7/23/2019 perfecting your vision for e‐rate 2020 1 · 7/23/2019 perfecting your vision for...

7/23/2019 Perfecting your Vision for E‐Rate 2020 1

• www.kelloggllc.com• Perfecting E‐Rate 2020 Workbook (July 2019)

• https://kelloggllc.sharepoint.com/sites/clients/XXXX/SitePages/Main.aspx• Please note that your unique school code should be entered in place of the “XXXX”

• www.usac.org


Websites & Items Needed For This Webinar

IntroductionYour KSLLC Team


Polling question – What is your role?


Agenda

TODAY’S AGENDA• E‐rate Update• What’s new with C2?• Sharepoint & EPC• Preparing your RFP• Competitive Bidding• Bid Evaluations and Contracts


• Certifying your E‐rate Forms• Preparing your RFP• Compliance• Funding!

https://www.kelloggllc.com/training_exercises.aspx

E‐Rate UpdatePresented by: Debi Sovereign


E‐rate’s Future

• Permanent Filing Window January 16 – March 27

• Administrative October 1 – January 15

• Category 2 budget – rolling 5 year

• Slight increase in per student cap (currently $159.66905392/student) Libraries $2.45/$5.32

• Per student cap will remain at campus level

• Continued support for Internet and Wide Area Networks

• Expand Internet uses such as Internet on Buses

• Threat from other programs to use E‐Rate’s “unused funds”

• FCC NPRM for Category 2 budgets – released last week. Be sure to comment!



‐

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

4,500,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019

Thou

sand

s

E‐Rate Demand Estimate

P1 / C1 2015

P2/ C2 2015

Funding Cap


‐

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

4,500,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019

Thou

sand

s

E‐Rate Funding History C1 vs C2P1/C1

P2 / C2

Funding Cap

Managing your C2 Cycle

Presented by Riley Harpole


Polling question – Will you be requesting C2 in 2020?


Category 2 is here to stay!

• FCC recommends to permanently extend C2 budget approach.

• Everyone gets to participate.

• Benefits everyone fairly.


Current Rules

• Budgets based on enrollment or square footage.

• Site specific budgets

• Spread throughout 5 year cycles

• Spend on any or all of the C2 Service Types


Category 2 Budget Table


Access points

Cabling

Caching

Firewalls

Switches

Routers

Racks

UPS

Wireless LAN Controllers

Improvements, upgrades and software necessary to support eligible broadband internal connections components

Functionalities listed here that can be virtualized in the cloud, and equipment that combines eligible functionalities are also eligible.

15

Eligible Broadband Internal Connections

Eligible Services – Category 2

7/23/2019 Perfecting your Vision for E‐Rate 2020

Services provided by a third party

• Operation, Management, And/or monitoring of eligible broadband internal connection components

The third party may manage the school or library’s equipment or provide the equipment as part of a lease.

16

Managed Internal Broadband Services(e.g. Managed Wi‐Fi)


Eligibility Limitations

Supports only the equipment functions listed as eligible

as broadband internal connections components.

Upfront charges as part of the contract are eligible.

Any ineligible internal connections components (e.g.

tablets) must be cost‐allocated out.

17

Managed Internal Broadband Services(e.g. Managed Wi‐Fi)


Support for basic maintenance of eligible internal connections such as:

• Repair and upkeep of hardware

• Wire and cable maintenance

• Basic tech support

• Configuration changes

Support for BMIC is limited to actual work performed under the contract.

18

Basic Maintenance of Internal Connections


Basic maintenance does not include:• Services that maintain ineligible equipment• Upfront estimates that cover the full cost of every piece of eligible equipment

• Services that enhance the utility of equipment

• On‐site technical support• Unbundled warranties

19

Basic Maintenance of Internal Connections


Eligible Charges Taxes, surcharges and other similar reasonable charges

Lease fees to rent or lease eligible components

Shipping charges

Training

Installation and configuration

• Installation may be provided by a third party

20

Miscellaneous


Notice of Proposed Rulemaking

• Released July 9, 2019

• Permanent move to C2 Budget approach

• Seeking comments on ways to improve.

• https://docs.fcc.gov/public/attachments/FCC‐19‐58A1.pdf


Potential “Improvements”

• District wide budgets• New Budget cycles• New Eligible Services• Increased budget floor• Higher budget multipliers• Easing Equipment Transfer Rules


Discussion Topic


How are you managing your five‐year rolling budget for category 2?

Yr 1

Yr 2

Yr 3

Yr 4

Yr 5

KSLLC Client Spending for C2


201525%

201613%

20177%

201814%

201915%

Remaining26%

Budget $142,660,299

2015 $35,842,126

2016 $18,541,380

2017 $10,323,532

2018 $19,802,418

2019 $21,048,251

Remaining $37,102,590

Total Spent $105,557,709

When did your C2 budget begin?


201558%

201621%

20176%

20184%

20195%

N/A6%

Rolling 5 Year Budget

• Calculate current years budget based on enrollment or square footage.

• Subtract the previous four year’s commitments.


Set 5 Year Budget

• The same budget for a set 5 year period.

• No increase or decrease with student fluctuation.

• No inflation increase or a rounded increase.

• Pros and cons.


Clean Slate in 2020

• Easiest of all solutions.• Simplify budget tracking.• Does this hurt/harm certain applicants?


2020 Transition Year

• Continue as is to use up any remaining funding.

• Add an additional 20% back into budgets if empty.

• Worst case scenario.


20% bonus each year

• Most challenging way to track budgets.• Provides access to funding each year, no matter what spent the previous year.

• Can’t spend more than ~$160/student in any given year.


Polling question – What is your favorite potential C2 budget structure?


32

Cancellations and Reductions


C2 Exercise – Budget allocations

District wide firewall for $75,000 Middle School is Over Budget

Current Enrollment SiteAllocation by

student Firewall @ $75,000205 Lincoln ES 6.5579% $4,918.43

266 Williams ES 8.5093% $6,381.96176 Johnson ES 5.6302% $4,222.65133 Jefferson ES 4.2546% $3,190.98

505 Will Rogers ES 16.1548% $12,116.12

124 Buchanan ES 3.9667% $2,975.05

402 Parker MS 12.8599% $0.00

444 Peters MS 14.2035% $0.00

871 High School 27.8631% $20,897.31

$54,702.50


Current Enrollment SiteAllocation by

student Firewall @ $75,000

205 Lincoln ES 6.5579% $4,918.43

266 Williams ES 8.5093% $6,381.96

176 Johnson ES 5.6302% $4,222.65

133 Jefferson ES 4.2546% $3,190.98

505 Will Rogers ES 16.1548% $12,116.12

124 Buchanan ES 3.9667% $2,975.05

402 Parker MS 12.8599% $9,644.91

444 Peters MS 14.2035% $10,652.59

871 High School 27.8631% $20,897.31

• April 1st – Earliest installation can begin• July 1st – Earliest invoicing can begin• June 30th – Last date for recurring services (BMIC and MIBS)

• September 30th – Installation deadline• January 28th – Invoicing deadline

• Extensions can be requested for installation and invoicing.

34

Important Category 2 Dates


Questions?


E‐Rate CalendarPresented by Christina Bailey


E‐Rate Calendar and Checklist 2020‐21

• Organized by Month

• Checklist for each month

• The most pertinent tasks are listed for you to complete

• Our calendar starts in July…let’s take a look!

• Let’s get ahead of things and complete our Contact Form today.

BOARD POLICIES – KEEP CURRENT

• Record Retention Policy • E‐Rate Procurement Policy• Gift Policy • CIPA – Discussion on the record of compliance • Internet Use Policy and Acceptable Use Policy

• at the Board level and in the student handbook


Polling question – How sure are you that you have a current, up to date, gift policy in place?


SharepointUSAC EPCPresented by: Alex Linam


Polling question – Do you utilize Sharepoint?



• Documents

• Bills

• Repository for your E‐Rate Forms and Documents throughout the year

• Upload your bills

• Upload other E‐Rate documents requestedhttps://www.kelloggllc.com/SharePoint

• Upload Erate Docs

EPC – USAC Erate Portal

• Kellogg & Sovereign • CRN 16024809 (OK)• Organize Relationships• Manage Users• Manage Permissions

https://portal‐training.usac.org/suite/

• YOUR E‐Rate Team• Administrator• Financial Contact – Form 498• General Contact• Users


USAC’s Online Learning Library

• Full video library can be found athttps://www.usac.org/sl/about/outreach/online‐learning.aspx


BREAK


Needs Assessment and E‐Rate RFP

Presented by: Riley Harpole


Set your Sights on 2020

• Group 1• Group 2• Group 3• Group 4• Group 5

• Plan to finish by December 15• Turn in October 2019 Enrollment and Free/Reduced students

• Update your entity information


Proper Timing is Critical


Needs AssessmentUpdate EPCPost 470/ RFP

JUL 2019 ‐ OCT 2019

Competitive BiddingAdministrative Items• NSLP, CEP, Site Changes

NOV 2019 – DEC 2019

Bids CloseBid EvaluationBoard approval

DEC 2019 ‐ JAN 2020

Contract NegotiationPrepare Erate 471

JAN 2020 – FEB 2020

Finalize Erate 471Erate Window Closes 3/25/2020

FEB 2020 – MAR 2020


• E‐Rate 470

• E‐Rate Discount

• Last Group bids close January 2020• START NOW and FINISH EARLY!

• October 2019 Enrollment & Low income, CEP % Site updates

• DUE Friday, December 13, 2019

• Evaluate your bids, sign contracts within 14 days• 471s filed beginning in January 15, 2020• CIPA Certification, Budget for Supporting Resources

• E‐Rate 471

Hands on Activity – Complete Yours Today!

• Multiyear contracts – renewal form

• RFP Questionnaire – complete on paper or online

• www.erate470.com

Reference materials:• Erate Funding to Date for your Internet and WAN services

• Category 2 budget for your “C2” requests.

• Budget for Supporting Resources• CIPA Requirements


Competitive Bidding

Presented by Christina Bailey


We Keep You On The Right Path

• Kellogg & Sovereign is the perfect buffer to help prevent impropriety with competitive bidding.

• We provide you with the tools to make sure proper timelines are met, documentation requirements are fulfilled, and the checks and balances are checked and balanced.

• Kellogg & Sovereign works within USAC’s rules as well as OUSF’s rules.• You have us because we know how to keep you on the Right Path in competitive bidding!


Real World ScenariosPop Quiz!


Okay?Not Okay?

Real World Scenario – 1

Jenny with C2 Equipment R Us calls you and asks you exactly what kind of cabling you require with the switches you have requested on your RFP. You have a lengthy discussion and together decide that you need 250 feet of Cat6 cabling as well as two 48 port switches and a UPS to support those switches. She places her bid accordingly and provides a great price. She beats out 5 other service providers to win the award…Hooray!

Okay or Not Okay?7/23/2019 Perfecting your Vision for E‐Rate 2020 54


Do It All Tech helps you handle ALL of your tech issues. They are your “guys”. You even have then listed as the tech contact on your 470 because, let’s be honest, you don’t know a WAP from a light switch. Because they are your “guys”, they obviously need to bid on your Basic Maintenance. All is well as long as you don’t give them any competing bidder’s pricing, right?



Your bidder, Philanthropy Technology Inc. always donates 10% of their net profits to an organization that provides grants for local schools to purchase textbooks. It is a blind donation and Philanthropy Technology Inc. has no control over who receives the grants; however, they freely provided your school with information on how to apply for this grant.


Bid EvaluationPresented by: Rachel Botts


Bonfire Features

• Questionnaire – Service providers complete answers for “apples to apples” comparison

• Bid Table – for use with Internet or WAN matrix• Online bid evaluation – score online 1‐10 and Bonfire will apply weight for you

• KSLLC will continue to save bids for you in Sharepoint


Bid Evaluation – Best Practices

COMPARE APPLES TO APPLES• Internet Bandwidth• WAN Bandwidth• Contract Terms• C2 equipment• C2 maintenance

PROPERLY SCORE EACH FACTOR• Price‐Erate goods and services • Price – Other Costs• Prior Experience• Personnel Qualifications• Responsiveness• Technical Merit


SuggestedBidEvaluationMatrix

60

Factor Points Possible

Vendor 1 Vendor 2 Vendor 3

Price of the ELIGIBLE goods and services 30 15 30 25

Prior experience w/ vendor 20 20 0 20Personnel Qualifications 10 10 5 5

Responsiveness 15 0 15 15Technical Merit 20 20 10 20Price‐Other Costs 5 5 5 5

Total 100 70 65 90


Polling question – Can I score vendors with a 0 if I do not know anything about their qualifications?


Contractsand Board ApprovalsPresented by Rachel Botts


Contracts & Online Signatures

• CAREFULLY review all contracts• Contingent on E‐rate funding• Reserve right to accept some, all, or none• End on June 30• Voluntary annual renewal


• Adobe Sign, Online, paper/email• Contract will be sent to you and provider for signature

• Check your spam folder so you don’t miss it

• Review and Sign immediately!

Board Approvals

• Annual E‐Rate Funding Approvals (check your local board requirements)

• Delegation of signatory power to someone other than the Superintendent

• Contract Approval

• Board resolution to pay non‐discount share


Recommended language

• Allow for 1 year extensions to allow purchasing for multiple years• Right to cancel if not funded by the school or by USAC.• Right to cancel at discretion of the applicant.• See a sample in the E‐Rate workbook ‐https://www.kelloggllc.com/training_exercises.aspx


Polling question – What is the most common delay to filing the Form 471 application?



REVIEW AND CERTIFY• Presented by: Alex Linam

E‐Rate Application – FCC Form 470

Review your entities (school sites, NIF’s, library locations)Check YOUR contact informationReview supporting documentationREAD YOUR RFPConfirm requestsIf in doubt, call it out!


Contact info on a Form 470


Items/services requested


E‐Rate Application – FCC Form 471

Review your entities (school sites, NIF’s, library locations)Check YOUR contact informationReview supporting documentationConfirm contract datesConfirm amountsIf in doubt, call it out!


Entities on a Form 471


FRN Calculations


Certifying Form 471


Polling question – Is reviewing and certifying your forms difficult for you?


USAC ReviewsPIA, PQA

CompliancePresented by Debi Sovereign


USAC Compliance

PIA REVIEW• Confirm Entities• Confirm Dates• Cut over issues• C2 Budget reductions

PQA & ONSITE AUDITS

Desk audit of a single FRN• Invoice, proof of payment• Bids, Bid Evaluation, Contracts• CIPA compliance• Products and services as funded• Recipients of Service• Inventory – installed & operating• On site visual review


CIPA Compliance – would you pass today?https://www.kelloggllc.com/cipa.aspx

ONLINE FILTER• Software invoice• Screen shot• Filtering log

INTERNET POLICY• Access by minors to inappropriate matter

• Safety and Security of minors• Unauthorized access “hacking”• Unauthorized disclosure• Restrict minor’s access to materials harmful to minors

• Educating minors about proper online behavior


PUBLIC MEETING• Discuss compliance

Show Me The MONEY!$$$$$$

Presented by: Christina Bailey


Polling question – Which invoicing method do you prefer?


• It’s ALL for naught if it isn’t bought• Install by deadlines• Invoice BEFORE deadline• Make sure what you purchase matches the funding request

• Keep your Form 498 current• Check your Disbursements

BEAR OR SPI

• You decide not the provider• Discounts on bill or mail in rebate• Decision is per Funding Request


IT AIN’T OVER ‘TIL USAC SAYS “CHA‐CHING”!

Polling question – How often do you check your bills?



• Are discounts being added to your bill if you are SPI?

• Sales Tax?Category 1

• Are you getting charged for the correct service/bandwidth

• Are service addresses correct?

Category 2• Are part numbers listed by building?

Check Your Bills!

Questions &Wrap up


https://www.surveymonkey.com/r/erate2019

Workshop Evaluation & CertificatesThank YOU for attending!
