Competitive Bid Response Documentation
SLD and FCC E-rate procedures require applicants to select the most cost-effective service provider through an open, fair, competitive bidding process — and to be able to document this selection process.
See SLD Form 470 Reminders on the SLD web site.
Recent Selective Reviews of Form 471 applications by the SLD have required applicants to indicate the number of bids they received "for ALL funding requests (Telecommunications Services, Internet Access, and Internal Connections), including month to month and tariff services," and to provide copies of ALL bids received.
Logging Bid Responses:
When applicants use a formal RFP process to solicit vendor bids, documentation of responses is normally a standard part of the process. When service requirements are simply listed in the Form 470 itself, additional care must be taken to log vendor responses.
The "Responses" worksheet (see download links below) is designed to help applicants log each vendor response to their Form 470s. Note that services being received from an existing vendor can be considered a bid and should be logged as such.
Copies of all bids received (winning or losing) should be retained for documentation purposes.
Documenting Vendor Selections:
SLD Selective Reviews also require applicants to provide "complete documentation indicating how and why you selected the service provider(s)…This documentation should include a description of your evaluation process and the factors you used to determine the winning bid(s). If more than one factor was used to determine the winning bids, please indicate the weighting of those factors in percentages…. If evaluation sheet(s) were used, please provide those."
The "Assessment" worksheet (see download links below) is designed to help applicants document their vendor selection procedures in a manner consistent with these SLD "evaluation sheet" guidelines.
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