1. E-rate Form 470 Training Workshop What’s New for FY 2016
Presented by Julie Tritt Schell
PA E-rate Coordinator
for the Pennsylvania Department of Education
November 2015

2. Purpose of Form 470
Online form to notify vendors of services and equipment for which you are seeking proposals
All equipment/services for which you will seek funding on the Form 471 must have been posted on a Form 470
Vendors are invited to submit bids/price quotes for 28 days from the date of certifying your Form 470
You are NOT obliged to purchase any service/equipment listed on Form 470

3. When Must a Form 470 be Used?
Form 470s must be posted for all MTM services and at the beginning of any new contract
If you signed a multi-year contract in a previous year, after posting a Form 470 and waiting 28 days, you are NOT required to post a 470 for the “out” years of that contract
Don’t have to file 470 if using a contract extension, but only if that extension was specifically outlined in the contract
3 year term, with two, 1-year extensions
Must have a definitive end to contract

4. Additional 470 Details Cannot be manufacturer-specific
Can list preferred manufacturer, but must include the words, “or equivalent” and then evaluate all bids
Can require equivalent bids must be “compatible with district’s existing xyz equipment”
RFPs
Must be uploaded with Form 470 at time of filing
Addenda also must be uploaded later
Not required, except for:
PA Public schools for Category 2 purchases over $19,400
All applicants applying for dark fiber or construction of fiber procurements
Vendors cannot provide RFP language or bid lists
Deadline: Form 470 must be posted online at least 29 days before the Form 471 window close (example: March 18 close = Feb 18 deadline)
Don’t yet know Form 471 deadline date
File 470 before December 1 if possible

5. New Form 470 Format Similar to look and feel of FY 2015 Form 471
Most items are now selected from drop down boxes
Now called “Service Requests” – parallel language to 471 “Funding Requests”
Narrative text boxes
Provide option to describe additional detail
Describe local bidding instructions
Disqualification reasons
Additional vendor requirements (SPINs, discounted bills, where to submit quotes, deadline to submit quotes, etc)
Use these boxes!

6. How Many Form 470s to file?
Category 1 and Category 2 can be filed on the same 470
I actually advise you to file them separately
But list all C1 on the same 470 and all C2 on the same 470
This is a local decision, however

7. Where to File the Form 470
Beginning with Funding Year 2016, all E-rate forms must be filed in EPC – the E-rate Productivity Center
All BENs must set up an EPC portal to apply for E-rate or be included on a consortium application
Each BEN will have an Account Administrator who must set up the entity’s account
The AA will then assign other users, designate consultants, enter enrollment/NSLP data, join consortia, etc
If you haven’t yet set up your EPC account, do it now
FY 2016 Form 470 MUST be filed in EPC

8. What is EPC? EPC = E-rate Productivity Center
New account and application management portal
Over the next 10 months, all E-rate forms, letters and interactions will phased in to the EPC Portal system
Advantages?
All forms, submitted documentation and requests will be archived in a single location
Forms will be pre-populated with information
Lots of data will be entered into EPC prior to filing the application
Supposed to provide streamlined reviews
You MUST be in EPC to apply for E-rate

9. New Form 470 for FY 2016
Form 470 is new and more streamlined than previous years
Much of “profile/contact” information is ported from EPC profile
EPC Full Rights Users can create/submit form
Partial Rights Users can create but must have Full Right User submit the form
Form 470s being accepted now!
Form 470 Receipt Notification Letter will no be mailed
Instead, a notice of the 470 posting will appear in your EPC Newsfeed

10. Questions about EPC?
If you’re unsure if your account has been established, or run into problems...
Call USAC at
They are the only entity that can troubleshoot EPC problems
USAC’s EPC Website:
Contains FAQs
User Guides
Video Tutorials

11. Accessing EPC...

12. 470 – File Inside Your EPC Portal

13. Let’s File a Form

14. Next Step: Bid Evaluation
After 470 is posted for at least 28 days, billed entity must review all bids received for all services
Keep documentation of criteria used to select vendor
Keep all winning and losing bids
Keep bid evaluation matrix
Retain all correspondence between applicant and all vendors (winning and losing)
Price of eligible services/equipment MUST be the most heavily weighted factor during bid evaluation
Create Bid Evaluation Matrix

15. Received No Bids?
Document via an or file memo that no bids were received
Existing Services: can continue to receive services from existing service provider
New Services/Procurement: Solicit bid from willing vendor (who is not your brother-in-law)
Make sure price is cost-effective
Check marketplace options from other vendors in your area or nearby areas
Save research and information to justify buying service from this vendor

16. Vendor Selection
Vendor selection must be done before you submit Form 471
Be careful not to make any decisions, sign anything or file any forms during 28-day waiting period
Contracts must be signed and dated by applicant before filing the Form 471
Unless receiving services on month-to-month basis

17. Vendor Selection
List extensions and expiration date in contract (cannot be open-ended)
For example, 3-year contract, with two 1-year renewals is ok and will not require new 470 until the end of 5 years
3 year contract that automatically renews is not ok and will require new 470 at the end of 3 years
Include out-clauses if you can’t pay without E-rate
Have C1 contracts begin July 1 and end June 30, 20XX to coincide with E-rate funding year
Have C2 contracts begin April 1 and end September 30, 20XX to coincide with the C2 funding year allowable installation dates

18. Questions?

19. Form 470 Screenshots for those who couldn’t make the live demo...

20. Use a well-described nickname for easier identification.

21. Notice the new numbering convention for the 470’s.
This is pre-populated from the EPC Profile.

27. Use the narrative box to describe your services more fully
Use the narrative box to describe your services more fully. For example, if you want pricing for 50 and 100 mb of Internet, list that here.

28. Use the narrative box to describe your services more fully
Use the narrative box to describe your services more fully. For example, if it’s voice services, list what you actually need. Like 20 business lines, plus 2 PRIs.

30. Always select YES! Then use the narrative box to tell vendors what their instructions are. For example, they must have a SPIN, must submit bids to X person by X date in X format. Must provide discounted bill. Must submit 3 references of districts where identical services are provided, etc.

31. Click “refresh” to have the system show you the PDF of your Form 470.

32. Be sure to scroll to the bottom of the page and click Certify to submit your application.

33. Be sure to click Certify to submit your application!