ATTENTION PROPOSERS:

This NCHRP project will be conducted in an accelerated timeline. Proposers shall assemble teams possessing the needed expertise and workload availability to meet the scope and contract time requirements. The amplified research plan and quarterly and monthly reports may be combined or waived for this NCHRP project. Proposers should carefully review the Special Notes.

BACKGROUND

The innovation of generative artificial intelligence (gen AI) tools offers new opportunities in curating, synthesizing, managing, and transferring knowledge. Gen AI tools have potential for leveraging state departments of transportation’s (DOTs) resources to assist with tasks such as producing an initial draft of a literature review, generating executive summaries, and responding to user prompts and questions with detailed insightful feedback from the library of existing resources. Gen AI tools are poised to revolutionize accessing knowledge by reducing the time and effort for retrieving relevant information, using and synthesizing information, enhancing decision-making, facilitating best practice exchange, and providing engaging personalized user experiences. 

As DOTs' interest in adopting gen AI tools for knowledge management grows, research is needed to create suitable knowledge management gen AI tools for transportation agencies.  

OBJECTIVE

The objective of this research is to explore gen AI's potential for enhancing knowledge management at transportation agencies by (1) developing a scalable framework to use gen AI tools for improved knowledge management, (2) designing a trustworthy human-AI collaboration prototype that leverages DOTs' resources to address common transportation systems management and operations (TSMO) scenarios within the established framework, and (3) implementing a pilot deploying the identified prototype to demonstrate its efficiency and effectiveness. 

Accomplishment of the project objective will require at least the following tasks.

RESEARCH PLAN

The 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 (see Special Note B). 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. The work proposed must be divided into tasks and/or phases. Proposers must describe the work proposed in each phase and task in detail.

The National Operations Center of Excellence (NOCoE) Knowledge Center is the centerpiece and most accessed site of NOCoE’s website. It houses over 2,600 resources on diverse topics of interest for TSMO practitioners, including case studies, research reports, Federal Highway Administration (FHWA) resources, and state and local agency resources. It also has a search function so users can quickly find and shortlist resources of interest. Given the wide variety of available resources, NOCoE is an ideal candidate for enhancing its knowledge management capabilities. The pilot of this research shall focus on the NOCoE's resources.

At minimum, the proposed tasks should include:

• Review, identify, and synthesize the current gen AI tools and capabilities that are suitable for knowledge retrieval, generation, and management at DOTs.
• Acquire stakeholders’ feedback on how everyday NOCoE users would use gen AI tools and how state DOTs and other transportation agencies would be interested in using gen AI tools. A TSMO expert group shall also be identified to provide feedback on gen AI tool fine-tuning in collaboration with NOCoE.
• Organize and prepare the NOCoE Knowledge Center's 2,600 resources by cataloging, cleaning, and aligning them with defined gen AI objectives and NOCoE website TSMO needs, while addressing ethical and technical considerations.
• Use the findings from Tasks 1 through 3 to develop a trustworthy (considering robustness, generalization, explainability, transparency, reproducibility, fairness, privacy preservation, and accountability) and scalable framework for the NOCoE and other transportation agencies to use gen AI tools for improved knowledge management.
• Identify common TSMO scenarios (e.g., freeway management, arterial management, traffic incident management, road weather management, special event management, emergency transportation operation, parking management, work zone management) for the gen AI tool application with input from the TSMO expert group from Task 2. Include training curriculums/modules for the TSMO-related workforce.
• Design a trustworthy human-AI collaboration prototype for the NOCoE knowledge center, develop user prompts for human-AI interactions, and establish a mechanism to incorporate a feedback loop for continuous evolution of the gen AI tool with the identified TSMO expert group’s input in collaboration with NOCoE.
• Develop evaluation criteria and testing protocols for the gen AI tool that cover ethics, efficiency, and effectiveness (e.g., the Exemplar Super-COmpression and Regeneration based on prompTs [ESCORT] test).
• Deploy a prototype gen AI tool pilot, including software framework and user interface (UI) development through the NOCoE website. 

The research plan should build in appropriate checkpoints with the NCHRP project panel, including at a minimum (1) a kickoff teleconference meeting to be held within 1 month of the contract’s execution date, (2) at least one face-to-face interim deliverable review meeting, and (3) web-enabled teleconferences tied to panel review and/or NCHRP approval of interim deliverables.

The research plan will describe appropriate deliverables (which also represent key project milestones), including:

• An interim report and panel meeting. The interim report should include the analyses and results of completed tasks, a plan for the remaining tasks, and a detailed outline of the final research product(s). The panel meeting will take place in Washington, DC, after the panel review of the interim report. The interim report and panel meeting should occur after the expenditure of about 40 to 50 percent of the project budget. No further work is allowed until the interim report is approved by the NCHRP. 
• Final deliverables. The final deliverables shall include a useful resource for practitioners and stakeholders of transportation and planning agencies, and a research report that documents the research process.  
• A technical memorandum titled “Implementation of Research Findings and Products,” including a hardware improvement strategy for transportation agencies and a stakeholder communication plan (see Special Note L).
• A slide deck for use in webinars with presenter’s notes that presents the research findings and conclusions.
• A pilot deploying the identified prototype within the NOCoE knowledge management system to demonstrate its efficiency and effectiveness.
• Training materials for NOCoE staff to operate, manage, maintain, and upgrade the prototype gen AI tool. 

Note: The research plan may include additional deliverables and additional panel meetings via teleconference.  

Note: Proposers shall develop the final research product(s) by augmenting/synthesizing, complementing, revising, consolidating, or linking the interim deliverable submission(s) to accomplish the project objective, capture the research performed, present the results to the target audience, and facilitate the NCHRP panel review. The deadline for the draft final research product(s) is 6 weeks before the end of the contract.

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

SPECIAL NOTES 

A. The NCHRP will award the contract for NCHRP Project 08-185 for a fixed price of $450,000. This amount will not be subject to any adjustment by reason of the contractor’s cost experience in the performance of the contract. In addition to a detailed budget, the proposer shall provide a proposed schedule for progress payments tied to the detailed budget and project schedule, including a final payment at the end of the contract representing 20% of the value of the contract. Panel meetings (virtual and in-person) and deliverables due dates per the research plan schedule (see Special Note B) will be outlined in the contract to ensure adherence to the project timeline.

B. Proposers shall develop a research plan schedule to accomplish the research objective. The sequencing of tasks and deliverables submissions, including interim deliverables submissions, may be structured similarly to the principles of Agile project management techniques. Proposers shall recommend the number of deliverables submissions, balancing the project scope, contract timeline, and utility of the deliverable(s). Consider a 3-week NCHRP panel review of each deliverable submission. The NCHRP panel feedback on the deliverable submissions will be discussed during panel meetings. In addition to the final research product(s), any interim deliverable shall be publication-ready. The interim deliverables will be published as Web-Only Documents, Research Results Digests, or other appropriate TRB publications after the NCHRP panel feedback is addressed. The purpose of these publications is to accelerate the consumption and implementation of the research results by the target audience.

C. The Information and Instructions for Preparing Proposals for the Transportation Research Board’s Cooperative Research Programs were revised in May 2024. Please take note of the new and revised text which is highlighted in yellow.

D. 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.

E. 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.

F. 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/7051Proposers may not contact panel members directly; this roster is provided solely for the purpose of avoiding potential conflicts of interest.

G. 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.

H. 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.

I. 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.

J. 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.

K. 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.

L. 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

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.

O. 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 deliverable, the research team will be required to make revisions and the opportunity to submit future proposals may be affected.