The FCC Form 470 is a crucial document for E-rate applicants, as it initiates the competitive bidding process. During this process, potential service providers review requests and submit bids. Proper planning and adherence to guidelines are vital for a successful application. The following checklist outlines the key steps and considerations to ensure compliance and efficiency during the FCC Form 470 process.
1.Strategic Planning:
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- Determine your technological needs well in advance.
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- Observe local and state procurement rules.
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- Forecast the services required at the start of the fiscal year, especially if approval from a District authority is needed for procurement.
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- Document each step to ensure program compliance.
2.Review Contracts for Current Services:
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- Check terms, expiration dates, and optional extensions.
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- For multi-year contracts, ensure they are still in effect and within the terms of the original FCC Form 470. Note that a new FCC Form 471 must be filed each funding year to request E-rate support.
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- Verify recipients of service and any changes in internet access speed or bandwidth.
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- For applicants using State Master Contracts, verify the state’s procurement timeline and mini-bid requirements.
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- Understand state contract terms and requirements.
3.Establish a Timeline:
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- 28-Day Open Bidding Process:
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- The waiting period starts the day after you certify your FCC Form 470. For example, if certified on 1/1/2024 the Allowable Contract Date will be 1/29/2024.
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- Weekends count as part of the 28 days.
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- Select a vendor after the 28-day waiting period, unless a later bid deadline is listed.
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- Set a bid deadline in your narrative or RFP, ensuring it is at least 28 days after certifying your FCC Form 470.
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4.Bid Evaluation Process:
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- Document everything.
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- Ensure the process is open and fair, with information shared equally among all bidders.
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- Disqualify bids that don’t meet requirements, with criteria spelled out in the FCC Form 470 and/or RFP.
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- Create a bid evaluation matrix with criteria or factors to assess bids. The price of eligible equipment and services must be the most heavily weighted factor.
5.Select a Service Provider:
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- After the 28-day window, proceed with contract negotiation, approval, and signature.
Following the FCC Form 470 checklist ensures a smooth and compliant process for E-rate applicants. By strategically planning, reviewing current contracts, establishing a clear timeline, and meticulously evaluating bids, applicants can effectively navigate the competitive bidding process. This structured approach not only helps in securing the necessary products and services but also supports program compliance and successful project implementation.
