BACKGROUND

The Airport Cooperative Research Program (ACRP) conducts applied research to develop practical, ready-to-implement products that address pressing problems in the airport industry. ACRP is administered by the Transportation Research Board (TRB) and sponsored by the Federal Aviation Administration (FAA). Research is conducted by contractors with oversight provided by volunteer panels of expert stakeholders. TRB activities provide significant benefits including networking with the professional community, receiving valuable and timely information about ongoing research, and contributing to the broader transportation community. 

ACRP currently manages two academic engagement programs: the Graduate Research Award (GRA) and the University Design Competition (UDC). These two programs have had a major impact on building excitement around and attracting students to the airport industry. At the same time, the airport industry recognizes a continued need to increase the number and diversity of young people exploring and entering its workforce in technical and nontechnical disciplines. In responding to these industry challenges, ACRP seeks to increase the visibility of the two existing academic engagement programs and, in turn, attract new interest to the airport industry. 

The ACRP GRA is intended to stimulate thought, discussion, and research by those who may become future airport managers, operators, designers, and policymakers. The focus of this graduate student research program is to foster applied research on airport and related aviation system issues that, in turn, helps the public sector continue to improve the quality, reliability, safety, and security of the U.S. civil aviation system well into the foreseeable future. The program has been in existence since the 1980s and currently funds and supports up to 12 new awardees per cycle. Awardees receive a $12,000 stipend, access to a panel of expert advisors in their research field, an opportunity to present at the TRB Annual Meeting following completion of their research and the development of their paper, and the potential to publish that paper in the Transportation Research Record. Since 2010, more than 120 students representing more than 80 universities have participated.

The ACRP UDC engages undergraduate and graduate students at U.S. colleges and universities in the conceptualization of applications, systems, and equipment capable of addressing airport related challenges in a robust, reliable, and comprehensive manner.  Applicants can apply as individuals or as a team and have access to industry experts and airport operators with whom they can vet their ideas. Cash awards are given to the top teams from each of four general challenge categories: Airport Safety, Operations, and Maintenance; Passenger Experience and Innovations in Airport Terminal Design; Airport Environmental Interactions; and Airport Management and Planning. These categories were updated for the 2023-2024 academic year and can change based on the current needs and interest within the industry.  First place teams are offered the opportunity to attend an award ceremony in Washington, DC and present at an industry conference in the following year. The competition has engaged more than 2,600 participants from more than 80 universities under the leadership of at least 160 faculty advisors.

OBJECTIVES

The objectives of this project are to provide support for (1) the ACRP GRA; and (2) the ACRP UDC. 

This support includes plans to evaluate program effectiveness and propose improvements, expanding the geographic and institutional reach of both programs. Amplify and develop new:

• Marketing opportunities (see Special Note D);
• Coordination efforts including the engagement of historically black colleges and universities (see Special Note C) and other underrepresented universities and colleges; and
• Relationships with transportation-focused education institutions, faculty members, research consortiums, student organizations, and professional societies.

The ACRP academic engagement programs should identify high-impact opportunities to enhance the awareness of airport related careers in a manner that supports diversity, inclusion, and accessibility.  

OBJECTIVE 1. ACRP GRA

These descriptions are intended to provide a framework for conducting the proper administration of the program. The ACRP is seeking the insights of proposers on how best to achieve the objectives. Proposers are expected to describe work 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 objectives.

This list outlines a normal multiyear cycle for the GRA following a single class of students. Currently a new cycle begins each year in January. Each student selected is expected to have a defined topic and research plan, complete that plan, and write a paper outlining the research and presenting the findings. 

Current activities are expected to continue, but new ideas are welcomed.

• In preparation for announcing the new program, update all program materials including program guidelines, application, and marketing materials (see Special Note D). Take into consideration updated program goals, program feedback, etc.  Provide any necessary website updates to ACRP staff (see Special Note A). 

As stated, the cycle begins in January. There must be enough time to properly announce, market, and accept new GRA applications by the deadline in May. Program application materials are updated each cycle taking into consideration comments from previous cycles. 

• Announce the opening of program applications and support any marketing efforts ACRP/TRB staff or their representatives may undertake. Make sure all previous universities and colleges are notified and begin recruitment of new universities and colleges (see Special Note D).

• Provide an electronic method (see Special Note B) for accepting applications and all supporting documentation and sharing those applications with the selection panel. 

It is expected that the submission process will be linked or made available from the ACRP website. ACRP is responsible for appointing the selection panel including all vetting, travel planning, and costs. The application deadline is generally in May.

• Provide selection panel with a method (see Special Note B) for submitting review comments prior to the panel meeting. Share comments with panel.

The contractor will work with ACRP staff to implement a process for the selection panel to use to score and comment on the applications prior to the selection panel meeting. There should be an electronic method for collecting the scores and comments and disseminating them to the other panel members prior to that meeting. 

• In consultation with ACRP staff and the selection panel, schedule a 1-day in-person selection meeting.

This meeting generally takes place in July. For budgeting purposes, ACRP will organize and pay panel members’ travel costs for in-person meeting and provide meeting space. Proposers should assume that the meeting will be held in Washington, DC.  If necessary, proposers should assume that ACRP will provide access to web-enabled teleconference services.

• Attend 1-day in-person selection meeting for note taking and support of ACRP staff and selection panel.

Support services will include administrative duties, note taking, manipulation of comments and review data, etc. In some cases, providing feedback to the selection panel and staff based on experience with the program will be helpful. 

• Notify awardees. Develop and provide all necessary award documents. Develop payment schedule and process payments to awardees. Develop a schedule of deliverables for each awardee for the new program cycle in consultation with the ACRP program manager.

The contractor will be responsible for preparing the award documentation and processing the payment. The award documentation should include an agreement, schedule of deliverables that the awardee will be expected to follow, any necessary tax documentation, and any other necessary documentation. Awardees are not provided the full payment at the beginning of the program but rather in increments based on certain deliverables and checkpoints. The schedule of deliverables clearly states these checkpoints. 

• Support ACRP staff to announce awardees including preparation of a press release to be posted by the press office of the National Academies of Sciences, Engineering, and Medicine. Expect to coordinate with ACRP’s dissemination contractor and the National Academies Office of News and Public Information.

The contractor should develop an outreach plan to each of the awardee’s university. In many cases, the university may want to announce and market the award. Develop additional outreach opportunities including any industry partners and local airports (see Special Note D).

• Support ACRP staff to identify selection panel members and expert advisors to each awardee.

Each awardee is provided an advisory team of industry experts in the topic area the awardee is researching. Generally, one selection panel member will participate, but an additional three to five people should be selected. Representatives could include FAA staff, airport practitioners, consultants, and academicians. The contractor will keep a list of past and current expert advisors.

• Working with the awardees, advisory panels, and ACRP staff, schedule three web-supported meetings with each student. Contractor will be expected to attend all meetings and provide support to awardees, advisory panels, and ACRP staff. Contractor will document decisions and guidance from each panel discussion and share with the awardees and panel.

The three sessions of calls generally take place in October, January, and April. The October call is focused on reviewing the work plan developed by the awardee, the January call offers a check-in with awardee on the research efforts, and the April call is focused on discussing the awardees findings as well as the outline and/or content of the paper. A single week in each month is selected and the contractor will work to schedule all awardee calls within that week.

• In consultation with ACRP staff, develop and support a process for the awardees to submit a draft of the paper for review by the advisory panel. The panels will provide comments and the awardee will adjudicate the comments and make any necessary updates. This must take place prior to the submission of the paper to the TRB Annual Meeting that is held in January. 

ACRP is seeking input from the contractor in developing a process or method for the awardee to submit a paper for review, adjudicate comments, and make any necessary changes. The awardee will be responsible for submitting their completed paper to the TRB Annual Meeting. The TRB Annual Meeting submission deadline is generally around August 1 each year; the review process must be developed and scheduled to ensure the awardee is able to submit their paper by that deadline. 

• In consultation with ACRP staff, track the student papers throughout the TRB Annual Meeting review and selection process. Develop marketing material to be used by ACRP staff to publicize the awardees presentations when the final schedule is announced (see Special Note D).   

ACRP staff can provide updates to the contractor on the paper submission and review process. ACRP and TRB staff will ensure that each awardee is provided a presentation slot at the TRB Annual Meeting.

• Organize travel for all awardees and coordinate reimbursement to attend the TRB Annual Meeting.

The contractor will be responsible for coordinating with the awardees and organizing all travel and reimbursement of expenses.

• Support ACRP staff in organizing social event at TRB Annual Meeting.

Traditionally a breakfast is scheduled for Tuesday morning at the TRB Annual Meeting. Current and past awardees, selection panel members, advisory panel members, ACRP and TRB staff, FAA staff, and other interested parties are invited. ACRP will be responsible for providing space and catering.

• After completion of each project cycle, submit a short overview of the process including award winners, presentation opportunities, best practices, and recommended changes for the following cycle. In coordination with ACRP staff, prepare submission for ACRP Annual Report.

• Develop strategies, such as an alumni database (see Special Note B), participant interviews to validate the effectiveness of the program and better understand how it benefits the industry. In supporting this effort, develop and maintain a process for tracking program participants through their career.

OBJECTIVE 2. ACRP UDC

These descriptions are intended to provide a framework for conducting the proper administration of the program. The ACRP is seeking the insights of proposers on how best to achieve the objectives. Proposers are expected to describe work 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 objectives.

This list outlines a normal multiyear cycle for the UDC following a single group of award winners. Currently a new cycle begins each year around August. 

Student teams or individuals conceptualize and/or develop an application(s), system(s), and/or equipment capable of addressing related challenges in a robust, reliable, and comprehensive manner. A submission packet is submitted, in consultation with the program guidelines, by each team/individual. Each packet is reviewed by a selection panel within a specific challenge category and awards may be given. Besides cash prizes for first, second, and third place as well as honorable mentions, first place teams are offered the opportunity to make a presentation at an award ceremony in Washington, DC, as well as at an industry conference in the following academic year. Travel costs for the award ceremony and industry conference is provided by ACRP. Teams/individuals are encouraged to submit a Notice of Intent to participate in the program at the beginning of either the fall or spring semester. Submissions are only accepted in the spring semester.

Current activities are expected to continue, but new ideas are welcomed.

• Update all program materials including program guidelines and marketing materials, and support ACRP staff to develop a marketing plan for the new program cycle (see Special Note D). Take into consideration updated program goals, program feedback, etc. Provide any necessary website updates to ACRP staff. Contact program partners and advise on any updates (see Special Note A). 

Following the selection of the winner in the previous cycle, updates are made to the program guidance including revising or changing the four challenge categories.

• Prepare and deploy an electronic method (see Special Note B) for accepting Notice of Intents for the fall and spring academic semesters. As Notices of Intent are submitted, teams/individuals are allowed to request an expert advisor. The contractor should maintain a list of professionals who can act as expert advisors. ACRP staff can support contractor in developing this list.

•  Prepare and deploy electronic method (see Special Note B) for accepting project submissions.

This method should be deployed by February.

• In consultation with ACRP staff, organize selection panels and schedule in-person meetings for each of the challenge categories.

For budgeting purposes, ACRP will organize and pay panel members’ travel costs for in-person meetings and provide meeting space. Proposers should assume that the meeting will be held in Washington, DC. If necessary, proposers should assume that ACRP will provide access to web-enabled teleconference services. Generally a single week is selected in June and the four selection meetings take place over 3-4 days.

• Provide selection panels with a method (see Special Note B) for submitting review comments prior to the panel meeting. Share comments with panel.

The contractor will work with ACRP staff to implement a process for the selection panel to score and comment on the submission prior to the selection meetings. There should be an electronic method for collecting the scores and disseminating them to the other panel members prior to the selection meetings.

• Attend selection meetings and support ACRP staff and panel members.

• Notify winners via electronic letter.

• In consultation with ACRP staff, organize the award ceremony, develop draft remarks, invite presenters/speakers, design printed program, arrange for plaques and certificates for all award winning teams. Arrange travel for award ceremony participants.

The award ceremony is typically held in July at a TRB facility. The contractor will be responsible for coordinating and organizing all travel and reimbursing the awardees.

• Support ACRP staff in announcing awardees, including preparation of a press release to be posted by the press office of the National Academies of Sciences, Engineering, and Medicine. Expect to coordinate with ACRP’s dissemination contractor (see Special Note D). 

The contractor should develop an outreach plan to each of the awardee’s university. In many cases, the university may want to announce and market the award. Develop additional outreach opportunities including local airports.

• In consultation with ACRP staff, coordinate with ACRP program partners in identifying and confirming industry conferences where the awardees can present.

Funds are provided for all team members as well as a faculty member. The contractor will be responsible for coordinating and organizing all travel and reimbursing the awardees.

• After completion of each project cycle, submit a short overview of the process including award winners, presentation opportunities, best practices, and recommended changes for the following cycle. In coordination with ACRP staff, prepare submission for ACRP Annual Report.

• Develop strategies, such as an alumni database (see Special Note B), participant interviews to validate the effectiveness of the program and better understand how it benefits the industry. In supporting this effort, develop and maintain a process for tracking program participants through their career.

SPECIAL NOTES

A. Information on the GRA program can be found at https://www.trb.org/ACRP/GraduateResearchAwards.aspx and information on the UDC can be found at https://www.trb.org/ACRP/ACRPDesignCompetition.aspx.

B. The output of any computer-based tools including software, web-based applications, etc., will have to provide data in ubiquitous format.

C. Historically black colleges are defined here: https://sites.ed.gov/whhbcu/one-hundred-and-five-historically-black-colleges-and-universities/.

D. The ACRP has a dissemination contractor who provides marketing support. The selected contractor under this contract will work with the dissemination contractor to market these programs.

E. 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. 

F. 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.

G. 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. 

H. 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/3462. Proposers may not contact panel members directly; this roster is provided solely for the purpose of avoiding potential conflicts of interest. 

I. 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.

J. Proposals are evaluated by the ACRP 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.

K. 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.

L. 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.

M. 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.

N. 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.