- Applying For a PIN
- Audit Information
- BEAR Contact Information
- Contracts and EPL's
- K-12 Cabling EPL 2008
- K-12 Cabling EPL 7/10/09
- K-12 Switch EPL 10/31/08
- K-12 Switch EPL 04/01/10
- Entity Numbers
- Eligible Services List 2007
- Eligible Services List 2008
- Eligible Services List 2009
- E-Rate E-Mail List of EPL Vendors 2008
- Forms
- MS Public School Free/Reduced Counts (FY 2011)
- MS Public School Free/Reduced Counts (FY 2010)
- MS Public School Free/Reduced Counts (FY 2009)
- MS Public School Free/Reduced Counts (FY 2008)
- MS Public School Free/Reduced Counts (FY 2007)
- MS Public School Free/Reduced Counts (FY 2006)
- MS Public School Free/Reduced Counts (FY 2005)
- Powerpoint Presentations
- Purchasing
- Service Substitutions
- SPIN Search
- State Master Contracts for Year 2005
- State Master Contracts for Year 2006
- State Master Contract for Year 2007
- State Master Contract YR11 2008
- State Master Contracts 2009-2010
- State Master Contracts E-Mail Addresses 12/11/08
- Technology Plans
- Timeline
- Urban/Rural Status of Mississippi Districts
- BellSouth cost matrix
Audits
The Universal Service Administrative Company (USAC) and the Federal Communications Commission (FCC) routinely perform audits of beneficiaries of the Schools and Libraries Support Mechanism (the E-rate). The purpose of these audits is to ensure that beneficiaries and service providers receiving financial support under the Schools and Libraries Support Mechanism are complying with FCC rules and regulations.
Many of the audit sites are randomly selected, and the selection process is designed to provide a wide variety of entities with regard to applicant size, discount percentage, and geographic location. Selection for an audit is not necessarily an indication that USAC believes problems exist with your funding requests or commitments. Beneficiary audits may be performed by USAC internal audit staff, the FCC Office of Inspector General, or by a firm under contract to USAC or the FCC. Please feel free tocontact the USAC Internal Audit Department at (202) 776-0200 if you have any concern as to the proper identity of any individual contacting you regarding a review.
Typically a beneficiary will be contacted two to three weeks prior to the start of an audit to assure that the appropriate personnel and documentation will be available. The anticipated duration of an audit can vary depending on the quantity, size and dollar value of the applications involved. During the audit, SLD will gain an understanding of and document your administration of the E-rate and your technology plan. Therefore, it will be necessary that the applicable administrative and technology personnel be available during the first few days of the audit. The process will include, but will not be limited to, verifying compliance with the following requirements:
An approved technology plan exists, as certified.
The calculation of the discount percentage was performed accurately.
The beneficiary has the adequate resources, as certified, to make effective use of the discounted services for which funding has been approved.
Competitive bidding requirements were established and adhered to in accordance with program guidelines (if applicable). The applicant selected the most cost effective service provider (if applicable).
Services rendered were consistent with what was represented on the application.
The services for which discounts were approved were provided to the correct recipient and correct location.
The services obtained were used for the purposes for which funding was provided as certified on the application.
The applicant is in compliance with any other laws and regulations applicable to the service being funded.
The amounts submitted to USAC for disbursement were accurate and supported by appropriate documentation, such as vendor invoices and cancelled checks, and were for services
received within the proper funding period.
The audit is likely to include physical site verifications. We will coordinate with you to visit a selected number of schools and/or libraries to verify that the supported services exist, are
operational and are being used in accordance with requirements. The applicant will be provided the results of the audit prior to a report being issued and will have an opportunity to have their comments attached to the report. Being Prepared - FCC rules require the retention of application-related documents for a period of 5 years. The USAC auditors recommend that applicants have the following
documents for each funding commitment subject to audit:
RFPs issued
Copies of all bids received (winning and losing)
Contracts for supported services
Documentation verifying date of receipt of equipment
Invoices for supported services
Technology Plans and letters certifying Technology Plans
Documentation supporting discount calculations
Policies and meeting notices regarding the application and the procurement process.
Verification of payment of applicant's portion of invoicing
Fixed asset records indication
Location of supported assets
The following is a check list of information that should be available for an audit of E-rate. This documentation should be retained for a minimum of 5 years. You should maintain the
information by year of application.
FORM 470
Copy of Form 470 (You can print this from the SLD website)
Copy of Form 470 certification that was mailed to SLD
Verification of Form 470 certification receipt
Copy of any RFP's issued in conjunction with the Form 470
Copy of Form 470 Receipt Notification Letter (Beginning with Year 4)
FORM 471
Copy of completed Form 471 (if filed manually) with signature (including student eligibility information, item 21 information/attachments)
Copy of Form 471 certification (if filed on-line)
Verification of receipt of Form 471 or certification at the SLD
Recept Acknowledgement Letter
Commitment Letter from the SLD
Documentation of any changes requested (to the Form 471) by the SLD
Any documentation for an item 25 check by the SLD
FORM 486
Copy of a completed Form 486
Verification of Form 486 receipt PROCUREMENT INFORMATION Documentation that shows bills or P. O.s for services, invoices for payment, vouchers or canceled check that was used in payment, etc
Documentation that proves that the actual discounts that were received for products and/or services were correctly applied
Inventory of tangible goods purchased with E-Rate funds (product identification, serial number, physical location of product)
FORM 472 (BEARs)
Copy of completed BEAR Form 472s with signatures
Verification of Form 472 receipt by the SLD
SLD letter of vendor payment
Photocopy of payments received
FORM 500 (if applicable)
Copy of completed Form 500 with signatures
Verification of Form 500 receipt by the SLD
ADDITIONAL INFORMATION
Appeal Information
SLD communication notes (i.e. PIA requests for support information, log of phone contacts with SLD, etc.)
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BEAR Contact Information
You can now access BEAR contact information via the SLD website.
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Purchasing
Any purchase must abide by State Procurement Practices and by guidelines established by the SLD. All contracts listed on the State Contracts List meet both criteria. If you choose to seek bids for any e-rate eligible service, including the services already covered under ITS master contracts, then you must post your own 470 and you must follow the Purchasing guidelines that are detailed below. If you are unsure about any of your procurement plans or practices please contact Lee Bray at MDE. There are several ways to contact Lee:
Phone:
(601) 359-3487
FAX: (601) 359-3750
E-mail:
lbray@mde.k12.ms.us
A. Services not covered under ITS master contracts:
1. Any service provided by a local, private telephone company.
2. Any service provided by a local ISP
3. ESSX service.
4. PBX system.
5. Interlata Long Distance (Crosses Lata or State Lines)
6. Outside plant fiber installation. (Connecting multiple buildings located on a single campus).
7. Any Internal Connection Service or Product that is not covered by the LAN Server EPL.
B. Purchasing Guidelines for Products:
1. Applicant must file a Form 470. (Remember: you must wait 28 days after the posting of the 470 before the contract can be signed.)
Non-State Contract Purchases are as follows:
$0 to $3,500 - Purchase from any vendor
$3,500 to $15,000 - Obtain two (2) or more written quotes.
Over $15,000 - Sealed bids are required for purchases in excess of $15,000.
a. Invitation for bids - sent to potential bidders.
b. Public Notice - advertise once per week for two consecutive weeks in newspaper.
c. Bid Opening - opened publicly at designated location on the eighth (8th) working day after last notice of advertisement.
d. Award - after evaluation, award is made by written notice.
3. The dollar amounts relate to the total committed costs of the procurement, not only of the up-front costs. For example, the acquisition of equipment at a purchase cost of $100,000 with monthly maintenance of $250 and related annual software fees of $10,000 has a life cycle cost (using five years as the life cycle if a specific life cycle is not known) of $165,000 ($100,000 + $250 x 60 months + $10,000 x 5 years). This can be found on page 5.2 of the "ITS Procurement Handbook, effective May 22, 2000."
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Service Substitutions
Service substitutions involve the delivery of products and/or services different from those specified in the Form 471 application. In certain limited circumstances, applicants can request and be approved for service substitutions.
I. Criteria for service substitutions
Substitution of a service or product must meet the following conditions, which are specified in guidance from the FCC:
1. The substituted service or product has the same functionality as the original proposal.
2. The substitution does not result in an increase in price.
3. The substitution does not violate any contract provisions or state or local procurement laws.
4. The substitution does not result in an increase in the percentage of ineligible services or functions.
5. The substitution is consistent with the Form 470 posting and original RFP, if any.
(Order in CC Dockets 96-45 and 97-21, DA 01-387, Released February 14, 2001.)
As an example of a service substitution from the above Order, an applicant was granted a service substitution to use 87 six-port modules instead of the original proposal of 58 eight-port modules. Similar changes are possible if they meet the above five criteria.
II. How to apply for a service substitution
A service substitution is administered as a minor modification to an existing contract. Applicants request approval of service substitutions by completing and submitting Blocks 1, 2 and 6 of a paper Form 471. Block 6 is a signed certification that program requirements have been met, including compliance with state and local procurement laws. Block 2 requires an attachment describing the modification proposed.
In the case of service substitutions, the attachment must contain this information:
* A listing that indicates the "from" and "to" for each proposed change, by manufacturer, model number, description/function, and cost of each item for which substitution is requested.
* A listing that indicates the "from" and "to" for each installation cost, non-recurring maintenance cost, and recurring maintenance cost as a result of the proposed service substitution.
* An additional certification from the applicant, beyond that required in Block 6, which contains the following elements:
1. the substituted product or service has the same functionality as the original proposal,
2. the substitution does not result in an increase in the percentage of ineligible services or functions,
3. the substitution does not violate any contract provisions, and
4. the requested change is consistent with the controlling Form 470 and any Request for Proposal for the original services.
False statements on the attachment carry the same penalties as indicated in Block 6 of Form 471.
Applications for service substitution should be submitted to:
Service Substitutions
Schools and Libraries Division
Box 125 — Correspondence Unit
80 South Jefferson Road
Whippany, New Jersey 07981
III. Service Provider Role
Service Providers can substantially assist the service substitution process by submitting information about product changes that may have a large program impact, such as a
modification from a discontinued model number to a new model number, that would affect a substantial number of applicants. Although this additional procedure is optional, it can improve the processing of service substitutions by SLD when multiple applicants are affected.
The additional procedure has these steps:
1. The Service Provider submits a list of products and/or services to be substituted, indicating the "from" and "to" for each, and the manufacturer, model and cost.
2. SLD determines service substitution eligibility, and issues a letter to the Service Provider indicating approval or denial.
3. If the request is approved, the Service Provider provides a copy of the SLD approval letter to affected applicants, who in turn attach it to their Form 471 service substitution applications using the procedure described above. Service Providers should submit the requesting letter to:
Schools and Libraries Division
Attention: Services Manager
Box 125 — Correspondence Unit
80 South Jefferson Road
Whippany, New Jersey 07981
Service Providers may call the Services Manager at (973) 884-8237 for further information.
IV. Additional information about service substitutions
The questions and answers that follow provide further information about service substitutions, and how they are administered by the Schools and Libraries Division (SLD).
Q. What types of changes are allowed under the service substitution criteria?
A. Service substitutions involve changes in the specific technical components indicated in the attachment referenced in Block 5, Item 21, Description of Service, of the Form 471. (This was Item 17 for the Form 471 for Funding Years 1 and 2.) See the next two questions and answers for examples of
allowable and unallowable service substitutions.
Q. Can I change the technology employed, say from T-1 to DSL? From voice to video?
A. Different technologies that achieve the same functionality are eligible for service substitutions, so long as other criteria are met (such as consistency with the controlling Form 470). "Better" or "faster" within the same functionality is allowed provided that cost does not increase. Therefore, a change from T-1 to DSL could be approved because these are both technologies that provide transport of data. However, a change to a new functionality, such as from voice to video, would not be authorized under FCC guidelines.
"Same functionality" means the same type of transmission — data, voice or video — and the same purpose, such as "telephone service," "local area network file server," "lease of high speed data lines," and so on.
Q. Can I change between funding categories, such as from Telecommunications Services to Internet
Access?
A. No. The requirement for the same functionality means also that the same service category must be
maintained.
Q. Can the new product or service be more expensive, if discounts are not requested on that additional
cost?
A. No. Consistent with FCC guidance, the total cost of the product or service may not be higher as a result of the substitution. Service substitution requests are considered on the basis of individual Funding Request Numbers (FRNs). One or more components within an FRN could be modified to a higher cost, so long as cost decreases to other components within that FRN result in no total increase in the FRN.
Q. If the product or service substituted is less expensive, can SLD funds committed for the product or service represented in the original request be used for additional eligible products or services?
A. No. Any cost change submitted by an applicant in a service substitution request will be considered a request for modification of the funding commitment, just as though the applicant had submitted a Form 500 with a reduction in funding commitment. Therefore, when a request that includes a cost decrease is approved, SLD will adjust the commitment for the affected FRNs. In this way, both the applicant and the entire program benefit from any lowered pricing obtained.
Q. When can a request for service substitution be made — any time after submittal of the original Form 471, or only after approval of the Form 471?
A. Service substitution requests will be processed only if they are submitted after a funding commitment is issued on a Funding Commitment Decision Letter. However, even though unsolicited service substitution changes from applicants will not be accepted prior to this time, the applicant may provide updated information to SLD if SLD contacts the applicant to request further information or clarification during review of the original Form 471 submission.
Q. My service provider has begun delivering services and I have already filed my Form 486. Can I still request a service substitution?
A. Yes. However, if on review SLD determines that the proposed change does not meet the criteria for service substitutions, SLD may refuse to pay the invoice for ineligible products or services.
Q. Can the Service Provider be changed when making service substitution requests?
A. Yes. The procedure for changing Service Providers can be found in the document SPIN Change Guidance posted in the Reference Area of this web site.
Applicants may make a simultaneous request for both service substitution and change in Service Provider by
(1) following the steps for filing a Form 471 modification as outlined in these Service Substitution
procedures, and,
(2) including the letter described in the SPIN Change Guidance procedure as an additional attachment
to the service substitution request.
In the event that a simultaneous service substitution and Service Provider change cannot be granted due to a problem with one request or the other, SLD will contact the applicant to determine if SLD should continue to process the remaining request.
Q. How long will it take to receive a decision on a service substitution request?
A. Since additional processing is required for service substitution requests, applicants are urged to make their Form 471 submissions as accurate and complete as possible. If the 471 submission is properly completed and requires no contact between SLD and the applicant or service provider, SLD internal guidelines have the goal of a six-week turnaround. More time may be necessary if the request is complex, if additional information is required, or if high processing workloads exist.
Q. Is there a deadline for applicants to make service substitution requests?
A. A service substitution request should be received 90 days before the last day to receive service, in order for it to be reviewed and acted upon by SLD and for the services to be delivered in the funding year.
The last day to receive service is generally June 30 of the relevant funding year, although the FCC has in the past extended that deadline for receipt of non-recurring services.
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Spin Search
You may now search for SPINs on the SLD website. On the SLD front page, click on the Reference Page button, and then click on Bear/Spin Search.
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Powerpoint Presentations
2011 Roadshow Presentation
2011 E-Rate Newbie Training
Contracts and EPL's
For copies of these EPLs, you should visit the ITS website.
Cellular Service EPL
LAN Network EPL
LAN Server EPL
Pager Service EPL
Video Service EPL
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E-Rate Home
Central High School
Suite 152
359 North West Street
P. O. Box 771
Jackson, MS 39205-0771
Phone: 601) 359-3487
Fax: 601) 359-2027
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