RFPs/BOMs for Categories One and Two
HWC Consultants offers comprehensive telecom consulting, including assistance in applying for the E-Rate program, which provides billions of dollars in funding each year to reduce internet and Wi-Fi expenses for schools, libraries, and organizations. Our comprehensive E-Rate consulting service helps clients significantly reduce their telecom expenses by overseeing projects from beginning to end. The following is helpful information regarding Category One and Category Two applications for the E-Rate program. Applying to E-Rate requires multiple steps and is a year-round effort.
An RFP is a Request For Proposals, and a BOM is a Bill Of Materials. Both can be utilized to outline the needs of a particular project and gather bids from qualified vendors to complete the project. Sometimes you may decide to file an RFP or BOM for the FCC’s E-Rate program, depending upon your state or local procurement requirements and/or the complexity of your project.
For Category One, it is primarily necessary to do an RFP/BOM when you have multiple sites with different internet or service requests. The following tips will assist you in developing an RFP/BOM for Category One:
Create a site list RFP/BOM outlining each site, complete address including room number if required, and the service(s) you need, so that providers can provide bids that exactly match your request.
Remember that there may be special construction costs associated with bringing desired internet connections to your location(s). A request for inclusion of these costs needs to be called out in your RFP/BOM.
In many school settings, it is not uncommon for the service address and the installation address to be different. Check with your facilities contacts to make sure this information is understood prior to submission of your RFP/BOM.
Dark fiber projects are more complex, and will require both advanced planning and an RFP/BOM, so be sure to allot extra time.
For Category Two:
RFPs/BOMs are highly recommended for Category Two requests, allowing you to provide a specific list of requested items for which you need bids, or bids for equivalent equipment. Within the RFP/BOM, you can indicate make/model, preferred manufacturer, site location, whether you want installation included, and other notes.
If you do not have a technical background (i.e., you are a CFO or DOO), you should consult your entity’s IT staff to assist. Per USAC rules, E-Rate service providers may not help you prepare your RFP/BOM.
You need to be specific about the make, model, and preferred manufacturer, so that you are comparing apples to apples. Ensure you design a BOM/RFP compatible with your existing network setup. For example, if you already have all Meraki equipment, you may prefer to request Meraki equipment specifically, as opposed to purchasing a different manufacturer’s equipment and integrating it into your existing network.
Make sure you’re familiar with the most recent E-Rate Eligible Services List (ESL), so you know what equipment is eligible. Category Two Internal Connections funding covers only network infrastructure. For example, servers, computers, and printers are not eligible for funding. Reading the ESL will also reveal unique program rules, such as that E-Rate will only reimburse a percentage of a firewall license (even though firewalls and licenses are eligible - and required) - as E-Rate won’t reimburse the costs of any content filtering.
Make sure your Managed Services and Basic Maintenance equipment lists cover existing equipment you already own or lease, as well as any new equipment you are requesting.
HWC Consultants is available to assist in all your application needs, in addition to comprehensive telecom consulting that includes contract negotiations, telecom audits, and project management. Contact us for more information.