Procurement is considered by many to be the most scrutinized aspect of the entire E-rate process. This category is decidated to making sure that you have the know-how to meet all of the requirements in this phase of the process.
From an E-rate perspective, applicants are subject to two major categories of procurement regulations: E-rate procurement rules and their state, local, and district-level procurement rules. Neither set of rules takes precedence over the other--E-rate rules require that both be fully satisfied.
During application review and audits, an applicant should be ready to provide detailed information about applicable local and state laws and show how it adhered to them, in addtion to establised E-rate rules.
This Sample Service Provider Evaluation Worksheet by Funds For Learning can help applicants in evaluating the bids and proposals they receive in response to a Form 470 posting. The below worksheet is for example purposes only, and as such, the existing evaluation criteria should be changed to reflect the evaluators own unique criteria.
One Response Received
If an applicant receives only one response to a Form 470 posting, the applicant should document that just one response was received and that it is a cost effective solution for the services sought on the Form 470.
A service provider that could be selected to provide E-rate discounted services cannot provide any assistance to the applicant in the preparation, posting, or certification of the Form 470. A service provider that supplies an applicant with a Form 470 template with suggested language to use on the Form 470 is considered to be violation of this requirement.
Regarding the Form 470 and competitive bidding process, a service provider is limited to responding to the posted Form 470.
The SLD requires that an applicant post an FCC Form 470 to inform all potential bidders of the services the applicant is requesting. This Form is posted to the Schools and Libraries Division website, where it will be publicly available to all service providers. It is not uncommon, that district local rules may require the applicant procure services through a formal bidding process, often referred to as a Request for Proposal (RFP). In this case, it is important that an applicant comply with both the local procurement rules and the E-rate requirements (FCC Form 470).
Applicants that post an RFP along with their Form 470 as part of the E-rate application process may wish to consider including some requirements in the RFP to ensure that the prospecitve service provider is prepared to handle the additional requirements of the E-rate program.
A fair and open competitive bidding process is essential to an applicant’s success with the E-rate program. One of the more critical areas examined when reviewing your procurement process is the evaluation and selection of service providers. Here are some pieces of advice that applicants may wish to consider through the service provider evaluation process.
Document the Process
The FCC requires that an applicant select the most cost-effective bid or proposal as a result of the Form 470 posting. This means that cost of eligible products or services must be the primary factor in the selection process. Cost does not necessarily have to hold the majority of weight, but it must have a higher weight than any other single factor used in the evaluation of service providers. The other factors must be relevant to the selection process.
