The Peer exchange has been a requirement for state RD&T programs since 1998 and it has proven to be a useful and effective tool for improving research program management. However, for many states the most difficult aspect of hosting a peer exchange is logistics and procurement. Beginning in 2006 the AASHTO Research Advisory Committee established a task force on Peer Exchanges. Over the next few years the Task Force surveyed membership, discussed issues in depth and made recommendations to FHWA for an update in Peer Exchange Guidance. Among those recommendations was that the Pooled Fund program should be made available to support peer exchange planning, and logistics and procurement. FHWA representatives had participated in the discussions of the Peer Exchange Panel, and supported those Task Force recommendations, including this one.

This Peer Exchange Project is intended to provide Research Programs with the option to procure services to help with the logistical and administrative aspects of organizing and holding an RD&T Peer Exchange, as described under 23 CFR 420.203. Doing so will allow Research Programs to focus on the content of their peer exchange.

The Oregon Department of Transportation will contract with a service provider. The service provider will offer a menu of support services including but not limited to: • Making travel and lodging arrangements for peer exchange panel participants. • Reimbursing travel expenses for peer exchange panel participants. • Meeting facilitation services including: o Moderating and facilitating discussion during the peer exchange. o Working with the host state to help identify activities to support meeting the objectives of the peer exchange. o Coordinating and scheduling meeting participants. o Providing a recording secretary to take notes and prepare meeting minutes. o Assisting with report preparation. • Rental of off- site meeting facilities. • Catering. Once a vendor is brought on board, any State Research Program (host state) planning a peer exchange may contact the vendor, describe the services they want the vendor to perform, and obtain a price quote. The price quote will largely determine that state’s pooled fund contribution. A project manager will be assigned at Oregon DOT. The host state will contact the project manager with the price quote. The project manager and the lead state will agree on a pooled fund contribution from the host state, based on the price quote plus a small administrative surcharge ($500) retained by Oregon to cover the project manager’s time. The host state will then execute a fund transfer to the pooled fund account. The project manager will execute a work order using the vendor’s price quote to the host state as a statement of work. The vendor will perform the services under the direction of the lead state. Issues, changes and disagreements that arise between the vendor and the host state will be coordinated and resolved through the project manager. After the Peer Exchange has concluded, the vendor will invoice the Oregon Project Manager (copying the host state) for the services provided. The Project Manager will pay the invoice only after review by and concurrence from the host state. Each host state will also be expected to prepare a short report, documenting the value of these services to their Peer Exchange. This information will be used to determine whether there is merit in continuation of these services under a new project number, after this project expires.