V3132532_FMCSA Strategic Communications Support_11212024.pdf

Statement of Work V3132510

U.S. Department of Transportation Volpe National Transportation Systems Center

Communication Strategy Consulting Services for FMCSA Applied Analysis Program

1. Introduction/Background In support of the Federal Motor Carrier Safety Administration’s (FMCSA’s) safety mission, the Volpe Center provides analytical, technical, and programmatic expertise to support of the Agency’s Motor Carrier Safety Applied Analysis Program. In support of this program, the Volpe Center has been tasked with providing strategic communications and outreach to stakeholders.

2. FMCSA Motor Carrier Safety Applied Analysis Program - DataQs (CLIN 00100)

2.1. Scope of Work

A communications strategy and tactical calendar were recently created to support stakeholder participation in the DataQs program. A new program initiative, DataQs Participation Requirements, is being conceptualized and developed that will define program components and rules of engagement that States are expected to build into their DataQs support. A Federal Register Notice is expected to be released by December 31, 2024. A communications effort will initially target States and is expected to include other stakeholders such as motor carrier and drivers. Ultimately all stakeholders will understand the requirements and expectations of their role and what they can expect from other stakeholders involved in the program.

The Contractor will leverage the existing communications outreach strategy and tactical calendar to analyze and understand goals of the DataQs Participation Requirements and develop a stakeholder engagement plan to support outreach and education. The Contractor will design the plan and calendar using an inside out approach, starting with internal stakeholders who will then help get message out to motor carriers and CDL drivers.

Led by the contractor’s Principal/Strategist, the Contractor will:

• Develop a plan for engaging stakeholders through the rollout of DataQs Participation

Requirements, utilizing the Contractor’s expertise with FMCSA programs and issues.

• Recommend and finalize key messaging to be infused into outreach and education materials.

• Develop 1-2 pieces of outreach material to support the FRN publication that targets States.

• Prepare a briefing on the stakeholder engagement plan for the FMCSA program manager and Executive Leadership Team.

• Participate in ongoing project check-ins and meetings (weekly and biweekly, with Sponsor, Communication Team partners, Volpe)

2.2. Period of Performance (POP)

Date of award through May 30, 2025.

2.3. Place of Performance

Work shall be performed at the contractor’s site within the United States. Meetings will be held virtually.

2.4. Work Requirements

The Contractor will:

• Participate, by web-enabled teleconference, in a one-hour kick-off meeting.

• Participate in regular (e.g., weekly) status meetings, as determined by the project manager followed by the Contractor sending action items from the meeting.

• Develop and implement an outreach plan and tactical calendar focused on the new DataQs

Participation Requirements and that includes all stakeholders.

• Develop 1-2 pieces of outreach material targeting States to support the FRN publication.

• Prepare a briefing on the plan and tactical calendar for the FMCSA program manager and

Executive Leadership Team.

Schedule/Milestones

Task Deliverables Due

One-hour kick-off meeting Provide strategic insight and feedback

Kick-off meeting to be held within 1 week of contract award

Draft outreach plan and tactical calendar

Provide draft outreach plan and tactical calendar

February 14, 2025

Final outreach plan and tactical

Provide final outreach plan and tactical calendar

Within 5 working days of receiving comments from the Volpe communications point of contact (or Volpe project manager, as directed)

1-2 draft outreach materials Provide 1-2 pieces of draft outreach material

March 28, 2025

Final outreach materials Provide 1-2 pieces of final outreach materials

Within 10 working days of receiving comments from the Volpe communications point of contact (or Volpe project manager, as directed)

Draft briefing for FMCSA Customer

Submit draft briefing April 25, 2025

Final briefing for FMCSA Customer

Submit final briefing Within 10 working days of receiving comments from the Volpe communications point of contact (or Volpe project manager, as directed)

Deliverables will be provided electronically, in a format compatible with the appropriate MS Office products (e.g., Word, PowerPoint, Excel).

Acceptance Criteria The Volpe Center will review all deliverables and return comments. Final acceptance of deliverables will be provided by the Volpe communications point of contact (or Volpe project manager, as directed) via email to the contractor.

3. FMCSA Motor Carrier Safety Applied Analysis Program – Community Analysis (CLIN 00200)

3.1. Scope of Work

FMCSA has asked the Volpe Center to develop a stakeholder analysis and outreach plan to support the Agency’s efforts to reach communities disproportionately affected by commercial motor vehicle (CMV) crashes. This effort will address the following questions:

• What stakeholder organizations currently represent these communities?

• What are existing communications channels?

• What might be some messaging targeted to these communities and how might FMCSA leverage existing campaigns/channels?

The Contractor will:

• Conduct a stakeholder analysis that identifies organizations currently representing communities disproportionately affected by CMV crashes, including existing communications channels.

• Identify existing outreach campaigns focused on these communities, including vulnerable road users, within DOT and the Government as well as outside the Government.

• Develop example messaging targeted to affected communities and propose how FMCSA might leverage existing outreach campaigns to disseminate this safety messaging.

3.2. Period of Performance (POP)

Date of award through May 30, 2025.

3.3. Place of Performance

Work shall be performed at the contractor’s site within the United States. Meetings will be held virtually.

3.4. Work Requirements

The Contractor will:

• Participate, by web-enabled teleconference, in a one-hour kick-off meeting.

• Participate in regular (e.g., weekly) status meetings, as determined by the project manager followed by the Contractor sending action items from the meeting.

• Develop a stakeholder analysis that identifies organizations currently representing communities disproportionately affected by CMV crashes, existing communications channels, and existing outreach campaigns targeted to these communities.

• Develop example messaging targeted to affected communities.

• Develop a briefing for FMCSA on the stakeholder analysis, example messaging, and proposals for leveraging existing outreach campaigns.

Schedule/Milestones Task Deliverables Due

One-hour kick-off meeting Provide strategic insight and feedback

Kick-off meeting to be held within 1 week of contract award

Draft stakeholder analysis Draft for review February 28, 2025

Final stakeholder analysis

Final version for FMCSA Within 5 days of receiving comments from the Volpe Center on the draft analysis

Example messaging Messaging March 28, 2025

Draft briefing for FMCSA Draft PowerPoint briefing April 18, 2025

Deliver final briefing to FMCSA Deliver final briefing May 9, 2025

Deliverables will be provided electronically, in a format compatible with the appropriate MS Office products (e.g., Word, PowerPoint, Excel).

Acceptance Criteria The Volpe Center will review all deliverables and return comments. Final acceptance of deliverables will be provided by the Volpe communications point of contact (or Volpe project manager, as directed) via email to the contractor.