<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 14 (filtered medium)">
<style><!--
/* Font Definitions */
@font-face
{font-family:Wingdings;
panose-1:5 0 0 0 0 0 0 0 0 0;}
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
@font-face
{font-family:"Monotype Corsiva";
panose-1:3 1 1 1 1 2 1 1 1 1;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri","sans-serif";}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:blue;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:purple;
text-decoration:underline;}
span.EmailStyle17
{mso-style-type:personal-compose;
font-family:"Calibri","sans-serif";
color:windowtext;}
.MsoChpDefault
{mso-style-type:export-only;
font-family:"Calibri","sans-serif";}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
/* List Definitions */
@list l0
{mso-list-id:1365448143;
mso-list-type:hybrid;
mso-list-template-ids:-1953834624 67698703 67698713 67698715 67698703 67698713 67698715 67698703 67698713 67698715;}
@list l0:level1
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level2
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level3
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;}
@list l0:level4
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level5
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level6
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;}
@list l0:level7
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level8
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level9
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;}
ol
{margin-bottom:0in;}
ul
{margin-bottom:0in;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="blue" vlink="purple">
<div class="WordSection1">
<p class="MsoNormal">Below are some important rules of the e-Rate application process that will help us to avoid unexpected problems and loss of funding.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">If you are applying for priority two services, you must have a
<b><u>draft</u></b> 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.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">The form 470 must be filed for any service that is not currently being delivered under a
<b><u>binding contract</u></b> that is good through the <b><u>entire</u></b> upcoming funding year.
<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">Contracts that expire mid-year must either be
<b><u>rebid with a form 470</u></b>, or extended. <b><u>Extensions are only allowed if they are written into the existing contract.<o:p></o:p></u></b></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">You must use a bid evaluation matrix when evaluating service provider bids, and
<b><u>cost must be the most heavily weighted evaluation factor</u></b> in that matrix. This matrix
<b><u>must</u></b> be created prior to filing the form 470<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">You must choose the <b><u>highest scoring bid</u></b> in that matrix as your service provider for that service.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">RFP’s are only required for E-rate if they would normally be required for the purchase without E-rate.
<b><u>An RFP is not the same as the form 470. 470’s are ALWAYS required for non-contracted services</u></b>.
<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">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
<b><u>RFP and the form 470 must be concurrently available for 28 days</u></b>.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">You should always <b><u>respond promptly</u></b> to questions from service providers regarding your form 470 and the services you are requesting. Ensure that each service provider gets the
<b><u>exact same</u></b> information.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1">You should <b><u>not</u></b> look at or evaluate bids prior to the allowable contract date listed on your form 470.
<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1"><b><u>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</u></b>.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1"><b><u>Once the allowable contract date passes</u></b>, you are free to evaluate bids and make a purchase decision.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1"><b><u>Any binding contracts must be signed prior to the filing of the form 471</u></b>.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo1"><b><u>You must keep all vendor responses, bid matrices, or any other documents</u></b> related to the vendor selection and contracts for a
<b><u>minimum of 5 years after the last date of service or the expiration of the contract</u></b>.<o:p></o:p></li></ol>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">As always, when in doubt, give me a call or email me with questions.
<span style="font-family:Wingdings">J</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Monotype Corsiva";color:#244061">Sabrina Carson</span><span style="font-size:18.0pt;font-family:"Monotype Corsiva";color:#244061"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">e-Rate Coordinator<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Willamette Education Service District</span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">2611 Pringle Rd SE</span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Salem, OR 97302</span><span style="font-family:"Arial","sans-serif";color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">P: 503.540.4495</span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">F: 503.540.2962</span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
</body>
</html>