FY Your Partners in Funding E-Rate & RHC

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1 FY Your Partners in Funding E-Rate & RHC

2 Please take the time to follow us on @KelloggLLC Kellogg & Sovereign Consulting, LLC /kelloggllc /kelloggllc /company-beta/

Webinar At a Glance Introductions Program Funding Update: FCC & OUSF Program Overview: HCF & Telecom Program Eligibility Consortia Funding Roadmap KSLLC Client

3 Webinar At a Glance Introductions Program Funding Update: FCC & OUSF Program Overview: HCF & Telecom Program Eligibility Consortia Funding Roadmap KSLLC Client Resources Needs Assessment RFP Process Bid Evaluations Contracts & Renewals Best Practices Wrap Up & Evaluation This Photo by Unknown Author is licensed under CC BY-NC 3

4 Training materials and links to online exercises: USAC Funding Timeline RHC Needs Assessment Historical Funding Chart Blank Planning Calendar RHC Timeline/Checklist PlanetBids Evaluator Guide 4

5 E-Rate Debi Sovereign Nic Carlson Christina Bailey Rachel Botts Jermol Coureur Mai Fields Ben Godwin Adam Godwin Susie Godwin Riley Harpole Alex Linam Teagan Vick Jennifer Williams Mandy Wood RHC Marci White Shannon Tice Ben Godwin Shar Dodoo 5

6 Kellogg & Sovereign Consulting Your Partners in Funding Program Eligibility Eligible Services Rules & Best Practices RFP & Network Plan Bidding & Evaluation Contracts Program Forms Filing & Compliance Program Review Funding Disbursements Reporting 6

7 Presented by: Debi Sovereign 7

http://www.usac.org/rhc/healthcare-connect/funding-information/default.

FY2016 $407,770 $556,249 FY2015 $250,763 $377,643 0 100,000 200,000 300,000

8 $400 - $581 Million Cap for RHC Program Funding FY2017 $521,330 $567,260 FY2016 $407,770 $556,249 FY2015 $250,763 $377, , , , , , ,000 Thousands Total Commitments Made Total Commitments Received 8

9 RHC 2018 Funding Cap Order 6/25/2018 FY2016 $400M cap was exceeded - pro rata of 92.5% for requests second filing window FY2017 $521.33M net demand Pro rata removed and cap increased to $571M FY2018 $581M cap filing window closed June 29, 2018 RHC Program funding cap for FY2018 will be $581 million, adjusted for inflation. 9

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Not-for-profit hospitals Rural health clinic, including mobile clinics Community

health center Local health departments or agencies Post-secondary educational

schools Dedicated emergency departments of rural, for-profit hospitals Skilled

11 Not-for-profit hospitals Rural health clinic, including mobile clinics Community health center (FQHC) or health centers providing care to migrants Community mental health center Local health departments or agencies Post-secondary educational institution offering health care instruction, teaching hospitals and medical schools Dedicated emergency departments of rural, for-profit hospitals Skilled nursing facilities Public or non-profit Part-time eligible entities Consortia of the above entities 11

12 What is the address of the physical location? Rural Outside of a Core-Based Statistical Area Urban Population of 25,000 or greater Rural Area Search 12

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14 Telecommunications Program Rural Health Care Providers Only Urban/rural difference for telecom services for rural HCPs or mileage calculation Data transmission only 14

15 Healthcare Connect Fund Flat 65% discount Supports broadband connectivity for eligible HCPs Eligible Services and Core Network Equipment Rural Health Care Providers and/or Consortia with urban members comprised of at least 51% rural participants 15

16 Telecommunications Program Rural-Urban Differential OR Mileage Individual HCP Rural Only 16

17 Telecommunications Program Eligible Services ATM DSL T1/Fractional T1 ISDN Mileage-related charges MPLS/Frame Relay OC-1/OC-3 Redundant circuit T3 or DS3 17

18 Telecommunications Program Ineligible Services Equipment Special Construction and Maintenance Franchise Charges Zone Charges Surcharges Internet Access The data portion of an Internet circuit can be eligible if it is invoiced as a separate line item. Construction or infrastructure build-out For Example, if a wall must be removed, a street dug up, or a cable laid, these costs would not be eligible for support. 18

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Eligible products and services must be competitively bid pursuant to the FCC Order Funding may be granted for up to three years on a single commitment Individual rural applicants are

20 Eligible products and services must be competitively bid pursuant to the FCC Order Funding may be granted for up to three years on a single commitment Individual rural applicants are eligible for CPE only Consortia rural and urban applicants eligible for additional equipment and services Consortia must be at least 51% rural within three years of first funding commitment 20

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22 Healthcare Connect Fund 22

23 Leased Fiber HCF & Telecom A fixed bandwidth broadband service where the service provider manages the network equipment that places the fiber/other transport medium into service and manages the technical support for the service. Leased Dark Fiber (including IRU) HCF Only Service in which the customer purchases use of a portion of a provider-owned and maintained fiber network separately from the service of lighting (i.e., transmitting information over) that fiber. 23

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25 Refers to the upfront, non-recurring costs associated with the installation of new fiber. Special construction charges eligible for support consist of three components: Construction of network facilities Design and engineering Project management Does not include network equipment necessary to light fiber. 25

26 Program Comparison Category HCF Program Telecom Program Application Options Discount Individual HCP or Consortium Multi-year funding commitment 65 percent flat rate discount on all eligible expenses Individual HCP Annual funding Calculated as urban-rural differential of cost of services Or mileage Rurality HCP can be located in non-rural location if applying as a member of an eligible consortium HCP must be in a rural location Off-site? Connections associated with off-site data centers and off-site administrative offices used by eligible HCPs for health care purposes are eligible for funding Eligible Expenses Telecommunications service Broadband service Network equipment HCP constructed and owned network facilities (consortia only) No off-site associated connections are eligible for funding Telecommunications service 26

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28 Competitive Bidding Form 465 Report services chosen Form 466 Invoicing Form

29 HCP Eligibility Form 460 Competitive Bidding Form 461 Report services chosen Form 462 Invoicing Form

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34 KSLLC SharePoint 34

35 KSLLC PlanetBids E-Procurement 35

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37 NEEDS ASSESSMENT 37

38 We will prefill for you with all of the known existing circuits. Please add any missing circuits not listed. New site or site already registered? Facility type Address Bandwidth Need Service Need Quantity of strands Diagram of connections Modulating equipment Own or IRU? Eligible for funding. If these circuits run telemedicine activity, they are eligible for funding. Core Switches Core Routers NICs Firewall Maintenance Management Software No internal connections or Wi-Fi 38

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40 A bidding document which provides detailed information about requested services, locations, bid submission requirements, etc. Any document that provides additional details is considered an RFP by USAC. Some states or procurement agencies refer to these documents by other names i.e. Invitation for Bids (IFB) If an RFP is required by state/local procurement rules, the Applicant must issue one. The RFP must be submitted simultaneously with the FCC Form 461/

41 RFP Process Complete the needs assessment document with your account manager The KSLLC team will build your RFP based on your projected needs. Our team will ensure your RFP is compliant with both federal and state requirements. 41

42 Next Steps FCC Filing KSLLC completes FCC Form 461/465 Description of services requested KSLLC posts FCC Form 461/465 and RFP to USAC website and KSLLC PlanetBids site for 28 days. KSLLC monitors bid activity and posts your answers to any questions during the bid period. 42

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RFP Reminders Direct all potential bidders

Read and answer your Q&A KSLLC will manage

44 RFP Reminders Direct all potential bidders and questions to our PlanetBids site. Read and answer your Q&A KSLLC will manage your Q&A, however we may need to reach out to you to help answer vendor questions. Make sure all correspondence goes through PlanetBids. We can send reminders and registration info. to bidders who are not registered. Notify your KSLLC account manager of any necessary RFP changes BEFORE your bid closing date. 44

45 Q&A Process 45

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48 Evaluation Team Determine evaluator(s) from your organization Provide KSLLC team with names and addresses of evaluator(s) You will receive an stating that you are an evaluator for the RFP. 48

49 Evaluation Team 49

50 Evaluation Criteria 50

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54 Contract Terms Example One Initial contract term is three years Contract allows for one, two-year voluntary extension Example Two Initial contract term in three years Contract allows for up to 3, one-year voluntary extensions Example Three Initial contract term in two years Contract allows for three, one-year extensions Oklahoma Health Care Entities Oklahoma statute only allows for a contract of up to five years in the aggregate. 54

55 Contracts Voluntary extensions must be documented in the original contract Must be of a certain term, month-to-month is not eligible Voluntary Extensions Applicant may choose to invoke a voluntary contract extension in lieu of initiation of a new round of competitive bidding Must be generated prior to filing a Form 462 requesting funding 55

Site & Service Substitutions Reallocation Possible to do a site and/or

1:1 or Decrease 1:1 swap or decrease in cost for certain line items

Substitution modifications can t change the overall funding disposition.

56 Site & Service Substitutions Reallocation Possible to do a site and/or service substitution within an existing FCL if there are unused funds 1:1 or Decrease 1:1 swap or decrease in cost for certain line items makes funds available to reallocate to a new line on the request Limits Substitution modifications can t change the overall funding disposition. i.e. exceed approved funding amount or de-commit money already disbursed. 56

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61 Pay strict attention to deadlines Changes in contact information We are here to help! Respond Promptly Keep records for at least 10 years Send us your invoices monthly 61

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DO learn about new technologies from services providers BUT only during pre-bidding discussions DON T have a relationship with service providers that would unfairly influence the outcome of the

63 DO learn about new technologies from services providers BUT only during pre-bidding discussions DON T have a relationship with service providers that would unfairly influence the outcome of the competition DON T give service providers inside competitive information DON T sign a contract before the Allowable Contract Sign Date DO alert the RHC team ASAP of any current or forthcoming entity changes 63

64 WRAP UP QUESTIONS? 64

65 YOUR OPINION COUNTS! 65

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RHC Broadband Funding Options

1 RHC Broadband Funding Options 1 2 Who We Are Founded in 1990 as Kellogg Consulting, LLC Superintendents requested Telecom Consulting, Grant applications for Technology and Distance Learning, and Technology