E-Rate for California

1. E-Rate for California

2. Agenda • General Program Information • Technology Plans • Competitive Bidding and the Form 470 • Form 471 • PIA (Program Integrity Assurance) • Form 486 & Invoicing • Program Updates & Gotchas • Audits, Appeals, Cost Effectiveness and Other Reviews • USAC Tools – Training Materials, DRT • California Teleconnect Fund • Q and A Afternoon • Form 471 Tour • Tour of USAC Web Site • Calnet 2

3. The California Department of Education (CDE)does not administerthe federal E-Rate program. CDE has no statutory authority to administer the federal E-Rate program CDE only provides general information about the E-Rate program including: training and outreach, reference materials, and other publicly available SLD/USAC resources

4. 1. General Program Information

5. Discount Calculations Calculated based on two factors Percentage of students eligible for National School Lunch Program http://www.usac.org/sl/applicants/step05/discount-matrix.aspx Urban or Rural status of Entity http://www.usac.org/sl/applicants/step05/urban-rural/

6. http://www.usac.org/sl/applicants/step05/discount-matrix.aspxhttp://www.usac.org/sl/applicants/step05/discount-matrix.aspx

7. Discount Calculationsand Entities Instructional Facilities will have a discount that comes straight from Matrix Non-Instructional Facilities will use District Weighted Average (District Office, Maintenance, Bus Barn, Gardener’s Shed, etc) For use on Block 4 of the Form 471

8. Eligibility • Schools – Elementary, Secondary, Charters, Private, Religious, Adult Ed (conditional), Pre-K, Juvenile Justice • Libraries – public, separate from school libraries • Consortia – any combination of the above

9. Non-Instructional Facilities (NIFs) Are eligible for Priority 1 services, telecommunications and internet access Are NOT eligible for Priority 2 services, internal connections, UNLESS they are essential for the effective transport of information to an instructional building of a school or to a non-administrative building of a library

10. Non-Instructional Facility (NIF) • Scenario One: NIF as a hub. This NIF is essential for the transport of info to the Schools and is eligible for P2 funding

11. Ineligible for Priority 2 NIF • Scenario Two: NIF as an end-point. The schools would maintain service if the NIF were removed, therefore the NIF is ineligible for P2 support

12. Eligible Services - Categories Four categories of service Priority 1 (funded first) Telecommunications Services Internet Access Priority 2 (starts with neediest applicants) Internal Connections Basic Maintenance of Internal Connections

13. Eligible Services List • Posted on USAC website (http://www.usac.org/sl/tools/eligible-services-list.aspx) • Provides guidance to applicants and service providers on the eligibility of products and services under E-rate • Organized by category of service • Revised and updated each year in advance of the application window

14. FY09 Draft ESL updates • Eligible: • Ethernet • VoIP user licenses • Ineligible: • E-mail Archiving • Intranet Web Hosting • Video-on-Demand Servers • Softphones

15. Telecommunications Service • The transmission, between or among points specified by the user, of information of the user’s choosing, without change in the form or content of the information as sent and received. • Examples: ATM, T-1, Centrex, Local and Long Distance Telephone Service, Cellular Service and Paging Service • Rule of thumb: • USAC funds the various types of services • USAC does NOT fund end-user equipment - e.g., telephone sets

16. Internet Access • Basic conduit access to the Internet • Examples: T-1, DSL, DS-3, and Wireless service • Rule of thumb: • USAC funds the conduit to the Internet • USAC does NOT fund content

17. Internal Connections • Components at the applicant site that are necessary to transport information to the school or library. • Examples: Access Points, Routers, Switches, Hubs, Wiring, PBXs and Codecs • Rule of thumb: • USAC funds items that get the information to the classroom or room in the library • USAC does NOT fund end-user equipment such as telephones (including IP telephones) or laptops

18. 2 in 5 Rule • Applies to Internal Connections funding requests only • Is entity specific • Implemented in Funding Year 2005

19. Basic Maintenance of IC • Ensures the necessary and continued operation of eligible internal connection components at eligible locations. • Ex: Repair and upkeep of eligible hardware, wire and cable maintenance. • Rule of thumb: • USAC funds basic technical support of eligible hardware. (8 X 5, M-F) • USAC does NOT fund end-user support or help desk

20. Basic Maintenance of Internal Connections (BMIC) • Not subject to 2 in 5 rule • Caution: • If a contract goes beyond what the FCC defines as basic maintenance, the entire contract will be denied • Eligible as recurring monthly services, i.e. – SmartNet • Include the components that the BMIC Contract will cover on your Item 21 attachment • BMIC can not be 24/7 coverage

21. Manage the Cycle - Teamwork • Authorized signer ( Legally Authorized Signer ) • Designated contact person (Will receive E-rate calls) • Organize paper trail • Written Technology Plan • Assessment of existing Contracts, with signatures and dates (expiring contracts, etc) • Prior years submitted applications • Correspondence from SLD, Service Providers, etc. • All bids received and evaluation documents • Calendar of Deadlines

22. 2. Technology Plan

23. Technology Plan Overview • FFC rules require an “approved” technology plan when receiving E-rate for more than basic telephone service. • Must be “written” prior to posting Form 470. • Must cover all 12 months of the funding year. • E-rate only plans should not cover more than 3 years; EETT tech plans that meet E-rate requirements can cover 5 years with progress review during 3rd year for E-rate purposes. • Must include all services that the E-Rate discount covers. • Must be approved by a “Certified Technology Plan Approver Locater Tool” Technology Plan approver locator tool: http://www.sl.universalservice.org/reference/tech/default.asp

24. 5 Required Elements of a Technology Plan 1. Goals 2. Professional Development 3. Needs Assessment 4. Budget 5. Evaluation

25. Tech Plans for E-rate: • EETT Plan for E-rate: • Executive Summary/Introduction • Stakeholders • Curriculum • Professional Development • Infrastructure • Adult literacy • Research • Funding and Budget • Monitoring and Evaluation • Must also include E-Rate supplemental budget analysis … and also see: • www.cde.ca.gov/ls/et/rs/techplan.asp E-Rate Only Plan: • Goals & a Realistic Strategy • Professional Development • Needs Assessment • Sufficient Budget • Evaluation Process • Tech Plan Help www.usac.org/sl/ applicants/step02/

26. Tech Plan “Written” • Written same as created: When a tech plan contains all required elements to support services requested on Form 470 – USAC considers the plan written. • Must document and keep evidence of written date prior to filing Form 470 by e-mailing plan to Assistant Superintendent, memo with date announcing that tech plan is written, “date stamp”

27. Documentation of Tech Plan Approval 1. E-rate only tech plan: • You can expect to receive an approval letter from your COE or State Library as the USAC-certified technology plan approver. Ask your COE/State Library for projected approval date. 2. EETT tech plan: • You can expect to receive an approval message via email from CDE that confirms your EETT tech plan has been approved. • In general, CDE will make a determination regarding the approval of your EETT tech plan within 60 to 90 days of due date for review cycle (Cycles A, B or C). View Tech Plan approval status at: http://www.cde.ca.gov/ls/et/rs/ap/county.asp

28. EETT Tech Plan Approval • Due dates (cycles) for submission of EETT Technology Plan to CTAP for approval: • Oct 3, 2008 Cycle A (Best practice) • Dec 5, 2008 Cycle B • April 3, 2009 Cycle C

29. Important Tech Plan Reminders Include a supplemental budget analysis if using EETT plan as your approved E-Rate tech plan – form located at: www.cde.ca.gov/ls/et/rs/techplan.asp Ensure all E-rate requested services/products are included in your technology plan

30. Technology Plan Help • SLD - http://www.usac.org/sl/applicants/step02/ • Libraries - http://www.library.ca.gov/services/libraries/erate.html • CDE - http://www.cde.ca.gov/ls/et/rs/techplan.asp • CTAP: http://www.cde.ca.gov/ls/et/rs/ctapcoordinators.asp

31. Contact Information • State Library: Rushton Brandis, (916) 653-5471, rbrandis@Library.ca.gov • CDE: John Vardanega, (916) 323-2241, jvardane@cde.ca.gov • CDE: Tech Plans: Bill Fong, (916) 322-5898, bfong@cde.ca.gov • Department of General Services (CMAS): Mary Gilbert, (916) 375-4377, mary.gilbert@dgs.ca.gov • K-12 HSN/Butte COE: Russ Selken, 530-532-5678, rselken@bcoe.org

32. Technology Plan Help • SLD - http://www.usac.org/sl/applicants/step02/ • Libraries - http://www.library.ca.gov/services/libraries/erate.html • CDE - http://www.cde.ca.gov/ls/et/rs/techplan.asp • Recent News Brief from SLD - http://www.usac.org/sl/tools/news-briefs/preview.aspx?id=116

33. 3. Competitive Bidding and the Form 470

34. Preparation for Posting of Form 470 • Document ALL of your eligible existing services, contracts and their expiration dates • Identify existing contracts and services • Expected growth – (P1 and P2) • National School Lunch Program (NSLP) data for discount percentage • Identify bidding restrictions (i.e., CMAS, geographic restrictions, etc.)

35. Forms 470 • Indicates the services and categories of service which you are seeking discounts • Must be based on tech plan • Must be posted for 28 days • Indicates if you are planning/have issued RFP • Can only correct this by posting new Form 470 • Indicates any special requirements and/or disqualification factors • Indicates who will be receiving the services

36. File Online! Once the Form 470 is posted you must Certify online using a PIN, OR Print the certification page, sign and mail Mail this form immediately View form online to get the Allowable Contract Date Also provided in the Receipt Acknowledgement Letter

37. Special Notes for Form 470 Processing • When does the 28 day bidding period begin? • The day that ALL material for public viewing (i.e. RFP) is made available AND • The day the Form 470 is posted online • If RFP is released AFTER the posting of the Form 470 the 28 day bidding period begins with the day the RFP was released

38. Form 470 Reminders Allow adequate time Competitive Bidding – minimum of 28 days Local Procurement Board Approval Signing Contracts CMAS - Letter of Intent (LOI) CALNET 2 – 3 signatures needed Understand Your existing services Products and services you will need in the coming year Identify E-rate category for each product and service, P1 or P2

39. Receipt Notification Letter (RNL) • GOLDEN Opportunity to review application and correct minor errors • http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/470RNL.acc.pdf

40. Competitive Bidding Fair and open competitive bidding process Avoid conflicts of interests Independent Consultant vs. Service Provider Applicant vs. Service Provider Follow the rules – FCC, State and local Read the contract fine print Document the process!!!

41. Competitive Bidding and Program Compliance http://www.sl.universalservice.org/reference/BestPractices.asp Keep copies of all bids, winning and losing Documentation on the award process and the rationale for the bid award Complete copies of all related contracts Best Practice: Use standard evaluation process for all bids. Keep evaluation documentation for each bid.

42. Program Compliance If you get NO bids – document this for audit purposes Same is true if you get only ONE bid You may need to be proactive in soliciting for bids (If not using CMAS)

43. Evaluation Criteria Price must be the most heavily weighted factor • Do not include Intent to Award or Evaluation Criteria in CMAS Request for Proposal • Can choose most responsive and responsible response, but must DOCUMENT the choice and process • Have District official SIGN and DATE the completed rubric as acknowledgement

44. SAMPLE SAMPLE SAMPLE SAMPLE SAMPLE

45. Form 470 – Multi Year Contracts You may not need to file Form 470 every year if: The language on the Form 470/RFP covered all services on the contract AND The applicant indicated on the Form 470 that a contract was being sought AND The applicant indicated on the Form 470/RFP that a multi year contract (perhaps w/voluntary extensions)

46. Contracts • Must be signed AFTER 28 days have elapsed but BEFORE you file your Form 471 • Must be signed and dated by BOTH parties – applicant and service provider • CALNET 2 ATO must have three signatures to be binding contract • Be prepared to explain documents that don’t look like a traditional contract.

47. 4. Form 471

48. Form 471 – Your application for Funds Must be filed every funding year: This is your actual funding request Based on posted on Form 470(s) One or more funding requests This is your Who, What, When, Where, & How Service providers chosen Services being requested Dates for services Service Delivery locations Signed contracts or tariffed services

49. Form 471 Filing Deadline • The Window for the Form 471 filing window has not been announced yet. • If you are on CDE E-rate List SERV, you will be notified when FCC determines filing deadline, which then determines Form 471 filing deadline • If you receive USAC weekly newsbriefs, notification will be published there. • Must be submitted BEFORE close of window • SLNewsBrief@lists.universalservice.org • http://www.cde.ca.gov/ls/et/ft/eratelyrisserv.asp

50. Form 471 Filing Deadline • Submit BEFORE close of window • DEADLINE DATE = ??