Begin Outreach

Prior to posting a solicitation, begin 

outreach efforts to identify potential 

partner organizations.

Promote Solicitation

Promote and advertise the new solicitation 

to potential partners. 

Brainstorm How to Communicate

the New Solicitation

Discuss how the team will conduct outreach for 

the TPF study, especially early in the process.

Stakeholder Engagement

Engage stakeholders to garner support prior 

to posting a solicitation (such as emailing 

notifications, etc.).

PROJECT INITIATION

SOLICITATION

Funding Threshold

Identify the appropriate minimum funding 

commitment required for each partner 

organization (i.e., a minimum of $5,000 per 

year for a 5-year TPF study).

Provide Information

In the solicitation, it helps to include the 

following information:

• Study methodology.

• Planned outcomes.

• Project scope.

• Suggested contribution.

FUND TRANSFER PROCESS

Contact List

Maintain a list of partner organization contacts

and individuals involved in the fund transfer

process to provide any updates as needed.

Verify Accuracy

Verify that the acceptance memo and fund 

transfer information are correct.

The following suggested best practices are not mandatory when leading a TPF study.

Timeline Length

Be aware that the fund transfer process can

take more time than one might expect.

Email Contacts

After receiving the pooled fund study

number, send an email that includes the 

official pooled fund study number and fund 

transfer instructinos to funding contacts. 

MANAGEMENT BEST PRACTICES 

FOR TPF STUDY LEAD AGENCY

Support Partner Organization(s)

Provide support to partner organization(s) 

throughout the solicitation process. 
PROJECT ADMINISTRATION

Technical Advisory Committee 

(TAC) Meetings

Conduct regular meetings with the TAC to 

ensure everyone receives the same 

information.

CLOSE OUT

Spreadsheet

Use the closeout funding spreadsheet

to track commitments and transfers to 

facilitate an easier close out.

Final Meeting

Have a final meeting so all TAC members 

can discuss the project’s methodology and 

results and to remind everyone to share 

information about the study.

First Year Expectations

Sometimes, a TPF study’s first year is

focused on transferring funds to start

the study, processing procurements,

and selecting a contractor.

Kick-Off Meeting

Hold a kick-off meeting with your partner

organizations to discuss the project scope

and schedule as well as any logistical or

administrative questions.

Project Timeline

Be aware that a TPF study has a five 

year funding commitment duration.

Lead Agency Team

Having a lead agency team with members 

that specialize in different aspects of the 

process (financial, administrative, etc.) can 

help to successfully conduct a TPF study.

MANAGEMENT BEST PRACTICES 

FOR TPF STUDY LEAD AGENCY

Recommended citation: Transportation Pooled 

Fund, TPF Best Practices (Washington, DC: 2023) 

https://doi.org/10.21949/1521972

Publication No.: FHWA-HRT-23-028

HRTM-10/01-23(Web)E

Questions

For any other questions, trainings 

or frequently used resources 

please reference the TPF 

interactive website at 

www.pooledfund.org.

Project Reporting

The TPF quarterly report provides 

current and future partners valuable 

information on a TPF study.