E-rate and State Funding for Libraries

1. Access your account in EPC.

Most forms and communications must be transmitted through EPC, so your account access is crucial. Read through the user guides and tutorials on the EPC (E-rate Productivity Center) information page, then try logging in to EPC. If you have difficulty getting access, contact the USAC Client Services Bureau at (888) 203-8100 on weekdays between 8 AM and 8 PM.

2. Read through the steps listed by USAC in the Applicant Process.

Read everything first to make sure you understand the language and have the necessary documents.

3. View the videos and recorded webinars in the Online Learning Library.

You can start the application process by filling out Form 470 any time between July 1 and January/February.

When you're ready to apply, go to USAC's Getting Started page and follow through each of the steps. All of your forms and documentation will be submitted through the new EPC portal. Keep your EPC login information handy and download copies of any forms you submit.

The E-rate program has its own jargon that can be confusing, so bookmark USAC's Glossary too.

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.