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Step-by-Step Instructions to Conduct a TEBC Mini-Bid
Step 1. Create Equipment-Services List
Use A_TEBC Mini-Bid Service-Equipment List as the bill of materials (BOM) for your TEBC mini-bid. Please note, there are separate tabs for Internet, Data Transmission, Internal Connections, BMIC and MIBS. Copy the tab for the template you need to use into a new workbook (right click on the tab you want to copy > move or copy > to book: new book > create copy). Pre-filled templates have also been included as a sample to reference as you create your service-equipment list (*with a few tips sprinkled in). Cells highlighted in blue should be completed by you (the Applicant) and yellow highlighted cells will be completed by vendors. Attach your completed service-equipment list to the cover e-mail described in Step 2 and sent to vendors as described in Step 3.
Step 2. Compose Cover Email to Vendors
B_Cover Email is a sample cover email to vendors explaining your TEBC mini-bid and providing vendors instructions on how to prepare and submit a proposal. Highlighted text should be edited with your specific details. You should also add any other requirements you may have to this email. We recommend giving vendors two weeks to respond to mini-bids. Be sure to include a due date and time for proposals.
Step 3. Determine Vendor List
E-Rate rules require that if you are using a state master contract such as TEBC where multiple vendors have been awarded contracts, you must conduct a mini-bid. The mini-bid process allows you to select a winner from the vendors awarded a TEBC contract for the product category you're looking to purchase. The product categories are:
Antennas, etc.
C1 Broadband (internet access and data transmission service)
Cabling
Caching
Firewall
Racks
Routers
Switches
UPS
WAPs (wireless access points)
Wireless Controller
Software
Basic Maintenance
MIBS (managed internal broadband service)
C_TEBC Vendor Listing by Product Category shows the vendors awarded TEBC contracts and the product categories they sell. I've included the blank listing here so you can see what it looks like. We won't have the final listing until the new contracts are signed. You MUST send your mini-bid to all vendors that sell the product category(s) you are requesting on your mini-bid (i.e. you are conducting a mini bid for internet access - send mini-bid to all vendors listed under the product category "C1 Broadband"). Filter the column for the relevant product category and uncheck the “blank” box. This will show you all the vendors that need to be notified of your mini-bid. Copy and paste the vendor email addresses into your cover email (B) and attach your equipment-service list (A) to the email. **Double check that you have included all vendors listed for the product category(s) you are seeking. Vendors may update their TEBC mini-bid contacts from time-to-time so be sure to download the C_TEBC Vendor Listing from the TEBC website each time you do a mini-bid. I also recommend saving the C_TEBC Vendor Listing you use for your mini-bids so you can prove, if asked, that your mini-bid was sent to all vendors listed for the relevant product category at the time your mini-bid was sent out.
Step 4. Evaluate Mini-Bid Proposals
D_Evaluation Matrix is a template you can use to evaluate the proposals received in response to your mini-bid. Price of E-Rate eligible equipment/services must be the most heavily weighted factor in your evaluation, but you may consider other factors such as previous experience with the district, references, cost to train or certify staff on new equipment, etc. (The evaluation factors included in the template (D) are examples only. You are not required to use those specific criteria.) If you are only evaluating cost of the eligible equipment/services, you do not need an evaluation matrix, but we recommend putting the costs into the spreadsheet so it's easy to see the costs being evaluated. Be sure you are comparing apples to apples!
I've included the formulas for calculating weighted cost in the D_Evaluation Matrix template but below are instructions:
- List total eligible cost for each proposal
- Divide lowest cost by the cost of each proposal = % of low cost. Example, if the lowest cost was $100 and the next lowest cost was $130, the formula would be $100/$130 = 77%
- Multiply this percentage by the number of points you’re awarding in the “Cost” category. Example, if you’re awarding 70 points for cost, the $100 proposal would receive the full 70 points (the lowest cost always receives the full points for cost), and the $130 proposal would receive 53.9 points (70 *.77).
Step 5. Notify Winning Vendor
After conducting your bid evaluation, email the winner to notify them that they have been tentatively awarded your TEBC mini-bid, contingent on school board approval (if required), issuance of a purchase order and subject to receiving E-Rate funding approval (if you don’t intend to move forward without E-Rate funding). See E_Award Email for a sample award e-mail. Also, we recommend attaching F_SMC Order Form to your award email so you don't forget to do it and vendors can get it back to you promptly. Remember, the purpose of the SMC Order Form is to memorialize that a mini-bid was conducted to select a service provider from the multiple award State Master Contract - Tennessee Education Broadband Consortium (TEBC) for specific products/service. Vendors cannot add additional terms and conditions to this document and should not ask you to sign any addition contracts/agreements, per the TEBC Master Contracts.
Step 6. File Form 471 Application
E-Rate applications are due Wednesday, April 1, 2026, at 11:59 p.m. E.T. Remember - EVERYONE files at least one Form 471 EVERY YEAR! In the next couple of weeks, we will provide a step-by-step guide on how to complete a Form 471 and specifically, how to complete a funding request for equipment/services procured using a TEBC mini-bid. Stay tuned and as always, reach out to us if you have questions > tnerate@tennsec.com
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