The typical research cycle for member states begins with gathering research ideas, identifying a select few to refine and expand into a research problem statement, and soliciting proposals from qualified researchers to do the work described. After selecting a researcher or research team, member states are ready to begin the contracting process. For some, this will be one of the most challenging elements of the research cycle.
In Colorado, the time from the initial solicitation to conduct research to executed contract can vary significantly, from six to 24 months. This variable — and sometimes lengthy — contracting cycle “causes significant issues downstream with researcher availability, funding, cost increases, timelines, study panel and champion engagement, etc.” At times, a contract amendment may be needed as soon as the contract is executed to allow for additional time to allow for seasonal activities specified in the contract.
The contracting options offered and timelines experienced by all member states are described below.
Contracting Options
Transportation agencies funding research can cast the widest net possible or limit their outreach to qualified in-state researchers. As identified in the table below, almost two-thirds of member states issue some type of formal request for proposal (RFP); seven assign projects to a specific qualified researcher, and three select from among the parties to a master contract.
Selected Practices
Several respondents described other contracting processes or offered additional context for their responses:
- For California, research contracts are considered the same as any other service contract. While the agency has developed a contracting guide for universities, the contracting process it describes is not specific to research.
- Colorado’s most common process is to use a Request for Application, which is an informal RFP for only state universities. The application is used by the contract writer to develop an Interagency Agreement, which is the contract document. Other agency contracting options are Invitation for Bid, formal RFP, task orders and various other state procurement processes used for any other vendor.
- Rather than assigning projects to a specific researcher, Montana seeks qualified research teams in public universities in Montana, including the Western Transportation Institute affiliated with Montana State University.
- In Nebraska, the developer of the research idea retains that idea throughout the research selection process.
- Texas uses sole source contracting to select qualified researchers.
- Utah makes qualification-based researcher selections. An external researcher coauthoring a selected problem statement is considered a potential researcher for the new research project. The agency often selects Utah public university researchers using noncompetitive interagency agreements. Private firms and other universities may be selected from Utah DOT’s qualified consultant pool if determined to be the most qualified for a specific research project. In rare cases, the agency issues a Request for Qualifications for a specific research project.
Typical Timeline
There is no typical timeline among member states for a contract to be executed once a research proposal has been selected. The member state reporting the swiftest proposal-to-contract timeline is North Dakota, at 30 days or fewer. At the other end of the spectrum are California, Colorado and Nebraska, with a contracting timeline of more than four months.
Research Program Engagement
While the level of engagement in contracting matters varies among member states, developing a certain level of expertise appears to be required for the two-thirds of member states that are extremely involved in contracting:
- Alaska
- California
- Idaho
- Montana
- Nebraska
- New Mexico
- North Dakota
- South Dakota
- Texas
- Washington
The remaining member states are less involved, with research program staff in Nevada and Utah very involved in contracting, Colorado somewhat involved, and Oklahoma and Wyoming reporting the lowest level of involvement.
Selected Practices
The research section in one member state — Nebraska — prepares the agreements that are executed with contractors and universities outside the state; specialized contracting staff in Texas coordinate and draft agreements. In Washington, even when a research project is not funded through the Research and Library Services Program, agency subject matter experts rely on research program staff for contracting, invoicing and overall research project management.