SS4A__Sources Sought Announcement FINAL.pdf

SOURCES SOUGHT NOTICE 693JJ3-26-SS-001

for

“Technical Assistance and Support to the National Safe Streets and Roads for All (SS4A) Technical Assistance Center”

1. SUBMITTAL INFORMATION

ISSUE DATE: January 29, 2026

DUE DATE FOR RESPONSES: February 26, 2026, at 2pm Eastern Time

SUBMIT RESPONSES TO: Khadija.Osman@dot.gov

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

Please note this SSN will be posted on both SAM.

2. INTRODUCTION

Potential Sources Sought. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Federal Highway Administration (FHWA) Office of Safety is conducting a market survey to identify potential sources for an anticipated contract for “Communications, Audience Growth, and Engagement Support Services”. 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).

This SSN is issued solely for informational, market research, and planning purposes and does not commit the Government to any further contract actions, i.e., solicitation and/or contract.

Respondents are advised that the United States Government will not pay for any information or administrative cost incurred in responding to this SSN request. Not responding to this SSN does not preclude participation in any future Request for Proposals (RFP) that may be issued.

Responses to this notice are not offers and cannot be accepted by the U.S Government to form a binding contract.

3. BACKGROUND

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 is to research, produce, organize, and disseminate information related to the SS4A Program. Likely users of this information include eligible grant recipient entities – metropolitan planning organizations, political subdivisions of a State, and federally-recognized Tribal governments – as well as secondary users such as States, interest groups, community and regional organizations, and researchers. Many users will be first- or second-time direct recipients of Federal funding and will need a variety of technical assistance to help them succeed. SS4A support activities will include maintaining and regularly updating a national Safe Streets and Roads for All Virtual Clearinghouse web site; developing and delivering technical assistance, marketing products and educational outreach programs on SS4A; providing customized technical project management assistance to grant recipients; disseminating techniques and strategies used for successful comprehensive safety action plans, programs, and projects;

and supporting the FHWA SS4A team with technical and communication coordination among Federal, State, and local resources.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to support the National Safe Streets and Roads for All (SS4A) Technical Assistance Center.

Task 1: Kickoff Meeting and Project Management

Within three (3) weeks after task order award, the Contractor shall meet virtually with the FHWA Contracting Officer Representative (COR), Contracting Officer, and other interested FHWA personnel. The Contractor shall anticipate two (2) hours for this meeting. The purpose of this meeting is to (1) discuss the administration of the Task Order, (2) identify specific roles and responsibilities, (3) clarify issues that are unclear to any of the principals involved with the management of the Task Order, (4) review the draft work plan (consistent with their proposal), and (5) discuss the Contractor’s technical approach to meet the project’s objectives, and (6) discuss the planned course of action to meet milestones and deliverables.

The Contractor shall first conduct a briefing that describes their planned approach. The Contractor shall prepare appropriate briefing materials and send these materials to the COR a minimum of two (2) business days before the kickoff, including a draft work plan consistent with their proposal, proposed meeting agenda, and kickoff meeting presentation. After the Contractor has presented their prepared briefing, the Contractor, COR, and other Government representatives will discuss specific details of the project. The Contractor shall prepare and submit a meeting summary, highlighting action items and other key points of the discussion, no later than one (1) week after the meeting.

The Contractor shall establish, maintain, and organize all documentation associated with the Task Order —schedules, deliverables, etc. – using a mutually agreed-upon site so the FHWA staff can easily retrieve the information. The FHWA COR and other appropriate FHWA staff shall be granted access to the site as members. The site shall be set up and ready to use for the first deliverable listed in Task 1.

The Contractor shall also plan and facilitate monthly virtual progress meetings with the FHWA COR to discuss the progress of the task order. The Contractor shall provide the FHWA COR minutes from those meetings within one (1) week of the progress meeting.

Deliverables:

Kickoff meeting to discuss a draft work plan and future deliverables Briefing materials o Draft work plan and project schedule o Proposed meeting agenda o Draft kickoff meeting presentation

Kickoff meeting Kickoff meeting summary/minutes with items agreed to during meeting Final work plan (updated after kick-off meeting) Collaborative site Monthly progress meetings Monthly progress meeting minutes

NOTE: The work plan shall be consistent with the task order and all exhibits. The work plan shall not be construed to override or change the requirement or exhibits of this task order.

Task 2. Development and Delivery of Technical Assistance, Marketing Products, and Educational Outreach Programs for SS4A

Develop informational and educational programs for varying audiences, as needed (e.g., County and local officials, Metropolitan Planning Organizations, and Tribal governments).

Maintain an existing stand-alone web site (“the Clearinghouse”) containing SS4A materials (e.g., noteworthy practices from grant recipients, case studies, useful links to resources such as published Comprehensive Safety Action Plans, and information about SS4A activities).

Maintain a library of SS4A materials and convert related hard copy documents to electronic format to post on the web site. All materials produced must be compliant with Section 508 of the Rehabilitation Act of 1973 (Section 508).

Operate an existing email address to receive and respond to SS4A inquiries.

o Work within established Federal Highway Administration (FHWA)/Office of the

Secretary (OST) communication streams to ensure customers receive appropriate follow-up and are connected with the right person to answer their questions.

Support continuous improvement in providing technical assistance with data analysis, automation tools, and project assessment to ensure customers are receiving the assistance they need.

Help connect users with appropriate resources (e.g., other web sites like the Crash Modification Factors Clearinghouse) and train them on their use, as needed.

Review the effectiveness of Technical Assistance Center activities and the Clearinghouse web site at the end of each year to make improvements and updates as needed: e.g., determine which parts of the web site are being used most and least; review the end-user experience; track the number of click-throughs; and provide other methods of analysis to improve the customer experience.

Travel to sites around the country to conduct informational and educational programs, e.g., Action Plan Workshops, for different audiences (e.g., communities, local DOTs, planning agencies, and other local, regional, and Tribal officials).

Provide planning, logistics, and hosting services for SS4A conferences, peer exchanges, Community of Practice meetings, and other in-person and virtual gatherings as directed by the FHWA SS4A Team.

Develop materials (e.g., videos, trainings, brochures) and training curricula to educate stakeholders on various aspects of SS4A, including data analysis.

Update existing SS4A materials as needed.

Promote the program to increase awareness and visibility of SS4A and provide educational promotional material that local communities may use in their efforts.

Deliverables include, but are not limited to (based on the final work plan):

o Development and delivery of informational and educational programs o Agendas and follow-up materials for SS4A conferences, peer exchanges, Community of Practice meetings, and other in-person and virtual gatherings as directed by the FHWA SS4A Team o Materials (e.g., videos, trainings, brochures) and training curricula o Stand-alone SS4A support web site (Clearinghouse) o Evidence of SS4A.FHWA inbox maintenance and use for stakeholder inquiries o Library of SS4A materials

Task 3. Customized Technical Project Management Assistance

Maintain a Community of Practice with recipients to help build roadway safety efforts at the regional, local, and Tribal levels and provide a forum for recipients to learn from and share with each other.

Focus on the unique needs of SS4A grant recipients to customize technical assistance and ensure successful implementation of their projects.

Develop specific training programs for local SS4A program and project coordinators and other small groups based on individual customers’ needs.

o These trainings may include post-award assistance such as data analysis, using Federal reporting forms, project implementation and evaluation, planning assistance, contracting support, construction assistance, etc.

o Audiences will include recipients of SS4A grant funds or potentially other groups of stakeholders, as directed by FHWA.

Travel to sites around the country to conduct specialized technical training for SS4A recipients.

Provide case studies, best practices, process and outcome evaluation tools, information about eligible projects, proven safety countermeasures, safety initiatives, and other related materials.

As necessary, contract with engineering professionals/consultants to assist recipients with the implementation of infrastructure projects.

Deliverables include, but are not limited to (based on the final work plan):

o Materials necessary for the Community of Practice o Customized technical assistance and documentation thereof o Customized small group training curricula o Case studies, noteworthy practices, lessons learned, process and outcome evaluation tools, information about eligible projects, proven safety countermeasures, safety initiatives, and other related materials

Task 4. Technical and Communication Coordination

Work with FHWA (Headquarters and field offices), OST, other Federal partners, and local organizations to ensure stakeholders are accessing the Clearinghouse and receiving SS4A updates as needed.

Plan, organize, host, and attend meetings and conferences (including teleconferences) related to

SS4A.

Develop reports on active grants and Technical Assistance Center/Clearinghouse activity as requested by FHWA.

Maintain a repository of individual SS4A project evaluation, noteworthy practices, published Comprehensive Safety Action Plans, and lessons learned information where available.

Provide additional communication and information (e.g., respond to inquiries regarding the program, develop materials to advance awareness of the program) for the benefit of the SS4A program and its stakeholders.

Deliverables include, but are not limited to (based on the final work plan):

o Evidence of Clearinghouse web site updates and use by stakeholders o Meeting agendas, notes, presentations, and follow-up materials o Monthly progress reports on all Technical Assistance Center activities o Additional communication and support as needed

The government anticipates the level of effort will decrease overtime as the number for SS4A grants decreases.

Period of Performance The period of performance shall be for 3 years (July 2026- July 2029). Funding provided at initial award fully funds the base period.

Place of Performance The work to be performed under this task order shall be performed in a hybrid environment, including contractor facilities, government facilities, telework environments (e.g. home offices), with occasional national travel to outreach events, such as off-site meetings, at the direction of FHWA.

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. Point of Contact with name, email address, and phone number.

2. The anticipated NAICS for this requirement is 541990 - All Other Professional, Scientific, and Technical Services (size standard is $19.5 Million); Based on this, 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. Relevant experience working with SS4A grant recipients;

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

Government.

The Capability Statement shall be no more than four 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.