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Info for FY 2008 (Yr 11) PEPPM E-rate Purchases
Message Posted January 16, 2008

Important:  There were several new product lines added to PEPPM this year and those require a different Form 470 number to be used.  Please read this message carefully to make sure you are including the correct information relevant to the product line you are applying for.

Funding Year 2008 PEPPM E-rate Information Table:  http://www.e-ratepa.org/Spreadsheets/PEPPM_2008_Product_E-rate_Chart.xls

As you know, the only way an E-rate applicant can submit a Form 471 without submitting a 470 is when someone else submits the 470 on your behalf. Such is the situation with the state's PEPPM contract for internal connections and maintenance (www.peppm.org/pa/default.htm). As in previous years, the PA Department of Education has filed a Form 470 simultaneously with the official procurement process to competitively bid 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, 2008 may now simply file one form, the Form 471. The Form 471 filing window is currently open and thus Form 471 applications may be submitted immediately. The final day that applications can be postmarked or submitted and certified online for Year 10 is February 7, 2008. The pertinent E-rate information needed for the Form 471, Block 5 is listed below.

The SLD requires binding contracts for all services or equipment, with the only exceptions being for one-year tariffed or MTM services, or where state master contracts (such as PEPPM) are being used. 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, 2008).

What Information Should I Use In Block 5 for PEPPM Purchases?
Unlike previous years when there was just a single Form 470 for all PEPPM product lines, this year there were several new product lines added to PEPPM. Therefore we have listed all of the pertinent information for Block 5 for each PEPPM product line in the following chart: http://www.e-ratepa.org/Spreadsheets/PEPPM_2008_Product_E-rate_Chart.xls.  This chart contains the product line, the awarded vendor, product description, Form 470 number, contract number, allowable contract date, contract award date, service start date, and contract expiration date -- all of the information needed to complete the Form 471, Block 5 for PEPPM purchases.   Note: for 99% of your purchases, you will use the 2007 E-rate information as most vendors were added with the original PEPPM bid.

Are we required to sign contracts with vendors before we submit the 471?
No, you are not required to sign a contract prior to the submission of the 471 if you are purchasing from a State Master Contract because the SMC is the contract. But you may want to document your choice by sending an e-mail or letter to the service provider indicating that you have submitted an E-rate request for discounted services/equipment for FY 2008.

Should we issue a purchase order? If so, when?
Purchase orders must be issued in order to actually order the products but this should be done on or after July 1, 2008. 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, 2008, 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, 2008. When your E-rate approval is received later, you can then simply seek reimbursement using a BEAR form.

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).

What information should we use if we posted our own 470, but now would like to purchase from PEPPM?
If you posted your own 470 for equipment and are purchasing that equipment from PEPPM, you must have a binding contract 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, 2008) or it can be a memo signed by the District, listing the equipment, quantities, prices, and effective dates. Essentially, the SLD believes that if you post your own 470, you are taking the state 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 2007 items will be provided by Central Susquehanna Intermediate Unit staff by calling (570) 523-1155 ext. 2144.

To view the individual pricing information for the new PEPPM vendors, go to http://www.peppm.org/pa/default.htm and click on the Product Line you seek on the left toolbar.

If you have any questions, please don't hesitate to contact me at jtschell@comcast.net.