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PEPPM E-rate Filing Information Released
Message Posted January 30, 2011

~ Important Cisco Information: Please Read ~

** Cisco Purchasing Information **
Beginning with FY 2011, Cisco Smartnet will no longer be eligible for E-rate discounts. Cisco is in the process of revising their maintenance and product offerings (to include eligible warranty bundles) and as a result, some Cisco SKUs and prices may change in the next few weeks. In the near future I will send a comprehensive e-mail related to these Cisco and basic maintenance changes, but I wanted you to be aware that you may want to wait and file your Form 471 applications for Cisco purchases after these issues are clearly resolved.

PEPPM Background
The only way an E-rate applicant can submit a Form 471 without first competitively bidding the E-rate eligible service/item using a Form 470 is when another entity submits the 470 on the applicant’s behalf. Such is the situation with the state's PEPPM contract for internal connections and maintenance (www.peppm.org/pa/default.htm). The PA Department of Education files Form 470s to align the E-rate competitive bidding process with the official procurement process for the PEPPM contracts.

Schools (both public and nonpublic) and libraries that would like to purchase and take receipt of an E-rate eligible item from PEPPM on or after July 1, 2011 may simply file one form, the Form 471. The Form 471 filing window opened on January 11, 2011 and Form 471 applications may be submitted on or after that date. The final day that applications can be postmarked or submitted and certified online and Item 21 attachments submitted for Funding Year 2011 is March 24, 2011. The pertinent E-rate information needed for the Form 471, Block 5 is listed below.

In the cases where PEPPM is being used, the SLD does not require a separate contract or purchase order to be issued before the 471 is filed because the PEPPM contract IS the contract. Therefore all of the information below is based on the PEPPM contract, not on your local contracts/purchase orders. Purchase orders, however, must be issued in order to actually order the products (on or after July 1, 2011).

Form 471, Block 5 Information:

SPIN: Use the SPIN of the vendor you wish to purchase from
Form 470: 355530000853729
Contract Award Date: Varies. Please see http://www.peppm.org/pa/erate/Year14/ErateContacts.htm and select the appropriate product line to see the correct Contract Award Date.
Service Start Date: 07/01/2011
Contract Expiration Date: 12/31/2013
Contract Number: 2011 State PEPPM Contract

To view the complete list of product lines and vendor pricing, go to http://www.peppm.org/pa/Product.htm and click on the specific product line you wish to choose from. To view the E-rate SPIN numbers, go to: http://www.peppm.org/pa/services/spinnum.htm.

Important Requirement: PEPPM Mini-Bids

If the ordering instructions for your desired product line permit you to purchase from more than one reseller, you are required to conduct what the SLD refers to as a ‘mini-bid’ since more than one vendor qualifies to provide you with that product or service.

In the case of a PEPPM mini-bid, applicants should minimally document two evaluation criteria. The first, and most heavily weighted factor must be price.

The second criteria may be any other factor that is relevant to why you chose a particular vendor. For example, you may have done prior business with a particular vendor and they know and understand your infrastructure or billing systems well. Or one particular vendor is the closest in proximity to your school. Or you have references from other districts that signal one vendor is better to work with than another. Whatever the reason, you need to document it so that if asked by the SLD or by an auditor, you can easily answer and remember why you legitimately selected one vendor over another.

Example of Mini-Bid Documentation

Product Line: Tripp Lite

Purchase Orders for PEPPM Purchases
If your purchase is contingent on E-rate funding, a purchase order should be faxed AFTER your funding commitment decision has been made by the SLD, or after July 1, 2011, whichever is later. If you would like to purchase equipment regardless of E-rate approval, you should submit your purchase order to PEPPM anytime after July 1, 2011. When your E-rate approval is received later, you can then simply seek reimbursement using a BEAR form.

The purchase order should be for the full amount of the equipment, not for the E-rate non-discounted amount. Further, the P.O. should clearly state that this is an E-rate item, and include the Funding Request Number (FRN) pertaining to that piece of equipment. In addition, if the P.O. is issued after a funding commitment decision is issued by the SLD, the P.O. should specifically state whether you would like to receive a discounted invoice (where you would just pay the non-discounted portion and the vendor would seek reimbursement from the SLD).

Using PEPPM After Posting Your Own 470:
If you posted your own 470 for equipment and are purchasing that equipment from PEPPM, you must have a binding contract -- signed by both parties -- before submitting the 471 (this can be a PO signed by the District and the vendor, listing that it will not be effective until at least July 1, 2011) or it can be a memo signed by both parties, listing the equipment, quantities, prices, and effective dates. Essentially, the SLD believes that if you post your own 470, you are taking the PEPPM contract price as one of the bids, which is different than relying on the PEPPM contract entirely.

Applicants should complete the Form 471 online (www.sl.universalservice.org/menu.asp) using the “Create Form 471” option. Assistance with filing the Form 471 for PEPPM 2011 items will be provided by Central Susquehanna Intermediate Unit staff by calling (570) 523-1155 ext. 2144.

-- Julie

717-730-7133 - o
717-730-9060 - f
jtschell@comcast.net
www.e-ratepa.org
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