Traffic Incident Management
Various traffic incident management scenes - heavy traffic after accident, traffic planning, police car blocking road, overturned car on bridge, detour, rescue workers.
Office of Operations 21st Century Operations using 21st Century Technologies

Peer-to-Peer Program Guidelines

Background

The Peer-to-Peer Program provides short-term technical assistance to agencies facing Traffic Incident Management / Planned Special Events (TIM/PSE) planning, procurement, deployment, and operational challenges. The program is an important tool for transferring TIM/PSE knowledge, resources, and experiences among public agencies involved in the transportation system.

Who is Eligible to Apply for Peer-to-Peer Assistance?

List of allowable applicants (see Definitions) to the Peer-to-Peer Program:

  • State and local Departments of Transportation
  • Law Enforcement agencies
  • Turnpike and Toll way authorities;
  • Metropolitan and Statewide Planning organizations
  • Emergency and public safety organizations;
  • Motor carrier offices;
  • Towing and Recovery groups and;
  • Transportation management agencies.

If your agency type does not appear in the above list, call the Peer-to-Peer Program to determine if your agency is eligible.

How is Peer-to-Peer Technical Assistance Delivered?

The most frequently form of peer support involves one of the following:

  • A peer expert (see Definitions) delivers technical assistance by webinar.
  • A peer expert visits your agency to engage in face-to-face discussions and problem solving.
  • A peer expert travels to a site (for example, a conference) and presents on a TIM topic.
  • A peer expert identifies your TIM challenge as a critical issue faced by many agencies and delivers a webinar on the topic (transferring knowledge to a wider audience).
  • You travel to an agency to observe and learn from an agency peer (see Definitions) who has developed solutions to the challenges you face and to share best practices and lessons learned.

What are the Deliverables for Accepting Peer-to-Peer Funds?

As the recipient of this peer expertise, you are required to submit a TIM/PSE Post-Trip Evaluation Report no later than thirty (30) 30 days following the completion of the session that provides us with details on the quality and effectiveness of the peer exchange. Additionally, you are required, if requested by the Peer-to-Peer Program, to participate in a webinar, where lessons learned can be shared with the larger TIM community.

Definitions Related to Peer-to-Peer Activities

  1. APPLICANT is an individual, organization, or other entity seeking TIM/PSE support or technical knowledge from a PEER in the TIM/PSE Peer to Peer Program.
  2. AGENCY PEER is an individual who provides technical assistance to the APPLICANT based on his or her agency's experiences implementing a TIM/PSE solution for which the APPLICANT is seeking help.
  3. PEER EXPERT is an individual selected based on his/her stated expertise in a particular area concerning TIM/PSE and the deployment process that provides expertise to an APPLICANT.
  4. PROPRIETARY INFORMATION means any data or information containing business, commercial or financial information or that embodies trade secrets developed at private expense that is provided by a Host under this Agreement. Proprietary information includes, but is not limited to, any information disclosed and identified (in written format) as confidential information by the Host, its employees, agents, representatives and consultants to the Peer, such as: the Host's business, including processes and services; capabilities of the business; marketing and planning programs; product specifications, plans, and drawings; financial, operational, and technical data; and any other information that could be subject to intellectual property rights.
  5. OPERATING AGENT refers to the U.S. DOT's Federal Highway Administration's Emergency Transportation Operations Office, which operates the TIM/PSE Peer to Peer Program and facilitates the approval of Peer requests; travel approvals, logistics, funding, and reimbursements; selects TIM/PSE peers in cooperation with other associations and agencies, as necessary; and manages reporting processes and requirements related to peer exchanges.

Program Travel Funding Support

Travel funding is provided by the U.S. DOT's Federal Highway Administration's Emergency Transportation Operations Office. Time/labor and other expenses are not reimbursable under the TIM/PSE Peer to Peer Program. Travel by PEERS and APPLICANTS must comply with Federal Travel Regulations (FTR). This includes selecting hotels and the use of U.S. carriers within Federal Per Diem rates per the U.S. Government Services Administration (GSA) guidance http://www.gsa.gov/. The U.S. DOT's Federal Highway Administration's Emergency Transportation Operations Office will not reimburse travel expenses that do not comply with the FTR. The U.S. DOT's Federal Highway Administration's Emergency Transportation Operations Office will provide travel guidance to PEERS and APPLICANTS prior to a peer event.

Host Responsibilities

When you participate in the Program as a HOST, you agree to provide the Program with a TIM/PSE Post-Trip Report Evaluation no later than thirty (30) days following completion of the peer exchange. The TIM/PSE Post-Trip Evaluation and other materials generated by the peer exchange may be used as a basis for future ETO webinars, lessons learned, FAQ documents, or other learning materials, unless previously negotiated by the HOST and the TIM/PSE Peer to Peer Program.

PEERS provide expert advice, experience-based knowledge, and lessons learned to broaden understanding of the issues involved in your particular challenges. In accepting the PEER input, you and your agency agree assume responsibility for ensuring the reasonableness and soundness of the advice received by the PEER thus not holding either the U.S. DOT's Federal Highway Administration's Emergency Transportation Operations Office any IDENTIFYING AGENCIES or the PEER responsible for outcomes following you and your agency's decision to act upon the advice given.

General Provisions

  1. Assignment. Participation in the Program is not subject to any assignment. Any attempted or actual assignment shall be void.
  2. Entire Agreement. This Agreement constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any prior understanding, written agreement, or oral agreement relative to said matter.
  3. Policy Against Discrimination. All activities pursuant to this Agreement shall comply with all laws and regulations prohibiting discrimination on the grounds of race, color, creed, national origin, handicap, religion, gender, and marital status in providing for facilities and service to the public.
  4. Relationship of Parties. PEER is not an employee, office, agent, or independent contractor of the Federal Government, and has no authority to act on behalf of the Federal Government. Peer is liable for his/her conduct at all times, and shall hold the Federal Government harmless for any negligent or willful acts or omissions of the HOST, his or her employees, officers, agents, directors, invitees, contractors, or consultants that may cause harm to the PEER, HOST, other PEERS, or to the Program.
  5. Security and Safety. While on the premises of the HOST, the PEER shall comply with all safety and security requirements at the HOST's facility. Further, the HOST shall take all reasonable steps and precautions to prevent any accident and to preserve the life and well being of the PEER, the HOST's personnel, and the general public.
  6. Prohibition Against Marketing of Peer Services. All of our peers are required to abide by a set of rules when engaging with you. During a peer exchange, peers are bound by the U.S. Department of Transportation's Conflict of Interest Policy. Under these regulations, a peer is not allowed to market services to you beyond the technical expertise he or she delivers in the peer exchange.