November 15, 2015<\/p>\n
~ Please note new requirements below for FY 2016 ~<\/p>\n
For schools that choose to use the PEPPM Contract as the procurement option for their E-rate Category 2 applications, a mini-bid process must be conducted among all manufacturers that can provide that \u201ccategory\u201d of equipment in order to meet the E-rate requirement that all equivalent product lines must be provided the opportunity to submit proposals.\u00a0 This message provides a comprehensive, yet simple, step-by-step guide to conducting your PEPPM Mini-Bid (this guide also is attached<\/a> is PDF format).\u00a0 It’s important that each step be followed in order and in its entirety in order to be E-rate compliant.\u00a0 For those schools that used the PEPPM mini-bid process last year, please note that several<\/em> items have changed from FY 2015.<\/p>\n A few important notes before you begin:<\/p>\n Step 1.\u00a0 Link Your BEN to the PEPPM Consortium in the EPC Portal (NEW)<\/strong><\/p>\n Before you issue any PEPPM Mini-Bid e-mails to vendors, your school must link to the PEPPM Consortium in your school’s EPC Portal. This step can be done by the BEN’s EPC Account Administrator (AA) or a Full Rights User.\u00a0 Attached <\/a>are screenshots (Attachment A) showing how to complete this task.\u00a0After logging into EPC:<\/p>\n > Click on your district’s name on the Landing Page (should be the first item in the Organization List).<\/p>\n > Choose ‘Related Actions’ on the left toolbar.<\/p>\n > Choose ‘Manage Organization Relationships’ at the bottom of the lightning bolt list.<\/p>\n > Choose ‘Sign Up for a Consortium.’<\/p>\n > Type “PEPPM” in the name search and click ‘Search.’<\/p>\n > In the results window, check the box beside the PEPPM Consortium entry (Entity # 17000299) and click Submit.\u00a0 Confirm action.<\/p>\n > Your BEN is now linked to the PEPPM Consortium and you may continue with the mini-bid process.<\/p>\n Step 2.\u00a0 Create Equipment\/Needs List<\/strong><\/p>\n Attached\u00a0<\/a>to this message is a mini-bid equipment\/services template (Attachment B).\u00a0 Building names are not required, but may be useful for you to include if you want to keep track of your C2 building budgets.\u00a0 If installation\/configuration is required, be certain to include that on your bid list.\u00a0 \u00a0Schools must complete Columns A-F.\u00a0 Vendors must complete Columns G-H.\u00a0 Vendors submitting a quote for an equivalent product line (different from the manufacturer listed in Column C) must complete Columns I-J.\u00a0 This list is then attached <\/a>to the cover e-mail described in Step 3 and send to vendors as described in Step 4.<\/p>\n \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Reminder<\/em>:\u00a0 E-rate rules prohibit bidding vendors from providing the equipment list that will become part of the mini-bid.\u00a0 Service providers are allowed to answer general questions 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 that will be used by the applicant for conducting a competitive bid procurement. If you don\u2019t know exactly what the model numbers are for the components you need, you should list the manufacturer \u2013 if you have a preference \u2013 and generally describe the components you need.\u00a0 For example, if you need wireless access points you would simply list wireless access points and estimate the quantity.<\/p>\n Step 3.\u00a0 Compose E-mail to Vendors<\/strong><\/p>\n Attached <\/a>to this message is a sample cover e-mail to vendors (Attachment C) explaining your PEPPM Mini-Bid and setting forth the instructions to\u00a0 vendors on how to prepare and submit a bid.\u00a0 The message can\/should be modified to meet your specific requirements, but it must be personalized where highlighted, and must give a due date for vendors to submit responses.\u00a0 NEW<\/strong>:\u00a0 Please give vendors at least 14 calendar days to respond (more if the mini-bid is conducted over the holidays).<\/p>\n Step 4.\u00a0 Determine All Vendors in the Relevant “Category”<\/strong><\/p>\n E-rate rules require that if you are using a master contract such as PEPPM where more than one vendor can provide “equivalent” equipment, you must conduct a mini-bid among all<\/strong> product lines in that \u201dCategory.”\u00a0 The Categories mirror the Eligible Services List as follows:<\/p>\n The list of all 61 PEPPM E-rate eligible product lines, identified by Category, is attached <\/a>to this message (Attachment D).\u00a0 To see the product lines for a particular Category, simply click on the Filter icon at the top of the relevant Column and uncheck the “blank” box.\u00a0 That will show just the manufacturer product lines with an X, indicating that the product lines include equipment in that particular Category.\u00a0 For example, if you filter by UPS, you will see there are 8 manufacturers on PEPPM that sell UPS equipment.<\/p>\n Next, you must e-mail all of the vendors (using e-mail addresses in Column N) with awarded product lines in the specific Category and seek pricing proposals for your specific equipment list.\u00a0 Use the Mini-Bid Cover E-mail referenced in Step 3 above, and attach your Equipment List referenced in Step 2 above.\u00a0\u00a0\u00a0 Note that you should identify your preferred manufacturer, if you have one, in the cover email.<\/p>\n \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Manufacturer Resellers<\/em>:\u00a0 <\/strong>Each PEPPM product line has been awarded to a single vendor (Awarded Vendor); however, in some cases Awarded Vendors will identify Authorized Resellers that are bound by the PEPPM contract terms and conditions and will rely on those resellers to directly sell to customers See Column P to identify whether the Awarded Vendor relies on resellers.\u00a0 Where resellers can\/must be used, applicants should review all of the Authorized Resellers identified in the corresponding tab and document in their bid evaluation a valid reason why they selected a particular Authorized Reseller.\u00a0 \u00a0A valid reason could include:\u00a0proximity to the district, previous experience with the district, possesses an E-rate SPIN number, has E-rate experience, high references from other schools, etc.\u00a0 To determine if the Awarded Vendor has authorized resellers, see column P of the Category List.<\/p>\n Step 5.\u00a0 Conduct Your Bid Evaluation<\/strong><\/p>\n Using the prices contained in the vendor proposals submitted by the required deadline, conduct a bid evaluation to select the successful vendor.\u00a0 If a vendor has not responded with a quote by your established deadline, you are not obligated to consider that vendor\u2019s equipment in your evaluation.<\/p>\n Step 6.\u00a0 Notify Winning Vendor<\/strong><\/p>\n After conducting your bid evaluation and selecting the winning vendor,inform the winning vendor\/reseller via e-mail that they have been tentatively selected to provide your E-rate Category 2 equipment and services, contingent on school board approval (if required), issuance of a purchase order and subject to receiving E-rate funding approval (if you don\u2019t intend to move forward without E-rate funding approval).\u00a0 \u00a0See Attachment F <\/a>for sample award e-mail.\u00a0 \u00a0Finalize the exact quantities to be purchased and have the vendor provide a formal quote on vendor letterhead that will act as your Vendor Contract.\u00a0 Ask the vendor to include the following language in the quote.\u00a0 If they do not, handwrite or type it in yourself:<\/p>\n o\u00a0\u00a0 Contract term is 4\/1\/2016 – 9\/30\/2017;<\/p>\n o\u00a0\u00a0 Purchase is contingent on E-rate funding approval (if applicable)<\/p>\n \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Note Regarding Prevailing Wage Act:<\/em>\u00a0PA public school entities are required to comply with the Prevailing Wage Act for public works projects 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 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 have vendors submit appropriate pricing in their proposals.<\/p>\n If you have any questions, please contact me at jtschell@comcast.net<\/a>.<\/p>\n — Julie<\/p>\n Julie Tritt Schell<\/p>\n PA E-rate Coordinator<\/p>\n 717-730-7133 – o penn*link<\/p>\n\n\n
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\n717-730-9060 – f
\njtschell@comcast.net<\/a>
\nwww.e-ratepa.org<\/a><\/p>\n