Support Services for Peer Exchanges

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 a research, development & technology (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. The Oregon Department of Transportation (DOT) will contract with a service provider. The service provider will offer a menu of support services including but not limited to the following: (1) making travel and lodging arrangements for peer exchange panel participants; (2) reimbursing travel expenses for peer exchange panel participants; (3) meeting facilitation services including: (a) moderating and facilitating discussion during the peer exchange, (b) working with the host state to help identify activities to support meeting the objectives of the peer exchange, (c) coordinating and scheduling meeting participants, (d) providing a recording secretary to take notes and prepare meeting minutes, and (e) assisting with report preparation; (4) rental of off- site meeting facilities; and (5) 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.


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Filing Info

  • Accession Number: 01570477
  • Record Type: Research project
  • Source Agency: Federal Highway Administration
  • Contract Numbers: TPF-5(301)
  • Created Date: Jul 22 2015 1:01AM