FHWA Resource Center
TECHNOLOGY DEPLOYMENT
Solutions/Best Practices
Division Office/DFS
Guidelines for the Appropriate Use of
R&D DEPLOYMENT FUNDS
Effective October 1, 2008
Objective
To fund research, development, technology and innovation transfer, and appropriate outreach and communications activities in accordance with SAFETEA-LU, and guided by the predetermined list of technologies defined by the program office and RD&T. Deployment funds were formerly known as T2 funds.
Appropriate Deployment Fund Activities
Activities will be procured via purchase order, FMIS, and/or contracts employing required contracting practices. Such activities include, but are not limited to:
Demonstration projects:
• Providing seed money to interested State DOTs, MPOs and other transportation agencies to test and evaluate technology and innovations and share experiences with other FHWA partners through reports and other forms of documentation. Costs associated with the preparation of those reports, compiling of data and narrative, follow up interviews are also appropriate.
• Product demonstration showcase costs incurred in taking technology and innovations to State, MPO and other FHWA partners for on-site demonstrations and discussions; securing meeting space, logistics, transportation (to and from demo site), materials, and registration management.
Meetings/Conferences/Workshops:
• Costs associated with technical conference planning and execution, including but not limited to room rentals, presentation & A/V equipment rentals, attendee registration activities such as name badges and directories, registration flyers/brochures/postcards, as well as follow-up activities such as proceedings reproduction and distribution and/or follow-up questionnaire processing.
Printing/Binding/Packaging:
• Costs incurred through the U.S. Government Printing Office (or their authorized representative) to professionally print publications such as brochures, manuals, handbooks, exhibit panels, and recognition awards for successful implementation or innovation.
• Costs incurred through competitive contracting procedures to professionally develop exhibit panels, CD/DVDs, publications, and other media for use in communicating with varied audiences
Production of audio-visuals:
• Costs incurred in the production, duplication and purchase of customized electronic media such as CD-ROMs, DVDs, flash drives, audio or VHS tape materials, supplies or equipment that further FHWA’s training, technical assistance, and technology deployment responsibilities.
Purchase of software (including license and maintenance renewals):
• Costs incurred for purchasing software licenses and maintenance specifically for technology and innovation transfer activities such as that which is needed to run a demonstration of a technology during a product demonstration or other forms of critical deployment services.
Travel-related activities as detailed below:
• Travel and transportation expenses for invitational travelers crucial to our technology deployment mission.
• Travel and transportation expenses for FHWA employees who are conducting meetings, workshops, conferences or Product Demonstration Showcases with the specific and singular goal of deploying technology. This includes FHWA employees actively participating in ACTT skill sets and traveling for PDS planning meetings.
• Travel and transportation expenses for FHWA employees who are staffing exhibits at industry events geared toward advancing the state-of-the-practice and deploying technology in targeted discipline areas.
Inappropriate Activities
• Travel, except as described above. This means the funds are not to be used to pay for training attendance, or attendance at any other workshop, conference, meetings etc.
• Training registrations, tuitions, fees, books, or related expenses.
• Purchase of audio-visual or other hardware or software which includes PDAs, computers, cameras, In-Focus or LCD projectors, duplicating equipment, and other office equipment to support routine, general staff office use.
• Purchase of awards, plaques, or other forms of routine employee recognition.
• Purchase of food and/or beverages.
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