2017 Filing a Form 470 For Voice Step-by-Step for Creating and Submitting Your 470 Application in Your EPC Portal

Procurement Rules Be sure to check with your CFO and purchasing/procurement specialists regarding your own local purchasing and procurement policies. Document every step of your process!

NC and DIT Procurement Rules http://www.doa.state.nc.us/pandc/  -   Procurement laws of the state of North Carolina  http://it.nc.gov/resources/it-strategic-sourcing http://it.nc.gov/it-procurement-rules  -  IT procurement rules

Purpose of Form 470 Filed to begin the procurement of eligible services Filed when contracted service is up on June 30, or for all MTM and Tariffed (including all the ITS C1 Voice and WAN services) RFP is OPTIONAL Must be available a minimum of 28 days (this includes the OPTIONAL RFP documentation)

When to File The FCC Form 470 has no specific window, although must be available 28 days Last date to file a Form 470: Thursday, April 13, 2017, 11:59pm EST This will give you EXACTLY 28 days before the window closes on Thursday May 11, 2017, 11:59pm EST

Filing FCC Form 470 You must complete and submit the FCC Form 470 by filing the form online in your EPC You may file more than one FCC Form 470 or you can request all of your C1 services on one application

User Roles and Permissions When users are added to the EPC system, they are given certain permissions regarding creating, editing, and certifying FCC Forms. The rights are provided on a form type basis. You may have “full” rights for the FCC Form 470 for your organization, but different “partial” rights on the 471 Full Rights: These users can start, edit, and certify these forms. Partial Rights: These users can start and edit these forms ; however, they are not able to certify the form. Once they have completed the entering all of the information in the form, it will be automatically routed to all of the full rights users in your organization so that the form can be certified. View only Rights: These users cannot start or edit a form, but can view the forms created by other users in the organization. In your LEA, you may be the person to start and complete the new Form 470, but then “send for certification” to your superintendent.

Accessing Your EPC Portal

portal.usac.org portal.usac.org

Sample Login

Creating the Form 470 From the Landing Page, click on “FCC Form 470”. Note: When you begin the FCC Form 470, the basic information about your Billed Entity will be automatically populated from your profile. If any of the information displayed is incorrect, update the organization’s profile. Once the information has been updated, it will automatically update in the form as well.

App Nickname – Be Descriptive 2017 2017-18

Progress Bar – “Breadcrumbs” 2017

Contact info 2017

Category of Service 2017

RFP? 2017 Although you may certainly file a Request for Proposal, RFP, it is not mandatory.

Add New Service Request 2017

Voice 2017

Service Details 2017 Total number of buildings Total number of lines

Add more services 2017 Add your PRI, cellular, WAN, etc.

A word about cellular… Only the voice portion of the service is eligible You must make a cost allocation of the data and texting from the voice Your vendor needs to help you determine the eligible voice from the ineligible data/texting Voice service, including cellular, is phasing out: this year an 80% district will receive 20% discount All 60% discount (and below) schools and school districts will no longer receive any voice service support You must also have a methodology for determining “off campus” usage for the voice Off campus is not eligible Please think about the cost/benefit of filing for a small amount of discount for the effort, and keeping your records for 10 years

Cellular Voice 2017 Remember, you must cost allocate all Data and Texting charges. And, the voice portion is reduced another 20% points thi syer.

Cellular details 2017

Sample Narrative #1 LOCAL TELEPHONE SERVICE: Between x and xx POTS lines per school plus 3-6 PRI lines or SIP trunking [or PRI] at Central Office. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services 162994 as an additional billed entity as per previous Forms 470. LONG DISTANCE TELEPHONE SERVICE: Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services 162994 as an optional additional billed entity as per previous Forms 470. CELLULAR: Approximately xxx regular lines with option for a la carte data plans and xxx bus budget lines. Will consider 1 or 2 year contract with up to four additional specific optional renewal years. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services 162994 as an optional additional billed entity as per previous Forms 470.

Sample Narrative #2 LOCAL TELEPHONE SERVICE: Between x and xx POTS lines per school. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services 162994 as an additional billed entity as per previous Forms 470. LONG DISTANCE TELEPHONE SERVICE: Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services 162994 as an optional additional billed entity as per previous Forms 470. CELLULAR: Approximately xxx bus budget lines. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services 162994 as an optional additional billed entity as per previous Forms 470.

Narrative

Technical Contact 2017

Other bidding requirements 2017

Sample requirements REQUIREMENTS: Service Provider Identification Number (SPIN) Service Provider must comply with local, state, and federal requirements including agreement to fully cooperate with audit and ten year document retention requirements. Service Provider must have current Service Provider Annual Certification (SPAC) on file with USAC. Contract start and end dates must coincide with the E-rate Funding Year (July 1 through June 30) Vendor shall submit current qualifications, service level agreement, and references demonstrating technical ability to install, test and maintain the proposed system and subsystems. Vendor shall include and clearly indicate all eligible charges including monthly charges, special construction charges, installation, activation, surcharges, taxes (including federal, state and local taxes) or fees. Vendor shall clearly indicate any ineligible services, costs or fees. Vendor shall clearly acknowledge that the contract is contingent upon annual E-rate funding approval. Optional BID EVALUATION MATRIX Price of Eligible Services xx % Ineligible Cost Factors xx% Prior Experience With Vendor xx% Personnel Qualifications xx% Responsiveness xx% Technical Merit xx% Add, edit as needed

Review FCC Form 470

Wait about 30 seconds… 2017

Open Draft 470 2017

Scroll to review entire page 2017

Certification If you plan to certify, go back to the EPC portal tab, click the checkbox and Continue. If you are not the certifier, but instead your Superintendent is the certifier, please click Send for Certification 2017

READ and Check all boxes!

Click Certify!

Landing Page 2017

Other items At any time during the creation process, you can click Save Changes and leave the page. To get back to the form, look under Tasks in the top navigation bar.

Follow Up You must wait 28 days before making a decision. Once you have evaluated your vendors, and if ITS is the most cost effective solution, create a “Memo to File” memorializing your decision. Memo should include the date, 470 number, and rationale for choosing your vendor.