ATTENTION PROPOSERS: A Research Project Statement for NCHRP Project 25-71 was released on 1/17/2024; no award was made. The purpose of this Research Project Statement is to initiate a new competition for this project. This solicitation is open to all proposers, including any agencies that responded to the earlier Research Project Statement.

BACKGROUND

The wildland urban interface (WUI) is an area where human development meets or intermingles with undeveloped wildland and vegetative fuels that are both fire-dependent and fire-prone. Wildfires near roadways have increased in scale, frequency and intensity due to factors such as drought and invasive species. Some wildfires are the consequence of vehicle operations such as accidents or sparking causing wildfire ignition within roadside vegetation. The risk of wildfire ignitions within roadside vegetation is compounded by increased traffic volumes in the WUI. State departments of transportation (DOTs) have adopted innovative solutions in roadside vegetation management to reduce the number and intensity of wildfires impacting WUI communities. A study of known wildfire risk factors, wildfire risk management, staffing, training, coordination, and effective roadside vegetation management practices is needed to establish an ongoing national adaptive roadside management strategy to address wildfire related challenges at the WUI.

OBJECTIVE

The objective of this research is to develop a guide for state DOTs on roadside vegetation management strategies that reduce the risk of wildfires. At minimum, the guide will highlight effective practices and areas of concern within roadside vegetation operations, areas of possible improvement, and suggestions for future study.

TASKS

NCHRP is seeking the insights of proposers on how best to achieve the research objective. Proposers are expected to describe research plans that can realistically be accomplished within the constraints of available funds and contract time. Proposals must present the proposers' current thinking in sufficient detail to demonstrate their understanding of the issues and the soundness of their approach to meeting the research objective.

Note: For the purposes of this research project, wildfires refer to fires of varying sizes incurred along and impacting the roadside right-of-way, not solely large conflagrations.

PHASE I: Planning and Initial Outreach

Task 1. Conduct a review of relevant literature and resources. The review should include regional climate characteristics; vegetation profiles by right-of-way managed zone; data collection, including after-fire reports; and identification of wildfire risk factors unique to roadside right-of-way (based on available regional wildfire severity mapping).

Task 2. Design a strategy for targeted outreach to state and Canadian provincial DOTs, with the goal of ascertaining the state of current vegetation management practice and known wildfire risk factors. Submit a technical memorandum summarizing Tasks 1 and 2 for NCHRP approval. Approval from NCHRP is required before work on subsequent tasks may begin.

Task 3. Conduct targeted outreach with the DOTs identified in Task 2 utilizing the strategy approved by NCHRP.

Task 4. Propose a methodology to achieve the research objective, to be fully developed in Phase II. At minimum, the methodology should include the following: 

• An annotated outline for a compendium of historical wildfire case studies considering urban, suburban, and rural context and examining relevant contributing factors such as fire proneness of the present vegetation mix; presence of non-native or invasive species; contributing right-of-way characteristics such as presence of fire breaks and topography; maintenance practices such as invasive species/noxious weed management and fuel reduction practices; land use; and emergency response/evacuation.
• A description of the data needs for a numerical rubric evaluating the contribution of the above factors in each case study.
• An annotated outline of a guide for state DOT decision-makers and other interested organizations that should include the key research findings, effective practices, areas of concern, possible areas for improvement, suggestions for future research, and sensitive considerations such as budgetary constraints, jurisdictional conflicts, presence of threatened and endangered species, and other operational factors.

Task 5. Prepare an interim report that documents Tasks 1 through 4 and provides an updated work plan for the remainder of the research. The updated plan must describe the process and rationale for the work proposed for Phase II.

Note: Following a 1-month review of the interim report by NCHRP, the research team will be required to meet with the NCHRP project panel to discuss the interim report. Work on Phase II will not begin until authorized by NCHRP.

For budgeting purposes, the proposer shall plan on having one in-person panel meeting in Washington, DC. Costs for the meeting venue and travel costs for NCHRP panel members to attend the meeting will be paid separately by NCHRP.

PHASE II: Execute the Methodology and Final Deliverables

Task 6. Execute the research methodology from Task 4, according to the approved interim report.

Task 7. Develop the case study compendium, including the numerical evaluation rubric and the guide. Prepare draft language for consideration by the American Association of State Highway and Transportation Officials (AASHTO) to incorporate the research results in the next update of the AASHTO Guidelines for Vegetation Management (herein called AASHTO Deliverable). The draft compendium and guide shall be submitted no later than 6 months before the contract end date.

Task 8. Prepare the final deliverables, which shall include the following:

• A research report that documents the entire research effort.
• A case study compendium and guide.
• An executive memorandum summarizing key findings.
• A PowerPoint presentation with speaker notes.
• A standalone technical memorandum entitled “Implementation of Research Findings and Products.” Refer to Special Note J for additional information.
• The AASHTO Deliverable.

Note: Following receipt of the draft final deliverables, the remaining 3 months shall be for NCHRP review and comment and for research agency submittal of the final deliverables.

SPECIAL NOTES

A. The Information and Instructions for Preparing Proposals for the Transportation Research Board’s Cooperative Research Programs were revised in May 2023. Please take note of the new and revised text which is highlighted in yellow.

B. Proposals must be submitted as a single PDF file with a maximum file size of 10 MB. The PDF must be formatted for standard 8 ½” X 11” paper, and the entire proposal must not exceed 60 pages (according to the page count displayed in the PDF). Proposals that do not meet these requirements will be rejected. For other requirements, refer to chapter V of the instructions.

C. The Information and Instructions for Preparing Proposals for the Transportation Research Board’s Cooperative Research Programs have been modified to include a revised policy and instructions for disclosing Investigator Conflict of Interest. For more information, refer to chapter IV of the instructions. A detailed definition and examples can be found in the CRP Conflict of Interest Policy for Contractors. The proposer recommended by the project panel will be required to submit an Investigator Conflict of Interest and Disclosure Form as a prerequisite for contract negotiations.

D. Proposals will be rejected if any of the proposed research team members work for organizations represented on the project panel. The panel roster for this project can be found at https://www.mytrb.org/OnlineDirectory/Committee/Details/6958. Proposers may not contact panel members directly; this roster is provided solely for the purpose of avoiding potential conflicts of interest.

E. Proprietary Products - If any proprietary products are to be used or tested in the project, please refer to Item 6 in the Information and Instructions for Preparing Proposals.

F. Proposals are evaluated by the NCHRP staff and project panels consisting of individuals collectively knowledgeable in the problem area. The project panel will recommend their first choice proposal considering the following factors: (1) the proposer's demonstrated understanding of the problem; (2) the merit of the proposed research approach and experiment design; (3) the experience, qualifications, and objectivity of the research team in the same or closely related problem area; (4) the plan for ensuring application of results; (5) how the proposer approaches inclusion and diversity in the composition of their team and research approach, including participation by certified Disadvantaged Business Enterprises; and, if relevant, (6) the adequacy of the facilities. A recommendation by the project panel is not a guarantee of a contract. The National Academy of Sciences (NAS - the contracting authority for the National Academies of Sciences, Engineering, and Medicine) will conduct an internal due diligence review and risk assessment of the panel’s recommended proposal before contract negotiations continue.

Note: The proposer's approach to inclusion and diversity as well as participation by Disadvantaged Business Enterprises should be incorporated in Item 11 of the proposal.

G. Copyrights - All data, written materials, computer software, graphic and photographic images, and other information prepared under the contract and the copyrights therein shall be owned by the National Academy of Sciences. The contractor and subcontractors will be able to publish this material for non-commercial purposes, for internal use, or to further academic research or studies with permission from TRB Cooperative Research Programs. The contractor and subcontractors will not be allowed to sell the project material without prior approval by the National Academy of Sciences. By signing a contract with the National Academy of Sciences, contractors accept legal responsibility for any copyright infringement that may exist in work done for TRB. Contractors are therefore responsible for obtaining all necessary permissions for use of copyrighted material in TRB's Cooperative Research Programs publications. For guidance on TRB's policies on using copyrighted material please consult Section 5.4, "Use of Copyrighted Material," in the Procedural Manual for Contractors.

H. The text of the final deliverable is expected to be publication ready when it is submitted. It is strongly recommended that the research team include the expertise of a technical editor as early in the project timeline as possible. See Appendix F of the Procedural Manual for Contractors Conducting Research in the Transportation Research Board’s Cooperative Research Program for technical editing standards expected in final deliverables.

I. Proposals should include a task-by-task breakdown of labor hours for each staff member as shown in Figure 4 in the Information and Instructions for Preparing Proposals. Proposals also should include a breakdown of all costs (e.g., wages, indirect costs, travel, materials, and total) for each task using Figures 5 and 6 in the brochure. Please note that TRB Cooperative Research Program subawards (selected proposers are considered subawards to the National Academy of Sciences, the parent organization of TRB) must comply with 2 CFR 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. These requirements include a provision that proposers without a "federally" Negotiated Indirect Costs Rate Agreement (NICRA) shall be subject to a maximum allowable indirect rate of 10% of Modified Total Direct Costs. Modified Total Direct Costs include all salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each lower tier subaward and subcontract. Modified Total Direct Costs exclude equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each lower tier subaward and subcontract in excess of $25,000.

J. The required technical memorandum titled “Implementation of Research Findings and Products” should (a) provide recommendations on how to best put the research findings/products into practice; (b) identify possible institutions that might take leadership in applying the research findings/products; (c) identify issues affecting potential implementation of the findings/products and recommend possible actions to address these issues; and (d) recommend methods of identifying and measuring the impacts associated with implementation of the findings/products. Implementation of these recommendations is not part of the research project and, if warranted, details of these actions will be developed and implemented in future efforts.

The research team will be expected to provide input to an implementation team consisting of panel members, AASHTO committee members, the NCHRP Implementation Coordinator, and others in order to meet the goals of NCHRP Active Implementation: Moving Research into Practice, available at http://onlinepubs.trb.org/onlinepubs/nchrp/docs/NCHRP_ActiveImplementation.pdf

K. If the team proposes a Principal Investigator who is not an employee of the Prime Contractor, or if the Prime Contractor is proposed to conduct less than 50% of the total effort (by time or budget), then section five of the proposal should include: (1) a justification of why this approach is appropriate, and (2) a description of how the Prime Contractor will ensure adequate communication and coordination with their Subcontractors throughout the project.

L. All budget information should be suitable for printing on 8½″ x 11″ paper. If a budget page cannot fit on a single 8½″ x 11″ page, it should be split over multiple pages. Proposers must use the Excel templates provided in the Information and Instructions for Preparing Proposals for the Transportation Research Board’s Cooperative Research Programs.

M. The National Academies have an ethical and legal obligation to provide proper attribution whenever material from other sources is included in its reports, online postings, and other publications and products. TRB will review all Cooperative Research Programs draft final deliverables using the software iThenticate for potential plagiarism. If plagiarized text appears in the draft final deliverables, the research team will be required to make revisions and the opportunity to submit future proposals may be affected.