important informationsde.ok.gov/.../files/e-rate-ffl-ppt_feb2017_0.pdf · funds for learning, llc...

FundsForLearning,LLC 2/15/17

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ImportantInformation

• FundsForLearningusesitsbesteffortstoensurethatalloftheE-rate-relatedinformationthatitprovidesisaccurate,current,andcompleteasofthedateoforiginalpresentation.However,becauseofthedynamicnatureofE-rateprogramrules,regulations,andprocedures,FFLcanneitherwarrantnorguaranteetheaccuracy,currency,orcompletenessofthisinformation.

February2017 Allinformationsubjecttochange.©2017FundsForLearning,LLC 1

E-rateFundingYear2017

BrianStephensSeniorTechnologyandRegulatoryAnalystFundsForLearning,LLC

Email [email protected]@FFL


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Agenda

• Introductionandprogramupdates• “Administrativewindow:”updatingyourprofile• Form470andE-rateprocurement• PreparingfortheForm471application


Oklahoma:FundingYear2016

• $60.7Mindiscountsrequestedon$80.8Mofservices› CategoryOne:

• Pre-Discount:$61.3M• Requested:$45.5M• Committed:$41.2M

› CategoryTwo:• Pre-Discount:$19.5M• Requested:$15.2M• Committed:$11.4M



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E-rateProgramUpdate

• FY2017regulationsverysimilartoFY2016› SomechangestoCategoryOne/CategoryTwodesignation› Voiceservice:discount-60%

• MorerelianceonE-rateProductivityCenter(EPC)› FormsandcommunicationbeingmovedtoEPC

• NewFCCadministration› Chairman:Ajit Pai


FY2017ApplicationWindow

• WindowopensFeb27 atnoonEastern• WindowclosesMay11 at11:59pmEastern

• LastdateforcompliantForm470:April13

• “Adminwindow”forupdatingprofileendsSunday,Feb26



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FilingWindowHistory


FY Open Close Nov1 Nov15 Dec1 Dec15 Jan1 Jan15 Feb1 Feb15 Mar1 Mar15 Apr1 Apr15 May1 May15 Jun1 Jun15 Jul1 Jul151998 30-Jan 15-Apr

1999 1-Dec 6-Apr

2000 10-Nov 19-Jan

2001 6-Nov 18-Jan

2002 5-Nov 17-Jan

2003 4-Nov 6-Feb

2004 5-Nov 4-Feb

2005 14-Dec 18-Feb

2006 6-Dec 16-Feb

2007 14-Nov 8-Feb

2008 7-Nov 7-Feb

2009 2-Dec 12-Feb

2010 3-Dec 19-Feb

2011 11-Jan 24-Mar

2012 9-Jan 20-Mar

2013 12-Dec 14-Mar

2014 9-Jan 26-Mar

2015 14-Jan 16-Apr

2016 3-Feb 26-May

FundingApplicationSteps

UpdateProfile Form470 Form471


byFeb26 byApril13 byMay11


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UpdatingYourProfile

Step1:UpdatingYourProfile

• NewforFY2017:“administrativewindow”› Eliminatesneedforsecondaryconsortiaandlibrarywindow

• Profileincludes:› Sitedemographics› Discountcalculationinformation



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Profile:BestPractices

• Startbymakingyourownsitelist:› Site/schoolname› Physicaladdress› Phoneande-mail(canbethesameforallsites)› NCEScodeandstatesiteID(ifhelpful)› EnrollmentandNSLPcountsateachsite

• Don’tforgetnon-instructionalfacilities(NIFs)› Busbarns,maintenancebuildings,adminbuildings,etc


SiteAddresses

• USACreviewsaddressesvery closely

• Anyaddresswhichmaybeonabill/invoiceshouldbeinprofile

• Use“annexes”forsecondarybuildingswithseparateaddress



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EPCApplicantProfile

• AllsitesareidentifiedbyBilledEntityNumbers(BENs)

• Applicationisfiledusing“parent”BEN› Eachrecipientofservice(site)hasa“child”BEN

• AddingorremovingBENsrequiresservicecalltoUSAC› UseEPC“CustomerService”featureorcall888-203-8100


UpdatingProfile

• Reviewallsitescurrentlyinprofile(“ManageOrganization”)› Noteold/closedBENsthatshouldberemoved› NotenewBENsthatneedtobecreated› Ensurethatdemographicandenrollment/NSLPdataisaccurate

• Datawillbe“locked”onFeb.26› Correctionswilllikelybepossible,butprocessunknown



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CalculatingtheE-rateDiscount

• Discountratecalculatedbasedon:› District-wideNSLPeligibility;and› UrbanorrurallocationdefinedbyUSCensusdata

• Alldistrictsitesreceivesamediscountrate


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


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

MethodstoCalculateK-12NSLPEligibility

• Actualstudentparticipationrates› Checkhttp://sde.ok.gov/sde/child-nutrition-documents› Reviewdatafromothermonths

• Surveysoffamilies› NSLP%basedonactualnumberofreturnedforms

• CommunityEligibilityProvision› CEPschooldistrictsusesamemethodforE-rate› #ofdirectlycertifiedstudents*multiplier(1.6)



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EligibleServicesOverview

EligibleServicesList

• Defineswhatproductsandservicesqualifyfordiscounts› Focusedonbroadbandconnectivityandinfrastructure› Eligibilitydefinedbyfunctionality

• FY2017listfinalizedonSeptember12› Subjecttoannualreviewandcommentperiod

• NotlistedintheESL?Assumeitisnoteligible




ServiceCategories

• Twofundingcategories:› Category1(“C1”):servicetothebuilding

• TelecommunicationsandInternetaccess

› Category2(“C2”):servicewithinthebuilding• Internalconnections,managedinternalbroadbandandbasicmaintenance


ConnectivityBetweenBuildings

• CategoryOneconnections:› Connectionsbetweenseparateschools(and/orNIFs)

• CategoryTwoconnections:› Connectionsbetweenmultiplebuildingsofoneschool› Connectionsbetweenmultipleschoolsinonebuilding(alsoC1)




Category1Discounts

• Broadbandconnectivity:› Internetaccess

• Transportandbandwidth

› Wideareanetworks• Point-to-pointconnectivitybetweenschoolsandcampuses

› Transporttechnologycanbecopper,fiber,satellite,wireless,etc.


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




Category1:Voice

• Eligiblevoiceservices› Analoglines(POTS/Centrex)› InterconnectedVoIP› Longdistance› Cellularvoice(excludingdataandtextmessageplans)› Circuitsdedicatedtovoice(i.e.SIPtrunks,PRIs)

• 60 percentagepointreductioninFY2017


Category2PurchasesandServices

• Connectivitywithin buildings

• Threecategories:› InternalConnections› ManagedInternalBroadbandService› BasicMaintenanceofInternalConnections

• Subjecttofive-yearC2fundingcap




CategoryTwo“Budgets”

• Per-sitefundingcap• Cumulativerunningtotaloverfiveyears› Clockstartsper-sitefromfirstyearrequestissubmitted

• Calculatedannuallybasedonenrollment› Canadjustupordown

• $150/studentforschools• $2.30or$5.00/squarefootforlibraries• Oklahomaapplicantsstillhavealotofmoneyavailable!


CalculationExamples


Enrolled:300

students

$150perstudent

DiscountRate:80%

FY15,16Approved:

$0

Sitecap:$36,000

Enrolled:400

students

$150perstudent

DiscountRate:60%

FY2015Approved:$10,000

Sitecap:$26,000



Category2:InternalConnections

• BasicLANinfrastructure(physical,virtual,orcloud):› Switches› Routers› Wirelessaccesspoints(WAPs)andcontrollers› Structuredcablingandinstallation› Webcontentcaching› Firewalls(butnotnetworksecurity)


Category2:InternalConnections

• Additionalinfrastructureforeligibleequipment› Cablingconduit,raceways,connectors,patchpanels,consumables› Equipmentracksforeligibleequipment› UninterruptiblePowerSupply(UPS)foreligibleequipment› Installationandconfigurationcharges› Shipping› Taxes› Mostfees› Trainingservices(limitedtoeligibleusersonly)




Category2:ManagedInternalBroadband

• “ManagedWi-Fi”andothermanagedLANservices

• Vendormanageson-campusnetwork(s)› Applicant-ownedorleasedequipment,oracombination› Includes24/7networkmonitoring,management,maintenance

• LimitedtomanagementofeligibleICequipmentonly

• DeductedfromoverallCategory2budgetcap


Category2:BasicMaintenance

• Repairandupkeepofeligiblecomponents› Specifytype/locationofequipment;keeplogs› Break-fixbillingpreferred

• Basictechnicalsupport› Softwarebugfixes/patches/minorupdates› Configurationchanges› Onlineortelephonesupport› Labor,issueresolution




E-rateProcurement

OklahomaForms470

• FY2016:1,156Forms470filedintotal› 913referencedCategoryOneservices› 424referencedCategoryTwoservices

• FY2017:800470sfiledsofar› 639CategoryOne;244CategoryTwo

• Lastdatetopost:April14




ProcurementProcessSummary

• All E-ratediscountedservicesmustbecompetitivelybid:› Exemptionfor“lowcost”Internet:100/10speed@$3,600/yr orless

• Evaluatebidsreceived

• Signcontractsandserviceagreements


FCCForm470

• PostedonUSAC’swebsite› Describesproductsandservicesrequested› Includesattachments(RFPs)andotherinformation› Includescontactinformation

• Filedatanytimeduringtheyear




FCCForm470

• Biddingperiodis28daysfromthedatetheForm470isfiled› “AllowableContractDate”marksendof28dayperiod› RFPshouldalsobeopenfor28concurrentdays

• Documentretention› Keepcopiesofallbidsreceived(evenlosingbids)› Keeprecordsofcommunication(s)withbonafiderespondents


Form470Scope

• The470setstheoverallscopeofafundedproject• <somescope>› CompetitivelybidviaForm470› Contracted› RequestedviaForm471› Purchased› DiscountedwithE-ratefunds

• Deviationsfromoriginalscopecancausedenial




Form470Step1:LineItems


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

Form470Step2:ServiceDescriptions

• Lineitemselectionsarenotenough

• Describeneeds:› Indetail› Withouttoomuchdetail

• Rememberthat470saren’tbinding› Youarenotobligatedtopurchaseall(orany)servicesontheForm




Form470Step2:ServiceDescriptions

• E-ratenolongerrequirestechnologyplans;but:› Considerexpectedgrowthoverlifeofcontract(andfundingyear)

• Dictatehowyouwantpricingbrokenoutonbids› Binarydisqualificationfactors?Listthem!

• Considerpotentialquestionsfromserviceproviders


CompetitiveBiddingConduct

• Applicantsexpectedtotreatallvendorsequally› Bidrequestsmaynotbevendor-specific› Noinsideinformationorspecialadvantages

• “Fairandopen”competitivebidprocess› VendorsshouldnotassistwithForm470orRFPpreparation› Vendorsshouldnotassistwithvendorselection› Nogifts– includingmeals!




VendorCommunicationswithApplicants

• USACguidance:vendorscan…› Havepre-biddiscussions› Discussproductofferingswithapplicants› Presentproductdemonstrations

• Applicantsshoulddocumentactivitiestoprovecompliance› Maintaincorrespondence› Keepcopiesofpromotionalmaterials,handouts,etc


Evaluatingbids

• Costofeligible servicesmustbethehighestweightedfactor

• Twowaysofevaluatingbids:› “Binary”disqualificationcriteria(mustbedisclosed)› Subjectivecriteria(evaluatedona“matrix”)

• Memorializetheselectioninwriting:› Scoringworksheets,committeemeetingnotes,etc– usedated docs

• Knowandfollowstateandlocalbidevaluationrules!




SampleVendorEvaluationMatrix

Criteria AvailablePointsCostofeligiblegoods and/orservices 30Costofineligibleportion 25Priorexperiencewithvendor 15In-state preference 10Compatibilitywithexisting infrastructure 20

100possiblepoints


Contracts

• Legallybindingagreementrequired› After28-dayperiodbutpriortofundingrequest(Form471)› Shouldincludeextension/renewalterms› Exception:Month-to-monthandtariffservices

• Shouldcontaindetailedscopeofwork› Serviceparameters,equipmentmake,modelandquantity› Billingterms,servicelogs,etc.

• Maybecontingentuponfundingcommitment




Contracts

• YoucanuseOMEScontracts› FileForm470andconsiderstatecontractterms/pricingas“bid”

• E-rateallowscontractswithvoluntaryextensions› Contractsmusthaveafinal enddateafterextensionsareused


FilingFundingApplications



FCCForm471

• Each471applicationwillhaveoneormoreFRNs› FundingRequestNumber

• AnFRNmaybeassociatedwithacontract

• EachFRNwillhaveoneormorelineitems› Formerly:“Item21”

• Eachlineitemwillbeassociatedwithoneormoresites


FundingRequests

• Identifyvendor› ServiceProviderIdentificationNumber(SPIN)

• Identifycontractinformation› Awarddate,expirationdate,extensions,contractnumber

• Identifycharges:useinvoicesorcontracts› Recurringandnon-recurring› Don’tforgetshipping,taxes,fees,etc




FundingRequestStrategies

• CategoryOneandCategoryTwoapplicationsareseparate

• CategoryOne:mostservicesdistrict-wide

• CategoryTwo:considerwhereequipmentwillbeinstalled


CreatinganFCCForm471

• EPCFormcreationwizard› Sitesanddiscountratewillpullfrom“ManageOrganization”› Connectivityquestionswillpullinfrom“ManageConnectivity?s”› SelectcontractsfromContractssectionwhencreatingFRNs› Enterlineitem:

• Pickfunction/type• Recurring/non-recurringcosts• Sitesreceivingservices




EPC:“ManageConnectivityQuestions”

• Informationrequestedonaper-site basis• Infocarriesover– checkaccuracy(andaddinfofornewsites)• Datarequired:› Downloadanduploadspeed(InternetorWAN)› Predominantconnectiontype(MC)› HowsufficientisthequalityoftheWi-Fiatthislocation?(MC)› Whatisthebiggestbarriertohavingarobustinternalnetworkinyourclassroomsatthislocation(MC,with“other”option)


EPC:EnteringContracts

• Enternicknameandcontractnumber• Uploadcopy(Y/N)• Statecontract?Multipleawardschedule?(Y/N)• “Piggybacking?”(Y/N)• Numberofbidsreceived(required)• AssociatedForm470(FY2016orprioryear)• Accountnumber




EPC:EnteringContracts

• Contractvendor(identifiedbySPIN)• Contractawarddate• Voluntaryextensions?(Y/N)› Ifyes:numberofextensions,expirationdateifallareexercised

• Pricingconfidentiality(Y/N)


EPCDemonstration



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405-471-0912

E-rateFundingYear2017

BrianStephensSeniorTechnologyandRegulatoryAnalystFundsForLearning,LLC

Email [email protected]@FFL

important informationsde.ok.gov/.../files/e-rate-ffl-ppt_feb2017_0.pdf · funds for learning, llc...

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