BACKGROUND

The use of uncrewed aircraft systems (UAS), commonly known as drones, has increased exponentially in various industries due to their versatility and cost-effectiveness. However, as the use of UAS in commercial operations under Federal Aviation Administration (FAA) regulations continues to expand, ensuring the safety, reliability, and airworthiness of the UAS fleet becomes increasingly important. Maintaining a diverse fleet of UAS from multiple platforms, used across various industries, necessitates a comprehensive maintenance optimization strategy to address potential risks, ensure regulatory compliance, and maximize operational efficiency. Research is needed to help state departments of transportation (DOTs) manage UAS maintenance activities to enhance the design, maintenance, inspection, and construction of transportation infrastructure.

OBJECTIVE

The objective of this project is to develop guidelines for state DOTs for comprehensive maintenance of UAS to promote safe, reliable, and cost-effective operation. The guidelines shall include minimum maintenance standards and schedules adaptable to multiple UAS platforms and operational demands that can support streamlined maintenance management approaches.  

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

TASKS

Task descriptions are intended to provide a framework for conducting the research. 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. 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: Proposers shall include the schedule for each phase in their research plans. The sequencing of tasks and deliverables (such as technical memorandums or summary reports) shall be structured for delivery in quarterly progress report submissions.

PHASE I—Planning

Task 1. Conduct a literature review of research, standards, and the state of the practice on UAS maintenance. The review shall include published and unpublished documentation, manuals, requirements, and research conducted through the NCHRP; the Federal Highway Administration; the FAA; the American Society for Testing and Materials; other national, state, and local agencies; international organizations; and industry groups.

Task 2. Synthesize the results of the literature review to identify knowledge gaps related to the research objective. These gaps should be addressed in the final product or the recommended future research, as the budget permits.

Task 3. Propose the research plan to be executed in Phase II to achieve the project objective. At a minimum, the research plan shall include:

• A strategy to identify and engage key stakeholders (e.g., UAS manufacturers and vendors, system integrators, state DOTs, consulting engineers, regulatory agencies) to seek input on the state of the practice and gather relevant data.
• A comparison of UAS maintenance requirements identified in Tasks 1 and 2 with existing domestic and international regulations for manned aircraft maintenance activities.
• Identification of key maintenance activities for UAS based on the type of UAS and onboard equipment. Consider FHWA-PL-23-007 publication as a foundational source.
• Identification of functions and features needed in off-the-shelf tools that can be used to support maintenance logging, prediction, and management for a heterogenous fleet of UAS.
• Development of guidelines that (1) include an optimized maintenance strategy from an organizational perspective; (2) present a standardized framework that state DOTs’ UAS programs can use to track maintenance requirements, including a standard maintenance schedule; (3) encompass a wide range of UAS platforms with varying sizes, configurations, and operational requirements; (4) promote safety and reliability, optimize service life, and reduce risks; and (5) comply with federal regulations. 
• Development of data management and tracking tools (spreadsheets, etc.) to keep track of maintenance records, inspection schedule tiers, and service histories for multiple UAS across different platforms to promote timely and accurate maintenance.
• Development of recommended roles and responsibilities for state DOTs’ UAS maintenance activities.
• A workshop with selected stakeholders to review and vet the draft guidelines and data management tools.
• A preliminary outline and table of contents of the draft guidelines.

Task 4. Prepare Interim Report No. 1, which documents Tasks 1 through 3 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 Phases II through IV.

Note: Following a 1-month review of Interim Report No. 1 by the NCHRP, the research team will meet in person with the project panel to discuss the interim report. Work on Phase II of the project will not begin until authorized by the NCHRP.

PHASE II—Execution

Task 5. Execute the research plan according to the approved Interim Report No. 1 and update the preliminary outline, table of contents, and format of the guidelines after consideration of the panel’s review comments.

Task 6. Develop a complete sample section of the guidelines to be selected by the NCHRP. This section should be publication-ready with an appropriate level of detail. The format shall meet the current American Association of State Highway and Transportation Officials (AASHTO) formatting guidelines and it shall include commentary.

Task 7. Prepare Interim Report No. 2, which documents Tasks 5 and 6 and provides an updated work plan for the remainder of the research. The updated work plan must describe the process and rationale for the work proposed for Phases III and IV.

Note: Following a 1-month review of Interim Report No. 2 by the NCHRP, the research team will meet with the project panel to discuss the interim report. Work on Phase III of the project will not begin until authorized by the NCHRP.

PHASE III—Guidelines Development

Task 8. Develop the remaining sections of the guidelines according to the approved Interim Report No. 2.

Task 9. Prepare Interim Report No. 3, which documents Task 8 and provides an updated work plan for the remainder of the research no later than 6 months before the contract end date. The updated work plan must describe the process and rationale for the work proposed for Phase IV.

Note: Following a 1-month review of Interim Report No. 3 by the NCHRP, the research team will meet with the project panel to discuss the interim report. Work on Phase IV of the project will not begin until authorized by the NCHRP.

PHASE IV—Final Products

Task 10. Revise the guidelines after consideration of the panel’s review comments.

Task 11. Plan and conduct an in-person workshop with the panel and invited experts to be selected by the NCHRP to review the draft guidelines and data management tools. Revise the draft guidelines and data management tools according to the outcomes of the workshop.

Note: The costs for the workshop, including invitational travel for 10 attendees and the costs associated with catering service for up to 20 attendees, should be included in the detailed budget for the research. For the purpose of estimating these costs, assume that the workshop will be held at the Beckman Center in Irvine, CA, or the Keck Center in Washington, DC. The TRB will cover costs associated with NCHRP panel member travel.

Task 12. Prepare (1) presentation material, in a PowerPoint or other format, for use in webinars to facilitate the use and adoption of the guidelines, and (2) a stand-alone technical memorandum titled “Implementation of Research Findings and Products” (see Special Note K for additional information).

Task 13. Submit the final deliverables, including (1) the guidelines, (2) a final report that documents the entire research effort, (3) the data management tools, (4) the presentation material, and (5) the “Implementation of Research Findings and Products” document.

Note: Following receipt of the draft final deliverables, the remaining 3 months shall be for NCHRP review and comment and for research agency preparation of the final deliverables. The budget for Phase IV shall be $50,000.

SPECIAL NOTES

A. The research team should anticipate making two presentations to appropriate technical committees at AASHTO meetings.

B. 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.

C. 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.

D. 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.

E. 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/7071. Proposers may not contact panel members directly; this roster is provided solely for the purpose of avoiding potential conflicts of interest.

F. 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.

G. 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.

H. 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.

I. 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.

J. 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.

K. 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

L. 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.

M. 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.

N. 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.