[Erate] Revised: SOEN State Master Contract Guidance for 2010
Carson, Sabrina
Sabrina.Carson at wesd.org
Wed Dec 30 13:45:57 PST 2009
Please see the revision to Item 20A.
Sabrina Carson
e-Rate and Procurement Customer Support
Willamette Education Service District
2611 Pringle Rd SE
Salem, OR 97302
P: 503.540.4495
F: 503.540.2962
From: Carson, Sabrina
Sent: Tuesday, December 15, 2009 1:19 PM
To: erate at listsmart.osl.state.or.us
Subject: SOEN State Master Contract Guidance for 2010
Importance: High
Hello all!
I have spoken with a representative from the Department of Administrative Services, and she told me that they plan to exercise the voluntary extension of the SOEN Contract.
This means that those of you who are planning to add this contract to your e-Rate Form 471 will need to use the State Replacement Guidance included here, which will also be updated on the e-Rate website soon. We must use this mechanism now because the contract has not officially been extended yet, and may not be in time for the filing deadline. This will ensure that your funding is secure until such time as the extension is finalized. If you have any questions at all, don't hesitate to contact me. :)
State master contracts expiring before the funding year
A state master contract may expire BEFORE the start of the funding year for an application. In this case, your state intends to select a service provider as part of a competitive bidding process to provide services under a new state master contract, but that process has not been completed and you are not yet sure who that service provider will be.
If the state master contract expires BEFORE July 1 of the funding year for an application (BEFORE the funding year) please follow the directions below.
1. The Billed Entity must fill out a Form 471 Block 5 Funding Request covering the REPLACEMENT master contract, using the instructions below:
* Item 12: use the establishing Form 470 number for the expiring master contract. 120590000587293
* Item 13: use SPIN number 143999999.
* Item 14: use STATE REPLACEMENT CONTRACT as the Service Provider name. (Although a commitment of funds can be made towards the state replacement contract, no funds will be authorized for disbursement until there has been a SPIN change; see Step 3, below.)
* Item 15: use "SRC" as the prefix in front of the expiring master contract number. (For example, if the expiring master contract number is WNT-98-005, use the number SRCWNT-98-005 as the contract number.) 7558
* Item 16: use the same Billing Account Number (if applicable) as used for the expiring master contract.
* Item 17: the Allowable Vendor Selection/Contract Date will be pre-populated by the system (it will be related to the Form 470 number that was used in Item 12.) Paper filers may leave this item blank.
* Item 18: the Contract Award Date should be the day AFTER the expiration of the expiring master contract. 07/01/2010
* Item 19: the Service Start Date should be July 1 of the funding year.
* *Item 20a: the Contract Expiration Date will be the end of the funding year. (You will reflect the true expiration date of the replacement contract on your subsequent funding year Form 471.) 06/30/2011* <-REVISED 12/30/09
* Item 21: submit a copy of the expiring master contract as the attachment for Description of Service. Can be found at http://www.ode.state.or.us/search/page/?id=2876
* Item 22: indicate the entities that will receive this service under the replacement master contract.
* Item 23: For both recurring charges and one-time charges, the funding commitment will be limited to charges contained in the expiring master contract. That means the monthly charges MUST be no greater than what is contained in the expiring master contract. (If the replacement master contract charges are different, they can be reflected in Forms 471 filed in subsequent years.)
* If there was no provision for one-time charges under the expiring master contract, but there is such a provision in the replacement master contract, there can be no claim for one-time charges under the replacement master contract for this funding year. (You may claim one-time charges incurred in subsequent program years in Forms 471 filed in subsequent years.)
The steps above are all you need to do FOR NOW. The steps below will be updated when the SMC extension has been finalized. They are included here so that you will know what to expect later on and can plan your activities.
2. When the state is ready to begin the competitive procurement process for the replacement master contract, the state entity negotiating the replacement master contract will be required to file a Form 470 (and have it posted for a minimum of 28 days prior to signing the replacement contract). If the state does NOT file the Form 470, you will NOT be eligible for discounts for the replacement master contract for the program year.
3. After the state replacement master contract has been signed and dated by the state, you must request a SPIN change (replacing the service provider designation "state replacement contract" with the name of the actual vendor who has been awarded the replacement master contract) by marking up the relevant pages from your Funding Commitment Decision Letter (FCDL). On your FCDL you must indicate:
4. the appropriate Funding Request Number (FRN)
5. the actual service provider name (attach the appropriate page of the contract)
6. the actual service provider's SPIN
7. the state entity's Form 470 Application Number which was filed for the replacement master contract
8. the contract award date (attach the appropriate page of the contract)
9. the service start date
10. the service end date
11. the replacement contract number
12. the ACTUAL expiration date of the replacement contract (attach the appropriate page of the contract)
13. the effective date of the replacement contract
14. You must SIGN and date the marked up page(s) of the FCDL. Return it by mail or express delivery to:
State Replacement Contracts
Schools and Libraries Division - Correspondence Unit
30 Lanidex Plaza West
PO Box 685
Parsippany, NJ 07054-0685
15. You will receive notice when the SPIN change has been made.
16. Once you receive notification that the SPIN change has been made, you may submit a Form 486 for the FRN(s) using the replacement master contract information.
17. In subsequent program years when you file a Form 471, you will reference the state entity's Form 470 application number as the establishing Form 470 for this replacement master contract.
Sabrina Carson
e-Rate and Procurement Customer Support
Willamette Education Service District
2611 Pringle Rd SE
Salem, OR 97302
P: 503.540.4495
F: 503.540.2962
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