E-rate Form 470 for Funding Requests and Vendor Notifications

E-rate Form 470 Training Workshop What s New for FY 2016 Presented by Julie Tritt Schell PA E-rate Coordinator for the Pennsylvania Department of Education November 2015 1

Purpose of Form 470 Online form to notify vendors of services and equipment for which you are seeking proposals All equipment/services for which you will seek funding on the Form 471 must have been posted on a Form 470 Vendors are invited to submit bids/price quotes for 28 days from the date of certifying your Form 470 You are NOT obliged to purchase any service/equipment listed on Form 470 2

When Must a Form 470 be Used? Form 470s must be posted for all MTM services and at the beginning of any new contract If you signed a multi-year contract in a previous year, after posting a Form 470 and waiting 28 days, you are NOT required to post a 470 for the out years of that contract Don t have to file 470 if using a contract extension, but only if that extension was specifically outlined in the contract 3 year term, with two, 1-year extensions Must have a definitive end to contract 3

Additional 470 Details Cannot be manufacturer-specific Can list preferred manufacturer, but must include the words, or equivalent and then evaluate all bids Can require equivalent bids must be compatible with district s existing xyz equipment RFPs Must be uploaded with Form 470 at time of filing Addenda also must be uploaded later Not required, except for: PA Public schools for Category 2 purchases over $19,400 All applicants applying for dark fiber or construction of fiber procurements Vendors cannot provide RFP language or bid lists Deadline: Form 470 must be posted online at least 29 days before the Form 471 window close (example: March 18 close = Feb 18 deadline) Don t yet know Form 471 deadline date File 470 before December 1 if possible 4

New Form 470 Format Similar to look and feel of FY 2015 Form 471 Most items are now selected from drop down boxes Now called Service Requests parallel language to 471 Funding Requests Narrative text boxes Provide option to describe additional detail Describe local bidding instructions Disqualification reasons Additional vendor requirements (SPINs, discounted bills, where to submit quotes, deadline to submit quotes, etc) Use these boxes! 5

How Many Form 470s to file? Category 1 and Category 2 can be filed on the same 470 I actually advise you to file them separately But list all C1 on the same 470 and all C2 on the same 470 This is a local decision, however 6

Where to File the Form 470 Beginning with Funding Year 2016, all E-rate forms must be filed in EPC the E-rate Productivity Center All BENs must set up an EPC portal to apply for E-rate or be included on a consortium application Each BEN will have an Account Administrator who must set up the entity s account The AA will then assign other users, designate consultants, enter enrollment/NSLP data, join consortia, etc If you haven t yet set up your EPC account, do it now FY 2016 Form 470 MUST be filed in EPC 7

What is EPC? EPC = E-rate Productivity Center New account and application management portal Over the next 10 months, all E-rate forms, letters and interactions will phased in to the EPC Portal system Advantages? All forms, submitted documentation and requests will be archived in a single location Forms will be pre-populated with information Lots of data will be entered into EPC prior to filing the application Supposed to provide streamlined reviews You MUST be in EPC to apply for E-rate

New Form 470 for FY 2016 Form 470 is new and more streamlined than previous years Much of profile/contact information is ported from EPC profile EPC Full Rights Users can create/submit form Partial Rights Users can create but must have Full Right User submit the form Form 470s being accepted now! Form 470 Receipt Notification Letter will no be mailed Instead, a notice of the 470 posting will appear in your EPC Newsfeed 9

Questions about EPC? If you re unsure if your account has been established, or run into problems... Call USAC at 888-203-8100 They are the only entity that can troubleshoot EPC problems USAC s EPC Website: www.usac.org/sl Contains FAQs User Guides Video Tutorials 10

Accessing EPC... 11

470 File Inside Your EPC Portal 12

Lets File a Form 470.... 13

Next Step: Bid Evaluation After 470 is posted for at least 28 days, billed entity must review all bids received for all services Keep documentation of criteria used to select vendor Keep all winning and losing bids Keep bid evaluation matrix Retain all correspondence between applicant and all vendors (winning and losing) Price of eligible services/equipment MUST be the most heavily weighted factor during bid evaluation Create Bid Evaluation Matrix 14

Received No Bids? Document via an email or file memo that no bids were received Existing Services: can continue to receive services from existing service provider New Services/Procurement: Solicit bid from willing vendor (who is not your brother-in-law) Make sure price is cost-effective Check marketplace options from other vendors in your area or nearby areas Save research and information to justify buying service from this vendor 15

Vendor Selection Vendor selection must be done before you submit Form 471 Be careful not to make any decisions, sign anything or file any forms during 28-day waiting period Contracts must be signed and dated by applicant before filing the Form 471 Unless receiving services on month-to-month basis 16

Vendor Selection List extensions and expiration date in contract (cannot be open-ended) For example, 3-year contract, with two 1-year renewals is ok and will not require new 470 until the end of 5 years 3 year contract that automatically renews is not ok and will require new 470 at the end of 3 years Include out-clauses if you can t pay without E-rate Have C1 contracts begin July 1 and end June 30, 20XX to coincide with E-rate funding year Have C2 contracts begin April 1 and end September 30, 20XX to coincide with the C2 funding year allowable installation dates 17

Questions? 18

Form 470 Screenshots for those who couldn t make the live demo... 19

Use a well-described nickname for easier identification. 20

Notice the new numbering convention for the 470 s. This is pre- populated from the EPC Profile. 21

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Use the narrative box to describe your services more fully. For example, if you want pricing for 50 and 100 mb of Internet, list that here. 27

Use the narrative box to describe your services more fully. For example, if it s voice services, list what you actually need. Like 20 business lines, plus 2 PRIs. 28

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Always select YES! Then use the narrative box to tell vendors what their instructions are. For example, they must have a SPIN, must submit bids to X person by X date in X format. Must provide discounted bill. Must submit 3 references of districts where identical services are provided, etc. 30

Click refresh to have the system show you the PDF of your Form 470. 31

Be sure to scroll to the bottom of the page and click Certify to submit your application. 32

Be sure to click Certify to submit your application! 33