Step 1: Competitive Bidding
What is Competitive Bidding?
Competitive bidding is a formal process to identify and request equipment and services the applicants need, so that potential service providers can review those requests and submit bids for them.
This process is designed to be fair and open, and requires the applicant to select the most cost-effective provider based on its bid evaluation factors. The price of the eligible equipment and services must be given the most weight during the bid evaluation process.
The entity that will run the competitive bidding process may include an applicant, a state procurement agency, or another entity that an applicant has authorized to negotiate on its behalf with a Letter of Agency (LOA). This entity must certify an FCC Form 470 (Description of Services Requested and Certification) in the E-Rate Productivity Center (EPC) and must be prepared to receive and evaluate bids and negotiate with service providers.
Filing an FCC Form 470
The FCC Form 470 for the upcoming funding year is generally available in EPC one year before the start of the funding year.
Services provided under tariff or on a month-to-month basis, require an FCC Form 470 to be posted each year. However, if a multi-year contract results from a completed competitive bidding process, it is not necessary to post a new FCC Form 470 in subsequent funding years until the existing contract has expired and a new contract is required.
After the FCC Form 470 is certified, USAC will issue an FCC Form 470 Receipt Notification Letter (RNL) in the entity’s EPC News feed. Applicants can edit some fields in a certified FCC Form 470. Allowable changes include:
- editing an application name
- changing the main contact person and/or technical contact person
- making minor, non-substantial updates to a request for proposal (RFP)
Applicants must wait at least 28 days from the date the FCC Form 470 is certified before closing the competitive bidding process. Changes to the FCC Form 470 that materially affect the competitive bidding process require applicants to restart the 28-day waiting period before selecting a service provider, signing a contract, or certifying an FCC Form 471.
If a consultant is assisting you with the application process, you must go to your organization profile in EPC, add your consultant in the Manage Your Organization Relationships area of your EPC account, and identify your consultant on your FCC Form 470.
Requests for Proposals
The entity filing an FCC Form 470 may also issue an RFP, in addition to the FCC Form 470. In general, an RFP is a formal bidding document that describes the project and requested equipment and services in sufficient detail, so that potential bidders understand the scope, location, and any other requirements. However the term “RFP” or “RFP document” generically means any bidding document that describes the applicant’s project and requested equipment and services in more detail than in the fields provided on the FCC Form 470.
E-Rate program rules do not require applicants to issue an RFP. Generally, an applicant is not required to issue an RFP unless it is a requirement of that entity’s state or local procurement rules or regulations. However, an entity that has issued or will issue an RFP, must upload that document concurrently with the FCC Form 470 in EPC. Do not upload a document containing a link to the RFP. The actual RFP or RFP document must be uploaded with the FCC Form 470.
EPC requires an RFP to provide more details with your FCC Form 470 if you are requesting the options for:
- “Leased Dark Fiber and Leased Lit Fiber”
- “Self-Provisioned Network and Services Provided Over Third Party Networks”
- “Network Equipment”
- “Maintenance & Operations”
- “Cellular Data Plan/Air Card Service”
Open and Fair Competitive Bidding Process
The entity filing the FCC Form 470 must ensure that the competitive bidding process is open and fair:
- All bidders must be treated the same.
- No bidder can have advance knowledge of the project information.
- There are no secrets in the process – such as information shared with one bidder but not with others – and all bidders must know what is required of them and information must be shared with all bidders.
- With limited exceptions, service providers and potential service providers cannot give gifts to applicants.
- In addition, the value of free equipment and services (e.g., price reductions, promotional offers, free equipment) generally must be deducted from the pre-discount cost of funding requests.
Once the competitive bidding process has closed, the entity that filed the FCC Form 470 must evaluate the bids received and select the service provider(s) that will provide the requested equipment and services as described further in the next step, Selecting Service Providers.