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Regular Agenda Item 4. U.

Regular BOS Meeting

Meeting Date:	09/06/2022
Submitted For:	Jacque Sanders
Submitted By:	Jacque Sanders, Deputy County Manager/Librarian
Department:	Deputy County Mgr/Library District
Fiscal Year:	FY23, FY24, FY25	Budgeted?:	Yes
Contract Dates Begin & End:	July 1, 2022 - June 30, 2025	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approval of Agreement for E-Rate Services including Category II between the Gila County Library District and Yavapai County through the Yavapai County School Superintendent.

Background Information

In July 2021 the Gila County Information Education Technology Consortium (GCIET) comprised of the Gila County Schools Superintendent and the Gila County Library District contracted with the Yavapai County and Yavapai County Education Service Agency for E-Rate consulting services for the Consortium. That is working very well, and Frank VanderHorst, a consultant, has been invaluable to the Consortium.

In addition to the Consortium E-Rate process, the Gila County Library District continues to apply for E-Rate funding for connectivity separately for the four libraries that are still not connected to the Consortium's Broadband service. We also separately file for the Category II funding for equipment and cabling for all libraries.

The Yavapai Education Service Agency and Frank VanerHorst have agreed to assist the Library District with E-Rate projects and funding that are separate from the Consortium, which requires a separate contract specifically with the Gila County Library District.

The Gila County Librarian needs to be authorized to sign the additional Letter of Agency, to act on behalf of the Library District to participate with and Yavapai County School Superintendent for the procurement of allowable equipment and services, and authorize the submission of various Federal Communications Commission (FCC) forms for E-Rate Category II services for USAC.

Evaluation

The Yavapai School Superintendent’s Office and their employee Frank VanderHorst have extensive experience with E-Rate services as well as Category II funding requirements. He is very knowledgeable of the processes, procedures, and deadlines related to the ongoing provision of E-Rate services. Under this contract, Frank will be assisting the Library District with E-Rate applications and will also be providing training to Gila County staff on the E-Rate processes.

Conclusion

The Yavapai School Superintendent’s Office has the experience and expertise to assist the Gila County Library District in applying for E-Rate funding and keeping future projects on track and ensuring that all federal deadlines and reporting requirements are met. The agreement benefits the Library District and supports the arrangements that are currently in place.

Recommendation

Staff recommends approval of the agreement along with authorizing the Gila County Librarian to sign the companion Letter of Agency.

Suggested Motion

Information/Discussion/Action to approve the Agreement for E-Rate Services between Gila County Library District and Yavapai County through the Yavapai County School Superintendent for a term of three years, effective July 1, 2022, to June 30, 2025, at a rate of $4,000 per year; authorize the Chairman’s signature on the Agreement and authorize the Gila County Librarian to sign the Letter of Agency. (Jacque Sanders) (Motion to Adjourn as the Gila County Library District Board of Directors and convene as the Gila County Board of Equalization.)

Attachments
GCLD E-Rate Agreement