Important Information - Arkansas Funds For Learning, LLC September 2016 Email...
Transcript of Important Information - Arkansas Funds For Learning, LLC September 2016 Email...
FundsForLearning,LLC September2016
ImportantInformation
• FundsForLearningusesitsbesteffortstoensurethatalloftheE-rate-relatedinformationthatitprovidesisaccurate,current,andcompleteasofthedateoforiginalpresentation.However,becauseofthedynamicnatureofE-rateprogramrules,regulations,andprocedures,FFLcanneitherwarrantnorguaranteetheaccuracy,currency,orcompletenessofthisinformation.
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 1
E-rateReviewandUpdate:FY2017
BrianStephensSeniorTechnologyandRegulatoryAnalystFundsForLearning,LLC
Email [email protected]@FFL
FundsForLearning,LLC September2016
Agenda
• E-rateProgramIntroduction• StrategicPlanningforFY2017• ProductandServiceEligibility• CompetitiveBidding,VendorSelection,andContracting› Livedemo:FCCForm470inE-rateProductivityCenter(EPC)
• ApplyingforE-rateDiscounts› Discountratecalculation,filingtheForm471
• E-rateInvoicingandPaymentProcess
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AboutFundsForLearning
• FocusedexclusivelyonE-ratecompliance• Experiencepreparing$1.5billionrequests• Nationwideclientbasesince1997• FFLclientsrepresentover11,000sites› FY2015:$156millionrequested;13,661detailrequestlines
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FundsForLearning,LLC September2016
E-rateProgramIntroduction
AbouttheE-rate
• Largestsinglesourceofed-techfundinginUSforK-12schools› Public,private,andcharterschools(nearlyallparticipate)› Publiclibrariesalsoqualify› Fundsprovidediscounts oneligiblepurchases
• Annualprogramcap:≈$3.9billion(inflationadjusted)› Unusedfundsmay“rollover”› FY2017:$4B+totalavailability
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FundsForLearning,LLC September2016
AbouttheE-rate
• Who’sincharge?› FederalCommunicationsCommission(FCC)› UniversalServiceAdministrativeCompany(USAC)› SchoolsandLibrariesDivision(SLD)
• Sourceoffunds:UniversalServiceFund› Telephonebillsurcharge› Notpartoffederalbudget
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Discountprogram
• Notagrant:E-rateisadiscountprogram• Category1discounts:20%- 90%› TelecommunicationsServices› InternetAccess
• Category2discounts:20%- 85%discounts› Internalconnections(andmaintenance)› Managedinternalbroadbandservice(“managedWi-Fi”)› Subjectto5-yearfundingcappersite
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FundsForLearning,LLC September2016
ApplicantRequirements
• ComplywithChildren’sInternetProtectionAct› Filteringandmonitoringofactivities› Acceptableusepolicy› Educationregardingappropriateonlinebehavior
• Budgetforportionofserviceandpayinvoices• Submitallpaperworkontime• BeresponsivetoUSACinquiries• Keepgoodrecords
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ApplicantSteps
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PlanforTechnology
BidandAward
Contracts
ApplyforDiscounts
RespondtoQuestions
ReceiveServices
Summer/Fall2016 Summer2017
SubmitPaymentPaperwork
Jan-Mar2017(est)
FundsForLearning,LLC September2016
E-rateOpportunity
• Providesaccessto21stcenturytechnologies› Increasesopportunitiesforanytime/anywherepersonalizedlearning› Boostscommunicationamongparents,teachers&admin› Enhancessafetyandsecurity
• Enhancespurchasingpower,allowsbudgetstostretchfarther
• Positivelyimpactsstudents,teachersandparents
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 11
E-rateChallenge
• Stringentrules,procedures,deadlines,andforms
• Process‘improvements’createnewlearningcurves
• Lengthytimelinestoreceivefundingandkeeppaperwork› Projectsaredelayedpendingfundingaward
• Failuresresultinrepayment,fines,and/orincarceration
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FundsForLearning,LLC September2016
Arkansas:BytheNumbers
• FY2016:$47.4Mrequested› $39MC1,$8.1MC2› $8.4Mcommitted;$37.6Mpending› DISApplication:$19.1M
• LargestFY2016totalrequested:LittleRock($2.1M)
• SmallestFY2016total:CarrollandMadisonLibrary($388.80)
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StrategicPlanning
FundsForLearning,LLC September2016
SuccessfulApplicantsHaveaPlan
• Strategicplanning iskeytoE-ratesuccess:› Defineneeds› Datesanddeadlines› Resourceallocation› Annualbudgets› Ongoingtraining
• Writeitdown!StoreyourE-ratestrategicplanwithprogramcompliancedocuments
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EffectivePlanning:DeterminingNeeds
• ForecastforneedsstartingJuly1,2017 throughJune30,2018
• Considerinitiativesthatmayrequireincreasedservicelevels› Internetspeed/bandwidth› Wirelessnetworkcoverage,density,speed› WANbandwidthand/orupgrades
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FundsForLearning,LLC September2016
EffectivePlanning:EstablishaTimeline
• Setatargetdate forfilingyourForm471andworkbackwards:› Form471preptime› Contractnegotiation,approval,andsignature
• Board/cityapproval?Reviewmeetingschedules!› Bidevaluation/scoringproposals› 28dayopenbiddingprocess› Form470preptime› Strategicplanninganddeterminationofneeds
• Considervacations,holidays,otherdeadlines
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EffectivePlanning:Timelines
• Don’tforgetprioryears’fundingapplications!› Deadlinesforservicedelivery
• MostprojectsmustbecompletebyeitherJune30orSeptember30
› Deadlinesforpaymentpaperwork• Onlyasingle120dayextension!
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FundsForLearning,LLC September2016
EffectivePlanning:KnowWho’sResponsible
• Understandinter-departmentalneeds› Whoisinvolvedinthedecision-makingprocess?› WhatistheirschedulefromnowuntilMay?
• Whatifyouwinthelottery?› Considerinternalknowledgetransfer!Whohasyourback?
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EffectivePlanning:Budgets
• Rememberthatvoiceserviceisbeingphasedout› FY2017discountonvoice:yourdiscount-60%› Voicespecialfeatures,cellulardata/textplansineligible
• Mission-criticalservices:budget100%› E-ratediscountscanbereimbursed
• Norestrictionontheuseofreimbursementfunds
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FundsForLearning,LLC September2016
DemonstratingCompliance
• “Gettingfunded”isthewronggoal› Beingcompliant iswhereyoushouldaim› Requiresknowledgeoftherulesandaplantofollowthem
• Pastsuccessisnopredictoroffutureperformance› E-ratehasnostatuteoflimitations
• Afundingdisbursementsubjectsyoutorevieworaudit› Nostatuteoflimitations
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DocumentingCompliance
• E-rateis documentretention› Need“harddocumentation”aswellasinstitutionalknowledge› Prepare(andsave)adocumentretentionpolicy
• Foreverynumber,fact,orfigureonaForm:› “HowcanIproveit?”› Canyouverifythedateofyourbackupdocuments?› Canyoufindothers’work,andcantheyfindyours?
• Retentionrequirement:10yearsfromlastdateofservice
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FundsForLearning,LLC September2016
ProductandServiceEligibility
EligibleServicesList
• Defineswhatproductsandservicesqualifyfordiscounts› Focusedonbroadbandconnectivityandinfrastructure› Eligibilitydefinedbyfunctionality
• FY2017listfinalizedonSeptember12› Subjecttoannualreviewandcommentperiod
• NotlistedintheESL?Assumeitisnoteligible
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FundsForLearning,LLC September2016
EligibilityConditions
• ListedonESLaloneisnotenough› Mustsupporteducationalpurposes› Mustbeusedbyeligibleusers,ineligiblelocations
• MatchesdescriptiongiventoUSAC
• Ineligibleitemsremovedfromrequest
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ServiceCategories
• Twofundingcategories:› Category1(“C1”):servicetothebuilding
• TelecommunicationsandInternetaccess
› Category2(“C2”):servicewithinthebuilding• Internalconnections,managedinternalbroadbandandbasicmaintenance
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FundsForLearning,LLC September2016
Category1Discounts
• Broadbandconnectivity:› Internetaccess
• Transportandbandwidth
› Wideareanetworks• Point-to-pointconnectivitybetweenschoolsandcampuses
› Transporttechnologycanbecopper,fiber,satellite,wireless,etc.
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Category1:Fiber
• FiberopticWANshavethreeclassifications:› LIT:vendor-ownedfiber,electronics,andmanagement› DARK:vendor-ownedfiber,applicant-ownedelectronicsandmgmt› SELF-PROVISIONED:applicant-ownedfiber,electronics,andmgmt
• Dark/self-provisionedrequireslitfiberbidandcomparison› Applicationprocesscanbeabitmorecomplicated
• “SpecialConstructionCharges”alsoeligible
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FundsForLearning,LLC September2016
Category1:Voice
• Eligiblevoiceservices› Analoglines(POTS/Centrex)› InterconnectedVoIP› Longdistance› Cellularvoice(excludingdataandtextmessageplans)› Circuitsdedicatedtovoice(i.e.SIPtrunks,PRIs)
• 60 percentagepointreductioninFY2016
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Category1:VoicePhase-down
• Standarddiscountless60%• SeparateservicedesignationonForm471• Requiresseparatefundingrequest(FRN)
90%
70%
50%
30%10% 0%0%
20%
40%
60%
80%
100%
FY2014 FY2015 FY2016 FY2017 FY2018 FY2019
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FundsForLearning,LLC September2016
Category2PurchasesandServices
• Connectivitywithin buildings
• Threecategories:› InternalConnections› ManagedInternalBroadbandService› BasicMaintenanceofInternalConnections
• Subjecttofive-yearC2fundingcap
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Category2:InternalConnections
• BasicLANinfrastructure› Switches› Routers› Wirelessaccesspoints(WAPs)andcontrollers› Structuredcablingandinstallation
• “Cloud”LANinfrastructure› Wirelesscontrollersinthecloud,etc.
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FundsForLearning,LLC September2016
Category2:InternalConnections
• Cachingcomponents› “Cachingstoresinformationlocallysothattheinformationisaccessiblemorequicklythanifitmustbetransmittedacrossanetworkfromadistance.”
› WANandInternetbandwidthoptimization
• “Basic”firewalls› Excludesadvancedsecurityfeatures:IPS,anti-X,filtering,NAC,etc.
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Category2:InternalConnections
• Additionalinfrastructureforeligibleequipment› Cablingconduit,raceways,connectors,patchpanels,consumables› Equipmentracksforeligibleequipment› UninterruptiblePowerSupply(UPS)foreligibleequipment
• Installationandconfigurationcharges
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FundsForLearning,LLC September2016
Category2:InternalConnections
• Additionalcharges› Shipping› Taxes› Mostfees› Trainingservices(limitedtoeligibleusersonly)
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Category2:ManagedInternalBroadband
• “ManagedWi-Fi”andothermanagedLANservices
• Vendormanageson-campusnetwork(s)› Applicant-ownedorleasedequipment,oracombination› Includes24/7networkmonitoring,management,maintenance
• LimitedtomanagementofeligibleICequipmentonly
• DeductedfromoverallCategory2budgetcap
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FundsForLearning,LLC September2016
Category2:BasicMaintenance
• Repairandupkeepofeligiblecomponents› Specifytype/locationofequipment;keeplogs› Break-fixbillingpreferred
• Basictechnicalsupport› Softwarebugfixes/patches/minorupdates› Configurationchanges› Onlineortelephonesupport› Labor,issueresolution
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Category2:BasicMaintenance
• “UnbundledWarranties”ineligible› Advancehardwarereplacementineligible› Hardwarerepair:break/fixor“perincident”only
• Contractsmaybefixed-price(orchargedannually)› Musthave“proofthatworkwasdone”
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FundsForLearning,LLC September2016
IneligibleServices
• Contentorapplications› Curriculumsubscriptions,“cloud”apps,websitehosting,e-mail
• Mostnetworkmonitoringormanagementservices› Exception:managedinternalbroadbandservices
• Mobiledataplans› Exception:mostcost-effectivemeansofaccess
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IneligibleProducts
• VoiceHardware› PBXequipment,VoIPsystems,UnifiedCommunications
• Serversandstorage› Onlyexception:serversforcaching
• VideoHardware› CODEC,conferencingendpoints,MCUs
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FundsForLearning,LLC September2016
IneligibleProducts
• End-userdevices› Telephonehandsets– evenifbundled,monitors,speakers,cameras,projectors,whiteboards
• End-userworkstations› Laptops,desktops,tablets
• End-userapplications(cloudorpremise)› Learningmanagementsystems,sociallearningsystems,studentinformationsystems,webconferencing
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IneligibleProducts
• Non-criticalinfrastructure› Wirelesstracking
• “Advanced”networksecurity› IDS/IPS,NAC,anti-virus,anti-spam,deeppacketinspection
• Contentfiltering› RequiredforCIPAcompliance,butnoteligible
• Non-LANcomponents› Surveillance,physicalsecurity,gateways,authentication
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FundsForLearning,LLC September2016
CostAllocations
• E-ratediscountsavailableonlyforeligiblegoods/services
• Mixedeligible/ineligibleuseitemsrequirescostsplit› Mustbebasedon“fairandreasonable”qualitativecriteria
• Cost-allocationsapplytoequipmenttypeanduse› Nodiscountforineligiblefeatures
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EligibleUsersandLocations
• Productsandservicesmust“serve”eligibleusers
• Category1serviceseligibleatalllocations
• Category2serviceseligiblein“areasofinstruction”only› “Hub”sitescanhouseequipmentforlocationsserved› WillusepartoftheC2budgetforeachsite
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FundsForLearning,LLC September2016
CategoryOnevs.CategoryTwo
• Ruleofthumb:› WIDEareanetwork(WAN)equipment:CategoryOne
• WAN:separatecampusorschool
› LOCALareanetwork(LAN)equipment:CategoryTwo
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CategoryOne
• Connectionsbetweenseparateschools› Anytown MiddleSchooltoAnytown HighSchool› Canbeonthesameproperty,acrossthestreet,oracrosstown
• Connectionsbetweenmultiplecampusesofasingleschool› Oneschoolthathasbuildings“milesapart”
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FundsForLearning,LLC September2016
CategoryTwo
• Connectionsbetweenbuildingsonasinglecampus› Anytown MStoAnytown MS’cafeteriaonthesameblock› Anytown MStoexpansionclassroomsacrossthestreet› Anytown MStoanyAnytown MSbuildingnot“milesapart”
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Category2Budgets
FundsForLearning,LLC September2016
DiscountsforOn-CampusNetworks
• Category2fundswillbeavailable inFY2017
• Fundedbyrolloverfromprioryears
• FCCuses“budgets”tocapeachapplicants’C2support› Capdesignedtospreadoutfunding› Approx.25%fullyutilized;30%havenotyetapplied
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Category2BudgetCaps
• Calculatedonbuilding-by-buildingbasis› Capiscumulative,appliedover5years› Nosharingofcapbetweensites
• Pre-discountfactormultipliedbydiscountrate› School@$150/student;library@$2.30or$5.00/sq-ft ($9,200min)
• NobudgetforNIFs
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FundsForLearning,LLC September2016
Category2BudgetCaps
• Capsareineffectforfiveyears› Nomore“two-in-five”rule› ClockstartsinFYwithfirstfundingrequest
• Capsadjustannually› Studentpopulationincrease=capincrease› Decreasescanoccur(norepaymentrequired)
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Category2BudgetCaps
• Sharedinfrastructure(hubs):› Costmustbedividedamongsitesserved
• Allocationmethods:› Persite(totalnumberofsitesserved)› Studentcount(enrollmentateachsiteserved)› Other‘fairandreasonable’method
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FundsForLearning,LLC September2016
CalculatingCategory2Caps
• Foreachschoolsite:1. DetermineFY2017siteenrollment(example300students)2. Enrollment*$150 (300*$150=$45,000)3. Multiplybydiscountrate(example80%;$45,000*80%=$36,0004. Subtractapprovalsfromprioryears(ifapplicable)
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CalculationExamples
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Enrolled:300
students
$150perstudent
DiscountRate:80%
FY15,16Approved:
$0
Sitecap:$36,000
Enrolled:400
students
$150perstudent
DiscountRate:60%
FY2015Approved:$10,000
Sitecap:$26,000
FundsForLearning,LLC September2016
CompetitiveBiddingandVendorSelection
ProcurementProcessSummary
• All E-ratediscountedservicesmustbecompetitivelybid:› Exemptionfor“lowcost”Internet:100/10speed@$3,600/yr orless
• Evaluatebidsreceived
• Signcontractsandserviceagreements
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FundsForLearning,LLC September2016
FCCForm470
• PostedonUSAC’swebsite› Describesproductsandservicesrequested› Includesattachments(RFPs)andotherinformation› Includescontactinformation
• Filedatanytimeduringtheyear› FY2017Form470canbefilednow› Arkansasapplicants:youcanbethefirst!
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 57
FCCForm470
• Biddingperiodis28daysfromthedatetheForm470isfiled› “AllowableContractDate”marksendof28dayperiod› RFPshouldalsobeopenfor28concurrentdays
• Documentretention› Keepcopiesofallbidsreceived(evenlosingbids)› Keeprecordsofcommunication(s)withbonafiderespondents
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FundsForLearning,LLC September2016
Form470Scope
• The470setstheoverallscopeofafundedproject• <somescope>› CompetitivelybidviaForm470› Contracted› RequestedviaForm471› Purchased› DiscountedwithE-ratefunds
• Deviationsfromoriginalscopecancausedenial
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Form470Step1:LineItems
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CategoryOne CategoryTwo
TransportOnly- NoISPServiceIncluded Antennas,Connectors,andRelatedComponents
CellularDataPlan/AirCardService Cabling
CellularVoice Caching
DarkFiber FirewallServiceandComponents
InternetAccess&TransportBundled Racks
InternetAccess:ISPServiceOnly Router
LitFiberService Switches
Other(*) UPS/BatteryBackup
Self-provisioning WAP
VoiceService(Analog,Digital,InterconnectedVOIP,etc) WirelessController
FundsForLearning,LLC September2016
Form470Step2:ServiceDescriptions
• Lineitemselectionsarenotenough
• Describeneeds:› Indetail› Withouttoomuchdetail
• Rememberthat470saren’tbinding› Youarenotobligatedtopurchaseall(orany)servicesontheForm
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 61
Form470Step2:ServiceDescriptions
• E-ratenolongerrequirestechnologyplans;but:› Considerexpectedgrowthoverlifeofcontract(andfundingyear)
• Dictatehowyouwantpricingbrokenoutonbids› Binarydisqualificationfactors?Listthem!
• Considerpotentialquestionsfromserviceproviders
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FundsForLearning,LLC September2016
CompetitiveBiddingConduct
• Applicantsexpectedtotreatallvendorsequally› Bidrequestsmaynotbevendor-specific› Noinsideinformationorspecialadvantages
• “Fairandopen”competitivebidprocess› VendorsshouldnotassistwithForm470orRFPpreparation› Vendorsshouldnotassistwithvendorselection› Nogifts– includingmeals!
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VendorCommunicationswithApplicants
• USACguidance:vendorscan…› Havepre-biddiscussions› Discussproductofferingswithapplicants› Presentproductdemonstrations
• Applicantsshoulddocumentactivitiestoprovecompliance› Maintaincorrespondence› Keepcopiesofpromotionalmaterials,handouts,etc
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 64
FundsForLearning,LLC September2016
Evaluatingbids
• Costofeligible servicesmustbethehighestweightedfactor
• Twowaysofevaluatingbids:› “Binary”disqualificationcriteria(mustbedisclosed)› Subjectivecriteria(evaluatedona“matrix”)
• Memorializetheselectioninwriting:› Scoringworksheets,committeemeetingnotes,etc– usedated docs
• Knowandfollowstateandlocalbidevaluationrules!
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SampleVendorEvaluationMatrix
Criteria AvailablePointsCostofeligiblegoods and/orservices 30Costofineligibleportion 25Priorexperiencewithvendor 15In-state preference 10Compatibilitywithexisting infrastructure 20
100possiblepoints
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FundsForLearning,LLC September2016
Contracts
• Legallybindingagreementrequired› After28-dayperiodbutpriortofundingrequest(Form471)› Shouldincludeextension/renewalterms› Exception:Month-to-monthandtariffservices
• Shouldcontaindetailedscopeofwork› Serviceparameters,equipmentmake,modelandquantity› Billingterms,servicelogs,etc.
• Maybecontingentuponfundingcommitment
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Contracts
• Applicantsmayusestatecontracts› FileForm470andconsiderstatecontractterms/pricingas“bid”
• E-rateallowscontractswithvoluntaryextensions› Contractsmusthaveafinal enddateafterextensionsareused
• E-rateallowsmulti-yearcontracts› Checkstateandlocalprocurementregulations
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FundsForLearning,LLC September2016
FundingApplications
• Forms471filedduringannual“filingwindow”› Windowtypical dates:January– March› FY2017window:TBD
• USACpublishesallnon-confidentialdata› Mayoptoutforexistingcontracts;newcontractsmayNOToptout
• Bepreparedforvendorsandotherstoscrutinizeyourcosts
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 71
FundingApplications
• FCCForm471:› Contactinformation› Discountratecalculation› Foreachservice:
• Vendorselected• Contractdetails(length,expiration,etc)• Detaileddescriptionofservice(lineitems)• Contractedand/oranticipatedeligiblecostofservices
› Regulatorycertifications
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FundsForLearning,LLC September2016
FilingtheFCCForm471
• FormsarefiledinEPC• Informationrequired:› “Profile”– allsites,schoolswithNSLPandenrollmentinfo
• Completingprofileallowsdiscountratecalculation› Contracts– detailsaboutprocuredcontracts
• Awardandexpirationdates,extensions,bidsreceived,attachments,etc
› FRNs(FundingRequestNumbers)• Pickacontract,fillinrecurringandnon-recurringcharges
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CalculatingtheE-rateDiscount
• Discountratecalculatedbasedon:› District-wideNSLPeligibility;and› UrbanorrurallocationdefinedbyUSCensusdata
• Alldistrictsitesreceivesamediscountrate
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FundsForLearning,LLC September2016
E-rateDiscountMatrix
PercentofStudentsEligible
forNSLP
Category OneDiscountRate
Category TwoDiscountRate
Urban Rural Urban RuralLessthan1% 20% 25% 20% 25%1%- 19% 40% 50% 40% 50%20%- 34% 50% 60% 50% 60%35%- 49% 60% 70% 60% 70%50%- 74% 80% 80% 80% 80%75%- 100% 90% 90% 85% 85%
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SampleDiscountCalculation
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FordIndep. SchoolDist1 Enrollment NSLPFiesta Elementary 300 250FocusElementary 300 200
MustangMiddleSchool 500 190Taurus HighSchool 500 160
Total 1,600 800
E-rateDiscountRate=80% 8001,600 =50%
NSLPEligible
FundsForLearning,LLC September2016
MethodstoCalculateK-12NSLPEligibility
• Actualstudentparticipationrates
• Surveysoffamilies› NSLP%basedonactualnumberofreturnedforms
• CommunityEligibilityProvision› CEPschooldistrictsusesamemethodforE-rate› #ofdirectlycertifiedstudents*multiplier(1.6forFY2016)
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 77
EPC:“ManageOrganization”
• All siteswhichreceiveserviceshouldbelistedinprofile› BesuretoincludeNIFs› Toaddorremovesites,call/e-mailUSAC
• Itiscritical thatsitephysicaladdressesbeaccurate› Double-checkserviceaddressesonvendorinvoices;correctasneeded
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FundsForLearning,LLC September2016
EPC:“ManageConnectivityQuestions”
• Newinformationrequestedonaper-site basis:› Downloadanduploadspeed(InternetorWAN)› Predominantconnectiontype(MC)› HowsufficientisthequalityoftheWi-Fiatthislocation?(MC)› Whatisthebiggestbarriertohavingarobustinternalnetworkinyourclassroomsatthislocation(MC,with“other”option)
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 79
EPC:EnteringContracts
• Enternicknameandcontractnumber• Uploadcopy(Y/N)• Statecontract?Multipleawardschedule?(Y/N)• “Piggybacking?”(Y/N)• Numberofbidsreceived(required)• AssociatedForm470(FY2016orprioryear)• Accountnumber
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FundsForLearning,LLC September2016
EPC:EnteringContracts
• Contractvendor(identifiedbySPIN)• Contractawarddate• Voluntaryextensions?(Y/N)› Ifyes:numberofextensions,expirationdateifallareexercised
• Pricingconfidentiality(Y/N)
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 81
CreatinganFCCForm471
• StepthroughFormcreationwizard› Sitesanddiscountratewillpullfrom“ManageOrganization”› Connectivityquestionswillpullinfrom“ManageConnectivity?s”› SelectcontractsfromContractssectionwhencreatingFRNs› Enterlineitem:
• Pickfunction/type• Recurring/non-recurringcosts• Sitesreceivingservices
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 82
FundsForLearning,LLC September2016
InteractingwithUSAC
ProgramIntegrityAssurance(PIA)
• AllfundingapplicationsareindividuallyreviewedbyUSAC› YoumayreceivequestionsfromUSACstaff
• Everyaspectoftheapplicationcanbequestioned
• No“schedule”orwaytoanticipatewhenPIAwillstart› Besuretokeeplinesofcommunicationopenandhaveabackup!› QuestionswillcomethroughEPC
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 84
FundsForLearning,LLC September2016
PIABestPractices
• BERESPONSIVE!› Acknowledgereceiptofcommunicationsimmediately
• “Justthefacts,ma’am.”› Keepanswersconciseandtothepoint› Trytounderstandwhatprogramruleisbeingevaluated
• Don’texpectthatthereviewerisanE-rateortechexpert
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 85
PIABestPractices
• Bemindfulofpreviousyears’applications› Multiyearcontracts?Youranswerscanbeappliedretroactively› Youmayreceivetheexact samequestionsasinpreviousyears› Pastsuccessisnotanindicatoroffuturesuccess
• Problems?› RequesttospeaktoaPIAsupervisor› Requestadditionaltimetorespond
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 86
FundsForLearning,LLC September2016
OtherPotentialReviews
• SelectiveReview(“SRIR”)› Detailed,applicant-levelreview› Competitivebiddingprocess› Budgetandotherresources
• Cost-effectivenessevaluationofgoodsandservices• BeneficiaryandContributorAuditProgram(BCAP)• Specialcompliancereviews
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 87
InvoicingandPayment
FundsForLearning,LLC September2016
InvoicingandPayment
• October28:InvoicedeadlineforFY2015recurringservices› ARapplicantshaveapproximately$14Mremaining
• Stepsingettingpaid:› Reviewfundingrequeststatus› Confirmservicedelivery› Collectandreviewbillsandinvoices› PrepareBEARsforreimbursement
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 89
ReviewFundingRequestStatus
• Checkeveryfundingrequest(FRN)› Verifyinvoicingmethod(BEARorSPI)
• Confirmpreferencewithserviceproviders
› Verifyfundingcommitment› VerifyFCCForm486
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 90
FundsForLearning,LLC September2016
TwoPaymentMethods
• BEAR: BilledEntityApplicantReimbursement(FCCForm472)› Applicantpaysvendorbillsinfull› FCCForm472isfiled› USACissuesdiscountpaymenttoapplicant
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 91
TwoPaymentMethods
• SPI:ServiceProviderInvoice(FCCForm474)› Vendorappliesdiscountorcredittoapplicantinvoices› VendorsubmitsSPI› USACissuespaymentofdiscountedamounttovendor› Optional:servicecertifications
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 92
FundsForLearning,LLC September2016
ReviewFRNDetails
• Checkavailablebalance(previousdisbursements)• EnsureFCCForm486wasfiled• Checkinvoicedeadlines
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 93
ConfirmServiceDelivery
• E-rateservicesarerecurring ornon-recurring
• Eachtypeofservicehasaspecificdeliverytimeframe› Discountsareonlyavailablewhenservicesweredeliveredwithinappropriatedates
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 94
FundsForLearning,LLC September2016
RecurringServices
• Servicesdeliveredonarecurringbasis› Canbebilledmonthly,quarterly,annually
• MostCategoryOneservices,aswellasBMICandMIBS
• Servicedeliverytimeframe:July1toJune30› FY2016:July1,2016toJune30,2017
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 95
Non-RecurringServices
• One-timepurchases
• MostInternalConnections,aswellassomeC1setupcosts
• Servicedeliverytimeframe:› InternalConnections:April1– September30› CategoryOne:January1*- September30
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 96
FundsForLearning,LLC September2016
ReviewServicesDelivered
• EachFRNhasanItem21 detailingservicesrequested
• IfservicesdelivereddonotmatchItem21,aservicesubstitutionrequestmayberequired
• Paymentcanbedeniedfornon-matchingservices
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 97
ServiceSubstitutions
• Changestotheproductsand/orservicesonafundingrequest• Fourrequirements:› Samefunctionality› Allowedbystateandlocalpurchasingrules› Withinthescopeoforiginalbid/procurement› Noincreaseinineligibleproductsorservices
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 98
FundsForLearning,LLC September2016
ServiceSubstitutions
• Substitutionprocess› ApplicantsendsrequestlettertoUSAC› MaybesubmittedanytimeaftertheRAL› Providelistoforiginalandreplacementparts› OriginallistshouldmatchItem21Attachment› Processingtime:45-60days
• Quantitiesandpricescanfluctuate› Fundingamountswillnotincrease,butcandecrease
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 99
ReviewInvoices
• Remember:E-rateisadiscount program
• Disbursementsarebasedoncostsofservicesincurred› Vendorbillsarefrequentlyrequested/reviewedbyUSAC
• Identifyineligiblecosts
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 100
FundsForLearning,LLC September2016
ReviewInvoices
• Checkbillingandservicedeliveryaddresses
• Checkdates thatserviceswereperformed(orproductsshipped)
• ForBEARs,checkthatbillswerepaid (orarescheduledtobepaidshortly)
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 101
Form472(BEAR)Preparation
• Requiredinformation:› Applicantcontactinformation› SPINofcompanybillingapplicant› Lineitems:
• Form471applicationnumber• FRN• CustomerBilledDateorShippingDate• Pre-discountamountofeligibleservicesbilled• Discountrates
› RegulatoryCertifications
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 102
FundsForLearning,LLC September2016
Form474(SPI)BestPractices
• Reviewinvoicesforineligibleservices
• Ensurethatdiscounts/creditsareappropriatelyapplied
• Sendinservicecertificationsasneeded
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 103
InvoiceDeadlines
• BEARsandSPIsarealwaysdue120days fromservicedeliverydeadline› Standardinvoicedeadlineforrecurringservices:October28› Standardinvoicedeadlinefornon-recurringservices:January28
• Extensionmayberequested› Onlyoneextensionallowed(120days)– NOEXCEPTIONS› Mustberequestedbeforeoriginaldeadlineexpires
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 104
FundsForLearning,LLC September2016
ObligationtoPay
• Applicantsmustpaythenon-discountportion› Applicantsmustshowtheyhave“securedaccess”tonon-discountportionpriortofundingrequest
› Non-discountamountcannotbewaived/forgivenorremainunbilledbyvendor
› Failuretodemonstratecompliancecarriessignificantconsequences
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 105
PaymentPaperworkReview
• Invoicereviews› USACasksforcopiesofvendorbillstoconfirmcharges
• Servicecertificationstoconfirmservicedelivery
• PaymentQualityAssurance(PQA)mini-audits
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 106
FundsForLearning,LLC September2016
DocumentRetention– ServiceDelivery
• Servicedelivery:› Purchaseorders/requisitions› Shippingdocumentation› Installationandconfigurationworkorders› Maintenancelogs(BMICrequests)› Servicesubstitutionsandapprovals
• Documentationshouldbedatedandshouldincludelocationinformationwhenapplicable
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 107
DocumentRetention- Invoicing
• Paymentsandinvoicing:› FCCForm472(BEAR)› Paymentrecords› Vendorinvoicestoapplicant› BEARreimbursementpayments
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 108
FundsForLearning,LLC September2016
FCCForm498
• RequiredInformation:› Nameandaddress(shouldbeinEPCalready)› Generalfinancialcontact(name)› Federalemployeridentificationnumber› DunandBradstreetnumber(DUNS)
• www.dnb.com› Remittancecontact
• Canbesameasgeneralfinancialcontact
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 109
FCCForm498
• Requiredinformation(continued):› Nameoffinancialinstitution› AccountnumberforACHtransfer› ACHfinancialinstitutiontransitnumber› BilledEntityNumber(shouldbeinEPCalready)› PrincipalCommunicationType
• Select“School/LibraryorotherBilledEntityRecipient”
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 110
FundsForLearning,LLC September2016
OddsandEnds
Appeals
• Didsomethinggowrong?Deniedanddisagree?
• AppealssubmittedtoUSACfirst,thentoFCC› Mustbesubmittedwithin60daysofdecisionbeingappealed
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 112
FundsForLearning,LLC September2016
FCCForm500
• GeneralpurposeE-rateForm:› UpdateContractExpirationDate(intheeventofextension)› RequestC2installationdeadlineextension› Cancelorreducefundingcommitment› Equipmenttransfernotification
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 113
FY2017:WhatYouCanDoNOW
• FileFCCForm498forBEARpayments• VerifyEPCuseraccessandroles• Add,remove,oreditschoolsitesandNIFs› Besuretoverifyphysicaladdresses
• FileFCCForm470• Startingnextmonth:
• EnterNSLPinformationinsiteprofile(“ManageOrganizations”)• Selectvendors,negotiatecontracts,completeEPC“Contracts”section
September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 114
FundsForLearning,LLC September2016
SupportforArkansasSchools
E-rateReviewandUpdate:FY2017
BrianStephensSeniorTechnologyandRegulatoryAnalystFundsForLearning,LLC
Email [email protected]@FFL