RFP2026-002 New ERP system

Background
The Eastern Shore of Virginia Broadband Authority (ESVBA) is a political subdivision of the Commonwealth of Virginia, primarily serving Northampton and Accomack Counties.

The ESVBA aims to replace its existing disparate systems for accounting, inventory management, and customer relations with a comprehensive ERP system that meets current and future business needs. The authority currently manages approximately 4,900 customers and 100 vendors using outdated systems, necessitating a modern solution to streamline operations.

Work Details
The contract involves providing a new ERP system that includes:
1. Standard Accounting System: Compliance with FASB standards, security levels for users, tracking income and expenses, customizable invoicing, direct access to journal entries, daily backups, encrypted data handling, web access across platforms, and management of chart of accounts.

2. Inventory Management: Support for inventory tracking transitioning to fixed assets, shelf-life tracking, barcoding capabilities, item categorization for reporting purposes, and integration with third-party systems.

3. Job Costing: Tracking costs associated with job numbers/work orders/projects.

4. CRM Functions: Lead management, contact management integration throughout the ERP, calendar events, document management, sales campaigns, and executive reporting.

5. Customer Portal: A portal for customers to view invoices and make payments using various modern payment tools.

6. Automated Provisioning: Integration with the ESVBA website for new customer sign-ups and contract issuance.

7. Data Migration: Importing data from existing systems including Excel spreadsheets and Quickbooks files.

Period of Performance
The contract will be performed from the award date until full implementation by December 31, 2026.

Place of Performance
The services will be performed in Accomack & Northampton Counties, Virginia.

Bidder Requirements
Bidders must comply with cybersecurity requirements aligned with NIST standards. They must also provide a detailed implementation plan including timelines for training staff on the new system.

Bidders are required to submit proposals that include experience in similar projects and references. Proposals must detail pricing for all aspects of the project including one-time costs and annual fees over a three-year term.