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National Summer Transportation Institute Program

FISCAL YEAR 2011 INSTRUCTIONS

For Preparing The

Disadvantaged Business Enterprise Supportive Services Program
Statement of Work

Five People Looking at Laptop Screen

Prepared By:

Federal Highway Administration
Office of Civil Rights

TABLE OF CONTENTS

PART 1 INSTRUCTIONS AND GUIDELINES

SECTION A: Scope of Work
SECTION B: Program Goals and Objectives

PART 2 BUDGET SUMMARY AND JUSTIFICATION

PART 3 EVALUATION AND MONITORING

PART 4 REPORTING REQUIREMENTS

CLOSING

PART 1: INSTRUCTIONS AND GUIDELINES


Note: Statement of Work should not exceed 10 pages

Section A: Scope of Work

This section of the statement of work (SOW) should include the following information:

Section B: Program Goals and Objectives

Program goals and desirable results should be established for the performance period. These goals and results should be based on the barriers and issues identified in the needs assessment. Establishing specific program goals and results facilitates assessing the effectiveness of the DBE/SS program. Goals and anticipated results should be written in specific, measurable terms with time frames for achievement.

PART 2: BUDGET SUMMARY AND JUSTIFICATION


Note:  Statement of Work should not exceed 10 pages

The budget summary is needed and outlines how the DBE/SS program’s total cost is allocated by line items.  This summary should be in table format and include:

There are two budget categories operational and performance-based. Following is a brief description of each kind of budget:

When formulating your budget, be aware that the amount requested should be the same as the amount reflected in your purpose statement. The total dollar amount in your budget summary and the amount requested in your purpose statement should match. If these amounts differ, your SOW will not be reviewed any further for funding consideration.

In addition to the budget summary, a narrative explaining, in detail, how the funds requested will be used should be provided. This narrative should correspond to the information provided in your budget summary and provide further information on each line item submission. The FHWA Division Office should carefully review the budget to ensure that the estimated costs and expenses are relevant before the SOW is submitted to HCR.

PART 3: EVALUATION AND MONITORING


Note: Statement of Work should not exceed 10 pages

Program monitoring and evaluation is necessary to help ensure the quality of the DBE/SS program through communication, follow-up, and adjustments. The monitoring and evaluation must assess the results of the project, document effectiveness, and identify needed improvements.

To ensure effectiveness of the DBE/SS program, STAs should maintain a sufficient level of oversight over any supportive services consultants to measure progress and address shortfalls. The FHWA Division Office, through its oversight and stewardship responsibilities, should conduct periodic reviews of the STA’s DBE/SS program.

The evaluation and monitoring plan should include:

While it may be difficult to measure results of specific supportive service activities, accomplishments can be measured that correlate with the services provided.

PART 4: REPORTING REQUIREMENTS


Note: Statement of Work should not exceed 10 pages

Quarterly reports are required to be sent to the FHWA Division Office (may be emailed) and must include sufficient data and narrative to help evaluate performance, identify problems, and recommend solutions. At a minimum, the reports must include accomplishments for each goal and anticipated result. An annual report is required to be sent to the Headquarters Office of Civil Rights 60 calendar days after the end of the fourth quarter and must include:

CLOSING


Note: Statement of Work should not exceed 10 pages

These guidelines reflect changes to the DBE/SS program and have eliminated some previous components, i.e. STA Involvement, Project Personnel, Partnerships, and Basis of Payment. The FHWA frequently receives requests for information about the DBE/SS program from the Office of the Secretary of the USDOT, Congressional Committees, and other Federal and State entities. Therefore, although these components have been eliminated to streamline the process, STAs should consider maintaining this information on file to support their program efforts.

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Page last modified on May 18, 2012.
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