Policy & Procedures Development Consultant at Akicita Federal, LLC – Oklahoma City, Oklahoma

The Consultant will provide specialized services to develop, update, and finalize a comprehensive Policy and Procedures Manual for the Indian Highway Safety Program (IHSP). This role is critical in ensuring that the IHSP remains compliant with federal regulations (specifically 23 U.S.C. 402 and 49 CFR Part 18) and effectively supports federally recognized Indian Tribes in implementing traffic safety initiatives.

Agency: Bureau of Indian Affairs (BIA) Office of Justice Services (OJS)

Program: Indian Highway Safety Program (IHSP)

Location: Remote / Off-site (with regular coordination with BIA-OJS in Albuquerque, NM)

Key Responsibilities

Gap Analysis & Evaluation: Conduct a thorough review of the current IHSP Management Manual, evaluating its effectiveness and identifying areas where policies are outdated or non-compliant with National Highway Traffic Safety Administration (NHTSA) standards.

Drafting & Development: Author a complete, standardized Policy and Procedures Manual. This includes drafting specific sections on:

o Grant application and award processes.

o Financial management and reimbursement protocols.

o Monitoring, reporting, and equipment management.

o Close-out procedures for grant cycles.

Regulatory Compliance: Ensure all procedures align with the Highway Safety Act of 1966, NHTSA Region 6 requirements, and the "Common Rule" for monitoring grants and sub-grants.

Stakeholder Coordination: Collaborate with the IHSP Program Director and staff to incorporate feedback and ensure the manual reflects the operational realities of Tribal highway safety projects.

Project Management: Adhere to a strict timeline for deliverables, including an initial Work Plan, bi-weekly progress reports, a "Rough Draft" manual, and a "Final Draft" for BIA leadership approval.

Key Deliverables

1. Work Plan: A detailed schedule and methodology for the project.

2. Gap Analysis Report: Evaluation of existing policies vs. current federal requirements.

3. Draft Manual: A preliminary version for stakeholder review and feedback.

4. Finalized Policy & Procedures Manual: A polished, professional document ready for official implementation.

Qualifications & Requirements

Expertise in Federal Grants: Proven experience in federal grant management, specifically with NHTSA or DOT-funded programs, is highly preferred.

Technical Writing: Advanced skills in writing complex policy and procedure manuals for government or law enforcement agencies.

Knowledge of Tribal Sovereignty: Understanding of the Bureau of Indian Affairs' mission and the unique legal and jurisdictional considerations of Indian Country.

Communication: Strong ability to communicate technical requirements to diverse audiences and facilitate remote meetings.

Confidentiality: Must adhere to strict non-disclosure and confidentiality requirements regarding sensitive BIA information.

Performance Standards

Timeliness: Must meet all milestone dates specified in the contract (e.g., Final Draft due within 120 days of award).

Accuracy: All policies must be legally defensible and compliant with the 23 CFR Part 1300.

Professionalism: Maintain high standards of conduct and clear communication with the Contracting Officers Representative (COR)

Must be US Citizen