E-rate Category 2 Funds Available

This is the last year libraries can use their current 5-year E-rate Category 2 budget. To access these funds, prepare to file requests for proposals (Form 470) before the end of 2024.

Libraries must certify CIPA compliance to request any Category 2 funds.

Key dates:

The competitive bidding window opens in July 2024 and closes in January 2025 (Form 470).
The process of filing for E-rate funding opens in January 2025 and closes in March 2025 (Form 471).
Projects can start before July 2025, but vendor invoices must be dated July 1, 2025 or later.

Questions?

As always, you can contact OPLIN.

Step-by-Step:

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1. CHECK YOUR BUDGET

CHECK YOUR BUDGET

Check your library's available E-rate Category 2 budget.

2. CHECK YOUR DISCOUNT

CHECK YOUR DISCOUNT

Check your library's Discount Percent column in the Funding Commitments lookup tool.
USAC provides a guide for finding and interpreting your library's discount.

3. PLAN YOUR PROJECT

PLAN YOUR PROJECT

Eligible services include:
- Switches
- Routers
- Racks
- Wireless controllers and access points
- Structured network cabling
- Uninterruptible power supplies that serve network equipment, and
- Installation, support, and maintenance contracts for that equipment
Review the list of eligible products and services on page 14:
- https://docs.fcc.gov/public/attachments/DA-23-1171A1.pdf
A list of recent Category 2 projects by Ohio public libraries can be found here.

4. MEET WITH A VENDOR

MEET WITH A VENDOR

Meet with one or more vendors to discuss your specific project
- A current list of vendors that have worked with Ohio libraries on Category 2 projects can be found here.
Verify that your vendor has a Service Provider Identification Number
Describe exactly what you want them to bid
You MUST finish those discussions before you file a Form 470

5. PREPARE TO USE THE USAC E-RATE PRODUCTIVITY CENTER

PREPARE TO USE THE USAC E-RATE PRODUCTIVITY CENTER

Make sure your E-rate login is up-to-date
- https://forms.universalservice.org/portal/login
Make sure your E-rate location records are up-to-date
- https://opendata.usac.org/E-rate/E-Rate-Entity-Search-Tool/59r2-zbdq

6. PREPARE YOUR BID REQUEST (E-RATE FORM 470)

PREPARE YOUR BID REQUEST (E-RATE FORM 470)

You should be specific in your bid request to include disqualifying factors to make sure you don't have to consider bids you don't want
- Some sample language for points to consider can be found here
  - https://www.ohio-k12.help/wp-content/uploads/2023/11/Sample-Bid-Disqualifying-Factors.docx
If you are requesting bids for equipment, make sure to include the phrase "or equivalent" to give yourself some flexibility
Review the most recent Form 470 training from Lorrie Germann
- https://www.youtube.com/watch?v=mbh6yYgbDCM
Make sure to keep copies of your pre-bidding and bidding documents according to the E-rate records retention requirements
- https://www.usac.org/e-rate/resources/document-retention
Make sure to file your bid request by the deadline

7. SELECT THE WINNING BID

SELECT THE WINNING BID

Make sure you develop a bid evaluation matrix before you start evaluating your bids
- You can make your own matrix, or you can use a sample matrix like this one
  - https://www.ohio-k12.help/wp-content/uploads/2023/11/Bid-Matrix-and-Sample-Letter-Cat-1-Cat-2.docx
Make sure to keep copies of your evaluations according to the E-rate records retention requirements
- https://www.usac.org/e-rate/resources/document-retention

8. PREPARE YOUR E-RATE FUNDING APPLICATION (E-RATE FORM 471)

PREPARE YOUR E-RATE FUNDING APPLICATION (E-RATE FORM 471)

Review the most recent Form 471 training from Lorrie Germann
- https://youtu.be/qiguoDaf7dQ?si=AD2tCdPUPbvdRkEF
Make sure to keep copies of your application documents and contracts according to the E-rate records retention requirements
- https://www.usac.org/e-rate/resources/document-retention
Make sure to file your discount request application by the deadline

9. PREPARE FOR SERVICES

PREPARE FOR SERVICES

Communicate with your vendor whether you will be getting discounted bills or applying for discount rebates (SPI/BEAR)
- https://www.usac.org/e-rate/two-methods-of-invoicing
Communicate with your vendor about project details--don't assume anything!
When service starts, let USAC know, so they can prepare to release funds to you or your vendor (Form 486)
- https://www.usac.org/e-rate/applicant-process/starting-services/fcc-form-486-filing
If you agreed to discounted bills with your vendor (SPI billing), check your invoices to ensure you are receiving the discount
If you agreed to apply for discount rebates (BEAR billing), make sure you file for reimbursement
Make sure to keep copies of your purchase and delivery and invoicing documents according to the E-rate records retention requirements
- https://www.usac.org/e-rate/resources/document-retention