Title and Board Action Requested
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Approve the contract and authorize the purchase of contracting an E-Rate Consultant from E-Rate Central for an estimated cost of $119,700.00 with the annual fee for year one is $13,300.00 and in the remaining four-years of $26,600.00.
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Executive Summary
The Director of Technology and Information Services, on behalf of the Superintendent of Schools, hereby requests the Board approve the purchase of contracting an E-Rate consultant from E-Rate Central. The federal E-Rate program provides discounts of up to 90% on Internet access, network upgrades, and other eligible technology services-representing one of the most impactful funding sources available to public schools. Hernando County Schools relies heavily on the federal E-Rate program (we currently receive an 80% discount) to offset the cost of critical technology infrastructure and Internet connectivity. The district currently manages approximately $2,000,000.00 in annual E-Rate-eligible spending, making the program one of our largest and most consequential funding sources. Ensuring full compliance, accurate filings, and strategic maximization of all eligible reimbursements is essential to protecting district finances and supporting modern learning environments.
Over the last several years, the E-Rate program has grown increasingly complex, with detailed procurement rules, strict documentation requirements, multi-stage application filings, and heightened federal scrutiny through audits and Program Integrity Reviews. Even minor errors or omissions can jeopardize large portions of funding or lead to extensive financial recovery actions. For a district with Hernando’s scale of technology investment, the risk exposure is substantial.
Hiring a professional E-Rate consultant will provide the district with expert oversight and management of this highly specialized program. A consultant will:
• Develop a multi-year E-Rate funding strategy aligned with Hernando’s technology roadmap.
• Prepare all required forms, competitive bidding documentation, contract validations, and submissions across the full application lifecycle.
• Ensure full compliance with federal procurement rules, record-keeping mandates, and audit readiness standards.
• Monitor program updates, regulatory changes, and funding opportunities to maximize district reimbursement potential.
• Support district staff during audits, inquiries, and Program Integrity Reviews, mitigating financial and operational risk.
Given our $2,000,000.00 in annual E-Rate-eligible expenditures, even a small percentage loss due to compliance issues could translate into hundreds of thousands of dollars in forfeited funding. By contrast, the cost of a consultant is relatively modest and provides a strong fiscal return on investment. Districts that use E-Rate consultants consistently see higher reimbursement rates, reduced audit exposure, and less administrative burden on internal staff.
Partnering with a qualified E-Rate consultant is a fiscally responsible decision that ensures Hernando County Schools secures the maximum allowable federal funding while maintaining full compliance with all program requirements. This support will protect our financial interests, modernize our learning environment, and allow our internal teams to focus on serving students rather than navigating federal regulatory complexity.
My Contact
Joseph Amato
Director of Technology and Information Services
(352) 797-7006 ext. 70102
2023-28 Strategic Focus Area
Priority 5: Fiscal Transparency and Capital Planning
Financial Impact
See attached budget sheet.
If expenditure is not currently budgeted, this will serve as the budget amendment when Board approved. If the agenda item includes the purchase of goods or services, the funds requested are an anticipated amount and may fluctuate depending on such factors as current market conditions, product availability, additional funding sources, and the needs of the District. Should the actual cost exceed the anticipated amount, the Board approves the additional cost, after review by the superintendent, but not in excess of the funds available in the site’s approved annual budget.