Sources Sought 5.7.24.pdf

SOURCES SOUGHT NOTICE 693JJ3-24-SS-HSA02

for

“Equity in Roadway Safety Technical Support”

1. SUBMITTAL INFORMATION

ISSUE DATE: May 7, 2024 DUE DATE FOR RESPONSES: June 6, 2024 SUBMIT RESPONSES TO: Carolyn.Lethert@dot.gov and Khadija.Osman@dot.gov SUBMIT QUESTIONS TO: Carolyn.Lethert@dot.gov and Khadija.Osman@dot.gov

See below Section 5 entitled “REQUESTED CONTENT OF RESPONSES TO THIS SOURCES SOUGHT NOTICE (SSN)” for submittal content instructions.

2. INTRODUCTION

Potential Sources Sought. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Federal Highway Administration (FHWA) is conducting a market survey to identify potential sources for an anticipated contract for “Equity in Roadway Safety Technical Support”. The purpose of this notice is to obtain information, for planning purposes, regarding: the availability and capability of qualified sources to perform the work.

Pursuant to 48 C.F.R. Part 10, the Government is conducting market research to:

• Determine what sources exist that are capable of satisfying the Government’s requirements listed below,

• Determine the capabilities of potential contractors,

• Determine the size and status of potential sources, and

• Determine the level of competition (i.e. 8(a), set-aside or full and open).

3. BACKGROUND

The FHWA Office of Acquisition and Grants Management intends to make an award to accomplish the work described herein. The purpose for this SSN is to conduct market research to identify potential offerors having an interest in, and the resources to accomplish the work. Consideration will be given to identifying small business concerns, including the sub-categories of SDVOSB, HUBZone, 8(a), SDB and woman-owned. The result of this market research will contribute to determining the method of procurement.

This document contains a draft scope of work. Your firm’s response regarding your firm’s experience and capabilities will be used to determine the availability of potential businesses, both large and small, and their capabilities in meeting the Government’s requirement.

4. DRAFT SCOPE OF WORK

The objective of this task order is to provide a wide range of technical, logistic, research and communications support to FHWA in furthering the implementation of Equity in Roadway Safety strategic objectives. This includes:

• Implement an Equitable Safe System Approach (or Equitable Complete Streets) Academy.

mailto:Carolyn.Lethert@dot.gov mailto:Khadija.Osman@dot.gov mailto:Carolyn.Lethert@dot.gov mailto:Khadija.Osman@dot.gov

• Conduct preliminary research to provide an evidence base for equity-informed proven safety countermeasures.

• Develop innovative outreach materials to accelerate the institutionalization of equitable strategies and tools in decision-making processes.

The estimated period of performance for this contract is a one year base period plus two option periods.

Requirement Background

The crisis of roadway fatalities on our nation’s roads and streets is compounded by the stark inequities experienced by communities who have experienced historic disinvestment and underrepresentation, including minoritized Black, Indigenous, and other Persons of Color (BIPOC), people who have been impoverished and with low incomes, people with disabilities, people who are young or older, and others who have experienced discrimination and poverty. To achieve zero roadway fatalities, the specific needs of these underserved communities must be identified, prioritized, and addressed in the transportation planning, funding, design, and evaluation processes to achieve equitable and safe access, mobility and public spaces for all.

USDOT and FHWA have published multiple policy and strategic documents that highlight the intersection of equity and safety, specifically:

FHWA Strategic Plan (2022-2026)

• FHWA Mission Statement: To deliver a world-class system that advances safe, efficient, equitable, and sustainable mobility choices for all while strengthening the Nation’s economy.

• Equity Strategy: Reduce inequities across our transportation systems and the communities they affect. Support and engage people and communities to promote safe, affordable, accessible, and multimodal access to opportunities and services while reducing transportation related disparities, adverse community impacts, and health effects.

National Roadway Safety Strategy (NRSS)

• Under the Safe System Approach, efforts to make our roads safer should affirmatively improve equity outcomes. The Department will advance equity as an instrumental component of transportation safety and convene key stakeholders – government at all levels, law enforcement, advocacy, community organizations, and the general public – to develop both a better understanding of the intersection of equity and roadway safety, and a comprehensive approach to incorporating equity into all of the Department’s efforts to achieve zero roadway fatalities and serious injuries.

US DOT Strategic Plan

• Reduce inequities across our transportation systems and the communities they affect.

Support and engage people and communities to promote safe, affordable, accessible, and multimodal access to opportunities and services while reducing transportation-related disparities, adverse community impacts, and health effects.

US DOT Equity Action Plan

• Expanding Access: Expand affordable access to transportation jobs and business opportunities by removing barriers for individuals, businesses, and communities.

• Proactive Intervention, Planning, and Capacity Building Pillar: Ensure that equity considerations for disadvantaged and underserved communities are integrated into the planning, development, and implementation of all transportation investments.

• Power of Community: Empower communities through innovative public engagement with diverse stakeholders and thought leaders to foster exchange and ownership.

In 2021, FHWA created a cross-agency Equity in Roadway Safety Working Group, which includes representatives from multiple FHWA Program and Division Offices. The mission of the group is to empower transportation professionals at all levels of government to eliminate disparities in roadway fatalities and serious injuries by building capacity for the equitable implementation of a roadway system that is safe, and feels safe, for all road users. To date, the Working Group has led multiple efforts to raise awareness, produce knowledge, and build capacity, including:

• The Equity in Roadway Safety National Webinar Series

• The Equity in Roadway Safety Website

• A Public Roads Magazine edition on Equity in Transportation

• Peer Exchange with five Vision Zero Cities

• A two-day training on Equity in Pedestrian and Bicyclist Safety for Focused

Approach to Safety States

• A research project on Exploring Social Contributors to Pedestrian and Bicyclist

Fatalities and Serious Injuries

• A Noteworthy Practice of Safe Access for People Experiencing Homelessness

The working group has further coordinated across FHWA programs to integrate equity into:

• Proven Safety Countermeasures

• Local Road Safety Plans

• Focused Approach to Safety

• Safety Culture and Vision Zero

• Capacity Building

• Speed Management and Speed Safety Cameras

Building on this work, the Working Group aims to:

• Institutionalize equity into priority programs across FHWA,

• Provide technical assistance and training on specific funding, tools and strategies to expand the buy-in, capacity and expertise of Federal, State, Regional, local and Tribal transportation professionals to improve equity in roadway safety,

• Conduct research to inform and create tools to advance the implementation of timely equitable roadway safety policies, programs and projects, and

• Build and sustain relationships with Federal, State, local, and non-profit stakeholders to advance equity in roadway safety.

https://highways.dot.gov/safety/zero-deaths/equity-roadway-safety-webinar-series https://highways.dot.gov/safety/zero-deaths/equity-roadway-safety https://highways.dot.gov/public-roads/spring-2023

Task 1: Project Management

Within 2 weeks of award, key members of the Contractor’s team shall participate in a virtual kick-off meeting with the Task Order Contracting Officer’s Representative (TOCOR), the Contracting Office’s Representative (COR), and the FHWA project team to discuss the tasks and delivery schedule, delineate roles and responsibilities, and establish communication protocols. At the kickoff meeting, the Contractor shall be prepared to present and discuss the approach to performing the activities and producing the products identified in this task order. The Contractor shall prepare and submit to FHWA a proposed meeting agenda at least one week prior to the meeting. The Contractor shall prepare and submit to the TOCOR a meeting summary within one week of the meeting.

The Contractor’s presentation at the kickoff meeting shall include a draft Project Management Plan (PMP) and project schedule. The Contractor shall develop the initial PMP based on the technical work defined in this document and be prepared to discuss, key issues, and review the critical path for each deliverable identified in this task order (e.g., key milestones, schedule, data collection, outreach, etc.). Based on discussions at the kick-off meeting, the Contractor shall develop a final PMP that Guides the execution of tasks identified in this Statement of Work. The PMP shall include plans for: Scope Management, Cost Management, Quality Management, Human Resources Management, Communications Management, and Risk Management.

The Contractor shall schedule, facilitate, and document monthly or as-needed conference calls with the TOCOR and others within FHWA to discuss progress of the Task Order and the status of key milestones and deliverables.

The TOCOR and the Contractor shall agree to a mutual agenda for each meeting. Prior to each meeting, the Contractor shall provide a summary that includes a status of each deliverable, major accomplishments, near-term milestones, remaining quantities of funded deliverables, and funds spent and funds remaining by task.

Task 1 Deliverables:

a. Kick-off Meeting Agenda

b. Kick-off Meeting

c. Kick-off Meeting Minutes

d. Draft Project Management Plan (PMP)

e. Final Project Management Plan (PMP)

f. Monthly (or as needed) status meetings and agendas.

g. Monthly meeting summaries

Task 2: Implement an Equitable Safe System Approach (or Equitable Complete Streets) Academy

As authorized by the TOCOR, the Contractor shall work to develop and implement a robust, year-long technical assistance program in which State DOTs will learn about equitable Safe System Approach tools and strategies and implement demonstration projects on State-owned arterials that pose as barriers to safe access for people in disadvantaged communities. States will be selected in coordination with the Focused Approach to Safety program to support five State Departments of Transportation (DOTs) – as well as a coalition of state public health partners and up to five localities within the State – to build skills to transform streets into safer, more equitable, healthier and more livable spaces. This technical assistance will include a series of virtual and in-person workshops where the State and localities will learn about equitable Safe System Approach strategies - ranging from policy, https://highways.dot.gov/safety/other/focused-approach-safety planning, design, construction and maintenance – to identify (1) policy barriers and (2) opportunities and strategies for coordination across jurisdictions to implement ‘quick build’ demonstration projects - see eligible demonstration activities at for Safe Streets and Roads for All grants.

The Contractor will work with State DOTs to identify a champion and engage representatives from multiple offices to facilitate connections and successful implementation. Each local jurisdiction must engage a cohort of approximately 10 city or municipal staff, including engineers, planners, public health practitioners, community advocates, and other related professionals to attend the workshop sessions and help plan, design and implement – in coordination with State DOTs – their demonstration projects.

Task 2 Deliverables:

a. Logistical and Technical Support for virtual and in-person workshops, including:

• Scheduling

• Travel

• Agenda

• Note Taking

• Follow Up

b. Logistical and technical support to support State DOTs and their partners to identify (1) policy barriers and (2) opportunities and strategies for coordination across jurisdictions to implement ‘quick build’ demonstration projects.

c. Logistical and technical support to provide trainings and presentations, host roundtable discussions, connect peers to each other, and provide technical expertise to support equitable safety data analysis, meaningful public involvement, design and implementation.

Task 3: Develop foundation for equity and public health-informed proven safety countermeasures (ePSC)

Proven Safety Countermeasures (PSCs) is a priority FHWA program that highlights effective, cost-efficient, and underutilized tools and technologies to eliminate fatalities and serious injuries.

More can be learned about current PSCs on the website: https://highways.dot.gov/safety/proven-safety-countermeasures. The primary purpose of this task is to develop foundational support for equity and public health-informed strategies to eliminate fatalities and serious injuries beyond the predominant engineering countermeasures emphasized in the current iteration of the PSCs.

Task 3.1: Identify possible equity and public health-informed PSCs

An equity and public health-informed framework emphasizes the importance of identifying upstream factors, including policies and institutional-decision making processes, that impact an agency’s approach towards infrastructure design and behavioral interventions to address fatalities and serious injuries. Importantly, considering sociodemographic factors – particularly historical and present-day underrepresentation of and disinvestment in the needs of underserved communities – is important in shaping equitable, upstream decision-making to meet safety goals.

The purpose of this task is to identify specific equitable, upstream strategies that can https://www.transportation.gov/grants/ss4a/planning-and-demonstration-activities#eligible-demonstration-activities https://www.transportation.gov/grants/ss4a/planning-and-demonstration-activities#eligible-demonstration-activities https://highways.dot.gov/safety/proven-safety-countermeasures https://highways.dot.gov/safety/proven-safety-countermeasures meaningfully reduce disparities in roadway fatalities and serious injuries. These may include, but are not limited to:

Housing-first approaches to prioritize safe access for people experiencing homelessness (Publication in July 2024)

Equitable Transit-Oriented Development strategies Trail networks Zoning policies Additional efforts that emerge from a review of the Social Contributors to

Pedestrian and Bicyclist Fatalities report (Publication in January 2025) Additional efforts that emerge from reviews of case studies and noteworthy practices

Task 3.2: Conduct Literature Review

The Contractor shall conduct research, investigate the Crash Modification Factor (CMF) Clearinghouse, AASHTO, TRB, NCHRP, various peer-reviewed journals, and other sources and examine relevant data to identify at minimum three candidate countermeasures/ treatments/ strategies as potential PSCs. The Contractor shall provide detailed justification for their recommendations of these PSCs. The Contractor shall then hold interim web meetings as needed to discuss vetting process and results with the FHWA project team. After final round of vetting and input from the FHWA team, the contractor shall provide final list of new PSCs.

Task 3.3: Develop Research Needs Statements to establish further evidence for equity and public health-informed PSCs

Based on the literature review, identify gaps in current research and develop research needs statements to support further research to establish equity and public-health informed PSCs.

Task 3.4: Develop New Handouts

The Contractor shall create new 1-pager (front/back matter) handouts for each of the newly added PSCi items. See examples at https://safety.fhwa.dot.gov/provencountermeasures/.

Based on the literature review of available studies, develop statistical evidence for equity and public health-informed PSCs.

Develop one pagers for PSCs: for example, https://highways.dot.gov/safety/proven-safety-countermeasures/appropriate-speed-limits-all-road-users.

Task 3 Deliverables:

a. Report on equity and public health-informed PSCs including statistical evidence to support PSCs based on available data

b. Draft research needs statements based on gap analysis

c. Draft New Handouts of ePSCs

d. Final draft one-pagers (for HAS leadership and FHWA’s Office of the Chief

Counsel (HCC) review) https://www.transit.dot.gov/TOD https://www.fhwa.dot.gov/environment/recreational_trails/publications/ https://highways.dot.gov/safety/proven-safety-countermeasures/appropriate-speed-limits-all-road-users https://highways.dot.gov/safety/proven-safety-countermeasures/appropriate-speed-limits-all-road-users

e. Final draft one pagers (for FHWA’s Office of Public Affairs (HPA))

f. Final 508-compliant deliverables (in appropriate formats)

Task 4: Provide technical expertise in communication and program evaluation

Task 4.1: Provide Support to Update and Maintain the Equity in Roadway Safety website and communications efforts

The contractor will support the TOCOR in updating material on the Equity in Roadway Safety website to provide up-to-date and helpful tools and strategies for stakeholders. They will evaluate success of the website and improve, as needed.

Task 4.2: Develop innovative outreach materials to accelerate the institutionalization of equitable strategies and tools in decision-making processes

As authorized by the TOCOR, the Contractor shall develop outreach and promotional products that encourage consideration and implementation of equitable tools and strategies to audiences, including transportation professionals and their partners, elected officials, and the traveling public. Products should provide information using language and media that readily appeal to professionals from varying disciplines (planners, engineers, operational experts, public health professionals, etc.) with multiple levels of experience, and information should be readily comprehensible to members of the public who may not possess technical knowledge.

Products may include (but not be limited to): storyboard, informational brochures, infographics, fact sheets, illustrations/visualizations, posters, Microsoft PowerPoint presentations, videos, articles, flyers, social media posts and/or other creative approaches based on the strategic approach. Information on products to be developed will be provided by the TOCOR. The Contractor shall maintain the existing branding of Equity in Roadway Safety materials with all updated materials developed through this task order.

The Contractor will work with the TOCOR and team members to develop ideas and create drafts (as needed) for review by technical experts.

The Contractor shall address any final comments and prepare final drafts for review by the Office of Public Affairs (HPA). The Contractor shall address any comments/edits from HPA.

After HPA approval, the Contractor shall submit all final deliverables in the appropriate format, including but not limited to Microsoft Word and Adobe PDF. All final deliverables must be 508-conformant. If needed, the Contractor will redress any required revisions provided by the FHWA 508-compliance program manager.

Task 4.3: Evaluate Effectiveness and Document Impact Stories Task 4.3.1: Collect Quantitative and Qualitative Metrics to Benchmark and Track Effectiveness

As authorized by the TOCOR, the Contractor will develop and track metrics to demonstrate outputs and outcomes of efforts. These metrics may include engagement (e.g. web analytics, attendance at workshops), policy (e.g. policies revised), funding (e.g. investments in demonstration projects), and safety (e.g. walkability, near-misses, crashes).

Task 4.3.2: Develop Impact Stories on Completed Programs

As authorized by the TOCOR, the Contractor will coordinate with recipients of technical assistance - within six-months of program completion - to develop impact stories that showcase how improvements contributed to the safety, mobility, access and health of community members. Impact stories will be concise and demonstrate not only the direct outputs or technical outcomes of projects but, through qualitative engagement, the lived impact on individuals and communities affected by the program. These stories will be shared internally for reporting requirements and may be published externally.

Task 4 Deliverables:

a. Website Updates

b. Draft products of outreach or promotional products

c. Draft metrics and impact stories

d. Final draft outreach or promotional products or impact stories (for HSA leadership and FHWA’s Office of the Chief Counsel (HCC) review)

e. Final draft outreach or promotional products or impact stories (for FHWA’s

Office of Public Affairs (HPA))

f. Final 508-compliant deliverables (in appropriate formats)

5. REQUESTED CONTENT OF RESPONSES TO THIS SOURCES SOUGHT NOTICE

(SSN)

This SSN is not to be construed as a commitment on the part of the Government to award a contract nor does the Government intend to directly pay for any information or responses submitted as the result of this SSN. Interested parties, who consider their firms qualified to perform the above-listed services, are invited to submit responses to this SSN.

Any interested organization is invited to submit a Capability Statement to the identified Contracting Officer/Specialist via email by the response date.

Responses shall clearly identify:

1. Name, Address, Point of Contact;

Size Standard under NAICS code 541990 - All Other Professional, Scientific, and Technical Services (size standard is $19.5 Million);

2. Identify all applicable classifications for your organization, such as:

a. Small Business?

b. Woman-owned business?

c. 8(a) business?

d. Large business

e. Small disadvantaged business

f. HUBZone business?

g. SDVOB business?

h. Other?

3. Description of any governmentwide vehicles your company is listed on, i.e. GSA OASIS.

4. Description of technical capabilities and relevant experience to perform the work described in Section 4 of this document;

5. Description of experience and expertise of potential staff;

6. Relevant similar projects completed related to the anticipated objectives of the project with information on the client, scope, and service provided;

7. Any suggestions on how the SOW tasks could be modified to provide best value to the

Government; and

8. Suggestions for additional tasks, not currently listed, to support the government to improve equity in roadway safety and address the support the aims of the working group.

The Capability Statement shall be no more than ten pages in length single-spaced with font size twelve or larger. Capability Statements may include an appendix with resumes (no page limit) or may link to longer resumes/bios on company websites.

6. PARTICIPATION IN THE MARKET RESEARCH IN NO WAY INFLUENCES THE

SOURCE SELECTION FOR THESE SERVICES.

This SSN is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to directly pay for any information or responses submitted as the result of this SSN.

Requirement Background