E-Rate, EDGAR and EPEAT

On this page:

What is the E-Rate Program?

What is EDGAR?

What is EPEAT? What products qualify?

What Is the E-Rate Program?

The E-Rate program provides discounts to public K-12 schools and public libraries for the purchase of data transmission services, telecommunications services, Internet access, Internet connections, and basic maintenance of internal connections. Click here to view a complete list of current eligible services.

Who Can Participate in E-Rate?

Eligible customers include but are not limited to: K-12 public schools, school districts, charter schools, and public libraries. Customers should have an approved technology plan and file the proper Schools and Libraries Division forms in a timely manner.

How DIR Makes Using E-Rate Easy:

We have simplified the procurement process for products and services that qualify for E-Rate funding by filing Form 470 with USAC on select Requests for Offer (RFOs). Contracts awarded under these RFOs are considered E-Rate Eligible and are designated by the green E-Rate symbol on the contract detail page:

For more information on E-Rate funding, visit the USAC website.

What is EDGAR?

The Education Department of General Administrative Regulations (EDGAR) are the federal regulations that govern all federal grants awarded by the U.S. Department of Education on or after December 26, 2014.

Click here for information regarding EDGAR, Education Department of General Administrative Regulations.

DIR uses an open market competitive procurement process to award contracts as required by Texas Government Code 2054 and 2157, and believes that this process satisfies EDGAR regulations. 

DIR competitively procures each contract awarded as well as conducts pricing analysis as each contract is established based on the vendor’s top. The pricing analysis is completed at a each renewal period and is based on the top selling items sold through the DIR contract. Purchasing entities may make further inquiry if they have questions regarding specific transactions.

 

DIR intends to include EDGAR certification affirmation forms for future contracts, and vendors with existing contracts will receive EDGAR affirmation forms for inclusion as part of their current DIR Cooperative Contract. DIR Cooperative Contract Vendors are required to retain all records related to their DIR contract, for a period of seven years and therefore comply with EDGAR record retention requirements at the time of the contract.

Yes, EDGAR encourages the use of cooperative agreements for procurement or use of common or share goods and services in order to foster greater economy and efficiency.

DIR maintains records such as the rationale for the method of procurement, the selection of contract type, the recommendation for negotiation, evaluation, and negotiation documents to support the selection or rejection of a vendor as well as the benchmarking and cost analysis which supports the basis for the contract price. DIR customers may use these records to verify DIR’s compliance with the most restrictive federal or state procurement rules. Documents related to the purchase history, evaluation and cost or price analysis are available upon request by emailing the DIR contract manager associated with the specific contract or by emailing EDGAR@dir.texas.gov.

DIR must make an independent estimate of the value of goods or services in the current market before receiving bids or proposals. The independent estimate functions as a benchmark for evaluating the reasonableness of future bids and proposals and ensures that due diligence is completed to determine a fair and reasonable price range for goods and services before procurement commences.

For procurement actions involving federal funds at or above $150,000, the new EDGAR regulations require DIR to conduct 1) an independent estimate of the value of goods and services before receiving bids or proposals; and 2) a cost or price analysis before awarding a contract. While EDGAR only requires an independent estimate/cost or price analysis for contracts at or above $150,000, DIR performs a pricing analysis for every contract awarded

For procurement actions involving federal funds at or above $150,000, the new EDGAR regulations require DIR to conduct 1) an independent estimate of the value of goods and services before receiving bids or proposals; and 2) a cost or price analysis before awarding a contract. While EDGAR only requires an independent estimate/cost or price analysis for contracts at or above $150,000, DIR performs a pricing analysis for every contract awarded

A cost analysis involves evaluating the separate cost elements such as labor and materials that make up the total price (including profit), to determine whether the costs are allowable, allocable, and ultimately, reasonable in accordance with federal cost principles.

A price analysis involves evaluation of the total price without analyzing separate cost elements to determine whether the lump sum is fair and reasonable based on current market value or comparable products or services.

Yes. For contracts at or above $150,000 of federal funds, DIR customers must verify that DIR followed EDGAR procurement rules, including the cost or price analysis requirement. According to the Texas Education Agency, upon verification, the customer may purchase goods or services from DIR vendors directly, “without any additional procurement activities or documentation.”

DIR recommends that when using federal funds, at or above $150,000 for DIR contracts that customers conduct their own price or cost analysis before issuing a purchase order or entering into a contract with DIR vendors in order to comply with EDGAR.

[1] 2 C.F.R. § 200.333.

[2] 2.C.F.R. § 200.318(e).

[3] 2 C.F.R. § 200.318(i).

[4] See Texas Education Agency: March 2, 2015, training materials (PDF)

[5] 2 C.F.R. § 200.323 (a).

[6] 2 C.F.R. § 200.323

[7] 2 C.F.R. § 200.323

[8] See Texas Education Agency: March 2, 2015, training materials (PDF); see also 2 C.F.R. Part 200, Subpart E – Cost Principles; U.S. Dep’t of Housing and Urban Development; Quick Guide to Cost and Price Analysis for HUD Grantees and Funding Recipients (July 6, 2015)

[9] U.S. Dep’t of Housing and Urban Development: Quick to Cost and Price Analysis fur HUD Grantees and Funding Recipients; Texas Education Agency; March 2, 2015 training materials (PDF)

[10] Texas Education Agency: March 2, 2015, training materials (PDF)

What is EPEAT?

EPEAT is the leading global ecolabel for the IT sector. It is specific to servers, computers and displays, imaging equipment, televisions, and mobile phones. As such, it is a perfect complement to DIR offerings. The EPEAT program provides independent verification of manufacturers’ claims and the EPEAT online Registry lists sustainable products from a broader range of manufacturers than any comparable ecolabel. National governments, including the United States, and thousands of private and public institutional purchasers around the world use EPEAT as part of their sustainable procurement decisions.

For more information on the EPEAT program, visit the site, located here: https://globalelectronicscouncil.org/about-global-electronics-council/

Purchasers can search for electronics based on product category, manufacturer, geography or EPEAT rating. EPEAT-registered products can even be identified based on specific attributes valued by an organization (reduction of toxic materials, recyclability, use of recycled plastic, etc.).

Manufacturers register products in EPEAT based on the devices’ ability to meet certain required and optional criteria that address the full product lifecycle, from design and production to energy use and recycling. Bronze-rated products meet all of the required criteria in their category. Silver-rated products meet all of the required criteria and at least 50% of the optional criteria, while Gold-rated products meet all of the required criteria and at least 75% of the optional criteria.

Manufacturers’ claims of compliance are subject to ongoing verification by qualified conformity assurance bodies. Products claims found non-conformant are announced publicly and removed from EPEAT to ensure Purchasers worldwide can use the system with confidence. Implementing EPEAT contract language also gives purchasers a vehicle for requiring suppliers to document all EPEAT-registered products purchased through that contract during a given year. This data, if shared with the Green Electronics Council, qualifies the purchaser for annual recognition and can be used to calculate the purchaser’s specific financial and environmental benefits.

Buying Through DIR

About File Formats

Some documents on this page are in the PDF format. Please download the Adobe Reader in order to view these documents.