Prepare for the E-Rate Application Window

California K-12 High Speed Network

A State Program at Your Service

Welcome!

K12HSN E-Rate Support Team

• Michelle Harken – michelle.harken@k12hsn.org​
• Nick Cichella – nick.cichella@k12hsn.org ​
• Samantha Cichella – sami.cichella@k12hsn.org ​
• Lehna Markarian – lehna.markarian@k12hsn.org​
• Paul Stankus – paul.stankus@k12hsn.org

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Today we will discuss:

• E-Rate program news
• What You Should be Working on Now
• Open Discussion and Q&A

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We are recording today’s webinar and will post on our website.

Please ask questions!

Use Q&A menu to write your questions.

Raise hand to ask questions live.

Slides are posted in the Q&A menu and will also be posted on our website.

Microsoft Teams Controls for Participation

• To Speak:
• Raise Hand
• Submit Questions/Chat:
• Select "Chat" icon in menu bar and type message into the Meeting Chat
• Or you can enter questions into the Q&A

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Fall/Winter E-Rate Webinar Schedule

View previous recordings and materials: https://www.k12hsn.org/e-rate-support/training-libraries

And https://californialibraryconnect.org/demand-webinars

E-Rate News

The Latest We Know (and Don’t Know!)

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FY2026 Application Processing

FY2026 Form 471 filing window closed April 1, 2026

• Funding Request Numbers (FRNs)
• 4,006 of 5,422 California FRNs have been funded (74%). 348 applications (12%) have not yet received FCDLs.
• 1,416 FRNs (26%) remain unfunded.
• FCC Form 471 Applications
• 2,647 of 2,995 California applications have received Funding Commitment Decision Letters (FCDLs) (88%).
• 348 applications (12%) have not yet received FCDLs.
• Application Review Continue
• Applicants awaiting funding decisions should monitor EPC for PIA inquiries and respond promptly.

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Please contact our K12HSN Support Team if you need assistance!

California FY2026 Snapshot:

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74% FRNs Funded

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88% Applications with FCDLs

2027 E-Rate Eligible Services List

• FCC released the Draft FY2027 Eligible Services List on June 30, 2026
• No changes proposed to the existing list of eligible equipment and services.
• FCC requested additional comments on Managed Internal Broadband Services (MIBS) and Network-as-a-Service (NaaS).
• Public comment period concluded August 14, 2026
• Comments generally supported retaining MIBS eligibility
• Applicants should continue planning based on existing eligibility rules while monitoring the FCC's final decision.

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Form 471 filing window cannot be announced until FCC releases ESL; however, plan for typical dates:

Opens mid-January

Closes third week of March

Competitive Bidding Portal

• New USAC-managed Competitive Bidding Portal required beginning FY2028
• Applies to competitive bidding conducted for Funding Year 2028 and beyond
• New requirements for Service Providers
• All bids responding to FCC Forms 470 must be submitted through the portal
• Bidder questions and communications generally must occur through the portal, with limited exceptions.
• New requirements for applicants
• Applicants must upload bid evaluations, vendor selection documentation, and contracts.
• Questions and responses will be visible to all prospective bidders to ensure a fair and open process.
• Documents pertaining to all multi-year contracts valid through 2029 will be required to be uploaded into the portal

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Important: The portal does not replace state or local competitive bidding requirements.

Applicants may still need to advertise bids, use local procurement portals, and conduct public bid openings as required by California law.

E-Rate Administrative Window

• FY2027 EPC Administrative Window opened October 21, 2026.
• Ensure all users have appropriate logins and credentials in the E-Rate Productivity Center
• Verify and update eligible school and library location profiles
• For schools: Update enrollment and poverty statistics
• For libraries: Verify/update square footage
• USAC has not yet announced an official closing date for the FY2027 EPC Administrative Window.
• Typically closes mid-January. Note that profiles lock after close.

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Any Profile updates not captured in the Administrative Window should be addressed in the Funding Request Narrative and in a RAL Correction after the FCC Form 471 is certified

Cybersecurity Pilot Program

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• Funding Commitments and Application Reviews Continue
• USAC continues issuing Funding Commitment Decision Letters (FCDLs) for approved Pilot applications.
• Participants can track commitments, FRN deadlines, and disbursements using the new Cybersecurity Pilot Program FRN Status Tool.
• FCC Form 484 Part 3 – Annual Reporting
• Annual reporting begins February 2027. Participants must update previously submitted cybersecurity information and provide additional annual data.
• Pilot Program Invoicing and Reimbursements
• Reimbursement available after FCDL approval and receipt of eligible equipment/services. Submit invoices using Form 472 (BEAR) or Form 474 (SPI).
• Invoice deadline generally 90 days after the last date to receive services.

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Upcoming USAC Training

November 17, 2026

FCC Form 484 Part 3 Overview Webinar

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Learn about annual reporting requirements and how to complete the form.

Register for the Webinar

Annual Bid Threshold for K-12

Annual Bid Threshold for CA Public School Districts

Public school districts must follow state and local competitive bidding requirements as established by state law and local governing board policies in addition to E-Rate program requirements.

On December 8, 2025 the California Department of Education announced that the bid threshold for calendar year 2026 is $119,100.

Public projects as defined in PCC Section 22002(c), such as construction or reconstruction of publicly owned facilities, have a lower bid threshold of $15,000 that is not adjusted for inflation.

Review your purchasing and board policies. Make sure that you comply with the more stringent of requirements for E-Rate and state and local policies.

California Teleconnect Fund Updates

CTF Recertification Requirements

Many CTF participants are due for recertification in 2026 or have upcoming recertification deadlines to maintain their eligibility for CTF discounts.

• Are You Ready for Recertification?
• Districts should verify their eligibility expiration dates and ensure contact information is current per the CTF Participant Report
• Submit through your existing eCAP account before eligibility expires. This can be done 3 months before the expiration date
• Expanded CTF Eligibility – AB 2790 – Signed September 27, 2026
• The measure clarifies CTF eligibility for preschools, transitional kindergarten, public libraries, and noninstructional facilities, including administrative offices and data centers

TIP: Use each school’s official name as recognized by the California Department of Education (CDE) when completing recertification.

Applicant Next Steps

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Confirm CPUC’s implementation instructions before applying for newly eligible facilities or resubmitting previously denied sites.

Verify all eligible locations are included when recertifying. Ask CPUC about date discrepancies or annex applications.

CPUC help

CTFHelp@cpuc.ca.gov

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What You Should Be Working on Now

Preparing to File Your FCC FY2027 Forms 471

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Typical E-Rate Process Timeline

Annual E-Rate Application Timeline

EPC Profile Updates – Enrollment, NSLP, and CEP

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• Review and Update EPC Entity Profiles
• Verify student enrollment, NSLP eligibility, and entity information.
• Ensure all eligible school locations are accurately listed.

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• Verify Discount Calculations
• Verify current CEP participation and supporting documentation.
• Confirm the district's urban/rural designation and discount percentage.
• Review student data for accuracy before the administrative window closes.

TIP: Use each school’s official name as recognized by the California Department of Education (CDE) when updating your EPC profile.

Review and update enrollment, NSLP, and CEP data before the EPC Administrative Window closes.

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Accurate information is essential to ensuring the correct E-Rate discount rate for FY2027.

E-Rate FCC Form 470 Competitive Bidding ‘Deadline’

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• Last date to file Form 470 for FY 2027 will be 28 days before Form 471 deadline
• FCC Form 470 must be available for a minimum of 28 days
• Minimum 28-day bidding window (28-day window must be extended for “substantial changes”)
• Contract or award may not occur until after the 28 days have elapsed; contract must be awarded before Form 471 can be filed, unless filing as MTM or Tariff for Category 1 services

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Waiting to the last day to file is “Extreme E-Rate” and is not recommended!

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FY2027 Form 470 – What’s New?

FY2027 Form 470 became available July 1, 2026.

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• Updated Category Two service selection guidance
• Ineligible bus Wi-Fi and off-premises hotspot selections removed.
• Additional manufacturer options and required "or equivalent" language.
• Updated allowable contract date calculations within EPC.

Important Reminder!

Before filing your FY2027 Form 470, review USAC's updated service selections and filing guidance to ensure your requests accurately reflect the equipment and services being sought.

USAC Competitive Bidding Resources

Do You Need to Rebid for FY2027?

• Existing Multi-Year Contracts
• No new Form 470 required if the contract remains valid and services are within the scope of the original competitive bid.
• Expiring Contracts and Month-to-Month Services
• A new Form 470 is generally required if the contract expires before or during FY2027 and no valid extension options remain, or if services are provided month-to-month.
• Contract Extensions
• Extensions must have been included in the original competitive bidding process and contract.
• Verify that extension options are exercised before the contract expires.
• New or Additional Services
• Determine whether the additional equipment or services fall within the scope of the original procurement.
• Material changes to the scope may require a new competitive bidding process

Review existing contracts NOW to identify upcoming expirations, available extensions, and services that may need to be rebid for FY2027.

Bidding Best Practices

• Clearly Define the Scope of Work
• Identify requested equipment, services, quantities, and installation requirements.
• Include all applicable sites and service locations.
• Ensure Fair and Open Competition
• Avoid unnecessarily restrictive specifications or vendor-specific requirements.
• Allow equivalent products when referencing specific manufacturers.
• Establish Clear Bid Requirements
• Include proposal deadlines, submission instructions, and evaluation criteria.
• Identify required pricing details, licensing, maintenance, and installation costs.
• Plan for Future Needs
• Consider future upgrades, contract extensions, and potential expansion needs.
• If planning for future growth, include the site name and address in the bid document

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E-Rate competitive bidding requirements do not replace state and local procurement rules. Ensure your bid complies with all applicable federal, state, and local requirements, including district purchasing policies

Document As You Go - Checklist for Bidding

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• Gather all bidding documents such as RFPs, addenda, and correspondence to and from service providers
• Gather all bids received (winning, losing, and disqualified)
• Document Decision Matrix with valid bids, note any disqualified bids and reasons why
• Document notes during evaluation process as well as name(s) of individuals participating in evaluation
• Document Board agenda and minutes for approval of legally binding agreement(s)
• Document any bid protests and their resolution

ALL bidding documents including losing bids MUST be retained for a minimum of 10 years from the end of the awarded contract or last date to receive service, per FCC E-Rate rules!

E-Rate Contracts – Requirements and Common Pitfalls

• Contract Requirements
• Ensure contracts are legally binding before filing Form 471
• Verify contract dates, services, pricing, and signatures.
• Contract Terms and Extensions
• Confirm expiration dates and available extension options.
• Extensions must be consistent with the original bid.
• Important Contract Provisions
• Consider E-Rate funding contingency language.
• Clearly identify pricing, services, and renewal options.
• Avoid Common Pitfalls
• Missing signatures, expired contracts, or inconsistent terms.
• Changes in scope not supported by the original bid.

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Review both new and existing contracts carefully before signing! Ensure all terms align with the awarded bid and allow sufficient time for board approval and execution before filing Form 471.

Category Two – FY2027 Pre-Filing Checklist

• Review Available C2 Budget
• Compare remaining budget to planned pre-discount project costs.
• If available budget is more than the pre-discount costs for your FY2027 projects, you may file for entire amount
• If available budget is less than the pre-discount costs for your FY2027 projects, you must prioritize what components will be funded through E-Rate and what others will not
• Verify Equipment and Pricing
• Confirm part numbers, quantities, and itemized costs.
• Include installation, licensing, and applicable fees.
• Confirm E-Rate Eligibility
• Review the FY2027 Eligible Services List.
• Identify and cost-allocate ineligible items.

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Review USAC’s Tools

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Category Two Management Guide

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Category Two Budget Tool

Checklist for Items Required for FCC Form 471

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Time for Open Discussion and Q&A

Resources

Where to find information and help!

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Helpful Contacts

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K12HSN E-Rate Support Team

Michelle Harken – michelle.harken@k12hsn.org​

Nick Cichella – nick.cichella@k12hsn.org ​

Samantha Cichella – sami.cichella@k12hsn.org ​

Lehna Markarian – lehna.markarian@k12hsn.org​

Paul Stankus – paul.stankus@k12hsn.org

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General mailbox for questions and Webinar/Office Hour suggestions: eratequestions@lists.k12hsn.org

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California Library Connect

admin@californialibraryconnect.org

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California State Library

broadband@library.ca.gov

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California Department of Education

E-Rate@cde.ca.gov

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California Teleconnect Fund

CTFHelp@cpuc.ca.gov

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California State Library

E-Rate and CTF home page: https://www.library.ca.gov/services/to-libraries/e-rate/

Guidance on entity eligibility and acceptable forms of data to calculate E-Rate Discounts and Category 2 Budgets

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California Department of Education

E-Rate and CTF home page: https://www.cde.ca.gov/ls/et/ft/

Sign up for Broadband News Flash!

Guidance on entity eligibility and acceptable forms of data to calculate E-Rate Discounts and Category 2 Budgets

E-Rate Resources

Recordings of previous webinars are located at: https://www.k12hsn.org/e-rate-support/training-libraries

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Register for upcoming events at

https://www.k12hsn.org/events

and

https://californialibraryconnect.org/events

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Where Do I Go To From Here?

• Contact K12HSN’s support team to schedule an E-Rate overview specific to your organization and a walk through of various websites and tools
• Sign up for our webinars!
• Keep in touch! We are here to help you!

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Thanks for attending!

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