[Erate] Important e-Rate Rule Reminders!

[Carson, Sabrina]

Below are some important rules of the e-Rate application process that will help us to avoid unexpected problems and loss of funding.


  1.  If you are applying for priority two services, you must have a draft of your technology plan created prior to filing the form 470.   If you have a previous tech plan that covers the upcoming funding year, then you do not need to start a new one.
  2.  The form 470 must be filed for any service that is not currently being delivered under a binding contract that is good through the entire upcoming funding year.
  3.  Contracts that expire mid-year must either be rebid with a form 470, or extended.  Extensions are only allowed if they are written into the existing contract.
  4.  You must use a bid evaluation matrix when evaluating service provider bids, and cost must be the most heavily weighted evaluation factor in that matrix.  This matrix must be created prior to filing the form 470
  5.  You must choose the highest scoring bid in that matrix as your service provider for that service.
  6.  RFP's are only required for E-rate if they would normally be required for the purchase without E-rate.  An RFP is not the same as the form 470. 470's are ALWAYS required for non-contracted services.
  7.  If your district requires a formal RFP for the services you are requesting, the RFP must be made available during the same 28 days that your form 470 is available.  In other words, both the RFP and the form 470 must be concurrently available for 28 days.
  8.  You should always respond promptly to questions from service providers regarding your form 470 and the services you are requesting.  Ensure that each service provider gets the exact same information.
  9.  You should not look at or evaluate bids prior to the allowable contract date listed on your form 470.
  10. You should not make a purchase decision or sign any contracts or purchase orders prior to the allowable contract date listed on the form 470.
  11. Once the allowable contract date passes, you are free to evaluate bids and make a purchase decision.
  12. Any binding contracts must be signed prior to the filing of the form 471.
  13. You must keep all vendor responses, bid matrices, or any other documents related to the vendor selection and contracts for a minimum of 5 years after the last date of service or the expiration of the contract.

As always, when in doubt, give me a call or email me with questions. :)


Sabrina Carson
e-Rate Coordinator
Willamette Education Service District
2611 Pringle Rd SE
Salem, OR 97302
P: 503.540.4495
F: 503.540.2962

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