2016 Filing a Form 470 For C1 Using ITS as the Secondary Billed Entity Step-by-Step for Creating and Submitting your 470 Application in the EPC Portal 1

Procurement Rules Be sure to check with your CFO and purchasing/procurement specialists regarding your own local purchasing and procurement policies. Document every step of your process! 2

NC and DIT Procurement Rules - Procurement laws of the state of North Carolina - Procurement laws of the state of North Carolina sourcing sourcing - IT procurement rules - IT procurement rules 3

Purpose of Form 470 Filed to begin the procurement of eligible services Filed when contracted service is up on June 30, or for all MTM and Tariffed (including all the ITS C1 Voice and WAN services) RFP is OPTIONAL Must be available a minimum of 28 days (this includes the OPTIONAL RFP documentation) 4

When to File The FCC Form 470 has no specific window, although must be available 28 days Last date to file a Form 470 – April 1st,

Filing FCC Form 470 You must complete and submit the FCC Form 470 by filing the form online in EPC. You may file more than one FCC Form 470 or you can request all of your C1 services on one application Remember, DPI has already filed the 470/RFP for Category 2 service. Contracts are already in place 6

User Roles and Permissions When users are added to the EPC system, they are given certain permissions regarding creating, editing, and certifying FCC Forms. The rights are provided on a form type basis. – You may have “full” rights for the FCC Form 470 for your organization, but different “partial” rights on the 471 Full Rights: These users can start, edit, and certify these forms. Partial Rights: These users can start and edit these forms ; however, they are not able to certify the form. Once they have completed the entering all of the information in the form, it will be automatically routed to all of the full rights users in your organization so that the form can be certified. – View only Rights: These users cannot start or edit a form, but can view the forms created by other users in the organization. 7

Accessing the EPC Portal and Updating Entities 8

2015 E-rate Program Applicant Trainings I How to Use the Portal 9 To access the EPC Portal, go to and click on “E-Rate Productivity Center (EPC)” logo. You will then see the “Login” button. Click on “I Agree” to accept the terms. Enter your address as username, and password.

Sample Login 10

From the Landing Page, click on “FCC Form 470”. Note: When you begin the FCC Form 470, the basic information about your Billed Entity will be automatically populated from your profile. If any of the information displayed is incorrect, update the organization’s profile. Once the information has been updated, it will automatically update in the form as well. Creating the Form 471

App Nickname – Be Descriptive 12

Progress Bar – “Breadcrumbs” 13

Contact info 14

Category of Service 15

RFP? 16

Add New Service Request 17

Voice 18

Service Details 19 Total number of lines Total number of buildings

Add more services 20

Cellular Voice 21

Cellular details 22

Sample Narrative #1 LOCAL TELEPHONE SERVICE: Between x and xx POTS lines per school plus 3-6 PRI lines or SIP trunking at Central Office. Note: Currently phasing in Shoretel internal VoIP district-wide to combat loss of E-rate discounts. This will eventually (3-5 year phase in) result in only 3-4 POTS lines per school. Service area includes 3 different LATAs. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services as an additional billed entity as per previous Forms 470 Item 15. LONG DISTANCE TELEPHONE SERVICE: Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services as an optional additional billed entity as per previous Forms 470 Item 15. CELLULAR: Approximately xxx regular lines with option for a la carte data plans and xxx bus budget lines. Will consider 1 or 2 year contract with up to four additional specific optional renewal years. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services as an optional additional billed entity as per previous Forms 470 Item 15 23

Sample Narrative #2 LOCAL TELEPHONE SERVICE: Between x and xx POTS lines per school. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services as an additional billed entity as per previous Forms 470 Item 15. LONG DISTANCE TELEPHONE SERVICE: Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services as an optional additional billed entity as per previous Forms 470 Item 15. CELLULAR: Approximately xxx bus budget lines. Will consider State Contract pricing. Listing North Carolina Office of Information Technology Services as an optional additional billed entity as per previous Forms 470 Item

Narrative 25

Technical Contact 26

Other bidding requirements 27

Sample requirements REQUIREMENTS: 1.Service Provider Identification Number (SPIN) 2. Service Provider must comply with local, state, and federal requirements including agreement to fully cooperate with audit and ten year document retention requirements. 3.Service Provider must have current Service Provider Annual Certification (SPAC) on file with USAC. 4.Contract start and end dates must coincide with the E-rate Funding Year (July 1 through June 30) 5.Vendor shall submit current qualifications, service level agreement, and references demonstrating technical ability to install, test and maintain the proposed system and subsystems. 6.Vendor shall include and clearly indicate all eligible charges including monthly charges, special construction charges, installation, activation, surcharges, taxes (including federal, state and local taxes) or fees. 7.Vendor shall clearly indicate any ineligible services, costs or fees. 8.Vendor shall clearly acknowledge that the contract is contingent upon annual E-rate funding approval. Optional BID EVALUATION MATRIX Price of Eligible Services xx % Ineligible Cost Factors xx% Prior Experience With Vendor xx% Personnel Qualifications xx% Responsiveness xx% Technical Merit xx% 28

Review FCC Form

Wait about 30 seconds… 30

Open Draft

Scroll to review entire page 32

Certification If you plan to certify, go back to the EPC portal tab, click the checkbox and Continue. If you are not the certifier, but instead your Superintendent is the certifier, please click Send for Certification 33

READ and Check all boxes! 34

Click Certify! 35

Landing Page 36

Other items At any time during the creation process, you can click Save Changes and leave the page. To get back to the form, look under Tasks in the top navigation bar 37

Follow Up You must wait 28 days before making a decision Once you have evaluated your vendors, and if ITS is the most cost effective solution, create a “Memo to File” memorializing your decision. Memo should include the date, 470 number, and rationale for choosing your vendor. 38