Support Services for Peer Exchanges

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General Information
Study Number: TPF-5(301)
Lead Organization: Oregon Department of Transportation
Contract Start Date: Oct 06, 2014
Solicitation Number: 1367
Partners: AK, ID, IL, IN, KS, MDOT SHA, MO, NC, ND, NE, NV, OH, SD, WA, WI, WY
Status: Contract signed
Est. Completion Date: Jun 30, 2024
Contract/Other Number:
Last Updated: Nov 06, 2018
Contract End Date: Jun 30, 2024
Financial Summary
Contract Amount:
Total Commitments Received: $283,499.00
100% SP&R Approval: Approved
Contact Information
Lead Study Contact(s): Michael Bufalino
Michael.Bufalino@odot.oregon.gov
Phone: 503-986-2845
FHWA Technical Liaison(s): Leslie Wright
Leslie.Wright@dot.gov
Phone: 202-493-3460
Organization Year Commitments Technical Contact Name Funding Contact Name Contact Number Email Address
Alaska Department of Transportation and Public Facilities 2016 $25,000.00 Anna Bosin Anna Bosin (907)269-6208 anna.bosin@alaska.gov
Alaska Department of Transportation and Public Facilities 2021 $4,762.00 Anna Bosin Anna Bosin (907)269-6208 anna.bosin@alaska.gov
Idaho Department of Transportation 2016 $5,902.00 Ned Parrish Ned Parrish 208-334-8296 ned.parrish@itd.idaho.gov
Idaho Department of Transportation 2020 $30,251.00 Ned Parrish Ned Parrish 208-334-8296 ned.parrish@itd.idaho.gov
Illinois Department of Transportation 2014 $7,000.00 Megan Swanson Megan Swanson 217-782-3547 Megan.Swanson@illinois.gov
Illinois Department of Transportation 2017 $24,049.00 Megan Swanson Megan Swanson 217-782-3547 Megan.Swanson@illinois.gov
Illinois Department of Transportation 2018 $7,000.00 Megan Swanson Megan Swanson 217-782-3547 Megan.Swanson@illinois.gov
Indiana Department of Transportation $0.00
Kansas Department of Transportation $0.00
Maryland Department of Transportation State Highway Administration 2019 $30,099.00 Hua Xiang Sharon Hawkins 410-545-2920 shawkins2@mdot.maryland.gov
Missouri Department of Transportation 2019 $21,504.00 Jennifer Harper Jennifer Harper 573-526-3636 Jennifer.Harper@modot.mo.gov
Nebraska Department of Transportation 2021 $4,078.00 Mark Fischer Mark Fischer (402) 479-3163 Mark.fischer@nebraska.gov
Nevada Department of Transportation 2016 $5,902.00 Ken Chambers Ken Chambers (775) 888-7220 kchambers@dot.state.nv.us
North Carolina Department of Transportation 2016 $7,000.00 Neil Mastin Neil Mastin 919 707 6661 jmastin@ncdot.gov
North Carolina Department of Transportation 2017 $18,971.00 Neil Mastin Neil Mastin 919 707 6661 jmastin@ncdot.gov
North Dakota Department of Transportation 2020 $4,076.00 Amy Beise Amy Beise 701-328-6921 abeise@nd.gov
Ohio Department of Transportation 2014 $0.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
Ohio Department of Transportation 2015 $22,540.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
Ohio Department of Transportation 2017 $18,921.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
Ohio Department of Transportation 2018 $0.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
South Dakota Department of Transportation 2021 $4,076.00 David Huft David Huft 605-773-3358 dave.huft@state.sd.us
Washington State Department of Transportation 2021 $14,480.00 Douglas Brodin Fheejay Painter 360-705-7975 Paintef@wsdot.wa.gov
Wisconsin Department of Transportation 2018 $27,888.00 Lynn Hanus Lynn Hanus 608-267-2294 lynnm.hanus@dot.wi.gov
Wyoming Department of Transportation $0.00

Study Description

The Peer exchange has been a requirement for state RD&T programs since 1998 and it has proven to be a useful and effective tool for improving research program management. However, for many states the most difficult aspect of hosting a peer exchange is logistics and procurement. Beginning in 2006 the AASHTO Research Advisory Committee established a task force on Peer Exchanges. Over the next few years the Task Force surveyed membership, discussed issues in depth and made recommendations to FHWA for an update in Peer Exchange Guidance. Among those recommendations was that the Pooled Fund program should be made available to support peer exchange planning, and logistics and procurement. FHWA representatives had participated in the discussions of the Peer Exchange Panel, and supported those Task Force recommendations, including this one.

Objectives

This Peer Exchange Project is intended to provide Research Programs with the option to procure services to help with the logistical and administrative aspects of organizing and holding an RD&T Peer Exchange, as described under 23 CFR 420.203. Doing so will allow Research Programs to focus on the content of their peer exchange.

Scope of Work

The Oregon Department of Transportation will contract with a service provider. The service provider will offer a menu of support services including but not limited to: • Making travel and lodging arrangements for peer exchange panel participants. • Reimbursing travel expenses for peer exchange panel participants. • Meeting facilitation services including: o Moderating and facilitating discussion during the peer exchange. o Working with the host state to help identify activities to support meeting the objectives of the peer exchange. o Coordinating and scheduling meeting participants. o Providing a recording secretary to take notes and prepare meeting minutes. o Assisting with report preparation. • Rental of off- site meeting facilities. • Catering. Once a vendor is brought on board, any State Research Program (host state) planning a peer exchange may contact the vendor, describe the services they want the vendor to perform, and obtain a price quote. The price quote will largely determine that state’s pooled fund contribution. A project manager will be assigned at Oregon DOT. The host state will contact the project manager with the price quote. The project manager and the lead state will agree on a pooled fund contribution from the host state, based on the price quote plus a small administrative surcharge ($500) retained by Oregon to cover the project manager’s time. The host state will then execute a fund transfer to the pooled fund account. The project manager will execute a work order using the vendor’s price quote to the host state as a statement of work. The vendor will perform the services under the direction of the lead state. Issues, changes and disagreements that arise between the vendor and the host state will be coordinated and resolved through the project manager. After the Peer Exchange has concluded, the vendor will invoice the Oregon Project Manager (copying the host state) for the services provided. The Project Manager will pay the invoice only after review by and concurrence from the host state. Each host state will also be expected to prepare a short report, documenting the value of these services to their Peer Exchange. This information will be used to determine whether there is merit in continuation of these services under a new project number, after this project expires.

Documents Attached
Title File/Link Type Privacy Download
24 Quarterly Report (JUL SEP 2020) 24 Quarterly Report (JUL SEP 2020).docx Quarterly Progress Report Public
23 Quarterly Report (APR JUN 2020) 23 Quarterly Report (APR JUN 2020).docx Quarterly Progress Report Public
22 Quarterly Report (JAN MAR 2020) 22 Quarterly Report JAN MAR 2020).docx Quarterly Progress Report Public
21 Quarterly Report (OCT DEC 2019) 21 Quarterly Report (OCT DEC 2019).docx Quarterly Progress Report Public
20 Quarterly Report (JUL SEP 2019) 20 Quarterly Report (JUL SEP 2019).docx Quarterly Progress Report Public
19 Quarterly Report (APR JUN 2019) 19 Quarterly Report (APR JUN 2019).docx Quarterly Progress Report Public
Service Request Form Procedure.docx Other Public
18 Quarterly Report (JAN MAR 2019) 18 Quarterly Report (JAN MAR 2019).docx Quarterly Progress Report Public
17 Quarterly Report (OCT DEC 2018) 17 Quarterly Report (OCT DEC 2018).docx Quarterly Progress Report Public
16 Quarterly Report (JUL SEP 2018) 16 Quarterly Report (JUL SEP 2018).docx Quarterly Progress Report Public
15 Quarterly Report (APR JUN 2018) 15 Quarterly Report (APR JUN 2018).docx Quarterly Progress Report Public
14 Quarterly Report (JAN MAR 2018) 14 Quarterly Report (JAN MAR 2018).docx Quarterly Progress Report Public
13 Quarterly Report (OCT DEC 2017) 13 Quarterly Report (OCT DEC 2017).docx Quarterly Progress Report Public
12 Quarterly Report (JUL SEP 2017) 12 Quarterly Report (JUL SEP 2017).docx Quarterly Progress Report Public
11 Quarterly Report (APR JUN 2017) 11 Quarterly Report (APR JUN 2017).docx Quarterly Progress Report Public
10 Quarterly Report (JAN MAR 2017) 10 Quarterly Report (JAN MAR 2017).docx Quarterly Progress Report Public
09 Quarterly Report (OCT DEC 2016) 09 Quarterly Report (OCT DEC 2016).docx Quarterly Progress Report Public
08 Quarterly Report (JUL SEP 2016) 08 Quarterly Report (JUL SEP 2016).docx Quarterly Progress Report Public
01 Quarterly Report (OCT DEC 2014) 01 Quarterly Report (OCT DEC 2014).docx Quarterly Progress Report Public
02 Quarterly Report (JAN MAR 2015) 02 Quarterly Report (JAN MAR 2015).docx Quarterly Progress Report Public
03 Quarterly Report (APR JUN 2015) 03 Quarterly Report (APR JUN 2015).docx Quarterly Progress Report Public
04 Quarterly Report (JUL SEP 2015) 04 Quarterly Report (JUL SEP 2015).docx Quarterly Progress Report Public
05 Quarterly Report (OCT DEC 2015) 05 Quarterly Report (OCT DEC 2015).docx Quarterly Progress Report Public
06 Quarterly Report (JAN MAR 2016) 06 Quarterly Report (JAN MAR 2016).docx Quarterly Progress Report Public
07 Quarterly Report (APR JUN 2016) 07 Quarterly Report (APR JUN 2016).docx Quarterly Progress Report Public
Waiver Memo Approval of SP&R Waiver Solicitation#1367.pdf Memorandum Public
Acceptance Memo Support Services for Peer Exchanges Acceptance_Memo_TPF_5_(301).pdf Memorandum Public

No document attached.

Support Services for Peer Exchanges

General Information
Study Number: TPF-5(301)
Lead Organization: Oregon Department of Transportation
Contract Start Date: Oct 06, 2014
Solicitation Number: 1367
Partners: AK, ID, IL, IN, KS, MDOT SHA, MO, NC, ND, NE, NV, OH, SD, WA, WI, WY
Status: Contract signed
Est. Completion Date: Jun 30, 2024
Contract/Other Number:
Last Updated: Nov 06, 2018
Contract End Date: Jun 30, 2024
Financial Summary
Contract Amount:
Total Commitments Received: $283,499.00
100% SP&R Approval:
Contact Information
Lead Study Contact(s): Michael Bufalino
Michael.Bufalino@odot.oregon.gov
Phone: 503-986-2845
FHWA Technical Liaison(s): Leslie Wright
Leslie.Wright@dot.gov
Phone: 202-493-3460
Commitments by Organizations
Organization Year Commitments Technical Contact Name Funding Contact Name Contact Number Email Address
Alaska Department of Transportation and Public Facilities 2016 $25,000.00 Anna Bosin Anna Bosin (907)269-6208 anna.bosin@alaska.gov
Alaska Department of Transportation and Public Facilities 2021 $4,762.00 Anna Bosin Anna Bosin (907)269-6208 anna.bosin@alaska.gov
Idaho Department of Transportation 2016 $5,902.00 Ned Parrish Ned Parrish 208-334-8296 ned.parrish@itd.idaho.gov
Idaho Department of Transportation 2020 $30,251.00 Ned Parrish Ned Parrish 208-334-8296 ned.parrish@itd.idaho.gov
Illinois Department of Transportation 2014 $7,000.00 Megan Swanson Megan Swanson 217-782-3547 Megan.Swanson@illinois.gov
Illinois Department of Transportation 2017 $24,049.00 Megan Swanson Megan Swanson 217-782-3547 Megan.Swanson@illinois.gov
Illinois Department of Transportation 2018 $7,000.00 Megan Swanson Megan Swanson 217-782-3547 Megan.Swanson@illinois.gov
Maryland Department of Transportation State Highway Administration 2019 $30,099.00 Hua Xiang Sharon Hawkins 410-545-2920 shawkins2@mdot.maryland.gov
Missouri Department of Transportation 2019 $21,504.00 Jennifer Harper Jennifer Harper 573-526-3636 Jennifer.Harper@modot.mo.gov
Nebraska Department of Transportation 2021 $4,078.00 Mark Fischer Mark Fischer (402) 479-3163 Mark.fischer@nebraska.gov
Nevada Department of Transportation 2016 $5,902.00 Ken Chambers Ken Chambers (775) 888-7220 kchambers@dot.state.nv.us
North Carolina Department of Transportation 2016 $7,000.00 Neil Mastin Neil Mastin 919 707 6661 jmastin@ncdot.gov
North Carolina Department of Transportation 2017 $18,971.00 Neil Mastin Neil Mastin 919 707 6661 jmastin@ncdot.gov
North Dakota Department of Transportation 2020 $4,076.00 Amy Beise Amy Beise 701-328-6921 abeise@nd.gov
Ohio Department of Transportation 2014 $0.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
Ohio Department of Transportation 2015 $22,540.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
Ohio Department of Transportation 2017 $18,921.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
Ohio Department of Transportation 2018 $0.00 Vicky Fout General Research 614-644-8135 Research@dot.state.oh.us
South Dakota Department of Transportation 2021 $4,076.00 David Huft David Huft 605-773-3358 dave.huft@state.sd.us
Washington State Department of Transportation 2021 $14,480.00 Douglas Brodin Fheejay Painter 360-705-7975 Paintef@wsdot.wa.gov
Wisconsin Department of Transportation 2018 $27,888.00 Lynn Hanus Lynn Hanus 608-267-2294 lynnm.hanus@dot.wi.gov

Study Description

Study Description

The Peer exchange has been a requirement for state RD&T programs since 1998 and it has proven to be a useful and effective tool for improving research program management. However, for many states the most difficult aspect of hosting a peer exchange is logistics and procurement. Beginning in 2006 the AASHTO Research Advisory Committee established a task force on Peer Exchanges. Over the next few years the Task Force surveyed membership, discussed issues in depth and made recommendations to FHWA for an update in Peer Exchange Guidance. Among those recommendations was that the Pooled Fund program should be made available to support peer exchange planning, and logistics and procurement. FHWA representatives had participated in the discussions of the Peer Exchange Panel, and supported those Task Force recommendations, including this one.

Objectives

This Peer Exchange Project is intended to provide Research Programs with the option to procure services to help with the logistical and administrative aspects of organizing and holding an RD&T Peer Exchange, as described under 23 CFR 420.203. Doing so will allow Research Programs to focus on the content of their peer exchange.

Scope of Work

The Oregon Department of Transportation will contract with a service provider. The service provider will offer a menu of support services including but not limited to: • Making travel and lodging arrangements for peer exchange panel participants. • Reimbursing travel expenses for peer exchange panel participants. • Meeting facilitation services including: o Moderating and facilitating discussion during the peer exchange. o Working with the host state to help identify activities to support meeting the objectives of the peer exchange. o Coordinating and scheduling meeting participants. o Providing a recording secretary to take notes and prepare meeting minutes. o Assisting with report preparation. • Rental of off- site meeting facilities. • Catering. Once a vendor is brought on board, any State Research Program (host state) planning a peer exchange may contact the vendor, describe the services they want the vendor to perform, and obtain a price quote. The price quote will largely determine that state’s pooled fund contribution. A project manager will be assigned at Oregon DOT. The host state will contact the project manager with the price quote. The project manager and the lead state will agree on a pooled fund contribution from the host state, based on the price quote plus a small administrative surcharge ($500) retained by Oregon to cover the project manager’s time. The host state will then execute a fund transfer to the pooled fund account. The project manager will execute a work order using the vendor’s price quote to the host state as a statement of work. The vendor will perform the services under the direction of the lead state. Issues, changes and disagreements that arise between the vendor and the host state will be coordinated and resolved through the project manager. After the Peer Exchange has concluded, the vendor will invoice the Oregon Project Manager (copying the host state) for the services provided. The Project Manager will pay the invoice only after review by and concurrence from the host state. Each host state will also be expected to prepare a short report, documenting the value of these services to their Peer Exchange. This information will be used to determine whether there is merit in continuation of these services under a new project number, after this project expires.

Title File/Link Type Private
Acceptance Memo Support Services for Peer Exchanges Acceptance_Memo_TPF_5_(301).pdf Memorandum Public
Waiver Memo Approval of SP&R Waiver Solicitation#1367.pdf Memorandum Public
Service Request Form Procedure.docx Other Public
07 Quarterly Report (APR JUN 2016) 07 Quarterly Report (APR JUN 2016).docx Quarterly Progress Report Public
06 Quarterly Report (JAN MAR 2016) 06 Quarterly Report (JAN MAR 2016).docx Quarterly Progress Report Public
05 Quarterly Report (OCT DEC 2015) 05 Quarterly Report (OCT DEC 2015).docx Quarterly Progress Report Public
04 Quarterly Report (JUL SEP 2015) 04 Quarterly Report (JUL SEP 2015).docx Quarterly Progress Report Public
03 Quarterly Report (APR JUN 2015) 03 Quarterly Report (APR JUN 2015).docx Quarterly Progress Report Public
02 Quarterly Report (JAN MAR 2015) 02 Quarterly Report (JAN MAR 2015).docx Quarterly Progress Report Public
01 Quarterly Report (OCT DEC 2014) 01 Quarterly Report (OCT DEC 2014).docx Quarterly Progress Report Public
08 Quarterly Report (JUL SEP 2016) 08 Quarterly Report (JUL SEP 2016).docx Quarterly Progress Report Public
09 Quarterly Report (OCT DEC 2016) 09 Quarterly Report (OCT DEC 2016).docx Quarterly Progress Report Public
10 Quarterly Report (JAN MAR 2017) 10 Quarterly Report (JAN MAR 2017).docx Quarterly Progress Report Public
11 Quarterly Report (APR JUN 2017) 11 Quarterly Report (APR JUN 2017).docx Quarterly Progress Report Public
12 Quarterly Report (JUL SEP 2017) 12 Quarterly Report (JUL SEP 2017).docx Quarterly Progress Report Public
13 Quarterly Report (OCT DEC 2017) 13 Quarterly Report (OCT DEC 2017).docx Quarterly Progress Report Public
14 Quarterly Report (JAN MAR 2018) 14 Quarterly Report (JAN MAR 2018).docx Quarterly Progress Report Public
15 Quarterly Report (APR JUN 2018) 15 Quarterly Report (APR JUN 2018).docx Quarterly Progress Report Public
16 Quarterly Report (JUL SEP 2018) 16 Quarterly Report (JUL SEP 2018).docx Quarterly Progress Report Public
17 Quarterly Report (OCT DEC 2018) 17 Quarterly Report (OCT DEC 2018).docx Quarterly Progress Report Public
18 Quarterly Report (JAN MAR 2019) 18 Quarterly Report (JAN MAR 2019).docx Quarterly Progress Report Public
19 Quarterly Report (APR JUN 2019) 19 Quarterly Report (APR JUN 2019).docx Quarterly Progress Report Public
20 Quarterly Report (JUL SEP 2019) 20 Quarterly Report (JUL SEP 2019).docx Quarterly Progress Report Public
21 Quarterly Report (OCT DEC 2019) 21 Quarterly Report (OCT DEC 2019).docx Quarterly Progress Report Public
22 Quarterly Report (JAN MAR 2020) 22 Quarterly Report JAN MAR 2020).docx Quarterly Progress Report Public
23 Quarterly Report (APR JUN 2020) 23 Quarterly Report (APR JUN 2020).docx Quarterly Progress Report Public
24 Quarterly Report (JUL SEP 2020) 24 Quarterly Report (JUL SEP 2020).docx Quarterly Progress Report Public
No document attached.

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