Successful e-Rate Filing

Essential Steps for a Successful e-Rate Filing

Your Technology Plan

A Technology plan is necessary with all Erate funding requests accept telephone services (local and Long Distance).  Your technology plan must be approved by your state.  Usually the approval process is assigned to Technology Plan Approvers.  Plan Approvers are certified for specific types of schools and libraries.

      Technology Plan Approver Site

Your tech plans needs to be approved prior to submitting Form 486.  Workload can cause a delay in the approval of your tech plan, so we recommend this submission be sent ASAP.

Technology Plan Preparation

The USAC Schools and Libraries Division has supplied a great PowerPoint presentation on Technology Plan preparation

      Technology Plan Preparation

(You may already have a Technology Plan in place which we can supply to SLD for you.  However if your Tech Plan needs to be update for this year’s application we can help.  CTI Communication Technologies has the staff that can either develop a new plan for your schools, based on the number of years you would like it to apply to, or update your plan the include additions and new applications. Here are other things to consider in developing your Technology Plan.

   Click Here For a Free Erate Tech Plan Consultation
 

Identify the Services to be Requested
With the initial application(s) (Form 470), you will need to know what services you’ll be applying for as mentioned under Projects E-Rate Can Apply To.

Developing RFPs (Request For Proposals) for Services
The services requested must be described in adequate detail to enable potential providers to formulate bids.

Vital information for developing the RFP:

• Services that are based on a preexisting contract are generally still eligible for discounts.
• Supply general location information as well as goals to attain and types of services to meet those goals.
• Be cautious that you do not leave out any vital steps to meet the agenda especially regarding Priority Two applications.
• All RFPs must be posted on a Web site for 28-days to meet the term requirement established by the SLD.
• Comply with all state and local laws governing procurement.
• You will be asked to verify this requirement.

For many of our customers we not only develop all required RFPs, but we also take care of hosting the RFPs on our website so you don’t have the extra hassle.  Either way, we want to make the experience as easy as possible for you.

Completing All Necessary Forms and Steps According to Mandated Timelines.

• Form 470 is submitted to basically give the SLD your plans of intent.  Generally speaking, the Form 470 describes the services and/or products applicants are seeking. This along with the RFPs, this information supplies the service providers with information needed to bid on your needed services.
• Form 471 is the second form that applicants are required to file to receive E-rate discounts on eligible services. The Form 471 supplies detail regarding the services which applicants are requesting E-rate discounts.
• The third set of forms are Form 486 and BEAR (Billed Entity Applicant Reimbursement) form. Form 486 is completed for the applicant to notify that they have received the services ordered so that discounts are issued. BEAR is an optional form and the service provider may choose to submit it to be reimbursed directly.

More information can be found on these forms by visiting the USAC website.

• http://www.sl.universalservice.org/menu.asp 

Receiving the Discounts
Applications must be posted for 28-days on the SLD Web site before you can sign new contracts with vendors or discounted services. Once the contract is signed, a copy is sent to the SLD's subcontractor with an estimate of the funds that will be requested for the following funding year (FCC Form 471).

Funding requests must be submitted for each funding year. The SLD will place all requests in a queue based on the date and time they are received.  Assuming sufficient funds are available, the SLC's subcontractor will set aside the necessary funds for your use. You will be notified when the funding has been approved.  All contracts should contain a phrase that states something to the effect, "Subject to E-rate funding."  You must submit a separate FCC Form 471 for every site that will be receiving a bill for the goods or services.  

Contract expiration dates can exceed the discount time frame; however, applicants must submit a new Form 471 each year to request funding. At the time of voluntary contract extensions, schools must submit a new Form 470 and accept bids over the next 28 days. However, schools are not obligated to select a different vendor.

Once you have been notified that funding has been approved, you may notify the provider to begin service.

You can notify the SLD that service has been rendered and to approve the flow of funds to the vendor by submitting Form 486.

   Click Here For a Free Erate Tech Plan Consultation