{"id":35128,"date":"2023-10-27T01:19:00","date_gmt":"2023-10-27T01:19:00","guid":{"rendered":"http:\/\/e-ratepaorg.local\/?p=35128"},"modified":"2023-10-29T01:44:21","modified_gmt":"2023-10-29T01:44:21","slug":"category-2-bidding-requirementsoptions-for-pa-public-schools-6","status":"publish","type":"post","link":"https:\/\/e-ratepa.org\/?p=35128","title":{"rendered":"Category 2 Bidding Requirements\/Options for PA\u00a0Public\u00a0Schools"},"content":{"rendered":"

. October 27, 2023<\/span><\/p>\n

Attached:\u00a0Category 2 Eligibility & Form 470-Bidding Guide – Public Schools FY 2024<\/a><\/p>\n

Attached:\u00a0Remaining C2 Budgets – as of 10-23-23<\/a><\/p>\n

~ C2 Eligibility and Form 470\/PEPPM Filing Guide Attached ~
\n~ Remaining C2 Budgets Attached ~
\n<\/strong>
\nCategory 2 E-rate funding covers the equipment and related services that transport data within schools and libraries, subject to a 5-year budget cap.\u00a0 The Category 2 competitive bidding rules\/requirements for PA public schools are somewhat complex because there are state-specific laws in addition to E-rate rules that must be followed.\u00a0 The following message outlines the options and requirements for PA\u00a0public\u00a0schools<\/strong>\u00a0(as I understand them) and hopefully provides you with a step-by-step path to ensure your E-rate success.\u00a0\u00a0Attached is a Category 2 Eligibility and Bidding Guide for Public Schools that provides complete details and step-by-step screenshots showing how to complete the Form 470 and PEPPM mini-bid screenshots.<\/p>\n

Category 2 Budgets:\u00a0 What\u2019s Remaining for Your School<\/strong><\/p>\n

\u2013 FY 2024 will be the 4rd<\/sup>\u00a0year of the current 5-year\u00a0Category 2 budget which spans FY 2021 \u2013 FY 2025.\u00a0 \u00a0C2 budgets are calculated based on the C2 multiplier ($167\/student for schools and $4.50\/sq ft for libraries \u2013 or a minimum of $25,000\/building) and the Category 2 enrollment or library square footage that\u2019s currently in EPC.\u00a0\u00a0The school enrollment or library square footage figure used for C2 budgets can be different from the enrollment used for discount calculations!\u00a0 Schools can use the same C2 enrollment for the entire budget cycle or modify it if enrollment has increased to take advantage of the higher C2 budget. \u00a0 To see what your remaining C2 budget is for FY 2024 \u2013 FY 2025 (as of 10\/22\/2023), see:\u00a0\u00a0https:\/\/e-ratepa.org\/wp-content\/uploads\/2014\/03\/Remaining-C2-Budgets-as-of-10-23-23.xlsx<\/a>.\u00a0 If you update your C2 enrollment in EPC, the C2 budget will change and the results can be found on USAC\u2019s C2 Budget Data Tool at:\u00a0https:\/\/opendata.usac.org\/E-rate\/E-Rate-C2-Budget-Tool-FY2021-\/8z69-hkn7<\/a>.\u00a0 Simply use the filter on the right side of the page.<\/p>\n

General C2 Bidding Reminders:\u00a0\u00a0<\/strong><\/p>\n

1. E-rate rules require applicants that include a specific model number or manufacturer’s name to\u00a0also\u00a0include the words “or equivalent” on their Form 470 and RFP\/PEPPM mini-bid documents and then evaluate equivalent products that are bid.\u00a0 Applicants may state that such equipment must be compatible and interoperable with the school\/library\u2019s existing equipment (in which case the existing equipment should be identified).
\n2. E-rate rules require that any bid disqualification reasons be stated in the State and Local Procurement Requirements of the Form 470\/RFP or PEPPM mini-bid documents.\u00a0 Disqualification reasons must be yes\/no (either proposals complied or they did not).
\n3. USAC requires applicants to consider all bids received up until the date you conduct your bid evaluation if your Form 470 or RFP\/mini-bid don\u2019t list a specific due date.\u00a0 This is different from previously understood guidance which was that vendors should consider the 28th<\/sup>\u00a0day after the 470 is posted as the default deadline to submit bids.\u00a0 Therefore, it is extremely important that you state a deadline for vendors to submit proposals (which, of course, must be on or after the 28-day waiting period).\u00a0 I suggest the following language:\u00a0 \u201cDeadline for vendor proposals is [XXXXXXX] at noon.\u00a0 We reserve the right to reject late-submitted proposals. \u00a0Proposals must be e-mailed to the Form 470 contact unless otherwise noted.\u201d
\n4. Because USAC requires a full 28-days after vendor questions are answered or new information is provided, I am strongly recommending that applicants provide vendors with 2 weeks to ask questions, answer those questions within 2 days, and then have the bid due date be 29-days after the questions are answered.\u00a0 This will ensure full compliance with the E-rate bidding rules.\u00a0 For example, if you post a Form 470 on December 1, make the deadline for vendor questions be December 15, issue answers to vendor questions (by uploading with the existing Form 470\/RFP in EPC) by December 17, then make vendor bids due January 12.
\n5. The\u00a0<\/strong>FCC prohibits the use of Universal Service funding, including E-rate funds, to purchase equipment and services from companies deemed a national security risk.\u00a0 Be certain that you do not consider any proposals that include either Huawei or ZTE equipment.
\n6. E-rate rules prohibit applicants from contacting potential vendors prior to bidding to seek an equipment list.\u00a0 Service providers are allowed to answer\u00a0general<\/em>\u00a0questions about the products and services they sell in response to applicant inquiries, but they may not prepare any part of a RFP or spec sheet\/bill of materials that will be used by the applicant for conducting a competitive bid procurement.
\n7. Applicants must have a signed contract for all Category 2 funding requests before the Form 471 is filed.\u00a0 This can be as simple as a signed vendor quote as long as it contains this information:<\/p>\n

— Contract signing date (must be on or before the Form 471 submission date).<\/p>\n

— Term of contract (4\/1\/2024 – 9\/30\/2025 for equipment purchases).<\/p>\n

— List of equipment\/quantities\/prices (or services) and installation costs.<\/p>\n

— Whether you want the equipment\/services to be contingent upon E-rate funding approval.<\/p>\n

8. The Category 2 Form 470 changed slightly starting in FY 2022.\u00a0\u00a0 In addition to having the three C2 subcategories be description-based, the C2 Form 470 added a basic maintenance (BMIC) checkbox on the Internal Connections service request page so applicants aren\u2019t required to post a separate BMIC service request.\u00a0 However, for applicants seeking BMIC services for separate procurements (perhaps for existing equipment), the option still exists to create a separate BMIC service request.<\/p>\n

Public School Bidding Options:<\/strong>\u00a0\u00a0Public school entities have several bidding options as outlined below.\u00a0 Please pay careful attention to all of the requirements of each option (in addition to the list of requirements noted above).<\/p>\n

Option<\/strong>\u00a01)<\/strong>\u00a0\u00a0File a Form 470\u00a0and\u00a0issue an RFP:<\/strong>\u00a0\u00a0The RFP must be uploaded into the Form 470 as the form is being created,\u00a0and<\/em>\u00a0the procurement must be advertised in at least 2 local newspapers of general circulation once a week for 3 consecutive weeks (done concurrently with the Form 470 bidding period).\u00a0 On the 29th<\/sup>\u00a0day after the Form 470 was posted (or later), schools\u00a0must select the lowest price bid\u00a0among all qualified proposals (those that met the minimum bid requirements outlined in the RFP).\u00a0 Under state law, schools are\u00a0not<\/strong>\u00a0permitted to consider other bid evaluation criteria besides price.\u00a0Schools will then contact the winning vendor to obtain a contract document (or final quote with exact quantities) for the District to sign.\u00a0 (For C2 Equipment\/services costing between $12,200 – $22,500, and if no RFP s issued, schools must request written or telephonic price quotations from at least three bidders, in addition the Form 470 bidding process.)<\/p>\n

Best Practice<\/em>\u00a0Timeline<\/em><\/strong>:\u00a0 Post 470\/File RFP by first week of December, conduct your bid evaluation in mid-January, have your board approve the contract at their January or February board meeting(s), and file the Form 471 in early March.<\/em>\u00a0<\/em><\/p>\n

\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/strong>OR<\/strong><\/p>\n

Option 2)<\/strong>\u00a0\u00a0Use the PEPPM contract and conduct a ‘PEPPM Mini-Bid’:<\/strong>\u00a0\u00a0Public schools using the PA State PEPPM contract should NOT post a Form 470, but are instead required to conduct a ‘mini-bid’ of all product lines in a specific “Category” and then consider all bids submitted by vendors.\u00a0 Categories are wireless equipment, switches, routers, firewalls, UPSs, cabling\/connectors, racks, and caching servers.\u00a0\u00a0A complete guide to conducting a PEPPM Mini-Bid is available at:\u00a0https:\/\/e-ratepa.org\/?page_id=6121<\/a>.\u00a0There is no 28-day mini-bid requirement, but you should give vendors\u00a0at least\u00a014 calendar days to submit proposals. Using the prices contained in the proposals submitted, schools will then create a bid evaluation to select the successful vendor.\u00a0 Price of eligible equipment\/services\u00a0must<\/strong>\u00a0be the most heavily weighted factor, but you\u00a0may<\/strong>\u00a0consider other factors such as previous experience with the District, compatibility with existing equipment, references, cost to train or certify staff on new equipment, etc. \u00a0Schools will then contact the winning vendor to obtain a contract document (or final quote with exact quantities) for the District to sign.<\/p>\n

The PEPPM Mini-Bid process is not to be used for structured cabling projects.<\/p>\n

Best Practice<\/em>\u00a0Timeline<\/em><\/strong>:\u00a0 Post 470\/File RFP by early December, conduct your bid evaluation in late December or early January, have your board approve the contract at their January or February board meeting(s), and file the Form 471 in early March.<\/em><\/p>\n

NOTE:\u00a0 Prevailing Wage Act:<\/em>\u00a0\u00a0PA public school entities are required to comply with the Prevailing Wage Act for public works contracts which include\u00a0\u2018construction, reconstruction, demolition, alteration and\/or repair work other than maintenance work, done under contract and paid for in whole or in part out of the funds of a public body where the estimated cost of the total project is in excess of $25,000.\u2019\u00a0 Maintenance work is defined as the repair of existing facilities when the size, type or extent of such facilities is not thereby changed or increased.\u00a0 In speaking with several knowledgeable school officials, they believe that structured cabling projects costing more than $25,000 would be required to comply with the Prevailing Wage Act.\u00a0 You will want to check with your school district solicitor to determine if he or she believes the Prevailing Wage Act applies and if so, be sure to obtain a Prevailing Wage Determination from the PA Department of Labor and Industry (http:\/\/www.dli.pa.gov\/Individuals\/Labor-Management-Relations\/llc\/prevailing-wage\/Pages\/Prevailing-Wage-App.aspx<\/a>) and include this requirement and PW Determination in your structured cabling RFP\/procurement.\u00a0 (The federal Davis-Bacon Act does not apply to E-rate funds.)<\/p>\n

If you have any questions related to the information contained in this message, please don’t hesitate to contact me at\u00a0jtschell@comcast.net.<\/p>\n

— Julie<\/p>\n

Julie Tritt Schell
\nPennsylvania E-rate Coordinator
\n717-730-7133 – o
\njtschell@comcast.net
\nwww.e-ratepa.org<\/p>\n\n

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