with solutions, or other supplementary information. Since course materials are printed in black and white, any contractor-generated color handouts shall be provided by the contractor.

Photographs shall be clear and contain appropriate labels to identify all features of the item or detail shown in the image. To the maximum extent possible, photographs should not appear more than once, unless necessary to re-emphasize an important point.

Use of video clips is encouraged to demonstrate key concepts and/or practices; however, NHI accepts closed captioning only. All graphics shall follow the NHI Style Guide available from the NHI website: www.nhi.fhwa.dot.gov

Learning Assessment As part of a continuous improvement process and in conformance with IACET standards, NHI has instituted a course design policy to include a post-course assessment. Selection of this learning evaluation tool is an ISD decision and shall be designed to measure participant performance in relation to the course outcomes. Acceptable assessment tools include: end of course exam, structured group exercises, problem-solving exercises, and demonstrations of a specific skill, among other objective tests.

To this end, the contractor shall develop “end of course assessments” that fully measure mastery of each overall course outcome (at the Kirkpatrick Level II evaluation). The assessment shall form a comprehensive end of course evaluation of the participant’s retention of critical skills and knowledge for successful job performance following completion of this training. Participants should complete a basic assessment within about 30 minutes. In developing the assessment tools, include objective measures, such as multiple choice questions, matching questions, or methods that require critical thinking, such as case studies or demonstrations of specific skills. Subjective formats such as case studies shall have clearly stated response criteria or parameters to reduce subjectivity when evaluating participant responses. A score of 70 is considered passing.

The number of test items shall be sufficient to adequately measure student mastery of each course outcome. The specific type of test item should be determined by the behavior specified in the outcome to be tested and the instructional delivery system used. Various types of test items may be used and are described below:

· Consists of a stem and four responses.

· Consists of two columns of related words, phrases, or symbols to be matched by the participant.

· Consists of a statement from which a word(s) or short phrase has been omitted. The participant must supply the missing word(s) or phrase in the blank(s) provided.

· Consists of a simulated or actual environment with certain conditions of performance and certain expected outcomes.

· Consists of a single statement

· The number of T/F questions is limited to 10% of the total number of questions. No exceptions.

The contractor shall develop the required test items, and all required supplemental materials (e.g. instructions for the instructor, instructions for the participants, scoring procedures, answer key, etc.). The decision on whether to develop multiple versions of a test will be made by the COTR during the course development process.

Learning Assessment for Pilot Presentation Since the validity of the test needs to be determined at the pilot, the contractor shall prepare additional questions for the pilot presentation. The number of additional questions shall be determined by the COTR as part of the final review of curriculum material in advance of the pilot.

NHI Needs Assessment Task orders for new course developments or major course updates may be preceded by an NHI-sponsored needs assessment (Refer to Section J, Attachment 3, NHI Needs Assessment Overview), the results of which will be included in the Background section of the specific task order RFP. Facilitated by the NHI COTR, assessment participants will articulate the overall objective of the new training course, define the target audience for whom the course is to be developed, list the major course learning outcomes, and include any major points that need to be included in the curriculum materials. Through the task order solicitation process, approved contractors will be invited to submit a suggested course outline for the proposed new course or updated NHI course; this outline will be evaluated as part of the task order selection process. Course update task order RFPs may or may not include a needs assessment, depending on the scope of the update.

A typical course development or course update task order includes the following specific tasks and the contractor shall, as a minimum, satisfactorily perform the following items:

Kick-off Meeting The Kick off meeting will be held at National Highway Institute (NHI) facilities in Arlington, Virginia and last no longer than six hours. Contractor staff attending the Kick Off meeting shall include the Project Manager, the subject matter expert(s) responsible for content development, and the instructional system designer(s). If the contractor feels additional project staff should be included, the task order proposal shall list these staff members and explain why their attendance is critical. Others present at the Kick Off meeting will be the COTR, the Technical Panel, and the Contract Specialist, if available.

The contractor shall bring their draft of a suggested course outline to the Kick-off meeting, which will be used during the meeting to guide discussion. The contractor shall provide up to 10 hard copies of the outline for those in attendance. The contractor shall discuss -- in broad general terms -- the major topic areas presented in their proposed course outline, the depth of coverage they anticipate for each topic area, the type of instructional techniques they propose to incorporate, as well as any recommendations or questions on course content or direction. Discussion will also focus on NHI’s expectations regarding ISD and IACET requirements related to development of participant-focused, interactive training. This meeting will typically be held within 45 calendar days of the task order award.

NHI strives to complete a new course development within nine months of the Kick-off Meeting. However, we are aware that the timeline can be affected by the complexity of the course topic area and the availability of Technical Panel members. Therefore, discussion will also include establishing a Course Development Timeline (Refer to Section J, Attachment 4, Sample Course Development Timeline) which lists each stage in this course development process, assigns responsibilities for various stages, and establishes due dates. The Government will review and adjust the proposed schedule for all deliverables in cooperation with the contractor. Once agreed to, the schedule will become a part of the task order and thereafter, may only be changed by the Contracting Officer.

Chief among the objectives of the Kick Off meeting is to reach consensus on the Course Outline, so the contractor can proceed with lesson development. The deliverables from the Kick Off meeting are the final Course Outline and the schedule of tasks and deliverables.

Develop Preliminary Lesson Plans The contractor shall develop Preliminary Lesson Plans (PLPs) which serve as the framework around which the final Lesson Plans (the preface of the Instructor Guide) and related curriculum material will be developed. These PLPs will serve as a benchmark before starting the course development process to ensure complete understanding between the contractor and the Government, as well as assurance that the finished product will meet the training needs of the target audience and is consistent with the course goal(s).

The PLPs shall be structured to provide approximately 6 hours of actual instruction time, excluding breaks, pre-tests, course evaluations, the end-of-course learning assessment, and time for instructors to review the assessment with all participants. Ideally, the course will contain no more than 30 percent lecture with only one-way communication. Adequate breaks shall be allowed, but no block of instruction should be longer than 90 minutes without a break or some form of participatory activity for the course participants. Breaks can be incorporated into the time allocated for the participants to complete group exercises, workshops or other activities.

The “introductory material” of the Preliminary Lesson Plans shall include, as a minimum:

· Course Title

· Description of the course

· Description of Target Audience, include any pre-requisites or assumed pre-training competencies

· Course Outcomes

· Course Agenda

At a minimum, the Preliminary Lesson Plan for each lesson shall include:

· Lesson Title

· Specific material to be taught

· Learning Outcomes which are performance based and learner oriented

· Instructional method(s) that will be employed: e.g. lecture, demonstration, facilitated discussion, workshops, small group exercises, case studies, field trips, etc.

· Time allocation for each activity

· A plan to evaluate the effectiveness of each lesson to meet the stated learning outcomes: e.g. facilitated discussion, question and answer period, lesson quizzes, participant presentations, problem-solving exercises, etc.

The contractor shall develop and submit to the COTR an electronic draft PLP, receive written comments from the COTR for each proposed lesson plan; submit the final PLP and receive written authorization to proceed to the next task, in accordance with the established Timeline. Once the course lessons are completed, the PLP for each will be finalized and become the formal Lesson Plan, preceding each lesson in the Instructor Guide.

Technical Review Meetings – Face to Face Face to Face Technical Review Meetings are designed to allow the COTR and Technical Panel members to review, comment, and approve all draft course materials prior to pilot. Face-to-face meetings may be one or two days in length and typically held at the NHI facility in Arlington, VA. As preparation for these meetings, the contractor shall provide draft lessons for the COTR and Technical Panel to review in advance of the meeting. Therefore, please note that Technical

Review Meetings include curriculum development. At a minimum, three lessons will be discussed during a one-day Technical Review Meeting; the number of lessons to be reviewed will increase for a two-day meeting.

The purpose of these Technical Review Meetings is for the COTR, the Technical Panel and the contractor to ensure that curriculum development or course revision is proceeding in the right direction. The Project Manager, SME’s, and ISD specialists are expected to attend. The COTR chairs the meetings, and the Project Manager takes the lead in “walking” attendees through the draft lessons. The number of Technical Review Meetings will depend on the length of the course and will be determined by the COTR.

At least 1 week in advance of the meeting, the contractor shall provide each attendee a complete set of the draft lesson materials in the Instructor Guide format. The parties will agree in advance on which lessons will be discussed at each Technical Review Meeting. The Contractor Team shall be prepared to cite sources, respond to questions, discuss types of reference materials to include, and explain any case studies, group exercises or other interactive learning techniques they propose for each lesson.

The outcome from a Technical Review Meeting is consensus on the content and format of the lesson(s) discussed. The deliverable is the final draft of the lesson(s) that incorporates all the comments made at the meeting and which is provided in accordance with the established timeline. The COTR will provide final approval accordingly.

Technical Review Meetings – Web Conferences To streamline the course development/update process, a series of web conferences may be scheduled in lieu of face-to-face Technical Review Meetings. The FHWA Web Conference Coordinator provides assistance on web conferences and can be reached by contacting Webconferencing@dot.gov.

As preparation for Web Conference Technical Review Meetings, the contractor is to provide Draft lessons for the Technical Panel to review, so please note that this task also includes curriculum development. At a minimum, one lesson will be discussed during a two-hour web conference. Draft lesson(s) shall be provided to the COTR and Technical Panel at least one week in advance. The Project Manager is responsible for formally scheduling the web- conference via the NHI website, uploading course materials, and providing access information to the COTR and Technical Panel. The contractor representative shall “walk” the Technical Panel through the draft course materials; cite sources; respond to questions; discuss types of reference materials to include; and explain any case studies, group exercises or other interactive learning techniques they propose for each lesson.

The outcome from a Web Conference Technical Review Meeting is consensus on the content and format of the lesson(s) discussed. The deliverable is the final draft of the lesson(s) that incorporates all the comments made at the meeting and which is provided in accordance with the established timeline. The COTR will provide final approval accordingly.

Technical Walk Through This milestone meeting is the last stage of course development/update in advance of the pilot and will be held at the NHI facilities in Arlington, VA. The purpose of this meeting is to review all the new or updated course materials in their entirety before going to pilot. The contractor team “walks” the COTR and the Technical Panel through the course and all team members have the opportunity to make last minute changes, edits, or adjustments. Generally, the walk through is one day less than the scheduled training course.

Pilot Presentation The Project Manager, the course instructor(s), and the ISD staff are expected to attend. By the time the pilot is scheduled, the COTR and Technical Panel will have reviewed drafts of every course lesson and provided feedback, edits and corrections to the Contractor Team. It is expected that all feedback will have been incorporated into the final course lessons, which will be presented at the pilot. The pilot is a “dry run” of the course and presented before a representative target audience. However, course participants shall receive the same level of instruction as in a regular NHI course presentation.

The location and dates of the pilot will be established by the COTR in cooperation with the contractor. The “host” of the pilot will register up to 30 participants, secure the training facility, provide audio-visual equipment, and be responsible for logistical information (i.e. directions to the training location, room set up, lodging recommendations, parking, etc). The contractor shall deliver to the pilot location all Participant Workbooks and related course materials (e.g. group exercises, job aids, case studies, best practices, etc), as well Instructor Guides for the Technical Panel.

The contractor shall provide qualified instructor(s) for the course. The instructor(s) shall contact the Pilot Host to discuss training room requirements and preferred starting times for the class; provide copies of their biographies, an Executive Summary of the course, the course agenda; and discuss any other related items. The instructor(s) shall arrive at the pilot site well in advance of the class to locate the facility; assure that the training room is set up properly, including tables at the back for the Technical Panel observers; check that audio visual equipment is in working order; verify that any shipped course materials have arrived; familiarize themselves with housekeeping items, lunch recommendations, etc.

The COTR and the Technical Panel will attend the course pilot as observers and will complete Subject Matter Expert (SME) or Adult Learning Specialists (ALS) observation forms from their respective vantage point (sample SME and ALS Pilot Observation Forms are available from the Contracting Officer upon request). The pilot course presentation will be checked for accuracy and clarity of content, scheduled length versus actual length, level of interactivity, and degree to which learning outcomes were achieved. Delivery techniques are assessed and questions raised by participants are recorded. The COTR and/or a Contractor Team representative will facilitate a 15-minute debriefing of participants at the end of each day, without the instructors present. Essentially, the questions posed to participants at the debriefings are: What worked? What needs work? Following the participant debriefs, instructors will join the COTR and the Technical Panel for a second debrief. The contractor shall record and incorporate feedback as part of the final course development. The deliverable is the final draft of course materials to COTR and Technical Panel in accordance with the established timeline. The COTR will provide final approval accordingly.

The instructor(s) shall administer and proctor the type of “End of Course Assessment” agreed upon by the COTR and the Technical Review Team (e.g. exam, demonstration, etc). Upon completion of the allotted time, the assessment tool shall be collected to maintain security. The participant answer sheets for objective assessments shall also be collected and scored by the instructor after the session has been completed. The contractor shall build time in the course pilot delivery to review the exam with the participants and record their comments to determine whether a particular question needs to be re-worded, eliminated or clarified—or whether new questions need to be drafted. In addition, the contractor team shall complete a test item analysis of the pilot exam and present their recommendations for any changes to the COTR. Participants achieving a score of 70 percent or higher will be eligible for award of CEU’s, provided they have attended 100 percent of the course.

If the Assessment is designed as an objective test, the instructor shall take time to provide the class answers to the questions as part of the course wrap up. If the Assessment is designed as “participant involvement” in a case study, the instructor must verify that participants were fully engaged and are able to achieve the application level learning. The instructor shall provide one copy of the End of Course Assessment results to the COTR and to the Host within 2 weeks after the pilot.

Final Curriculum Material As explained above, Technical Review Meetings and Technical Walk Through include development of draft and final curriculum materials. This task is the formal compilation all curriculum materials after the pilot. The deliverables are the final course materials in the specified NHI format.

Task Area B - Course Delivery The NHI website has a variety of information to assist instructors, located under Working with NHI. NHI courses are generally taught in teams of two instructors, including combinations of contractor instructors and FHWA instructors. In addition, there may be times when a local representative is invited as a “guest” speaker to address a particular course topic; this would be specified in the Instructor Guide associated with a specific NHI course. As specified in Section C.1, above, the contractor shall provide only highly qualified, knowledgeable instructors, with skills in adult learning to present NHI training sessions. The Government is not responsible for making travel arrangements for instructors.

The contractor shall secure advance written approval of instructor changes from the Contracting Officer, and shall remove any instructor who performs unsatisfactorily as determined by the Contracting Officer. The Contracting Officer must approve each replacement in accordance with the Key Personnel clause in Section G.

A variety of entities can serve as the “host” of an NHI course. These include State or local transportation agencies; Metropolitan Planning Organizations (MPOs); environmental agencies, resource agencies; private sector consultants; transit providers; other Federal agencies, etc.

The host agency will designate a “local coordinator” whose name, phone number and email address will be listed on the NHI website for sessions that have been confirmed. This person is the contact for any logistical information related to the scheduled session (e.g. publicizing the session, course registration, training location, directions, lodging information, etc). As the course registration contact, the Local Coordinator is responsible for selecting and inviting participants; NHI does not register attendees. Most NHI training offerings are designed for 30 participants; some of the Realty courses are designed for 35 participants.

The Local Coordinator will provide a training facility large enough to accommodate the participants. The Local Coordinator provides audiovisual equipment; flip chart stands, flip chart paper, markers, screens, tape, extension cords, etc. Most Local Coordinators arrange for morning and afternoon refreshments and provide information on nearby lunch options. Local Coordinators are also responsible for completing the NHI Certificates of Training. Additional information on Local Coordinator responsibilities is available on the NHI website under Training Information and Resources.

The instructors are responsible for bringing a laptop computer compatible with a multi-media projector (e.g. LCD projector) that supports operation of Microsoft ® PowerPoint 2007 or higher software, with compatible resolution; their copy of the Instructor Guide for the course; and any other course-related materials specified in the Task Order. The laptop computer and multi-media projector shall be capable of projecting images, videos, and other multi-media training materials at a resolution appropriate to the materials, and bright enough to be seen in a training room with some ambient light.

Printing and shipping of participant course materials (e.g. Participant Workbook, Reference Manual, etc) and various NHI administrative items are the responsibility of the Government for all courses deliveries other than the pilot. Included within the course materials are NHI Certificates of Attendance that are partially pre-printed on heavy card stock. Session specific information (i.e. participant names, NHI course number and course title, location, and dates of the session, etc.) must be keyed—not handwritten—on each certificate. While the Local Coordinator is responsible for preparing the certificates, instructors should confirm that they are able to do so in case alternative arrangements need to be made.

Typical Specifications for Course Presentations Contained in a Task Order The contractor Point of Contact will receive an e-mail notice of a request to schedule a session from NHIScheduler@dot.gov. For each session presentation, the contractor shall, as a minimum:

1. Contact the Local Coordinator and confirm agreed upon dates for the session within 10 business days of receipt of a request to schedule an NHI session. Once the session dates and location are agreed to by the POC and the Local Coordinator, immediately contact the NHI Scheduler (NHIScheduler@dot.gov. or 703- 235-0534) to confirm the agreed upon dates. A confirmation e-mail notification will be sent from NHIScheduler@dot.gov. This e-mail notification will contain the unique NHI Session Number and the confirmed session will be posted on the NHI Web site.

2. Provide the NHI Session Number to the assigned instructors.

3. Ensure that each instructor has registered on the NHI Web site as an NHI instructor, has indicated which courses they are under contract to instruct, has uploaded their biography (not to exceed 2000 characters) on the NHI website, and has been assigned a four-digit NHI Instructor Code. Questions about this procedure may be directed to the NHI Instructor Liaison at NHIInstrucorLiaison@dot.gov.

4. Contact the Local Coordinator at least 10 days prior to the session starting date to ensure that the NHI training materials (i.e. shrink-wrapped session materials; three-ring binders; the session Administrative Package, containing the NHI Session Roster, NHI Sign-In Sheets, blank NHI Certificates, Course Evaluation forms, Participant Registration forms. pencils and name tents) have arrived, as well as any companion materials associated with this course.

5. Ask the Local Coordinator to open the boxes to validate that the materials are for the appropriate NHI course, that enough copies have been sent for the session, and that the administrative package is complete. If materials have not arrived at the designated location, immediately call (703-235-0552) or e-mail the NHI Materials Manager at NHIMaterials@dot.gov requesting follow up assistance.

6. Contact the Local Coordinator to discuss the training facility, room set up arrangements, audio/visual needs, recommended lodging, directions, and any other relevant information necessary for a successful presentation.

7. Discuss local conditions with the Local Coordinator and adjust the class hours to match local work hours or preferences, including beginning the class at mid-day the first day and ending at mid-day on the last day, if requested by the host.

8. Prepare a session agenda and furnish a copy to each participant and the Local Coordinator.

9. Contact the appropriate Subject Matter Expert (e.g. from the FHWA division office, State Transportation Agency, environmental agency, local MPO, etc) at the session location and discuss local concerns, hot issues or topics that would be relevant to those attending.

10. Adjust the presentation to allow increased/decreased emphasis on certain lessons to accommodate the training needs of session participants. [Not applicable to the Pilot]

11. A week before the start of the NHI session, visit the NHI Web site and check the Resources Page for ILT contractor/instructor resources and updates (http://www.nhi.fhwa.dot.gov/).

12. Transport all contractor-furnished instructional material and training aids to the session location. This includes all items to be used by the instructors, such as a laptop, projector, overheads, slides, case studies, group exercise instructions, handouts, videotapes, and any special visual aids or equipment associated with the NHI course.

13. Arrange with the Local Coordinator to arrive at the training facility the day before or at least two hours in advance of the session start time to ensure that the training room is properly set up and that all audio/visual equipment is in working order. Instructors should become familiar with general housekeeping items (e.g. location of restrooms and phones, availability of refreshments, whether session materials can be left in the room overnight, etc).

14. Review the Administrative Package and instructions for completing the Participant Registration forms and Course Evaluation forms with participants.

15. Provide NHI Course Title and Course Number, Session Number and each instructor’s code number to participants. As a best practice, we suggest the instructors write this information on a flip chart or white board for participants’ reference.

16. Provide instructions to participants on how to properly complete all forms. Explain that since these are scan forms, improperly completed forms will not provide accurate information for the NHI database.

17. Use the NHI Roster Sign-In Sheets to record attendance. Ensure all participants sign their name and record their employer on the first day of a session, and initial their attendance each successive half day. Fill in all the information requested on the front page of the Roster, including NHI course number, title, dates, location, instructor names, and codes, and the Summary of Participants section.

18. Ensure that all participants complete the NHI Participant Registration forms. Have participants complete the form per the instructions provided in the ILT Delivery Contractor Toolkit found on the NHI Web site, under Working with NHI. Since these forms are scan forms, original forms-- not copies-- must be completed by each participant.

19. Administer, proctor, and grade the End-of -Course Assessment. Upon completion of the allotted time, the Assessment tool shall be collected to maintain security. The participant answer sheets for objective assessments shall also be collected and scored by the instructors after the session has concluded.

20. Complete the instructor portion at the bottom of the Participant Registration Form for each participant. Participants achieving a score of 70 percent or higher will be eligible for the award of CEU’s, provided they have attended 100 percent of the course.