E-rate Funding for Libraries

To see an overview of the steps of the process and how to get started, visit this E-Rate webpage:  https://www.usac.org/e-rate/.

• October-November Category 1:  If your library wants to apply for discount on internet service (must be CIPA-compliant for internet access discount), you must file a Form 470, which starts a 28-day competitive bidding process inside the E-Rate system. The process ends with you selecting a vendor and signing a contract.  See USAC instructional videos (https://www.usac.org/e-rate/learn/videos/) and connect with Chris (christine.gauvreau@ct.gov)  if you have questions on this process.     

• October-December Category 2: If your library is CIPA compliant, consider filing a Form 470 to begin the competitive bidding process for vendors who can provide new internal network equipment and services, such as managed Wi-Fi.  Filing the Form 470 opens a 28-day competitive bidding process inside the E-Rate system. The process ends with your selection of a vendor and the signing of a contract.

• January-March, Both Categories: Once you have your contract, you must file a Form 471 with Funding Requests for fiber maintenance (and internet service, for libraries that filter). The deadline changes each year but will likely be mid-to-late March. See USAC instructional videos. If you'd like direct assistance with the form, connect with Chris (christine.gauvreau@ct.gov) to set up a Zoom screenshare session.     

• After July 1, Both Categories: File a Form 486 to indicate that service has started as of July 1, which is the beginning of the E-Rate funding cycle. This form tells USAC that it is ok to pay the discount to your vendor. This is also the form on which you indicate whether the library is CIPA compliant, including filtering all computers

• September: Start planning your budget for next fiscal year. Include both your fiber maintenance fee as listed on your quote or contract as well as internet service costs, minus your expected E-rate discount.

Once you have filled out and posted your Form 470 to request bids for services, you must wait at least 28 days for bidders to send you their questions and bids.

After at least 28 days, evaluate the bids based on the price and other factors that are most important to you, using a bid evaluation matrix. Then choose your service provider(s), and sign a contract with them for services. If your library board doesn't have time to authorize a contract before the deadline, then sign a letter of intent instead. Then submit a Form 471 to notify USAC that you have selected a service provider and to calculate the amount of funding support you'll receive.

USAC will review your Form 471 for eligibility, completeness, and accuracy in what they call "PIA review" (Program Integrity Assurance). After the review is completed, USAC will send you a Funding Commitment Decision Letter (FCDL) to notify you whether the funding request has been approved.

You MUST retain your program documentation for at least 10 years.

All applicants are required to retain receipt and delivery records relating to pre-bidding, bidding, contracts, application process, invoices, provision of services, and other matters relating to the administration of universal service for a period of at least ten years after the latter of the last day of the applicable funding year or the service delivery deadline for the funding request. Documents to retain as part of the competitive bidding process include but are not limited to:

• The FCC Form 470.
• The RFP, if one is issued, and any RFP documents.
• Questions from potential bidders and your answers.
• Copies of winning and losing bids (including disqualified bids).
• The final bid evaluation matrix (or matrices, if you have multiple reviewers) and any supporting documentation.
• If there is a restriction that prevents services and costs from being made public, a copy of the precise cite to the law, statue, local rule, or court order identifying the restriction.
• The contract, if one is signed.