CMSD_ERate_Rider_RFP_-_122025.pdf
PDF 78 KB Posted
- Attached to
- Wide Area Network (WAN) Communication Services
- Solicitation number
- RFP-21435
- Issued by
- Cuyahoga County, Ohio
About this file
This is an E-Rate Rider document issued by the Cleveland Metropolitan School District (CMSD) in Ohio that establishes mandatory compliance requirements for all service providers responding to the district's Wide Area Network (WAN) communication services RFP. The rider mandates that all service providers must maintain valid Federal Communications Commission (FCC) and Universal Service Administrative Company (USAC) eligibility status, comply with E-Rate Program rules established by the FCC, and utilize the Service Provider Invoicing (SPI) method for billing. Service providers must file FCC Form 474 accurately and on time, apply E-Rate discounts upfront to invoices, and clearly separate eligible E-Rate services, ineligible services, taxes, fees, and surcharges in all billing documentation. The RFP was released January 21, 2026, with a non-mandatory pre-proposal meeting scheduled for January 27, 2026 at 2:00 pm via Zoom; the question deadline is February 3, 2026, and proposals are due February 20, 2026 at 1:00 pm. Service provider selection is anticipated for February 26, 2026, with contract negotiation on February 27, 2026, and contract commencement on July 1, 2026, for an initial three-year term through June 30, 2029, with two one-year renewal options.
Service providers must maintain itemized billing that matches CMSD's approved Funding Commitment Decision Letters (FCDL) from USAC and are prohibited from billing CMSD for any discounted portion of services under any circumstance. All E-Rate-related records must be retained for at least 10 years after the last date of service delivery, and service providers must fully cooperate with USAC audits, FCC inquiries, and CMSD internal and external audits. The current service provider is ENA/Zayo with fiber infrastructure owned and operated by Crown Castle Fiber. All contracts are contingent upon E-Rate funding approval, and CMSD reserves the right to reduce or cancel services based on USAC funding decisions, budgetary constraints, or program rule changes. Failure to comply with the E-Rate Rider requirements may result in contract termination.
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Text version
Cleveland Metropolitan School District (CMSD)
E-Rate Rider – Service Provider Invoicing (SPI) Requirements
This E-Rate Rider shall be incorporated into and made part of the Request for Proposal (RFP) and any resulting contract for services sought by the Cleveland Metropolitan School District (CMSD). All Service Providers responding to this RFP must agree to comply with the requirements outlined herein as a condition of award.
1. Purpose
The purpose of this E-Rate Rider is to ensure that all contracted services and associated invoicing comply with the Schools and Libraries (E-Rate) Program rules established by the Federal Communications Commission (FCC) and administered by the Universal Service Administrative Company (USAC). CMSD participates in the E-Rate Program and requires Service Providers to support the timely and accurate processing of E-Rate discounts.
2. E-Rate Program Compliance Requirements
2.1 Service Provider Eligibility
Service Provider must have a valid .
Service Provider must be in good standing with USAC and the FCC, with no red-light status.
Service Provider must comply with all E-Rate program rules, including bidding, competitive procurement, gift rules, documentation retention, and invoicing compliance.
2.2 Competitive Bidding Integrity
Service Provider must not engage in any activity that violates E-Rate competitive bidding requirements (47 C.F.R. § 54.503).
All communication regarding this RFP shall follow CMSD procurement policies.
3. Service Provider Invoicing (SPI) Requirements
The SPI method is CMSD’s preferred invoicing method. By submitting a proposal, the Service Provider agrees to the following SPI-related obligations.
3.1 Filing of FCC Form 474 (SPI Form)
Service Provider must submit FCC Form 474 to USAC for all eligible charges.
Service Provider must ensure that all SPI submissions meet USAC’s deadlines, documentation requirements, and program rules.
3.2 Discounted Billing to CMSD
CMSD shall only be billed for the non-discounted portion of eligible services.
Service Provider must apply E-Rate discounts to invoices upfront.
3.3 Invoice Accuracy and Documentation
All invoices must clearly separate:
o Eligible E-Rate services o Ineligible services o Taxes, fees, surcharges o One-time vs. recurring charges
Service Provider must maintain itemized billing that matches the funding request as approved by USAC.
3.4 Payment Terms
CMSD will not be responsible for the Service Provider’s failure to submit timely SPI invoices to USAC.
CMSD will not pay the discounted portion under any circumstance.
3.5 Reconciliation and USAC Adjustments
Service Provider must immediately notify CMSD of:
o USAC invoice denials o
Service Provider must correct and resubmit invoices promptly.
4. Service Delivery and Performance Requirements
4.1 Service Start and Completion
Service Provider must begin and complete services consistent with USAC guidelines and approved Funding Commitment Decision Letters (FCDL).
4.2 Outages and Service Level Agreements
All SLAs must follow industry best practices and support claims required by USAC for invoice reimbursement.
5. Record Retention and Audits
5.1 Retention Period
Service Provider must retain all E-Rate-related records for at least 10 years after the last date of service delivery.
5.2 Audit Cooperation
Service Provider must fully cooperate with:
o USAC audits o FCC inquiries o CMSD internal and external audits
Service Provider must provide documentation to CMSD upon request.
All contracts are contingent upon E-Rate funding approval.
CMSD reserves the right to reduce or cancel services based on:
o USAC funding decisions o Budgetary constraints o Program rule changes
7. Service Provider Responsibilities Summary
The Service Provider agrees to:
Apply E-Rate discounts upfront via the SPI method.
File FCC Form 474 accurately and on time.
Ensure compliance with all E-Rate rules.
Maintain detailed documentation for 10 years.
Cooperate fully in audits and reviews.
Failure to comply with the requirements of this Rider may result in contract termination,
File details come from the government source that posted it. Updated .