Request for Bid Issued by: Berkeley County Schools DATE: November 15, 2022 The purpose of this bid is to establish a price basis upon which purchases, blanket-purchase agreements, or blanket-service agreements can be issued for the listed items. TITLE: E-Rate Application Processing and Consulting Services OPENING DATE: December 21, 2022 LOCATION: Berkeley County Schools Central Office Board Room ADDRESS: 1453 Winchester Ave, Martinsburg, WV 25405 TIME: 10:00 A.M. E-RATE APPLICATION PROCESSING AND CONSULTING SERVICES FOR BERKELEY COUNTY SCHOOL DISTRICT INDEX TO CONTENTS Scope of Project and Bid 1.00 page District Application Services 2.00 page Additional Support Options 3.00 page General Support Requirements 4.00 page Pricing Requirement 5.00 page “Bid Response” Proposal 6.00 page Proposal Evaluation 7.00 page Berkeley County School District E-RATE APPLICATION PROCESSING AND CONSULTING SERVICES FOR BERKELEY COUNTY SCHOOL DISTRICT CONTACT INFORMATION Questions regarding bid specifications may be directed to: Bradley Sponaugle, MBA CPA Assistant Treasurer Berkeley County Schools 1453 Winchester Ave Martinsburg, WV 25405 Phone (304) 267-3510 ext 3218 e-mail: email@example.com
Preferred method of bid response is email: firstname.lastname@example.org
We will also accept bid responses via mail: Brad Sponaugle (e-rate) Berkeley County Schools 1453 Winchester Ave Martinsburg, WV 25405 mailto:email@example.com
1.00 SCOPE OF PROJECT AND BID 1.01 The following criteria outline the specifications for E-rate application processing and consulting services for the Berkeley County Board of Education on behalf of itself and its 32 schools. Berkeley County School District (hereinafter the “District”) is seeking an E-rate Bidder (hereinafter the “Bidder”) and pricing for services to coordinate all aspects of the application process for the District’s own E-rate applications and related forms. The District is requesting services in support of an entire E-rate funding year’s applications, beginning with E-rate funding year 2023-2024. These services must include all preliminary work prior to the beginning of the actual funding year, work done during the actual funding year related to that year, as well as all follow-up work such as FCC Form 472 BEAR submittals and audits, and other audits or work which occur after June 30 of that funding year, regardless of the length of time it takes for their completion. This RFP recognizes that E-rate funding years may take two or more district fiscal years to complete and that follow-up audits by Federal agencies may occur up to five years after last date of service. Continuity for the E-rate funding year is considered of high importance. Bidder is to recognize that the one fee for this funding year must cover any and all charges related to the funding year now or in the future. Bidders must agree to support and stand behind their work for ten years until last date of service, at no additional charge to the district. 1.02 Berkeley County School District’s own applications are filed under Billed Entity Number (BEN) 126681. All District entities and their associated entity numbers are shown below. The bidder should realize that these entities may change and that part of the bidder’s responsibilities will be to follow up on the information provided by the district related to new and closed entities and keep USAC informed of these changes, as appropriate. Name of Eligible Entity Entity Number Back Creek Valley Elementary 26964 BCS Administrative Office 17020351 BCS Maintenance Dept 16020576 BCS Print Shop and Warehouse 16065788 BCS Special Education Offices 16029849 BCS Transportation and Warehouse 16020578 BCS Warehouse 17030246 Bedington Elementary 26932 Berkeley Heights Elementary 26935 Bunker Hill Elementary 26944 Burke Street Elementary 26925 Eagle School Intermediate 204214 Gerrardstown Elementary 26954 Hedgesville Elementary 26962 Hedgesville High School 26965 Hedgesville Middle School 26961 Inwood Primary 26967 James Rumsey Technical Institute 26933 Marlowe Elementary 26953 Martinsburg High School 26926 Martinsburg North Middle 26928 Martinsburg South Middle 26922 Mill Creek Intermediate 189073 Mountain Ridge Intermediate 16027466 Mountain Ridge Middle 16072621 Musselman High School 26946 Musselman Middle School 26945 Opequon Elementary 26929 Orchard View Intermediate 223797 Pikeside Learning Center 26931 Potomack Intermediate 164182 Ramer Center 16020577 Rosemont Elementary 26923 Spring Mills High School 16068032 Spring Mills Middle School 234170 Spring Mills Primary 16061676 Tomahawk Intermediate 26960 Tuscarora Elementary 26930 Valley View Elementary 26936 Winchester Ave Elementary 26924 E-rate funding histories for the District and its member schools are available through the SLD’s Web site (http://www.universalservice.org/sl/).
2.00 DISTRICT APPLICATION SERVICES 2.01 Berkeley County School District and all is currently applying for E-rate discounts under an independent consulting firm. The intent of this bid is to continue offering similar E-rate services. 2.02 The District files at least one Form 470 annually, typically in the fall, to cover all tariffed and month-to-month Priority 1 services and contractual Priority 1 and/or 2 services. Some Priority 2 services may be purchased from existing state master contracts from which the state has already filed a Form 470. Increasing use is being made of RFP bidding procedures for multi-year contractual services which require the coordinated filing of special Form 470s referencing those RFPs. The Bidder will be responsible for tracking technology plans, where applicable, reviewing service requirements (and RFPs, if applicable), and timely preparation of required Form 470s. The Bidder will NOT be responsible for district vendor selection but will, on a best efforts basis, attempt to assure proper adherence to the E-rate program’s competitive procurement and contracting rules. 2.03 In preparation for each year’s application filing window, the District will be responsible for validating, collecting, and/or optimizing National School Lunch Program (NSLP) data for discount rate purposes, and for updating district lists of instructional and non-instructional facilities. This information will be provided to the Bidder within a timely manner. 2.04 The District is required to file at least one Form 471 annually to cover Priority 1 services and, if necessary, a second Form 471 to cover Priority 2 services. The Bidder will be responsible for tracking contract signing dates for compliance with Form 470 Allowable Contract Dates, timely preparation of required Form 471s, and tracking of the Form 471 and/or certification submissions. The Bidder should have a system in place to assist the District in complying with the FCC’s “two in five” Internal Connections funding restrictions. 2.05 During Program Integrity Assurance (PIA) review of submitted applications, the Bidder will be responsible for tracking PIA inquiries to assure timely responses, coordinating with the applicants and/or their service providers as necessary. The Bidder will document all interactions with PIA and submit all PIA responses. Selective Reviews and Cost-Effective Reviews, while more detailed in nature, will be coordinated and handled by the Bidder in a similar manner. To facilitate this process, the Bidder will obtain a Letter of Agency (LOA) from the District. 2.06 Once funding decisions are issued, the Bidder will review the Funding Commitment Decision Letters (FCDLs) and take all appropriate actions including, but not limited to, preparation of the associated Form 486s, appeals, requests for waiver, Good-Samaritans, SPIN changes, service substitutions, and/or the preparation of Form 500s to extend contract expiration dates or to cancel or reduce unneeded funding. The Bidder will coordinate approved funding with the District, and the associated service providers including, but not limited to, decisions regarding the realization of discounts through either the SPI or BEAR process. 2.07 To the extent discounts are to be realized through the BEAR process, the Bidder will collect the associated bills from the District, summarize the eligible charges, prepare the appropriate Form 472s, obtain the requisite vendor acknowledgment, respond to USAC invoice inquiries, and track BEAR payment authorizations and vendor payments. In the http://www.universalservice.org/sl/
event any BEAR amounts are rejected or reduced, the Bidder will take all necessary steps to correct and/or appeal the decisions. 2.08 It is expected that the Bidder will serve as a full service E-rate Bidder to the District. In this role, the Bidder will be available to provide E-rate information to District personnel by phone, fax, e-mail, or in person to facilitate E-rate planning and discount utilization. 2.09 The Bidder must maintain a comprehensive database of district E-rate funding applications, decisions, utilization, NSLP data and all related records or documentation provided by the district or generated by the bidder. At a minimum, record retention procedures must conform to the FCC’s five-year record retention rules. 2.10 Bidder will work with district to review vendor contracts for E-rate compliance, help with vendor bill clarification for E-rate purposes, and follow-up regarding disbursements should vendor payments not be timely. 2.11 Bidder will provide district with a detailed reconciliation of disbursements for the E-rate funding year. 3.00 ADDITIONAL SUPPORT OPTIONS 3.01 On occasion, the district may be subject to on-site outreach visits or formal audit by USAC, FCC, or their contractors. The Bidder must be thoroughly familiar with the nature of these types of reviews and, upon request, must be prepared to provide off-site and on-site support to the affected applicant in preparing for, and during the conduct of, these site visit and audit activities. Such support should be included in pricing. 4.00 GENERAL SUPPORT REQUIREMENTS 4.01 The Bidder must be able to demonstrate a thorough knowledge of State-specific E-rate matters including, but not limited to: (a) WV State Master contracts; (b) West Virginia Department of Education (WVDE) Office of Instruction Technology requirements and National School Lunch Program (NSLP) resources; and (c) WV State Board accounting and finance procedures. 4.02 Outside of the specific requirements of this contract, the Bidder is responsible for maintaining a current level of knowledge of E-rate rules, regulations, and interpretations. It is expected that the Bidder, at its own expense, will participate in annual SLD training at the state and national levels, and will track new E-rate developments through applicable Web site monitoring and program-specific teleconferences and listservs. 4.03 Although much of the E-rate support contemplated in this contract can be handled remotely, an important consideration is the availability of the Bidder to participate in critical E-rate planning meetings with District personnel, particularly in the period in and around the annual Forms 470 and 471 application window. 4.04 To avoid potential violations of E-rate procurement and competitive bidding rules, the Bidder should not be a provider of any E-rate eligible products or services. Additionally, the Bidder should not receive gifts of any kind from any bidder that provides E-rate eligible services of any type. 5.00 PRICING REQUIREMENT 5.01 The Bidder must provide firm pricing for the complete E-rate year and follow-up work, regardless of length of time involved, in sufficient detail to permit the District to allocate costs for its own E-rate service. The District recognizes that the size and scope of the District and district applications may be reflected in the Bidder’s pricing. 5.02 In recognition of the changing nature of the District, E-rate requirements on a year-to-year basis, the Bidder is required to provide firm pricing for all work related to the E-rate funding year. The Bidder is requested to propose a pricing methodology to set the District support pricing for two years of optional extension years in addition to the initial E-rate funding year. This pricing methodology must be consistent with the firm pricing proposed for the first full E-rate funding year of service (July 1, 2023 to June 30, 2024). 5.03 Additional Support Options (i.e. consulting fees, travel expenses, etc) which go beyond those discussed in Subsection 3.01 above, must be factored into Bidders pricing. 6.00 “BID RESPONSE” PROPOSAL 6.01 The Bidder’s response to this Bid must address in detail the Bidder’s experience with, and plans to provide, all the support services outlined above. 6.02 The Bidder must provide E-rate specific resumes of all employees (and associated consultants) who would be expected to work on this contract. These resumes should include reference contact for each consultant. 6.03 The Bidder must describe the organization and history of the firm including structure (corporation, limited partnership, etc.), tax identification number, and other businesses. In line with Subsection 5.04 above, the Bidder must positively affirm that it does not provide, nor does it have a financial or marketing interest in any other organization that provides, E- rate eligible services and will not accept gifts from current or future, potential E-rate vendors. 6.04 The Bidder must provide three references (organization name, contact name, and telephone number) for which it has provided similar E-rate support services. 6.05 The Bidder must provide proof of professional and liability insurance, totaling at least $2 million, and commit to maintaining such coverage over the life of the contract. 6.06 The Bidder must provide a table of proposed fees for the Districts (as listed in Subsection 1.02 above) covering the E-rate year(s) of the contract. Bidders must remember that the fee they propose must include all work related to the E-rate funding year, regardless of the length of time it takes to fully complete and support that funding year and that State Board purchasing policy requirements limit contract lengths to a one year period with the option for two yearly renewals. Individual District fees should be presented and totaled as follows: Category Fee (E-rate funding year 2023-24) Fee (E-rate funding year 2024-25) Fee (E-rate funding year 2025- 26) 1 Please state fee as a percentage of utilized (or disbursed) e-rate funding Please state fee as a percentage of utilized (or disbursed) e-rate funding Please state fee as a percentage of utilized (or disbursed) e-rate funding 2 Please state fee as a percentage of utilized (or disbursed) e-rate funding Please state fee as a percentage of utilized (or disbursed) e-rate funding Please state fee as a percentage of utilized (or disbursed) e-rate funding 7.00 PROPOSAL EVALUATION 7.01 The following Selection Criteria and Weighting Factors will be considered in determining which Proposal offers the best value to the District: Selection Criteria Weighting Factor Price: Total price for first full funding year and additional extensions (Category 1) Total price for first full funding year and additional extensions (Category 2) 20 20 Experience Overall E-rate knowledge and experience Experience in projects of similar scope and nature Previous engagements with District 10 10 10 Other Relevant Factors Member of E-MPA (E-rate Management Prof Assoc) Availability to the District File management and record retention system 10 10 10 Total 100 7.02 The District reserves the right to reject any and all bids and to waive any informality in the bidding.