Transcript PowerPoint Template - Forms (CDE Intranet)

TOM TORLAKSON
State Superintendent
of Public Instruction
E-Rate for California
Beginner Applicants
Beginner’s Presentation I 2011 California Department of Education
1
Acronyms
BEN – Billed Entity Number
CIPA – Children's Internet Protection Act
TOM TORLAKSON
State Superintendent
of Public Instruction
FCDL – Funding Commitment Decision Letter
FRN – Funding Request Number
SPIN – Service Provider Identification Number
SSD – Service Start Date
RAL – Receipt Acknowledgement Letter (Form 471)
RNL – Receipt Notification Letter (Form 470)
NSLP – National School Lunch Program
NIF – Non-Instructional Facility
PIA – Program Integrity Assurance
USAC Link: http://www.usac.org/sl/tools/reference-
area.aspx
Beginner’s Presentation I 2011 California Department of Education
2
General Information about E-rate
E-rate Organization
TOM TORLAKSON
State Superintendent
of Public Instruction
• Federal Communications Commission (FCC),
an independent U.S. government agency,
oversees the E-rate program
• Universal Service Administrative Company
(USAC), a not-for-profit, administers the E-rate
program along with three other programs
• Schools and Libraries Division (SLD) is the part
of USAC with responsibility for E-rate
Beginner’s Presentation I 2011 California Department of Education
3
General Information about E-rate
E-rate Rules
TOM TORLAKSON
State Superintendent
of Public Instruction
• The FCC sets rules and policies through
orders
– Policies are defined in the text of orders
• USAC/SLD develops procedures for specific
actions, such as how to process applications
– USAC submits its procedures to the FCC
for approval each year
Beginner’s Presentation I 2011 California Department of Education
4
General Information about E-rate
How USAC is related to the FCC
TOM TORLAKSON
State Superintendent
of Public Instruction
USAC is a not-for-profit corporation
appointed by the FCC to act as the
administrator of the E-Rate program
Note: Comprehensive information about the E-Rate
program is available at the SLD website:
http://www.usac.org/sl/
Beginner’s Presentation I 2011 California Department of Education
5
General Information about E-rate
E-rate Timeline
TOM TORLAKSON
State Superintendent
of Public Instruction
• Commitments for E-rate are made by
funding year (FY), which runs from July 1
through the following June 30
• USAC refers to the funding year as the
year in which most services will begin
– E.g., FY2012 is July 1, 2012 – June 30,
2013
Beginner’s Presentation I 2011 California Department of Education
6
General Information about E-rate
E-rate Budget
TOM TORLAKSON
State Superintendent
of Public Instruction
• Commitments were capped at $2.25 billion
for each funding year
• This cap started to be adjusted for inflation
starting in FY2010, currently set for 2012 at
$2.29 B.
• Once each year, FCC can roll over unused
funds from previous funding years into the
current funding year
Beginner’s Presentation I 2011 California Department of Education
7
General Information about E-rate
TOM TORLAKSON
State Superintendent
of Public Instruction
The role of CA Dept of Ed and State Library
 CDE & State Library have no statutory authority
to administer the federal E-Rate program
 CDE & State Library only provide general
information about the E-Rate program
including: training and outreach, reference
materials, and other publicly available
SLD/USAC resources
Beginner’s Presentation I 2011 California Department of Education
8
E-Rate Eligibility
TOM TORLAKSON
State Superintendent
of Public Instruction
Who is eligible for E-Rate funding?
– Schools and school districts
• Non-traditional facilities (conditionally by
state).
– Libraries and library systems
– Consortia – groups of eligible entities that
band together to aggregate demand and
negotiate lower prices
Beginner’s Presentation I 2011 California Department of Education
9
E-Rate Eligibility
Schools
TOM TORLAKSON
State Superintendent
of Public Instruction
• Schools must provide elementary or secondary
education as determined under state law.
• Schools may be public or private institutional day
or residential schools, or public charter schools.
• Schools must operate as non-profit businesses.
• Schools cannot have an endowment exceeding
$50 million.
Beginner’s Presentation I 2011 California Department of Education
10
E-Rate Eligibility
Pre-K and Adult Ed
TOM TORLAKSON
State Superintendent
of Public Instruction
• State law, in conjunction with E-Rate rules,
determines eligibility of Pre-K (i.e. Head
Start), Adult Ed and Juvenile Justice
• Reference the following for California
eligibility:
http://www.usac.org/sl/applicants/step01/no
n-traditional-k-12/k-12-eligibility-table.aspx
Beginner’s Presentation I 2011 California Department of Education
11
E-Rate Eligibility
TOM TORLAKSON
State Superintendent
of Public Instruction
Libraries
• Libraries must be eligible for assistance from
the California state library administrative
agency under the LSTA (Library Services &
Technology Act)
• Libraries must have budgets completely
separate from any schools (including, but not
limited to, elementary and secondary
schools, colleges and universities).
• Libraries cannot operate as for-profit
businesses.
Beginner’s Presentation I 2011 California Department of Education
12
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Identifying sites
Beginner’s Presentation I 2011 California Department of Education
13
Identifying Sites
Non-Instructional Facility (NIF)
TOM TORLAKSON
State Superintendent
of Public Instruction
SCHOOLS:
LIBRARIES:
• Administrative
buildings
• Administrative
buildings
• School bus barns
and garages
• Cafeteria offices
• Facilities
associated with
athletic activities
• Bookmobile garages
• Interlibrary loan
facilities
• Library technology
centers
Beginner’s Presentation I 2011 California Department of Education
14
Identifying Sites
Identification Numbers
TOM TORLAKSON
State Superintendent
of Public Instruction
• Billed Entity Number – BEN (for the applicant
only)
–
http://www.sl.universalservice.org/Utilities/BilledEntitySearch_Public.asp
• Service Provider Identification Number – SPIN
(for the Service Provider only)
–
http://www.sl.universalservice.org/Forms/SPIN_Contact_Search.asp
Beginner’s Presentation I 2011 California Department of Education
15
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
E-Rate Process
Beginner’s Presentation I 2011 California Department of Education
16
E-Rate Process
TOM TORLAKSON
State Superintendent
of Public Instruction
1. E-rate Technology Planning – What are my
goals?
2. Form 470 – Start Application Process
3. Competitive Bidding & Selecting your vendors
4. Form 471 – Request for Funding
5. PIA (Program Integrity Assurance) Review
6. Funding Commitment
7. Form 486 Receipt of Services Confirmation
8. Form 472 – BEAR and Form 474 – SPI –
Invoicing “Getting the Money”
9. Other Forms as needed
Beginner’s Presentation I 2011 California Department of Education
17
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2011 California Department of Education
18
E-Rate Timeline: July 1 – June 30
TOM TORLAKSON
State Superintendent
of Public Instruction
*These dates are estimates. In order to derive the Form 470 deadline,
applicants must count backwards from the Form 471 deadline.
**FCC announces Form 471 filing deadlines each Fall.
Beginner’s Presentation I 2011 California Department of Education
19
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
General Information
Beginner’s Presentation I 2011 California Department of Education
20
General Information
E-rate Categories of Service
TOM TORLAKSON
State Superintendent
of Public Instruction
• Priority 1 (P1) (funded first)
– Telecommunications Services
– Internet Access
• Priority 2 (P2) (funded beginning with
neediest applicants first)
– Internal Connections
– Basic Maintenance of Internal
Connections
Beginner’s Presentation I 2011 California Department of Education
21
General Information
E-rate Forms
TOM TORLAKSON
State Superintendent
of Public Instruction
• How do I file a program form?
– In general, you have three options:
• File online, certify on paper
• File online, certify online
• File on paper, certify on paper
– There are two versions of each online form:
standard and interview
*Tip* USAC encourages you to file online,
because online filing speeds processing and
reduces errors
Beginner’s Presentation I 2011 California Department of Education
22
General Information
E-rate Letters
TOM TORLAKSON
State Superintendent
of Public Instruction
• Each time you file a program form, USAC
sends you a letter
– Letters are color-coded by funding year
• 2011
Blue
• 2012
Canary
• 2013
Pink
etc.
*Tip* When storing documents, USAC
encourages you to separate your program
forms & letters by funding year to better
organize them.
Beginner’s Presentation I 2011 California Department of Education
23
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
E-Rate Technology
Planning
Beginner’s Presentation I 2011 California Department of Education
24
Technology Planning
Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 470 & RNL
Competitive Bidding
FCC Form 471 & RAL
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2011 California Department of Education
25
Technology Planning
Acronyms and Terms
TOM TORLAKSON
State Superintendent
of Public Instruction
• Four elements: the four required elements you
must address in your technology plan starting in
FY2011 (July 1, 2011) when applying for priority
2 services
• Technology Plan Approver (TPA): the
agency/person certified by USAC that approves
your technology plan
Beginner’s Presentation I 2011 California Department of Education
26
Technology Planning
Purpose of the Tech Plan
TOM TORLAKSON
State Superintendent
of Public Instruction
• Tech plans ensure that schools and libraries
are prepared to effectively use the requested
services to integrate telecommunications and
internet access into the educational program or
library services that they provide to students.
• Tech plans should support and validate all
Erate services applied for, especially priority 2
services, Internal Connections (IC) and Basic
Maintenance of Internal Connections (BMIC).
Beginner’s Presentation I 2011 California Department of Education
27
Technology Plan Overview
1.
FFC rules require an “approved” technology plan when receiving E-rate discounts for
priority 2 services (there are 2 types of tech plans that can be used: an EETT or E-rate
only).
2.
Find your public charter, district or COE Tech Plan status at:
http://www.cde.ca.gov/ls/et/rs/techplan.asp
3.
*Decision: Decide which tech plan to use: A) E-rate only, B) EETT technology plan
(best practice approach) Note: Libraries leverage your master plan in developing your
technology plan.
4.
Tech Plan must be “written” prior to posting Form 470.
5.
DOCUMENT the existence of this “Written Plan” – i.e., Letter/E-mail from Cabinet,
screen print of file name and date, and physical copy of plan.
6.
Must cover all 12 months of the funding year (July 1 – June 30).
7.
E-rate only plans should not cover more than 3 years; EETT tech plans that meet Erate requirements can cover 5 years with progress review during 3 rd year.
8.
Tech plans must include all services (both current and future) for which E-Rate
discounts are sought.
9.
Must be approved by a “Certified Technology Plan Approver”
See the Technology Plan approver locator tool on the USAC website:
http://www.sl.universalservice.org/reference/tech/default.asp
10.
Leverage the technology expertise of your CTAP regional assistance: CTAP:
http://www.cde.ca.gov/ls/et/rs/ctapcoordinators.asp
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2011 California Department of Education
28
4 Required Elements of a
Technology Plan Used for E-rate
1.
Clear statement of goals and realistic strategy for using
telecommunications and information technology to improve
education or library services.
2.
Professional Development strategy to ensure staff understands
how to use technologies to improve education or library services
3.
Needs Assessment of telecommunication services, hardware,
software, and other services that will be needed to improve
education/library services
Evaluation process to monitor progress towards goals and allows
for mid-course corrections in response to new developments as they
arise
TOM TORLAKSON
State Superintendent
of Public Instruction
4.
Budget: No longer required in the tech plan but USAC will likely request
this information during PIA or other application reviews. Best practice
would be to put a budget with appropriate fund sources highlighted in
your E-rate related documentation files.
Beginner’s Presentation I 2011 California Department of Education
29
The “Two Tech Plans”
E-Rate Only Plan:
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Goals
2. Professional
Development
3. Needs Assessment
4. Evaluation Process
Tech Plan Help
www.usac.org/sl/
applicants/step02/
Enhancing Education Through
Technology (EETT):
• Executive
Summary/Introduction
• Stakeholders
• Curriculum
• Professional Development
• Infrastructure
• Adult literacy
• Research
• Funding and Budget
• Monitoring/Evaluation
http://www.cde.ca.gov/ls/et/ft/eettfort
echplans.asp
Beginner’s Presentation I 2011 California Department of Education
30
Technology Planning
EETT Tech Plan Cycle Dates
TOM TORLAKSON
State Superintendent
of Public Instruction
•
The final dates to submit your EETT Tech
Plan to CTAP for approval are:
1. Cycle A: October 7, 2011
2. Cycle B: December 16, 2011
3. Cycle C: April 13, 2012
Beginner’s Presentation I 2011 California Department of Education
31
Technology Planning
“Must Do” Reminders
1.
Must be “Written” prior to posting Form 470:
– It must be documented that it is written before the posting of the form 470!
(Applicant must document the existence of this plan, i.e., e-mail with plan
attached, memo from cabinet level about the plan being written, including
the date. “DATE STAMP,” submit EETT tech plans during cycle A [final
date October 9, 2009])
2.
Must include a sufficient level of detail and cover all services (priority 2) for
which E-Rate discounts are being sought on the Form 470(s) and subsequent
Form 471(s).
3.
Must be approved by the start of services (July 1) or the filing of Form 486,
whichever is earlier
4.
E-rate only plans must be approved by a “USAC Certified Technology Plan
Approver” see USAC link:
http://www.usac.org/sl/tools/reference/tech/default.asp
5.
Combination E-rate/EETT Tech plans must be submitted to your CTAP region
for approval: http://www.cde.ca.gov/ls/et/rs/ctapcoordinators.asp
6.
Must include all four required elements (as noted previously) regardless of the
type of plan being used (E-rate only or EETT)
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2011 California Department of Education
32
Technology Planning
Additional reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• Service Providers may not act as technology
plan approvers, write/create, or assist in the tech
plan in any capacity
• Remember to include in your tech plan all the
services that you apply for on Form 470/471,
required for priority 2 - internal connections, and
basic maintenance
Beginner’s Presentation I 2011 California Department of Education
33
Technology Planning
Help
TOM TORLAKSON
• E-rate Plans: John Vardanega,
[email protected], 916-323-2241
State Superintendent
of Public Instruction
• EETT Plans: Doris Stephen, [email protected],
916-324-9943
• CTAP:
http://www.cde.ca.gov/ls/et/rs/ctapcoordinators.asp
• CTAP Tech Plan Builder:
http://myctap.org/index.php/techplan/tpb
• Libraries: Rushton Brandis,
[email protected] , 916-653-5471
Beginner’s Presentation I 2011 California Department of Education
34
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
CIPA Compliance
Beginner’s Presentation I 2011 California Department of Education
35
CIPA Compliance
New requirements under CIPA
TOM TORLAKSON
State Superintendent
of Public Instruction
• FOR SCHOOLS – By July 1, 2012, amend your
existing Internet safety policy (if you have not
already done so) to provide for the education of
minors about appropriate online behavior,
including interacting with other individuals on
social networking sites and in chat rooms, and
cyberbullying awareness and response.
• FOR LIBRARIES – No new requirements.
• Overall - several existing statutory requirements
have been codified and others have been
clarified.
Beginner’s Presentation I 2011 California Department of Education
36
CIPA Compliance
Recap of continuing requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Internet safety policy
2. Technology protection measure (filter)
3. Public notice of – and public meeting or
hearing on – the Internet safety policy
For a detailed discussion of CIPA requirements:
Children’s Internet Protection Act website
guidance
Form 486 Instructions
Form 479 Instructions
Beginner’s Presentation I 2011 California Department of Education
37
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Discounts
Beginner’s Presentation I 2011 California Department of Education
38
Discounts
Determining Your Discount Percentage
TOM TORLAKSON
State Superintendent
of Public Instruction
• How large are the discounts on eligible products and
services?
– Discounts: 20% to 90% of eligible costs
• Discount level for a school or library depends on:
1) Percentage of students who are eligible for National
School Lunch Program (NSLP) in:
→ (for a school) the school
→ (for a library) the school district in which the library
is located
2) Urban or rural location of the school or library
Beginner’s Presentation I 2011 California Department of Education
39
Discounts
Calculations
TOM TORLAKSON
State Superintendent
of Public Instruction
• Based on two factors:
1. Percentage of students eligible for free and
reduced lunch under the National School
Lunch Program (NSLP):
http://www.usac.org/sl/applicants/step05/discount-matrix.aspx
or an alternate method:
http://www.universalservice.org/sl/applicants/step05/alternativediscount-mechanisms.aspx
2. Urban or Rural status (Matrix)
http://www.usac.org/sl/applicants/step05/discount-matrix.aspx.
- To verify your Urban or Rural Status
status:http://www.usac.org/sl/applicants/step05/urban-rural/
- Census Tract Look-up Tool
http://www.ffiec.gov/Geocode/default.aspx
Beginner’s Presentation I 2011 California Department of Education
40
Discounts
Discount Matrix:
TOM TORLAKSON
State Superintendent
of Public Instruction
INCOME
Measured by % of
students eligible for
NSLP
URBAN LOCATION
Discount
RURAL LOCATION
Discount
If the % of students in your
school that qualifies for the
NSLP...
...and you are in an URBAN
area, your
discount will be...
...and you are in a RURAL
area, your
discount will be...
Less than 1%
20%
25%
1% to 19%
40%
50%
20% to 34%
50%
60%
35% to 49%
60%
70%
50% to 74%
80%
80%
75% to 100%
90%
90%
Beginner’s Presentation I 2011 California Department of Education
41
Discounts
Types of Facilities
TOM TORLAKSON
State Superintendent
of Public Instruction
• Instructional Facilities have a discount that
comes from the NSLP free and reduced lunch
data and the Urban/Rural Matrix
• Non-Instructional Facilities and libraries will use
a weighted average
Beginner’s Presentation I 2011 California Department of Education
42
Discounts
Basis for determining –
National School Lunch Program (NSLP)
TOM TORLAKSON
State Superintendent
of Public Instruction
• NSLP data is reported to CDE for October of each year:
http://www.cde.ca.gov/ds/sh/cw/filesafdc.asp
• This posted NSLP data comes from Page 48 of the
Consolidated Application (Con App)
• Program Integrity Assurance (PIA) uses this CDE NSLP
data. Starting in FY2012, applicants must use this
October NSLP data reported to CDE to calculate the
discount
• Important: Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for
future USAC Inquiries
Beginner’s Presentation I 2011 California Department of Education
43
Discounts
Sample District
TOM TORLAKSON
State Superintendent
of Public Instruction
District
Students
Enrolled
# Free and
Reduced
Lunches
% Free and
Reduced
Lunches
%
E-Rate
Subsidy
Weighted
Average
for
District
Sample School District
Sample School 1
19
14
73.68%
80%
15.2
Sample School 2
836
323
38.64%
60%
501.6
Sample School 3
188
54
28.72%
50%
94
Sample School 4
121
65
53.72%
80%
96.8
Sample School 5
158
36
22.78%
50%
79
Sample School 6
1050
204
19.43%
40%
420
TOTALS FOR
DISTRICT
2372
696
WEIGHTED
AVERAGE
Beginner’s Presentation I 2011 California Department of Education
1206.6
50.87%
44
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Eligible Services List
Beginner’s Presentation I 2011 California Department of Education
45
Eligible Services List
Basic Concepts
TOM TORLAKSON
State Superintendent
of Public Instruction
• Key reference: Eligible Services List –
http://www.usac.org/sl/tools/eligible-services-list.aspx
•This List is updated Annually
• Priority 1 (P1)
– Telecommunications
– Internet Access
• Priority 2 (P2)
– Internal Connections
– Basic Maintenance on Eligible Internal Connections
• Note: End-user devices and content generally not eligible
– PCs/PDAs -Printers -Television
– Laptops -Phones -VCRs
• Services must be used for “Educational Purpose” http://www.sl.universalservice.org/reference/educational_purpos
es.asp
Beginner’s Presentation I 2011 California Department of Education
46
Eligible Services List
Educational Purpose
TOM TORLAKSON
State Superintendent
of Public Instruction
• Activities that occur on library or school property
are presumed to be integral, immediate and
proximate to the education of students or the
provision of library services to library patrons and
therefore qualify as educational purposes.
• Customary work activities of employees of a
school or library are presumed to fall under the
definition of educational purposes.
Beginner’s Presentation I 2011 California Department of Education
47
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Preparing for the Cycle
Beginner’s Presentation I 2011 California Department of Education
48
Preparing for the Cycle
Tips
• Technology Plan –
TOM TORLAKSON
State Superintendent
of Public Instruction
– Is it still applicable?
– When does it expire?
• Know what you have and Assess what you will Need
– Review existing network structure, both telecommunications
and data
– Plan with Internal Stakeholders what growth in
telecommunication and hardware needs “Preparing for the
Bidding Process”
• Number of classrooms and computers with
phone/internet access
• NSLP data for discount percentage
• Ensure (CIPA) Compliance, implemented, board
approval.
Beginner’s Presentation I 2011 California Department of Education
49
Preparing for the Cycle
Teamwork
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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 year’s submitted applications
– Correspondence from SLD, Service Providers,
etc.
– All bids received and evaluation documents
– Calendar of Deadlines
Beginner’s Presentation I 2011 California Department of Education
50
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Form 470
Beginner’s Presentation I 2011 California Department of Education
51
Requesting Services
Technology Planning

TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 470
Competitive Bidding
FCC Form 471
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2011 California Department of Education
52
Form 470
Purpose
• Open the Competitive Bidding process
TOM TORLAKSON
State Superintendent
of Public Instruction
• Identify and describe your desired categories of
services and function of the services
• Describe the scope of your needs (e.g., a single
school building, a library system, a state
network)
• Notify potential bidders (service providers) of
the types and quantities of services that you
need
*Note* RFPs are not required by E-rate but you
must follow your local procurement policies
Beginner’s Presentation I 2011 California Department of Education
53
Form 470
Helpful link
TOM TORLAKSON
State Superintendent
of Public Instruction
• To download the form
– http://www.usac.org/sl/tools/requiredforms.aspx
– Tip: download and review the form prior
to beginning the online process
Beginner’s Presentation I 2011 California Department of Education
54
Form 470
Acronyms and Terms
TOM TORLAKSON
State Superintendent
of Public Instruction
• Billed Entity Number (BEN): an identification
number assigned by USAC to each school or
library building
• Personal Identification Number (PIN): code
assigned by USAC to applicants for use in
certifying program forms online
• USAC issues a PIN to every new authorized
person filing a paper Form 470, 471 or 486
• Request for Proposal (RFP): a bidding document
(not required by E-rate) that provides detailed
information about your services, locations, bid
submission requirements, etc.
• For E-Rate purposes – ANY additional information put
in writing is considered an RFP.
Beginner’s Presentation I 2011 California Department of Education
55
Form 470
Acronyms and Terms, cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• Allowable Contract Date (ACD): THE date 28
days after the Form 470 is posted to the USAC
website
– Contracts with Service Providers cannot be
signed until on or after the ACD.
– If an RFP is issued in conjunction with the
Form 470, whichever document is posted
last, determines the actual ACD.
Beginner’s Presentation I 2011 California Department of Education
56
Form 470
Key sections
• Block 2, Items 8 – 9
TOM TORLAKSON
State Superintendent
of Public Instruction
– Describe services you desire from Eligible
Services List
• Must fill out this Section even if you have an RFP
• Identify correct category of services you are
seeking, i.e., Telecommunications, Internet, etc.
– Allows for service provider to decide if they
qualify to bid
– Form 470 could be considered invalid without this
information
Beginner’s Presentation I 2011 California Department of Education
57
Form 470
Submit and Certify
• Once the Form 470 is submitted you must
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Certify online using a PIN, or
2. Print the certification page, sign and mail this
form ASAP-- “certified mail”
• Print the Form 470 for your records, and note
the Allowable Contract Date (ACD)
– ACD is also provided in the Receipt
Acknowledgement Letter (RAL)
– NOTE: do not award contract before ACD.
Beginner’s Presentation I 2011 California Department of Education
58
Certifications
16
a.
b.
TOM TORLAKSON
17
State Superintendent
of Public Instruction
Form 470
I certify that the applicant includes: (Check one or both.)
schools under the statutory definitions of elementary and secondary schools found in the No Child Left Behind Act of 2001, 20 U.S.C. §§ 7801
(18) and (38), that do not operate as for-profit businesses, and do not have endowments exceeding $50 million; and/or
libraries or library consortia eligible for assistance from a State library administrative agency under the Library Services and Technology Act
of 1996 that do not operate as for-profit businesses and whose budgets are completely separate from any schools (including, but not limited to
elementary and secondary schools, colleges, and universities).
I certify that, if required by Commission rules, all of the individual schools and libraries receiving services under this form are
covered by technology plans that do or will cover all 12 months of the funding year, and that have been or will be approved
by a state or other authorized body, or an SLD-certified technology plan approver, prior to the commencement of service.
Or I certify that no technology plan is required by Commission rules.
18
I certify that I will post my Form 470 and (if applicable) make my RFP available for at least 28
days before considering all bids received and selecting a service provider. I certify that all bids
submitted will be carefully considered and the bid selected will be for the most cost-effective
service or equipment offering, with price being the primary factor, and will be the most costeffective means of meeting educational needs and technology plan goals.
19
I certify that I will retain required documents for a period of at least five years after the last day of service delivered. I certify that I will retain all
documents necessary to demonstrate compliance with the statute and Commission rules regarding the form for, receipt of, and delivery of
services receiving schools and libraries discounts. I acknowledge that I may be audited pursuant to participation in the schools and libraries
program.
I certify that the services the applicant purchases at discounts provided by 47 U.S.C. § 254 will be used primarily for educational purposes and
will not be sold, resold or transferred in consideration for money or any other thing of value, except as permitted by the Commission’s rules at
47 C.F.R. §§ 54.500, 54.513. Additionally, I certify that the entity or entities listed on this form have not received anything of value or a promise
of anything of value, other than services and equipment sought by means of this form, from the service provider, or any representative or
agent thereof or any consultant in connection with this request for services.
I acknowledge that support under this support mechanism is conditional upon the school(s) and/or library(ies) I represent securing access,
separately or through this program, to all of the resources, including computers, training, software, internal connections, maintenance, and
electrical capacity necessary to use the services purchased effectively. I recognize that some of the aforementioned resources are not eligible
for support. I certify that I have considered what financial resources should be available to cover these costs.
I certify that I am authorized to procure eligible services for the eligible entity(ies). I certify that I am authorized to submit this request on behalf
of the eligible entity(ies) listed on this form, that I have examined this request, and to the best of my knowledge, information, and belief, all
statements of fact contained herein are true.
I certify that I have reviewed all applicable FCC, state, and local procurement/competitive bidding requirements and that I have complied with
them. I acknowledge that persons willfully making false statements on this form can be punished by fine or forfeiture, under the
Communications Act, 47 U.S.C. §§ 502, 503(b), or fine or imprisonment under Title 18 of the United States Code, 18 U.S.C. § 1001.
I acknowledge that FCC rules provide that persons who have been convicted of criminal violations or held civilly liable for certain acts arising
from their participation in the schools and libraries support mechanism are subject to suspension and debarment from the program.
20
21
22
23
24
Beginner’s Presentation I 2011 California Department of Education
59
Form 470
Roadmap to Success
• Allow adequate time for the following to be completed:
TOM TORLAKSON
State Superintendent
of Public Instruction
– Do your Form 470 NOW – Do not wait until the last
minute!
– Competitive Bidding – minimum of 28 days before
contract signing
– Local Procurement Rules must be followed
– Board Approval
– Signing Contracts
• Understand
– Your existing services & contracts
– Products and services you will need in the coming
year
• Identify E-rate category for each product and service, P1
or P2
Beginner’s Presentation I 2011 California Department of Education
60
Form 470
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• DO list your requested services on your Form 470 — and
on your RFP if you issue one.
• DO list your requested services in the correct categories
of service (Telecommunications, Internet Access, Internal
Connections, or Basic Maintenance of Internal
Connections).
• DO certify your Form 470 prior to the close of the Form
471 application window.
• DON’T allow a service provider that may bid on your
services to fill out your Form 470.
• DON’T wait until the Form 471 window opens to file your
Form 470.
• Additional tips @
http://www.usac.org/_res/documents/sl/pdf/tipsheets/applicant-checklist.pdf
Beginner’s Presentation I 2011 California Department of Education
61
Form 470
Receipt Notification Letter (RNL)
TOM TORLAKSON
State Superintendent
of Public Instruction
• Letter issues by USAC to applicant that
summarizes information entered on to the Form
470.
• This is Your GOLDEN Opportunity to review
application and correct minor errors
• Color coded to designate which E-rate Year (Yr
2012/2013, etc.)
• View Sample RNL @
http://www.universalservice.org/_res/documents
/sl/pdf/sampleletters/470RNL.acc.pdf
Beginner’s Presentation I 2011 California Department of Education
62
Form 470
Must I issue a Form 470 every year?
TOM TORLAKSON
State Superintendent
of Public Instruction
Applicants must file a new Form 470 each funding
year for requests for
• tariffed
• month-to-month services
• new contractual services.
• HOWEVER . . .
Beginner’s Presentation I 2011 California Department of Education
63
Form 470
Must I issue a Form 470 every year? – cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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 was being sought (perhaps
w/voluntary extensions)
– Determine if the Form 471 from the previous year (s)
included a multi-year contract
Beginner’s Presentation I 2011 California Department of Education
64
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Competitive Bidding
Beginner’s Presentation I 2011 California Department of Education
65
Competitive Bidding
Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 470


Competitive Bidding
FCC Form 471
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2011 California Department of Education
66
Competitive Bidding
Cornerstone of E-Rate
TOM TORLAKSON
State Superintendent
of Public Instruction
• All expiring and new contracts must be
competitively bid to receive E-rate funding
• Form 470 starts the bidding process with a
minimum of 28 days to receive bids
• Must respond to ALL vendors
– If you choose not to, you MUST have a good
reason, i.e., Spam
Beginner’s Presentation I 2011 California Department of Education
67
Competitive Bidding
Requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
• You must ensure that the competitive bidding
process is open and fair
– You must keep all incoming
bids/correspondence with bidders and
prepare to evaluate bids equally.
• All potential bidders have access to the
information from your Form 470 and RFP, and
they can respond to your requests.
Beginner’s Presentation I 2011 California Department of Education
68
Competitive Bidding
Examples of rule violations
TOM TORLAKSON
State Superintendent
of Public Instruction
• Applicant has a relationship with a service
provider that would unfairly influence the
outcome of a competition or furnish the service
provider with “inside” information
• Someone other than the applicant or an
authorized representative of the applicant
prepares, signs, and submits the Form 470 and
certification
Beginner’s Presentation I 2011 California Department of Education
69
Competitive Bidding
Examples of rule violations, cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• A service provider representative is listed as the
Form 470 contact person and that service
provider is allowed to participate in the
competitive bidding process
• Form 470 does not describe the desired
products and services with sufficient specificity
to enable interested parties to submit bid
responses
Beginner’s Presentation I 2011 California Department of Education
70
Competitive Bidding
Program Compliance
TOM TORLAKSON
State Superintendent
of Public Instruction
• http://www.sl.universalservice.org/reference/Best
Practices.asp
– Keep copies of all bids, winning and losing
– Keep documentation on the award process
and bid evaluation criteria for your award
• Keep all correspondence through the
bidding process
• Evaluation Criteria needs to be established
BEFORE you release the RFP/Form 470
– Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Beginner’s Presentation I 2011 California Department of Education
71
Competitive Bidding
Bid Evalution Acronyms and Terms
TOM TORLAKSON
State Superintendent
of Public Instruction
• Bid – A service provider response to your
Form 470 and/or RFP that contains services
and prices and any other information you
have requested
• Price as the primary factor – In evaluating
bids, the price of eligible products and
services must be the most heavily-weighted
factor in your evaluation of bids
Beginner’s Presentation I 2011 California Department of Education
72
Competitive Bidding
Choosing a Service Provider
TOM TORLAKSON
State Superintendent
of Public Instruction
• After you close the competitive bidding
process for your services (on or after the
ACD)
1.
2.
3.
4.
You can evaluate the bids received
You can choose your service providers
You can sign a contract
You can post a Form 471
Beginner’s Presentation I 2011 California Department of Education
73
Competitive Bidding
Bid Evaluation Program Compliance
TOM TORLAKSON
State Superintendent
of Public Instruction
• Best Practices:
– Use standard evaluation process for all bids.
– Keep evaluation documentation for each bid.
• 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; local procurement rules prevail
Beginner’s Presentation I 2011 California Department of Education
74
Competitive Bidding
Evaluation Criteria
TOM TORLAKSON
State Superintendent
of Public Instruction
• Price must be the most heavily weighted
factor
• 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 at
the time of the decision by the district
Beginner’s Presentation I 2011 California Department of Education
75
Competitive Bidding
Sample Bid Evaluation Matrix
TOM TORLAKSON
State Superintendent
of Public Instruction
Factor
Points
Available
30
Vendor
1
Vendor
2
Vendor
3
15
30
25
20
20
0
20
25
20
15
25
15
0
15
15
5
5
3
2
Local or in state vendor
5
5
5
5
Total
100
65
68
92
Price of the ELIGIBLE
goods and services
Prior experience w/
vendor
Prices for ineligible
services, products &
Fees
Flexible Invoicing: 472 or
474
Environmental objectives
Beginner’s Presentation I 2011 California Department of Education
76
Competitive Bidding
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• DO ensure a fair and open competitive bidding
process. All service providers must be treated
equally and cannot be given biased or privileged
knowledge of the bid.
• DO select the most cost-effective service provider,
with price as the primary factor.
• DO keep ALL records relating to the bid evaluation
process (correspondence with potential vendors,
winning and losing bids, worksheets, evaluation
criteria, contract, etc.). Note in a memo if one (or
no) bids are received.
• DO remember that contracts must be signed and
dated by the applicant/Board and service provider
before filing the Form 471.
• DON’T sign a contract until after the Form 470 has
been posted for a minimum of 28 days.
Beginner’s Presentation I 2011 California Department of Education
77
Competitive Bidding
Contract reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• Contract Reviews:
Do not wait until the last minute
– Leave time for board approval processes
and signatures
– Know what constitutes a fully executed
contract, i.e., Board Approval, etc.
• Some contracts may require 2 or more
signatures/dates to be fully executed
Beginner’s Presentation I 2011 California Department of Education
78
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Form 471
Beginner’s Presentation I 2011 California Department of Education
79
Ordering Services

FCC Form 470

Competitive Bidding

Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 471
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2011 California Department of Education
80
Form 471
Your application for funds
TOM TORLAKSON
State Superintendent
of Public Instruction
• Detailed information on services, service
providers selected, and contracts
• Must be filed every funding year
– (even on multi-year contracts)
• Includes one or more funding requests
Beginner’s Presentation I 2011 California Department of Education
81
Form 471
Purpose of the form
TOM TORLAKSON
State Superintendent
of Public Instruction
• Identify the eligible schools and libraries that will
receive services (Block 4)
• Include your discount calculation information
(Block 4)
• Provide specifics on selected service providers
and eligible services (Block 5)
– Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
• Certify your compliance with program rules
(Block 6)
Beginner’s Presentation I 2011 California Department of Education
82
Form 471
Acronyms and Terms
TOM TORLAKSON
State Superintendent
of Public Instruction
• Funding Request Number (FRN) – the
identification number assigned to a Form 471
Block 5 funding request
• Service Provider Identification Number (SPIN) –
the identification number assigned by USAC to
a service provider
• Service providers may have more than one
SPIN in order to identify separate business
units or states in which they operate
Beginner’s Presentation I 2011 California Department of Education
83
Form 471
Acronyms and Terms, cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• Receipt Acknowledgment Letter (RAL) – a letter
issued by USAC to the applicant and the
service provider that summarizes the
information provided in the Form 471
• Many entries on the Form 471 can be corrected
after submission by using the RAL
• These corrections must be submitted to USAC
no later than 20 days from the date of the RAL.
• Item 21 Attachment (Item 21) – the description
of services associated with funding request
(Item 21 on Form 471)
– Item 21 attachments can be submitted online, by
fax, email, or on paper
Beginner’s Presentation I 2011 California Department of Education
84
Form 471
Acronyms and Terms, cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• Non-instructional facility (NIF) – a school
building with no classrooms or a library building
with no public areas
– NIFs are eligible for Priority 1 services
– NIFs are eligible for Priority 2 services only if
necessary to provide effective transport of
information to classrooms or public areas of
libraries
– NIFs MUST BE LISTED ON THE FORM 471
BLOCK 4 WORKSHEET
Beginner’s Presentation I 2011 California Department of Education
85
Form 471
Sample form
TOM TORLAKSON
State Superintendent
of Public Instruction
• http://www.usac.org/sl/tools/requiredforms.aspx
• Tip – download and review the form prior to
filing online.
Beginner’s Presentation I 2011 California Department of Education
86
Form 471
Best Practices
– File Online
TOM TORLAKSON
State Superintendent
of Public Instruction
– Do not combine Priority 1 and Priority 2
services on the same Form 471
– Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application
year)
– Certify BEFORE close of window
•Certify online, if using PIN
•By track-able mail, if you do not use your PIN
** Bishop Perry Order – 15 day grace period for
certifications made after the deadline
http://www.usac.org/_res/documents/sl/pdf/List-of-CorrectableMinisterial-and-Clerical-Errors.pdf
Beginner’s Presentation I 2011 California Department of Education
87
Form 471
Certifications
31 I acknowledge that the discount level used for shared services is conditional, for future years, upon ensuring that the most disadvantaged schools
and libraries that are treated as sharing in the service, receive an appropriate share of benefits from those services.
TOM TORLAKSON
State Superintendent
of Public Instruction
32 I certify that I will retain required documents for a period of at least five years after the last
day of service delivered. I certify that I will retain all documents necessary to
demonstrate compliance with the statute and Commission rules regarding the
application for, receipt of, and delivery of services receiving schools and libraries
discounts, and that if audited, I will make such records available to the Administrator. I
acknowledge that I may be audited pursuant to participation in the schools and libraries
program.
33 I certify that I am authorized to order telecommunications and other supported services for the eligible entity(ies) listed on this
application. I certify that I am authorized to submit this request on behalf of the eligible entity(ies) listed on this application, that I
have examined this request, that all of the information on this form is true and correct to the best of my knowledge, that the entities
that are receiving discounts pursuant to this application have complied with the terms, conditions and purposes of the program, that
no kickbacks were paid to anyone and that false statements on this form can be punished by fine or forfeiture under the
Communications Act, 47 U.S.C. §§ 502, 503(b), or fine or imprisonment under Title 18 of the United States Code, 18 U.S.C. § 1001 and
civil violations of the False Claims Act.
34 I acknowledge that FCC rules provide that persons who have been convicted of criminal violations or held civilly liable for certain acts
arising from their participation in the schools and libraries support mechanism are subject to suspension and debarment from the
program. I will institute reasonable measures to be informed, and will notify USAC should I be informed or become aware that I or any
of the entities listed on this application, or any person associated in any way with my entity and/or the entities listed on this
application, is convicted of a criminal violation or held civilly liable for acts arising from their participation in the schools and
libraries support mechanism.
35 I certify that if any of the Funding Requests on this Form 471 are for discounts for products or services that contain both eligible and
ineligible components, that I have allocated the eligible and ineligible components as required by the Commission's rules at 47 C.F.R.
§ 54.504(g)(1), (2).
36 I certify that this funding request does not constitute a request for internal connections services, except basic maintenance services, in
violation of the Commission requirement that eligible entities are not eligible for such support more than twice every five funding
years as required by the Commission's rules at 47 C.F.R. § 54.506(c).
37 I certify that the non-discount portion of the costs for eligible services will not be paid by the service provider. The pre-discount costs of
eligible services featured on this Form 471 are net of any rebates or discounts offered by the service provider. I acknowledge that, for
the purpose of this rule, the provision, by the provider of a supported service, of free services or products unrelated to the supported
service or product constitutes a rebate of some or all of the cost of the supported services.
Beginner’s Presentation I 2011 California Department of Education
88
Form 471
Receipt Acknowledgement Letter (RAL)
TOM TORLAKSON
State Superintendent
of Public Instruction
Applicants should carefully review Form
471 RAL and must notify USAC of any
data entry errors within three weeks of
RAL postmark date.
•
http://www.usac.org/_res/documents/sl/pdf/sampleletters/471R
AL.pdf
Beginner’s Presentation I 2011 California Department of Education
89
Form 471
Item 21 attachment
TOM TORLAKSON
State Superintendent
of Public Instruction
• This document itemizes the dollar amount of
your funding request
– Substantiating documentation that proves
the pre-discount cost of services or products
– Should be clear and concise
– Must match the $ amount on the associated
Block 5.
• Sample formats available on USAC website
– http://www.sl.universalservice.org/reference/Form471
item21Attachments.asp
Beginner’s Presentation I 2011 California Department of Education
90
Form 471
Item 21 attachment, cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• Identify and remove ineligible costs from
Requested Amounts
• Work with service provider(s) to create your Item
21 attachment(s)
• Include your Item 21 with your application
• Ensure that each Item 21 total $ amount
matches the Form 471 Block 5 total $ amount.
Beginner’s Presentation I 2011 California Department of Education
91
Form 471
Recurring vs Non-Recurring
TOM TORLAKSON
State Superintendent
of Public Instruction
• Monthly Recurring Charges (MRC) = charges
incurred monthly, e.g., bills for ongoing phone
lines, monthly LD, etc.
• Non Recurring Charges (NRC) = one-time
charges, e.g., purchase of E-rate eligible
equipment
• Separate MRC from NRC in Form 471, Block 5
– Services that include recurring costs must ALWAYS
be received by June 30
– Services that include NRC must be received by
September 30 following the Funding Year (deadline
can be extended for certain circumstances)
Beginner’s Presentation I 2011 California Department of Education
92
Form 471
What if I miss the deadline?
TOM TORLAKSON
State Superintendent
of Public Instruction
• Form 471 is not submitted before the
close of “the window” or is not certified
within the grace period:
– The application will not be considered for
funding
Beginner’s Presentation I 2011 California Department of Education
93
Form 471
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• Do verify that services ordered match the category
requested on the correct Form 470.
• DO file separate Form 471 applications for Priority 1
services and Priority 2 services.
• DO read the Eligible Services List and request discounts
only on eligible services.
• DO complete and submit each Item 21 Attachment.
• DO split out requests of questionable eligibility into
separate Funding Request Numbers
• (FRNs).
• DO check your math. The Form 471 Block 5 amount and
correlated Item 21 attachment totals should match.
• DO file electronically and DO certify online before the close
of the window.
• DO keep a record of postmark or electronic submission.
Beginner’s Presentation I 2011 California Department of Education
94
General Reminders
• After Posting the Form 470
– WAIT AT LEAST 29 DAYS BEFORE:
TOM TORLAKSON
State Superintendent
of Public Instruction
1.
2.
3.
4.
Selecting a service provider
Signing a contract
Signing and dating the Form 471
Submitting the Form 471
•
Steps above MUST OCCUR IN THIS ORDER
• Both Applicant and Service Provider must sign
and date all contracts.
• Work with Telecom to consolidate their bills into
as few bills as possible
• Form 471 must be submitted before Form 471
filing deadline
Beginner’s Presentation I 2011 California Department of Education
95
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Application Review & Funding
Commitments
Beginner’s Presentation I 2011 California Department of Education
96
Application
Review/Commitments

FCC Form 470

Competitive Bidding

FCC Form 471

Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2011 California Department of Education
97
Application Review & Funding
Commitments
Acronyms and Terms
TOM TORLAKSON
State Superintendent
of Public Instruction
• Program Integrity Assurance (PIA) – the
USAC group that reviews and makes
funding decisions on program applications
• Funding Commitment Decision Letter
(FCDL) – a letter issued by USAC to the
applicant and the service provider that
contains commitment decisions on funding
requests
Beginner’s Presentation I 2011 California Department of Education
98
Application Review & Funding
Commitments
TOM TORLAKSON
State Superintendent
of Public Instruction
During PIA review, USAC reviews your
Form(s) 471 to:
• Check the eligibility of the schools and
libraries and their discount levels
• Verify that the services you requested are
eligible for discounts
• Give you an opportunity to make allowable
corrections to your form
• In some cases, ask for additional
verification of your compliance with program
rules
Beginner’s Presentation I 2011 California Department of Education
99
Application Review & Funding
Commitments
Be Responsive
TOM TORLAKSON
State Superintendent
of Public Instruction
• Respond promptly, answer questions in their entirety (you
are given 15 days initially)
• Document communication with PIA:
– e-mail is preferred (acknowledgement of receipt)
• Ask for more time if you need it
– May delay your application
• Don’t assume that Reviewer has your original Item 21
attachment
• Establish a working relationship: The PIA person can help
clarify questions raised in the review letter
• Contact your service provider immediately if you need
response information from them
• Contact the CDE for site validations, etc.
Beginner’s Presentation I 2011 California Department of Education
100
Application Review & Funding
Commitments
What happens after the review?
TOM TORLAKSON
State Superintendent
of Public Instruction
• A Decision: A Funding Commitment Decision
Letter (FCDL) is sent to the applicant.
• The letter notifies you that your request is
– Funded
– Partially funded
– Not Funded
– As Yet Unfunded (Priority 2 requests)
– Cancelled
Beginner’s Presentation I 2011 California Department of Education
101
•SAMPLE FCDL:
http://www.usac.org/_res/docum
ents/sl/pdf/sampleletters/form471-FCDL-applicant.pdf
TOM TORLAKSON
State Superintendent
of Public Instruction
•Carefully review FCDL
for details on approved or
denied requests and your
next steps
•Should be your “trigger”
to file subsequent forms
both for USAC and
Service Providers
•Starts deadline clock for
appeal on denial(s) – 60
Days:
http://www.usac.org/sl/ap
plicants/step09/
Beginner’s Presentation I 2011 California Department of Education
102
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Begin Receiving Services
(Form 486)
Beginner’s Presentation I 2011 California Department of Education
103
Begin Receiving Services

FCC Form 470

Competitive Bidding

FCC Form 471

Application Review & FCDL 
Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2011 California Department of Education
104
Begin Receiving Services
(Form 486)
TOM TORLAKSON
Acronyms and Terms
State Superintendent
of Public Instruction
• Form 486 Notification Letter – a letter
issued by USAC to the applicant and
service provider after a Form 486 has been
processed
• Children’s Internet Protection Act (CIPA) –
a law with specific requirements on
Internet safety policies and filtering
Beginner’s Presentation I 2010 Schools & Libraries Fall Applicant Trainings
105
Begin Receiving Services (Form 486)
Form 486
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2011 California Department of Education
106
Begin Receiving Services (Form 486)
The Purpose of Form 486
TOM TORLAKSON
State Superintendent
of Public Instruction
• Notifies USAC that your eligible services have
started or have been delivered and that
invoices for those services can be processed
and paid
• Provides the name of the TPA (Technology
Plan Approver) that approved your technology
plan
• Reports your status of compliance with CIPA
Beginner’s Presentation I 2011 California Department of Education
107
Begin Receiving Services (Form 486)
Deadline
• Filed AFTER receipt of FCDL
TOM TORLAKSON
State Superintendent
of Public Instruction
– Form 486 must be filed online or postmarked
no later than
• 120 days after the Service Start Date OR
• 120 days after the date of the FCDL
– Whichever is later
Grace period from USAC – letter giving additional 20
days to file 486 – (Alaska Gateway order)
•Take this letter seriously! Do NOT miss the
486 deadline for your district
–
http://www.universalservice.org/sl/applicants/step10/for
m486-filing-information.aspx
Beginner’s Presentation I 2011 California Department of Education
108
Begin Receiving Services (Form 486)
What if I miss the deadline?
TOM TORLAKSON
State Superintendent
of Public Instruction
• If the Form 486 is late, your Service Start
Date will be adjusted to 120 days prior to
the online submission or 120 days prior to
the postmark.
• WILL affect telecommunications and
internet access
– Funding will more than likely be reduced
• MAY affect internal connections
– Depends on installation date compared
to service start date
Beginner’s Presentation I 2011 California Department of Education
109
Begin Receiving Services (Form 486)
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• DO file within 120 days of the service start date (July 1
for recurring services) or FCDL date, WHICHEVER IS
LATER.
• DO understand early filing rules if filing BEFORE July 1.
• DO review the Form 486 Notification Letter to verify all
FRNs were included.
• DO maintain open communication with your service
provider regarding non-recurring services. They can not
invoice USAC until the Form 486 is filed.
• DO make sure your Technology Plan is approved (as
applicable)
• DO make sure you are CIPA compliant.
• DON’T wait until the last minute.
• DON’T ignore a Form 486 Reminder Letter.
Beginner’s Presentation I 2011 California Department of Education
110
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Invoicing USAC
(Form 472 and Form 474)
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111
Invoicing USAC

FCC Form 470

Competitive Bidding

FCC Form 471

Application Review & FCDL

FCC Form 486

Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2011 California Department of Education
112
Invoicing USAC (Form 472 and Form 474)
Applicants have a choice between two
methods of invoicing:
TOM TORLAKSON
State Superintendent
of Public Instruction
Billed Entity Applicant Reimbursement (BEAR)
Form 472 is filed by the applicant and approved
by the service provider after the applicant has
paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed
by the service provider after the applicant has
been billed for the non-discount portion of the
cost of eligible services
• Note: Telecommunications Services & Internet
Access that are eligible for CTF Discounts must
use SPI process
Beginner’s Presentation I 2011 California Department of Education
113
Invoicing USAC (Form 472 and Form 474)
Requirements to fulfill before invoicing
USAC
TOM TORLAKSON
State Superintendent
of Public Instruction
• Applicants and Service Providers must receive
an FCDL from USAC for the services being
invoiced
• Applicants must file a Form 486 and receive a
486 Notification Letter
• Service Providers must file a Form 473
– Form 473 can be filed after USAC has
announced the opening of the application
filing window
Beginner’s Presentation I 2011 California Department of Education
114
Invoicing USAC (Form 472)
Form 472
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2011 California Department of Education
115
Invoicing USAC (Form 472)
Filed by applicant
• Once form is filled out, it must be signed by
TOM TORLAKSON
State Superintendent
of Public Instruction
– Applicant
– Service Provider
Note: BEAR can be done online
• Form is then mailed to SLD (unless certified
online)
– SLD reviews the form
– BEAR Notification is sent to both Applicant
and Service Provider
• Check is sent to Service Provider
• From the date Service Provider receives funds
from USAC, they have 20 days to reimburse
Applicant.
Beginner’s Presentation I 2011 California Department of Education
116
Invoicing USAC (Form 474)
Filed by Service Provider
TOM TORLAKSON
State Superintendent
of Public Instruction
• Used by Service Providers (SP)
– Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all
relevant forms are submitted
– Allows applicant to eventually pay only their nondiscounted portion
– SP Forms such as “Grid” and “Data Gathering
Form” MUST be submitted
• Every SP has their own process and suggested
deadline
• Follow up with SP to ensure receipt of funds
• Helps your district/library’s CASH FLOW !
RETURN GRIDS/Data Gathering information to
SP ASAP to start discounts!
Beginner’s Presentation I 2011 California Department of Education
117
Invoicing USAC
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• DO pay your bills. The expectation of E-rate funding does
not preclude your obligation to pay your bills.
• Do ensure your Form 486 is filed in a timely manner.
Invoicing cannot occur until Form 486 is filed and certified.
• DO, if using the SPI method, ensure that all service provider
forms are completed and returned in a timely manner.
• DO work with your service provider to verify discounts
posted on your invoices.
• DO file the BEAR form prior to the Invoice Deadline.
• DO document your BEAR form calculations and retain for
audit purposes.
• DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding
by the invoicing deadline.
• DON’T assume the discounts posted are correct.
• DON’T include ineligible costs in your BEAR form amount.
Beginner’s Presentation I 2011 California Department of Education
118
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Deadlines
Beginner’s Presentation I 2011 California Department of Education
119
Deadlines
Application Deadlines
TOM TORLAKSON
State Superintendent
of Public Instruction
• Form 470 - Posted at least 28 days before
the filing of the Form 471, keeping in mind
the Form 471 application filing window
opening and closing dates
• Form 471 - Received or postmarked no
later than 11:59 p.m. EST on the day of the
close of the Form 471 application filing
window (exact date will be posted on our
website)
Beginner’s Presentation I 2011 California Department of Education
120
Deadlines
Application Deadlines, cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• Form 486 - Received or postmarked no later
than 120 days after the date of the USAC
Funding Commitment Decision Letter or the
service start date, whichever is later
• Form 472/Form 474 - Received or postmarked
no later than 120 days after the date of the
Form 486 Notification Letter or the last date to
receive service, whichever is later
• Appeals - Received or postmarked no later
than 60 days after the date of USAC's decision
letter
Beginner’s Presentation I 2011 California Department of Education
121
General Reminders
Document Retention
• Keep for 5 years after last date of service
TOM TORLAKSON
State Superintendent
of Public Instruction
– Be aware of contract dates and extensions
– All USAC correspondence, including Quarterly
Disbursement Reports
• Make sure all departments understand
documentation retention requirements for ERate
• Align Board policies with E-rate requirements
• Per 5th Report and Order: if applicant can’t
prove compliance with rules through
documentation, they must assume that you
didn’t follow the rules
• No documentation = Recovery of Funds
(Applicant may have to pay back the SLD for E-rate discounts
they already received)
Beginner’s Presentation I 2011 California Department of Education
122
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
CALNET 2
Beginner’s Presentation I 2011 California Department of Education
123
CALNET 2
What is CALNET 2?
TOM TORLAKSON
State Superintendent
of Public Instruction
• State master contract that was competitively bid
and put in place by a State of CA for use by
others {city, county government, K-12 public
schools, etc.}
• Awarded by State of CA to AT&T and Verizon
• Resulting award was four (4) Master Service
Agreements (MSAs):
–
MSA 1 – awarded to AT&T
•
–
MSA 1 – awarded to AT&T
•
–
Long Distance Network Based Services -
MSA 3 – awarded to Verizon
•
–
Voice, Data & Video Services
Internet Protocol (IP) Voice, Data & Video Services
MSA 4 – awarded to Verizon
•
Broadband Fixed Wireless Access (BFWA) Data Services -
• Each MSA is a five-year contract and included
an option for two (2) one-year extensions
Beginner’s Presentation I 2011 California Department of Education
124
CALNET 2
E-Rate Background
TOM TORLAKSON
State Superintendent
of Public Instruction
• State of CA issued CALNET 2 RFP in 2005 for
P1 (Telecom & Internet Services).
• State issued E-rate Form 470
#267290000544188 in conjunction with RFP.
• CALNET 2 contracts, MSA 1 and 2 awarded to
AT&T, signed on 1/30/2007.
• The current expiration date is now set for
January 29, 2014
– The State exercised the option to extend the
CALNET 2 contract by two (2) years
– The FCC allowed the extension to the original
expiration date for E-Rate purposes via a waiver
Beginner’s Presentation I 2011 California Department of Education
125
CALNET 2
Status of CALNET 2
TOM TORLAKSON
State Superintendent
of Public Instruction
•
Current AT&T CALNET 2 customers automatically have option
to continue receiving services under CALNET 2 through “new”
expiration date of 1/29/14.
•
AT&T Customers were NOT REQUIRED to sign any additional
documentation to continue receiving existing CALNET 2
services.
– Note: Requests for new Service Categories and/or requests for
new optical services will require new documentation.
•
If non-State customer does not want to continue receiving
CALNET 2 services beyond 1/29/12, non-State customer may
terminate ATO with no penalty, provided ATO has been in effect
for minimum of two yrs.
- If termination occurs within two yrs of execution, early termination
fees may apply.
Beginner’s Presentation I 2011 California Department of Education
126
CALNET 2
Questions?
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2011 California Department of Education
127
TOM TORLAKSON
State Superintendent
of Public Instruction
California Teleconnect
Fund
Beginner’s Presentation I 2011 California Department of Education
128
California Teleconnect Fund
Overview
TOM TORLAKSON
State Superintendent
of Public Instruction
• The California Public Utilities Commission (CPUC)
established the California Teleconnect Fund (CTF) in
1996 and is solely funded through an all end-user
surcharge placed on all intrastate telecommunications
services in California.
• The CTF program 50% discount on selected
telecommunications services to qualifying K-12 schools,
community colleges, libraries, government-owned and
operated hospitals and health clinics, non-profit
community based organizations, California Telehealth
Network Consortium.
• Program website:
http://www.cpuc.ca.gov/PUC/Telco/Public+Programs/CTF/
Beginner’s Presentation I 2011 California Department of Education
129
Who is Eligible for CTF?
TOM TORLAKSON
State Superintendent
of Public Instruction
• Schools: Public or nonprofit private schools
that provide elementary or secondary
education and that have endowments under
$50 million.
• Libraries: Libraries eligible to participate in
state-based plans for funds under Title III of
the Library Services and Technology Act.
Beginner’s Presentation I 2011 California Department of Education
130
Who is Eligible for CTF (continued)
TOM TORLAKSON
State Superintendent
of Public Instruction
– Hospitals and health clinics that are owned and
operated by a municipal, county government, or a
hospital district.
• Community based organizations (CBOs):
o must be a tax-exempt organization as described
in Section 501 (c)(3) or 501 (d) of the Internal
Revenue Code, Title 26 of the United States
Code and must also have a Form 990.
o Second, they must offer health care, job training,
job placement, 2-1-1 referral services and
information (approved by the Commission),
educational instruction, or a community
technology program offering access to and
training in the Internet and other technologies.
• California Community Colleges
• California Telehealth Network Consortium
Beginner’s Presentation I 2011 California Department of Education
131
TOM TORLAKSON
State Superintendent
of Public Instruction
Qualified organizations may receive 50% discount
on the following telecommunications services
• Measured Business service
• Centrex, PBX Trunks
• ISDN service
• DS1 service
• DS3 service
• Up to and including OC-192 services, or their
functional equivalents
• Internet access services, with certain exceptions,
as defined under the FCC’s website
• Multi-Protocol Label Switching
o Service Providers may use different terminology to “name” their
CTF-eligible services. Contact the applicable Service Provider for
more details which billing components and named services are
eligible for CTF discounts.
o Not all billing elements associated with the above named services
may be eligible for CTF discounts, e.g., usage is not eligible, federal
taxes and surcharges not eligible, etc.
Beginner’s Presentation I 2011 California Department of Education
132
Internet Services eligible for CTF, Effective
12/1/2008:
TOM TORLAKSON
State Superintendent
of Public Instruction
• The definition of Internet Access is the same as
that used by the FCC.
• Internet definition can be found @
http://fjallfoss.fcc.gov/edocs_public/attachmatch/FCC-08-265A2.pdf
• Eligible Internet Services include:
o landline; and
o satellite/wireless Internet access, including cellular
data plans and laptop cards
o Service Providers may use different terminology to “name” their
CTF-eligible services. Contact the applicable Service Provider for
more details which billing components and named services are
eligible for CTF discounts.
o Not all billing elements associated with the above named services
may be eligible for CTF discounts.
Beginner’s Presentation I 2011 California Department of Education
133
SB1102 IMPACT ON PARTICIPATING SCHOOLS
AND LIBRARIES
TOM TORLAKSON
State Superintendent
of Public Instruction
• CTF service providers are required to apply
the California statewide average E-rate
percentage before calculating the CTF
discount (this calculation only reduces
customer’s eligible dollar amount
considered for CTF discounts; it does not
provide the customer an E-rate discount)
on eligible services, where applicable.
• “NEW “ (effective 7/1/12)….Community
based organizations (CBOs) that offer Head
Start programs will see CTF discounts
stacked, just as with schools and libraries
Beginner’s Presentation I 2011 California Department of Education
134
Services that are Ineligible for E-rate, but eligible
for CTF
TOM TORLAKSON
State Superintendent
of Public Instruction
• If an applicant is a public or private school or public library,
eligible to receive E-rate discounts, but subscribe to
telecommunications services that are ineligible E-rate
discounts, those services will not be affected by SB1102.
• CTF applicant is required to provide documentation to their
carrier identifying each CTF service/circuit ID and the reason
why they are ineligible for E-rate discounts.
• Contact your carrier to inquire what paperwork they require to
accommodate for these situations.
• E.g., currently, data plans for wireless are only eligible for Erate if used on campus. Off campus usage is not currently
eligible. If school or library is not applying for E-rate for the
data plans or is cost allocating only for a portion of the off
campus usage & is applying for CTF for the card, customer
must submit CTF Eligible/E-rate Ineligible Services form
(annually) to receive 50% discount CTF discounts without
stacking.
Beginner’s Presentation I 2011 California Department of Education
135
Questions?
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2011 California Department of Education
136
Who to Contact?
TOM TORLAKSON
State Superintendent
of Public Instruction
• State Library: Rushton Brandis,
(916) 653-5471
[email protected]
• CDE/E-rate: John Vardanega,
(916) 323-2241
[email protected]
• CDE/EETT: Tech Plans: Doris Stephen,
916-324-9943
[email protected]
• K-12 HSN/Butte COE: Russ Selken
530-532-5678
[email protected]
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