Georgia Transportation Institute

Working with GDOT

Overview

Many investigators associated with the Georgia Transportation Institute (GTI) perform research studies sponsored by the Georgia Department of Transportation (GDOT). At Georgia Tech, these studies are performed under Task Orders in accordance with the Basic Ordering Agreement signed by the Georgia Tech Research Corporation (GTRC) and GDOT in January 1997. GTI has prepared the following guidelines for proposal preparation, project management, and project reporting requirements to facilitate communication between project directors and the GDOT.

Steps to Proposal Preparation

The following process is typical of how research ideas are matched with GDOT's research needs leading to the preparation of a Task Order.

The investigator prepares a needs statement summarizing the proposed project and its potential for implementation. The needs statement is sent to the State Materials and Research Engineer, and others within the GDOT with whom the investigator has discussed the idea. The investigator should provide a courtesy copy to GTI.
The State Materials and Research Engineer circulates the needs statement and meets with GDOT personnel to assess the task statement and determine if it warrants a full proposal. The investigator may meet directly with GDOT personnel to discuss the task statement if needed. The State Materials and Research Engineer informs the investigator of GDOT's desire to receive a full proposal along with additional suggestions for the scope of work, etc.
The investigator prepares a full proposal according to GDOT requirements detailed in the Guidelines for Proposal Preparation. Proposals should include a summary of the investigators' current and pending support. The proposal should be routed through the investigator's home unit (e.g., CEE, ATAS, etc.) with a courtesy copy to GTI. Georgia Tech investigators should note that GRA tuition is waived on all GDOT projects. Download the "Tuition Waiver Letter" and include the letter in your proposal routing materials.
The proposal is reviewed by GDOT and, if appropriate, recommended for funding by the GDOT Research Advisory Committee. A Task Order is issued by GDOT to begin the research study.

Project Management

The Project Director (PD) is responsible for all phases of the research study including technical and administrative matters and should communicate frequently with GDOT personnel monitoring the project. The following is a list of specific suggestions for good project management of GDOT projects:

The Project Director is responsible for keeping minutes of all project meetings. The minutes should include a list of topics discussed, action items, and task assignments.
All significant communication with GDOT regarding project status, scope, budget, schedule, or contractual issues should be in writing. Phone conversations should be followed up with a letter or e-mail message.
Submit quarterly progress reports using the format approved by the GDOT. Nominally, progress reports should include a summary of the percent of time and cost expended to date, describe any anticipated problems and suggested courses of action, and document any changes in project scope and/or deliverables.
Requests for time and/or cost extensions must be submitted in writing through the university contracting office to GDOT.
All reports should be prepared in accordance with GDOT's Guidelines for Report Preparation. Nominally, the report should be carefully checked for spelling and grammatical errors, correct page and section numbering, appropriate format, and camera readiness.

The BOA

The following excerpts from the Basic Ordering Agreement (BOA) contain information essential to good project management. A copy of the complete BOA is available from GTI.

Changes in Project Scope

If, prior to the satisfactory completion of the services of a project authorized under this BOA, the DEPARTMENT and GTRC agree to materially change the scope, character, complexity or duration of the services from those required under the Task Order, a modified Task Order will be executed between the parties. Minor changes in the Task Order which do not involve increased compensation, or material changes in the goals and objectives of the project may be made by written notification of such change by either party with written approval by the other party."

Budget Modifications

Nothing within the foregoing shall prevent the GTRC from transferring line item(s) cost estimates, up to twenty (20) percentage of a Cost Estimate line item amount as part of the GTRC Proposal, among the line item amounts. Any transfer exceeding twenty (20) percentage of a given line item amount shall require approval by the GDOT."

Travel Costs

"No expenses for travel outside the State of Georgia shall be an allowable direct cost under a project unless such travel is listed in the cost estimate of the project Task Order or approved in advance by the DEPARTMENT. In addition, direct allowable costs for travel within the State of Georgia shall be limited to the amount included in the cost estimate of the project Task Order, or prior DEPARTMENT approval must be attained for increasing such amount."

Progress Reports

"A Semi-Annual Progress Report shall be submitted to the DEPARTMENT within two (2) weeks after the end of each reporting period. The reporting periods each Calendar Year are as follows: January 1 - June 30; and July 1 - December 31. Should the project begin within one of these reporting periods, the first report shall cover the partial period from the beginning of the project through the last date of the reporting period in which it began. The reports shall be numbered consecutively and shall be prepared in accordance with the procedures and format specified by the DEPARTMENT."

Please note that the GDOT has requested that quarterly progress reports be submitted instead of semi-annual reports as described above.

Final Reports

"A Final Project Report documenting all project activities shall be submitted to the DEPARTMENT for review in draft form (ten [10] copies) on or before the date specified in the Task Order. This report will explain the purpose, scope, experimental procedures, observations, conclusions, and recommendations in sufficient detail to permit federal or state agencies' personnel to understand, evaluate, or duplicate the Project. In addition, the derivatives of mathematical formulae, tabulations of lengthy data, computer outputs, and such similar items as the DEPARTMENTS considers necessary shall be included as appendixes where so indicated by the nature of the project. Upon receipt of approval and acceptance by the DEPARTMENT, the GTRC shall make any necessary corrections and revisions and submit a camera ready original of the final report to the DEPARTMENT on or before the date specified in the Task Order."

Publications and Publicity

"All publicity matters relative to Task Orders, shall have the approval of the DEPARTMENT. Publications and reports describing the results of any investigations hereunder shall be given recognition in the text and title page to the nature of its cooperative character and shall include on the cover the following statement:

Contract with
DEPARTMENT OF TRANSPORTATION
STATE OF GEORGIA

In Cooperation with
U. S. DEPARTMENT OF TRANSPORTATION
FEDERAL HIGHWAY ADMINISTRATION

The following disclaimer statement shall appear on the cover or title page of all reports published:

"The contents of this report reflect the view of the author(s) who is (are) responsible for the facts and accuracy of the data presented herein. The contents do not necessarily reflect the official view or policies of the Department of Transportation, State of Georgia, or the Federal Highway Administration. This report does not constitute a standard, specification, or regulation."