Schools and Libraries (E-Rate)

Before You're Done

Updated December 2015

Operational SPIN Changes

An operational SPIN (also known as the service provider's 498 ID) change is a request to change the service provider associated with an FRN. The change in service providers is the result of a deliberate decision by the applicant to change the service provider supplying the services for an FRN.

An operational SPIN change can be requested for tariffed, month-to-month, or contracted services.

Changes for FY2011 and Beyond

The Federal Communications Commission (FCC) permits operational changes when:

  1. It is allowed under the applicant's state and local procurement rules.
  2. It is allowable under the terms of any contract between the applicant and its original service provider.
  3. The applicant has notified its original service provider of its intent to change service providers.
  4. There is a legitimate reason to change providers (e.g. breach of contract or the service provider is unable to perform the requested services).
  5. The newly selected service provider received the next highest point value in the original bid evaluation. If the applicant did not receive multiple bids, the applicant must submit a statement explaining that it received only one or no bids.

Changing service providers because the services are available at a lower cost from another provider or because you now wish to do business with a provider that did not originally participate in the competitive bidding process are not considered legitimate reasons for change, and requests citing such reasons will be denied.

When to File Requests

A request for a Funding Request Number (FRN) must be postmarked or received no earlier than the date of the FCDL and no later than the last date to submit an invoice for that FRN.

USAC is concerned about its ability to pay the appropriate service provider depending on when service provider changes are made and when change requests are received and approved. If a service provider is changed before USAC approves a change request, there is a possibility that USAC will inadvertently pay the old service provider. To minimize that possibility, applicants should notify USAC of their intent to change service providers as soon as the decision is made and should advise USAC of the proposed effective date of the change.

In order to reduce confusion and possible delays, applicants should send the request for the change to USAC in advance of the change actually taking place so that USAC has time to process the request before the submission of any invoices for services rendered by the new provider. Once the request is received, USAC will make no additional payments on the FRN until the change is reviewed and either (1) approved and the SPIN is changed or (2) denied and USAC verifies that additional invoices are for services actually rendered to the applicant by the original service provider.

Conditional Multi-Year Contracts

If the applicant has a multi-year contract with the service provider from which it wishes to switch, it may switch to a multi-year contract with a new service provider without posting a new FCC Form 470 and waiting at least 28 days.

The multi-year contract with the new service provider must have an expiration date no later than the original contract. Neither contract should be longer than any term for the contract described in the original FCC Form 470 or the RFP under which the original service provider was selected.

Service Substitutions

A change in service provider, by itself, does not allow a substitution in the specific products or services to be supplied.

Applicants may make a simultaneous request for both service substitution and change in service provider by (1) following the steps as outlined in the service substitutions procedure, and (2) including the service provider change letter described below as an additional attachment to the service substitution request.

In the event that a simultaneous service substitution and service provider change cannot be granted due to a problem with one request or the other, we will contact the applicant to determine if USAC should continue to process the remaining request.

How to Apply

You must request the change in writing, by indicating the original service provider’s name and SPIN as indicated on the Funding Commitment Decision Letter (FCDL) and the correct service provider’s name and SPIN to be reflected on USAC records.

You must supply the following information in your request.


1.

Billed Entity Number (BEN)

2.

Applicant name

3.

Funding Request Number (FRN)

4.

FCC Form 471 application number

5.

Applicant contact

6.

Applicant phone

7.

Applicant email address

8.

Original SPIN

9.

Original service provider

10.

Original service provider contact

11.

Original service provider phone

12.

Original service provider email address

13.

New SPIN

14.

New service provider

15.

New service provider contact

16.

New service provider phone

17.

New service provider email address

18.

Has the original service provider supplied any services under this funding request? If yes, you must supply the following information.
For recurring services:

a.

Monthly pre-discount amount for original service provider

Do not provide the total pre-discount amount for the funding year or the total funding commitment. Only provide the monthly amount. This amount cannot be greater than the eligible monthly amount approved on the FCC Form 471.

b.

Monthly pre-discount amount for new service provider

This amount cannot be greater than the eligible monthly amount approved on the FCC Form 471.

c.

Effective date of change

The date must be expressed as the first day of the month (e.g., October 1, 2015 not October 20, 2015)

d.

Last day of service for new service provider

 

For non-recurring services:

a.

One-time pre-discount amount for original service provider

Do not provide the total pre-discount amount for the funding year or the total funding commitment. Only provide the one-time (non-recurring) amount. This amount cannot be greater than the eligible non-recurring amount approved on the FCC Form 471.

b.

One-time pre-discount amount for new service provider

This amount cannot be greater than the eligible non-recurring amount approved on the FCC Form 471.

c.

Effective date of change

The date must be expressed as the first day of the month (e.g., October 1, 2015 not October 20, 2015)

d.

Last day of service for new service provider

 

19.

Please answer the following three questions:

  1. Are all service provider changes requested in this letter allowed under all applicable state and local procurement rules? Yes or No
  2. Are the service provider changes allowable under the terms of the contract, if any, between the applicant and its original service provider? Yes or No
  3. Have you notified your original service provider of your intent to change service providers? Yes or No (If your service provider is no longer in business, have you attempted to contact them? Yes or No)

If you answered "No" to any of the questions, please explain.

20. 

Beginning with FY2011 FRNs, provide the following two items:

  1. A detailed explanation of the need for the change
  2. The final bid evaluation worksheet (a listing of the bid weighting factors and individual service provider scores for all service providers that participated in the original competitive bidding process) for the services requested in FRN(s) associated with the service provider change or, if applicable, a statement that there was only one or no bids received.

The request may be sent by U.S. mail or email.

U.S. Mail
The letter should be labeled "Operational SPIN Change" and sent to:

Operational SPIN Change
Schools and Libraries Program
30 Lanidex Plaza West
PO Box 685
Parsippany, NJ 07054-0685

Email
Prepare your request as described above and name and/or title it "Operational SPIN Change Request."

Go to the Submit a Question feature on the USAC website and click "Continue." Choose "SPIN Changes" from the topic inquiry menu and then select your specific inquiry from the question menu. Follow the instructions for submitting an attachment to submit your request to USAC.