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Board raises caps on E-rate technology projects to cover vendor fees not funded by USAC
Summary
The Lake Havasu Unified School District Governing Board on May 21 approved higher not-to-exceed amounts for three E-rate-funded technology projects — network switches, UPS replacements and districtwide WLAN/cabling — after learning some vendor fees and licensing costs were ineligible for USAC support.
The Lake Havasu Unified School District Governing Board voted May 21 to increase not-to-exceed funding caps for three previously approved E-rate technology projects after the district learned certain vendor fees and licensing costs would not be covered by USAC, the federal administrator of the E-rate program.
Technology staff told the board the revised caps are intended to cover ineligible fees so the projects — network switches, district UPS replacements and districtwide WLAN upgrades and cabling — can proceed before a funding-rate deadline. The staff said the district needed the special meeting because the deadline for locking in current rates was June 6.
The board recorded the revised not-to-exceed amounts as follows: switch project increased from $7,320 to $11,000; UPS replacements from $60,000 to $66,000; and the districtwide WLAN and cabling project from $152,000 to $162,000. Technology staff said the ineligible charges include a $3,900.77 licensing fee for the switch, a $2,000 fee under the UPS line, and a $5,100 fee under the WLAN and cabling line. The staff estimated the total cost increase at roughly $19,680 if the district missed the rate deadline and the projects had to be requoted.
Technology staff described the contracts as time-and-materials agreements that include both materials and labor and said a detailed breakdown was attached as a PDF to the board materials. The staff said the E-rate administrator, USAC, would not fund the listed fees, creating the need to increase the district’s local not-to-exceed amounts so the vendor can proceed.
A board member moved to approve item 3.3 and the board approved the revised not-to-exceed amounts by voice vote recorded as unanimous. The meeting minutes note the urgency was driven by the June 6 schedule for rate changes and that the district’s largest project — the WLAN upgrade — would be most affected by a delayed re-quote.
No vendor names or contract numbers were read into the public record during the meeting; a PDF with a line-item breakdown was referenced in the board packet.
