The K-12 Learning Infrastructure Program & Wi-Fi Upgrade Initiative March 17, 2016

: Confirm Form 486 has been filed A day of funding is lost for every day late Form-486-Preparing-to-File.aspx Form-486-Preparing-to-File.aspx

Reverting unused funds Form aspx aspx Paper form at this time Used for multiple purposes Block 3 used for reducing or canceling an FRN Suggest you send U.S. Postal, Return Receipt Requested Keep a copy Put a copy of your postal receipt with you 500 copy

EPC  Log into EPC  Limit of 3 simultaneous logins  Locked out for 65 minutes  Verify all sites are included  Non-instructional Facilities (NIFs) should also be present  Call for additions  Connectivity Questions  Based on current status  Questions.aspx Questions.aspx  Add Finance Officer to EPC  Get existing multi-year contracts in electronic format

Discount Matrix

Latitude and Longitude Add a space here Click here

Reminders:  Head Start is Not eligible for funding in Virginia  traditional/eligibility-table.aspx#VA traditional/eligibility-table.aspx#VA  Your Central Office needs a Billed Entity Number (BEN) that is unique to it. The division should have a different BEN.

Procurement Requirements  Local procurement requirements must be honored  State procurement requirements must be honored  Federal requirements do not over-ride more restrictive state or local restrictions  Follow the most restrictive rules

Student Data Available Data by school can be found on the right side of web page FCC Registration Number not needed for sites Video Tutorial for updating school profiles Information.aspx Contact Client Services Bureau if problems with exceptional schools

Full-time and Part-time Students School profiles includes the following fields: Number of full-time students Number of part-time students Peak number of part-time students Total number of students eligible for NSLP Category 2 budgets may include part-time students, with the maximum being the peak number of students in the building. Example: 500 full-time student, 50 part-time students from 8:00 – 10:00, 75 part-time students from 1:00 – 3:00; Peak number of students = 575

Category 2 Tools District Model for E-rate Category Two Budget Lookup Tool Requires individual school BEN numbers external/budgetLookup external/budgetLookup

Draft Vendor Selection Letter For Planned E-Rate Purchase Under a State Master Contract Note: The purpose of this letter is to document an E-rate applicant’s agreement to purchase eligible products and services under a state master contract for the following funding year. [To Be Placed on Applicant Letterhead] Date THIS IS THE DATE YOU USE ON THE 471 FOR THE CONTRACT AWARD DATE Name and Address of Vendor Selected Dear : This letter is to notify you of our decision to purchase $____________ of [specify product/service or reference more detailed attachment] from your company during the next E-rate funding year (07/01/20__ to 06/30/20__) under the terms of [specify state master contract designation]. The procurement of these [product(s)/service(s)] will be dependent upon the following conditions [choose any that apply]: 1.Final approval of next year’s fiscal budget; 2.Contract confirmation by next year’s school board; 3.Award of associated E-rate funding; and We look forward to working with [vendor name] on this project. Sincerely, Name and Title For non-recurring services, it is suggested that the terminating date be specified as 09/30/200_.

Divisions to do Complete your 470s for services if you are not using a state 470 SLD has a new File Along With Me Blog Post 18 - State Contracts and Mini-bids Start your Category I Form 471 Determine your Cat 2 needs Do you need to schedule Board approval for contracts?

Virginia to do Award contracts Provide guidance on service provider selection via mini-bid process Provide guidance on filing Category 2 Form 471

Questions? 