A05_Performance_Work_Statement.pdf

Performance Work Statement eRate Consortium Management Support

A. Background

The Bureau of Indian Education (BIE) relies on subsidy funding from the Universal Services Administrative Company to provide Wide Area Network (WAN) and Internet Services to the Bureau’s 55 operated schools (BOS) and approximately 27 Tribally controlled schools (TCS).

These schools are K-12 and qualify for eRate subsidies through USAC with reimbursement of up to 90% of the costs of the network itself. This reimbursement level is based on the school’s participation in the National School Lunch Program (NSLP) or the Community Eligibility Program (CEP) as administered by the United States Department of Agriculture (USDA). The schools on the network average 86% reimbursement eligible.

The Universal Service Administrative Company (USAC) reimbursement process includes Competitive Bidding, Selecting Service Providers, Applying for Discounts, Application Review, Starting Services, and Invoicing. The BIE has already completed the steps of competitive bidding and selecting service providers. This was accomplished in a fair opportunity bidding process under the General Services Administrations’ Enterprise Infrastructure Services Indefinite Delivery, Indefinite Quantity (IDIQ) contract. The BIE’s contract is a 10-year contract, and the BIE entered option year 4 in July 2024.

Each year, the BIE must apply for discounts for the forthcoming school year and undergo rigorous application reviews, program integrity audits (PIAs), and invoicing reconciliations and reviews. It should be noted that the BIE has successfully received reimbursements for all previous option years.

The Assistant Secretary of Indian Affairs (ASIA), Office of Information Technology, is the contract holder for BIE’s network and serves as the managing partner for BIE’s eRate application. The OIT has been doing this for many years.

Applying for and receiving yearly subsidies is a time-consuming process. With recent reorganizations and shifts in IT management focus, resources assigned to manage the BIE’s yearly application process have competing requirements, and additional contractor support is needed as soon as possible to manage the BIE’s application process. This performance work statement will outline the requirements solicited from the vendor community needed for this effort.

B. Period of Performance (POP)

The period of performance (POP) will consist of a base year plus four additional option years commencing no later than 10 days from the date of award. If needed, a contingency of 6 months may be exercised at the end of the last option year.

C. Place of Performance

The place of performance may be virtual. The selected vendor is not required to perform the functions in the federal workspace; however, space can be arranged if the Vendor requests it.

D. Scope

The scope of this performance work statement shall focus on managing the BIE’s eRate Category 1 (WAN and Internet Services) Consortium applications to ensure USAC approves successful year-to-year reimbursements.

The BIE’s consortium number is 21973, and the BIE’s Service Provider Identification Number is 143001197.

This scope includes Universal Service Administrative Company (USAC) steps, Applying for Discounts, Application Review, Starting (in BIE’s case, Continuing) Services, and Invoicing support. The scope does not include efforts associated with Competitive Bidding and Selecting Service Providers. Those efforts have been completed for this 10-year contract and are governed under the Federal Acquisition Regulations (FAR), reciprocally acknowledged by USAC.

E. Performance Objectives

OIT/BIE is requiring the following performance objectives for this contract:

• eRate preparation and filing of forms: The vendor shall Prepare and file all necessary e-rate forms (470, 471, 486, etc.) and manage documentation that could impact funding for all consortium members. This includes gathering and maintaining information such as NSLP and CEP certifications, copies of service provider contracts and invoices, etc.

• Review and analyze BIE’s funding history to see where strategic or tactical changes can be enabled to maximize BIE’s subsidies. This is particularly challenging given that BIE’s school system spans 23 states and 64 reservation boundaries.

• Provide compliance services and reviews as well as providing post-commitment support.

This includes managing invoicing and service substitutions, managing all USAC Program Integrity Audits, and other performance reviews as they happen.

• Establish and conduct recurring meetings to align goals, review milestones, and ensure transparency among BIE’s consortium members. This includes briefing Senior BIE leadership on the effectiveness of the BIE’s eRate program, where appropriate.

• Ensure availability to manage BIE’s applications around key deadlines to increase communication and collaboration with all levels of the consortium and USAC.

• Provide OIT/BIE leadership with proactive notifications about program deadlines, issues, emergencies, etc. This can also include access to technology that provides real-time tracking of applications, funding, and compliance data (such as PIA reviews). Track and organize resources to increase coordination and collaboration with stakeholders.

Sections Deliverable Due Date Delivery Method Kick Off Virtual Meeting 10 days after award MS Teams or similar USAC Form 471 Filing application for

BIE – USAC portal @January – March, each calendar year

USAC Portal

Form 486 Filing application for BIE – USAC portal

Rolling deadline – 120 days after the last day to receive service or 120 days after the receipt of a Funding Decision Commitment Letter

(FCDL)

USAC Portal

BIE SPI Invoicing Invoice reconciliation with Service Provider

Rolling deadline: 120 days after the last day to receive service or 120 days after the FCC Form 486 Notification Letter date, whichever is later

USAC Portal

Program Integrity Audit Review

Response to USAC PIA requests

As determined by the individual PIA deadline – can be extended with PIA reviewer, if required

USAC Portal

Other USAC requests Various Various USAC Portal Monthly program reports

Through Vendor’s on-line services

On-demand Vendor portal