SS4A SOW.pdf

1.0 Overview

This is a non-personal services task order to provide technical assistance and support to the National Safe Streets and Roads for All (SS4A) Technical Assistance Center. The Government will not exercise any supervision or control over the task order service providers performing the services herein. Such service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government as defined in this Statement of Work (SOW). The Contractor shall perform to the standards herein.

2.0 Background

In the Infrastructure Investment and Jobs Act (IIJA), Congress created a new, federally assisted Safe Streets and Roads for All (SS4A) Grant Program. The program makes available up to $5 billion in FHWA discretionary grant funds over five fiscal years (FY22 through FY26) for both infrastructure and non-infrastructure projects to create Comprehensive Safety Action Plans (Planning and Demonstration Grants) and implement projects included in such plans (Implementation Grants). Each eligible applicant is responsible for applying, administering, and implementing its plan and projects.

When the SS4A Program was established in FY22, DOT anticipated the need to provide technical assistance to SS4A grant recipients. Because the eligible applicants are non-traditional direct recipients of Federal funds—primarily local governments, metropolitan planning organizations (MPOs), and Tribal governments—it was expected that many grant recipients would lack experience with Federal grant requirements, and this has proved to be the case.1 Providing technical assistance on both grant administration (e.g., developing grant agreements and complying with Federal reporting requirements) and roadway safety (e.g., understanding how to develop a strong comprehensive safety action plan) was intended to help recipients successfully deliver on their roadway safety plans, projects, and strategies.

Each of the four SS4A Notices of Funding Opportunity published to date has included language regarding the need for such technical assistance.2

This program is now in its fourth year of funding. Since some recipients of planning funds have been or will be successful in using their SS4A-funded Action Plans to apply for and receive Implementation Grant funding, the number of brand-new grant recipients may decrease slightly over the next grant cycle (FY26). However, these recipients still tend to need a high level of technical assistance in grant administration (since Implementation grant agreements and processes are more complex than Planning and Demonstration grants) and in safety/project delivery. Further, fully 70% of the FY25 cohort of grant

1 Through polling SS4A grant recipients at webinars offered over the FY22, FY23, and FY24 grant cycles, approximately 50% of grant recipients responded that they were new to Federal grant funding.

2 SS4A FY25 NOFO, p. 69; “Because award recipients under this program may be first-time recipients of Federal funding, DOT is committed to implementing the program as flexibly as permitted by statute and to provide assistance to help award recipients through the process of securing a grant agreement and delivering both Planning and Demonstration Grant activities and Implementation Grant projects and strategies. Award recipients are encouraged to identify any needs for assistance in delivering the Implementation Grant projects and strategies so that DOT can provide directly, or through a third party, sufficient support and technical assistance to mitigate potential execution risks.” Comparable language was included in the three prior NOFOs: SS4A FY22 NOFO Amendment 1, p. 41; SS4A FY23 NOFO, p. 34; and SS4A FY24 NOFO Amendment 1, p. 38.

recipients are new to the SS4A Program, so they will need technical assistance in every aspect of program execution.

SS4A grants typically require 2-5 years to complete. A Planning and Demonstration Grant (PDG) to develop an Action Plan typically requires approximately 2 years to complete. Implementation Grant (IG) recipients have up to 5 years from the date of grant agreement execution to complete their work. Four years of grants have been awarded, and one more year of awards will be made under the current program.

Many FY26 grant agreements are likely to be executed by December 2027 (one year after an anticipated December 2026 announcement), but it could take longer, particularly for grants with more complex project delivery issues. This means that FHWA could be administering certain grants through at least the end of 2032, and others could take longer if their grant agreements take longer to execute. The anticipated timelines necessitate the need to continue support to grant recipients through a Technical Assistance Center.

3.0 Objective

The objective is to research, produce, organize, and disseminate information related to the SS4A Program.

Likely users of this information include eligible 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. As stated above, 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.

4.0 Detailed Requirement

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