Before filing your Form 471 be sure to confirm/memorialize the award to the winning bidding company. Best practices indicate that a signed contract should be in place prior to filing the Form 471. You should enter that signed contract in your EPC Contract section. If a contract is not available by the date you need to file the Form 471 (March 27,2019 for FY2019) then at a minimum you may execute a legally binding agreement such as an email to and from the awarded vendor indicating they have been awarded a contract based upon their response to the specific procurement with the indicated specifications. Indicate that you need an immediate acceptance response. You should use an email client that allows notification of receipt when sending the email when possible. Be sure to discuss this with your district’s finance office before moving forward.
YOU MUST HAVE A CONTRACT OR LEGALLY BINDING DOCUMENT PRIOR TO FILING A FORM 471!!
You should still proceed with a signed contract however, the email with confirmation response will be sufficient to file the required Form 471 by the window closing.
See https://www.usac.org/sl/service-providers/step03/default.aspx for detail and proper guidance.