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E-rate Training Workshop for Beginners Funding Year 2014

E-rate Training Workshop for Beginners Funding Year 2014. Presented by Julie Tritt Schell PA E-rate Coordinator For the Pennsylvania Department of Education Fall 2013. Agenda. History and Program Administration Applicant and Services Eligibility Step-by-Step Program Requirements and Forms

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E-rate Training Workshop for Beginners Funding Year 2014

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  1. E-rate Training Workshop for BeginnersFunding Year 2014 Presented by Julie Tritt Schell PA E-rate Coordinator For the Pennsylvania Department of Education Fall 2013

  2. Agenda • History and Program Administration • Applicant and Services Eligibility • Step-by-Step Program Requirements and Forms • Additional Rules • Morning break, if needed • Questions at end of each section • Lunch from 12 -12:30 • * What does this mean?

  3. Who is Here? • School Districts • IUs • Charter Schools • AVTSs • Non-public Schools • Libraries • Superintendents/Asst Supt • Business Managers • Technology Directors • Vendors • Consultants • Who is brand new to E-rate? • Who NOT on PA E-rate listserve?

  4. What is E-rate? • Telecommunications Act of 1996 established “Universal Service Discount Program for Schools and Libraries” • Annual $2.25 billion program, adjusted for inflation • Funding years named for the year in which they begin • FY 2014 = July 1, 2014 – June 30, 2015 • Application process begins 6-10 months ahead of start of next funding year • Provides 20-90% discounts on eligible services • Fund made up from charges on your phone bills • Not a typical grant program

  5. Who Administers E-rate? • FCC • Federal Communications Commission • Created program and sets rules and policy • USAC • Universal Services Administrative Company • Created by FCC to run E-rate and other universal service programs • Pays invoices • SLD • Schools and Libraries Division • Entity within USAC that runs E-rate • Makes no policy decisions

  6. What is Julie’s Role? • Under contract with PDE to serve as PA E-rate Coordinator • Provide outreach and training to schools and libraries in PA • Represent PA before federal policymakers • Maintain PA E-rate website and listserve • Act as resource when E-rate administrator can’t help

  7. www.e-ratepa.org

  8. Fair Warning! • E-rate is not a short, easy process • Read listserve messages • Read form certifications • Be prepared for an audit • Stay organized!

  9. Who is Eligible? • Public libraries eligible for LSTA funding • Public and private K-12 schools • For-profit schools not eligible • Pre-k eligible in PA (age 3+) • Head Start entities eligible in PA but only if operated by a public school entity • Cannot have endowment exceeding $50 million • Consortia comprised of eligible schools and/or libraries What is a NIF? • Non-instructional facilities of schools and libraries are eligible for Priority 1 E-rate funding and Priority 2 E-rate funding if the NIF is the hub of the network

  10. Eligible Residential Locations • Residential locations within schools serving (began in FY 2011): • tribal students • children with physical, cognitive, or behavioral disabilities • juvenile justice students, or • residential schools where 35% or more of their students are eligible for NSLP  • Schools can be public or private and both Priority 1 and Priority 2 services are eligible • Residential locations of cyber school students or employees are not eligible

  11. Questions aboutApplicant eligibility?

  12. Eligible Services List in Binder* FCC revises each fall What Services areEligible and Ineligible?

  13. Funding Priorities FCC established funding priorities because demand always exceeds cap. • Priority 1: • Telecommunications and Internet Access Services • All ‘services’ -- nothing that is purchased • All eligible requests filed by application deadline likely to be funded, regardless of discount level • Priority 2: • Internal Connections and Basic Maintenance of IC • If funding remains after Priority 1 funding has been committed, funds are then committed to neediest applicants (90% discount level), then to others in order of discount until funds are exhausted

  14. P1: Eligible Telecom Services • Local, long distance, cellular phone service and paging • Includes voice mail and custom calling features • Centrex, hosted VOIP phone service* • Broadband services • T-1, PRI, Frame Relay, ISDN, leased lit and dark fiber*, etc. • Installation of eligible telecom services • if installation is included on your application • Most taxes and surcharges • Must be provided by an Eligible Telecommunications Provider (ETP) • Except hosted VOIP and fiber

  15. P1: Ineligible Telecom Services • Sharing of bandwidth to ineligible entities • 1-900-type calls • Payphone service • Non-published phone numbers • Additional directory listings • End user equipment (phones, beepers, cell phones, fax machines, etc.) • Certain fees or charges: • Late fees or finance charges • Paper statement fees • Cost recovery fees • Property tax fees

  16. P1: Internet Access • Eligible: • Basic conduit Internet access • Hosted E-mail service • Basic webhosting, including: • discussion boards, blogging, instant messaging and chat • Firewall fees • if part of standard vendor service • Data plans (3G/4G) • Lit fiber service • Leased dark fiber service • Hosted VOIP service • Ineligible: • Filtering • Unless part of standard vendor service • AntiVirus/AntiSpam • Any remote access outside school property to Internet • Broadcast messaging services • Ineligible webhosting features: • content, website development costs, searchable databases or content, student attendance reporting, and grade books • Any Internet or data usage off school campus

  17. Equipment Eligibleto be Bundled* • Called On-Premise, Priority 1 Equipment • Permitted if bundled with service • Must tell SLD make/model of equipment • Must certify to TN Test: • No applicant ownership – ever • No exclusive use • LAN functions without use of equipment • Service provider maintains equipment • Not applicant • Ask Julie if you’re unsure of your answers

  18. Lit Fiber Eligibility* • Can be leased from telecommunications provider (such as Verizon, Comcast, Sunesys, Sting, etc) OR • Can be leased from any other provider (such as electric company, cable company, regional network, etc.) • Service may be posted in either telecom or Internet access category

  19. Dark Fiber Eligibility* • Beginning in FY 2011, applicants may lease dark fiber from any provider, with these conditions: • E-rate will not pay for new fiber networks off school property • Installation (non-recurring) charges eligible from school building to edge of school property • Modulating electronics must be provided by the applicant and cannot be bundled with the cost of the service

  20. Dark Fiber Eligibility, cont. • Fiber must be lit immediately • Excess fiber that is not lit is not eligible • Network maintenance costs are eligible • Service may be posted in either telecom or Internet access category • Apples-to-apples comparison should be done to ensure that leasing dark fiber is most cost effective method of delivering service

  21. Hosted VOIP Service* • Service may be posted in either telecom or Internet access category • Leased Gateway or router may be included with monthly lease cost • End user handsets and softphones are not eligible • Be wary of vendors that try to ‘bundle’ this equipment in their proposals • FCC requested comment on whether bundled VOIP should be E-rate eligible. Decision is expected in October/November 2013

  22. P2: Eligible Internal Connections • Network and phone wiring • Routers, hubs, switches • Certain network servers • e-mail, DHCP, firewall, DNS • Video codecs • VOIP networking equipment • Wireless access points • Private branch exchange (PBXs) • Firewalls • Installation of eligible internal connections • System operating software • For eligible equipment only Beginning in FY 2013: When seeking bids, descriptions must be non-manufacturer specific. Descriptions may state “Cisco 2811 switch or compatible”

  23. P2: Ineligible Internal Connections • Personal computers • FAX machines • Asbestos removal • Cameras • Electrical wiring • Teacher training • Security wiring • Servers for storage • Network management s/w • Curriculum software • Phones, beepers, aircards • Salaries of school or library staff • Filtering software

  24. P2: Basic Maintenance • Beginning in FY 2011, maintenance severely curtailed • Eligible: • Bundled manufacturer warranties up to 3 years • Cannot have a separate price • Software, patches, online tech support • Actual labor and break-fix cost • Ineligible: • Unbundled warranties, insurance-type warranties, including full Smartnet (portion of Smartnet eligible)

  25. P2: Basic Maintenance • Contract: • Must separately identify cost of maintaining E-rate eligible equipment from E-rate ineligible equipment • Calculation of funding request: • Must be based on an estimated number of maintenance hours per year for eligible equipment, based on current life of equipment and history of needed repairs • Calculation of reimbursement amount • Break/fix - USAC will only pay for cost of actual work performed (which includes labor, equipment fix, or if it is beyond repair, equipment replacement) • Software patches/Online tech support – 100%, no documentation needed

  26. 2/5 Rule* An entity may only receive discounts 2 out of every 5 years for internal connections • Doesn’t include basic maintenance • Applies at the building level, not district level • If central equipment is purchased for NOC, each building receiving benefit of that equipment receives a strike • Plan accordingly to maximize discounts • “Strikes” related to funding commitment (FCDL), not 471 or invoices • Can cancel FRN to get strike (year) back, but not after funding has been disbursed • Hint: Don’t use a strike (year) for a $500 piece of equipment

  27. Transfer of Equipment* • E-rate-funded equipment must remain at approved site for 3 full years after installation • After which it may be moved to another eligible location • Documentation must be retained describing transfer • If school or library closes, equipment may be moved to another entity, regardless of discount • Must send letter to SLD outlining closing of school and transfer of equipment • Must keep documentation regarding transfer for 5 years • After 5 years, equipment may be disposed of or sold • Disposal does not need to be reported to USAC • Proceeds from sale do not need to be returned to USAC

  28. Should You Apply for P2 Funding? Year 1 -- funded to 70% Year 2 – all funded Year 3 – down to 82% Year 4 – down to 87% Year 5 – down to 81% Year 6 – down to 70% Year 7 – down to 81% Year 8 – down to 80% Year 9 – down to 86% Year 10 – down to 81% Year 11 – down to 87% FY 2009 – down to 77% FY 2010 -- all funded FY2011 – down to 88% FY 2012 – down to 90% (barely) FY 2013 – no P2 funding – final decision unknown

  29. Will P2 Be Available in FY 2014? Let’s look at FY 2013 • $2.38 billion available • Demand for Priority 1 (telecom and Internet) is $2.709 billion • an increase of 10.8% from last year • FCC rolled over unused funds from prior years to be able to fund all eligible Priority 1 requests • Demand for Priority 2 (internal connections) at 90% discount level is $1.76 billion • USAC board asked the FCC to deny at 80% and below but the FCC hasn’t yet approved this recommendation • Unknown what will happen to P2 for FY 2013 • If P1 grows again by 10%, P1 demand will be almost $3 billion

  30. Fixing the Funding Problem* • FCC released E-rate NPRM in July 2013 • Several issues raised: • Move voice services to priority 2 • Eliminate eligibility of certain services and equipment • Move networking equipment to priority 1 • Increase size of the fund • Allocate Priority 2 funding more predictably • Adjust discount matrix • See NPRM section in binder

  31. Questions about Service Eligibility or Funding Issues?

  32. Application Process Overview Apply Approval! Bid Plan Pay Full Invoices USAC Pays Applicant ReceiveServices Pay Discounted Invoices USAC Pays Vendor

  33. Let’s Begin...

  34. Step 1: Technology Plan* • ONLY required if applying for Priority 2 funding • Plan must include four SLD technology plan criteria • Goals and Strategies for using technology • Needs Assessment • Professional Development • Evaluation • Must align with funding requests • Must be “written” before 470 is filed • Must cover full 12 months of upcoming funding year (include dates!) • 3 year maximum

  35. Technology Plan Approvals* • Must be approved by SLD “Certified” approver • Public schools – PDE approves • PDE requires usage of Comprehensive Planning Process for tech plan approval • Submission by November 30 for plans expiring June 30, 2013 or for CPP Phase 2 schools • Status of LEAs’ tech plans in binder* • Nonpublic schools – various entities approve • List in binder and on SLD website* • CAIU will approve if no organization on the SLD list represents your entity • Libraries: Approved by Commonwealth Libraries

  36. QUESTIONS ABOUTTECHNOLOGY PLANS?

  37. Posting a Form 470...

  38. Step 2: Posting the Form 470* • Purpose of the Form 470 • Opens the competitive bidding process • Identifies and describes types and quantities of services and equipment that you need • Be as detailed as possible • Notifies potential bidders that you are seeking proposals for the listed services/equipment • RFPs may be used to describe specific needs and circumstances, but aren’t required • What is considered an RFP? • Must be available when 470 is posted • Descriptions cannot be manufacturer-specific • Disqualification factors must be listed in Item 13 or RFP IF YOU WANT E-RATE DISCOUNTS, THE SERVICE OR EQUIPMENT MUST HAVE BEEN POSTED ON A FORM 470

  39. Step 2: Posting the Form 470 • Filed by entity that will be negotiating with vendors • File online at http://www.sl.universalservice.org/menu.asp • All 470’s posted on SLD web site for vendors to view • 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 wait this long • File 470 by Thanksgiving, if possible

  40. When Must a Form 470 be Used? • Every year, unless a multi-year contract was signed • Must be posted before any contract is signed • Even if no competition in your area or if bidding under state law • Bidding via E-rate does not exempt you from bidding under state law, but can be done simultaneously • Only exception for an applicant to NOT file a Form 470 is if another entity posted a 470 on their behalf • consortium application • May file single or multiple 470s, it’s up to you • Hint: File all services under single 470

  41. Important Reminder! Be sure to tell everyone at your school or library involved with procurement that they can’t sign contracts for E-rate eligible services without first posting a Form 470!

  42. Competitive Bidding* • After the Form 470 has been posted online, vendors submit proposals to the school or library • Proposals must be accepted for a minimum of 28 calendar days, but applicants may accept proposals after this date • Vendors will contact you if they need additional information • When contacted by a vendor, you must indicate your willingness to receive a proposal for services listed on Form 470 • Do NOT say you are just going to stay with your current vendor

  43. Competitive Bidding Rules • You are allowed to.... • change your mind and not purchase a service that is listed on Form 470 • have pre-Form 470 discussions with vendors as long as that doesn’t lead to one bidder having “inside” information • attend product demonstrations • encourage and seek vendors to bid • do research to determine what cost-effective solutions are available • You are not allowed to... • Have a relationship with service providers that would unfairly influence the outcome of the competition • Furnish service providers with inside competitive information • Provide information to only some bidders • Have ownership interest in a service provider’s company competing for services • Violate gifts rules

  44. Competitive Bidding Rules • You are not required to... • meet with any vendor during or after the 470 bidding period • respond to “generic” or “spam” e-mails such as: “I saw your 470, please call me to discuss your needs” • respond to inquiries for services you did not request Let’s discuss: Form 470 Download/Vendor Spam Database

  45. Service Providers Cannot... • Help prepare the Form 470 • Help write or provide a RFP to applicant • Be a contact person on Form 470 • Sign any applicant forms • Be involved with bid evaluation in any way • Provide funding for the applicant's non-discount portion or waive the applicant's non-discount portion • Coerce or pressure the applicant to use a specific service provider • Provide gifts to applicants that violate the gift restrictions

  46. Service Providers Can... • Offer neutral technical assistance on development of technology plan • Cannot exert undue influence on applicant's ability to conduct a fair and open competitive bidding • Answer general questions about the products and services they sell in response to applicant inquiries • Provide information to applicants to assist with responding to USAC questions regarding their application • Provide assistance with service substitutions and other post-commitment activities

  47. Gift Restrictions* All gifts from service providers to applicants are prohibited except for: (1) Modest refreshments that are not offered as part of meal (e.g., coffee and donuts provided at a meeting) and items with little intrinsic value intended for presentation (e.g., certificates and plaques); and (2) Items that are worth $20 or less (e.g., pencils, pens, hats, t-shirts, and other items worth less than $20, including meals), as long as those items do not exceed $50 per employee from any one source per funding year

  48. Exceptions to Gift Restrictions • Exception for charitable contributions • Service providers can continue making charitable donations to E-rate eligible entities in the support of schools – including, for example, literacy programs, scholarships, and capital improvements – as long as such contributions are not directly or indirectly related to E-rate procurement activities or decisions • Exception for personal gifts • There is an exception for gifts to family and personal friends when those gifts are made using personal funds of the donor (without reimbursement from an employer) and are not related to a business transaction or business relationship

  49. Who is Subject toGift Restrictions? Service providers • All service providers with current or possible future E-rate relationship to applicant • All individuals who are on the governing boards of such an entity (such as members of the board of directors); and • All employees, officers, representatives, agents, or independent contractors of such entities

  50. Who is Subject toGift Restrictions? Applicants • All individuals who are on the governing boards of such entities (such as members of a school committee) • All employees, officers, representatives, agents, consultants or independent contractors of such entities involved on behalf of such school, library, or consortium with E-rate • Individuals whose work in any way relates to E-rate forms and technology plans; • Individuals who prepare bids, communicate or work with E-rate service providers, E-rate consultants, or with USAC; and • Any staff of such entities responsible for monitoring compliance with the E-rate Program

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