2026-002 New GL-BOSS system.pdf

Eastern Shore of Virginia Broadband Authority 4174 Lankford Highway

Exmore, VA 23350 REQUEST FOR PROPOSAL No. 2026-002

Project: New ERP system

PUBLIC NOTICE

The Eastern Shore of Virginia Broadband Authority is soliciting proposals from qualified firms who wish to furnish, configure, install, and maintain a comprehensive Financial/Inventory system. Any proposed system must meet or exceed the existing requirements and be scalable in order to meet the ESVBAs future business and technology needs.

The Eastern Shore of Virginia Broadband Authority is accepting sealed proposals until: 2:00 PM EST, May 20, 2026.

NOTE: The ESVBA does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against a Supplier because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state or federal law relating to discrimination in employment.

The ESVBA is committed to increasing procurement opportunities for small and micro businesses, including small or micro businesses that are owned by minorities, women, or disabled veterans, strengthening the Commonwealth’s overall economic growth through the development of its suppliers.

REQUEST FOR PROPOSALS

Project Sponsor: Eastern Shore of Virginia Broadband Authority (ESVBA)

Exmore, VA 23350

(757) 414-0304 info@esvba.com

Project Description: New ERP system

Project Location: Accomack & Northampton Counties, Virginia

Bid Release: April 21, 2026

Pre-Bid Conference: April 29, 2026 2:00 PM EST

Exmore, VA 23350

Bid Submission Deadline: May 20, 2026, 2:00 PM EST

Eastern Shore of Virginia Broadband Authority

Exmore, VA 23350

(757) 414-0304

I. PURPOSE

The purpose of this RFP is to solicit sealed proposals from qualified offerors to provide the Eastern Shore of Virginia Broadband Authority (ESVBA) with software, via either a software purchase, or purchased as a cloud-based annual subscription (with a 3-year price commitment) to provide comprehensive package providing general ledger, accounts payable/receivable, inventory management, operational support system, customer relations manager, and overall ERP/CRM/OSS.

II. BACKGROUND

The ESVBA is a political subdivision of the Commonwealth of Virginia operating predominately on the Eastern Shore of Virginia serving the needs of Northampton and Accomack Counties. The ESVBA has operated with several disparate systems to manage its accounting/financial, inventory, and customer relations (CRM) needs as well as its customer onboarding and subscription system.

We currently work with Netsuite by Oracle as our primary GA/AR/AP/CRM system. As the systems we operate continue to grow and age, and as our needs become more sophisticated, we are soliciting a proposal to replace our current systems with one system that encompasses our needs.

The ESVBA currently has approximately 4,900 customers it bills, it has approximately 100 vendors and less than 1200 individual items within the current system.

III. STATEMENT OF NEEDS

The new ERP system will be required to support the following:

A. Standard Accounting System:

a. Accounting under FASB standards

b. Security levels for reviewers, book keepers, and administrators with limits to sensitive areas.

c. Tracking of income and expenses

d. Unlimited estimates and invoices including invoicing via PDF in emails and printable.

e. Customizable invoices that include branding

f. Download transactions from bank and credit card accounts and sync with the system

g. Print checks

h. Direct access to journal entries.

i. Import data from Excel spreadsheets, CSV files and Quickbook data files.

j. Daily backups of all data restorable within one (1) business day

k. Encrypted data and connectivity from user interface to system.

l. System stored either locally as an application or remotely in the cloud as a SaaS.

m. Web access to system, cross platform supporting Internet Explorer, Google Chrome, Mozilla Firefox and Safari

n. Support tagging of transactions into verticals for residential, enterprise, wholesale, medical, government, education or other verticals as needed.

o. Management of chart of accounts where accounts can be archived and closed out or re-created.

p. Invoicing:

i. Ability to create an unlimited number of invoices for unlimited number of customers, recurring and non-recurring as well as the ability to batch creation of invoices, designate whether invoicing is printed or e-mailed by customer, provide a report of customers invoiced by type of customer (commercial/residential)

ii. Ability to override normal bill for a specific period of time with notifications and a kickoff to a work-flow to change services on a schedule

iii. Advance or in-arrears billing

iv. One-time billing

v. Partial-month proration

vi. Ability to apply complex Taxation including, town, county, state taxes as well as surcharges and fees including, but not limited to Federal Universal Service Fund (FUSF) and USAC fees as a must.

vii. Ability to exempt from any, many or all taxes or fees/surcharges.

viii. Ability to store external data for users such as tax exemption forms.

q. Manage and pay bills from vendors including different layers of authorization via electronic authorization and workflow, to pay bills.

r. Enter bills and schedule payments

s. Categorize income and expenses using job number/work order number/project numbers

t. Process credit card payments using merchant services.

u. Reporting:

i. Provide extensive reporting such as balance sheets, income statements, trial balances, profit & loss, as well as reporting of top outstanding invoices, top revenues, etc.

ii. Extensibility to allow custom reports using built-in functions or data exporting to report in other platforms.

iii. Reports of subscription, and renewal opportunities into CRM.

iv. Enterprise-wide transaction and custom reports, self-service (ad-hoc) reporting and analysis, analytical reporting (e.g. historical trends, forecasting)

v. Visualizations of data (e.g., charts, graphs, etc.)

vi. Provide automatic reports for telecommunications needs such as FCC 499 quarterly and annual reports and Virginia State Communications Taxation reports.

v. Dashboard-like interface to allow customization of interface per-user

w. Provide a work-flow creator to allow projects are send to the right departments for processing, events that trigger from dates/times, or other metrics within the financial system.

x. Period locking to prevent incorrect postings in future periods

y. Drill-down functionality to follow data and see transactions making up a specific amount.

z. Period close checklist

aa. Full audit trail of all activities of users.

B. Inventory:

a. The system must provide support for inventory tracking. Most of our inventory, when deployed, goes into a fixed asset category and needs to be tracked as such. We do not sell inventory, we are a services organization and as such need our items to move from an Inventory asset to a fixed asset for depreciation with different depreciation schedules on different items.

b. We must have tracking of items in different warehousing locations including warehousing in vehicles.

c. Shelf-life tracking

d. Items must have the ability to be documented where, in the warehouses, they are stored such as bins or racks

e. The system must directly have or integrate with a third-party to be able to generate, print, and read bar codes on items, track those bar codes, and use a hand-held scanner for receiving and distributing items, both part numbers and serial numbers.

f. Provide inventory counts of all items.

g. Ability to load user-input on items such as an image of the item, a link to a website for the item as well as a user-defined description

h. Storage of the item reference ID as a non-user-editable field to insure data integrity.

Storage of user-configurable IDs for items as well as Vendor Part Numbers and Internal part numbers

i. Provide an ability to create non-inventory items and expense items.

j. Provided landed costs of items including allocating shipping costs towards item costs for a true costing.

k. Lot tracking of items to allocate out items such as reels of cable or quantities of loose items such as nuts or bolts. Lot units including, but not limited to, each, foot, etc.

Multiple lots stored under a common item for proper valuation.

l. Calculate and report reorder points and preferred stocking levels based upon historical purchase and usage data as well as specific user-provided counts.

m. Mark items against specific jobs/work orders/projects so we can report on total costing on a project-by-project basis.

n. Store serial numbers for items and track each serialized item throughout its lifecycle from purchase, to deployment, to reclamation, to retirement (serial item history).

o. Ability to create unlimited number of notes on serialized items.

p. Provide the ability to transfer items between stocking locations

q. Provide reports of inventory including categorization of items for end-of-year inventory counts, valuation of inventory, total deployed in a specified timeframe by category.

r. Item distribution using LIFO, FIFO, or purchase or specific costs. Some items will be

LIFO, some items, specifically serialized items, must maintain their exact costs and when deployed must allocate their specific costs as the item moves from inventory to the fixed asset.

s. Ability to override how items move from Inventory, when necessary, to mark deployments as expense vs moving into the fixed asset categories.

t. Return processing, both from the fixed assed back into inventory(“Returns”), as well as from inventory to the purchase vendor (“RMAs”).

u. Ability to create Purchase Orders, new items, purchasing authority with authorizations with an unlimited number of vendors.

v. Receipt of items with partial shipments as well as adjustment of quantities at time of receipt.

w. Ability to, within the system, have an approval process to pay bills.

x. Built-in capability or ties to add-ons to use barcode scanners to read-in and read-out inventory including a myriad of serial numbers and formats.

C. Job Costing:

a. Ability to create ranges of job numbers/ work order numbers/ project numbers to track costs within financial system. These job numbers will tag assets, expenses, hours of contractors, vendor bills, etc.

b. Job numbers will be reportable to show job description, total costs and a breakdown of hard-costs such as physical items as well as 3’rd party costs from vendors and loaded hourly costs from hourly contractors.

D. CRM:

a. Lead management

b. Contact management that integrates throughout the ERP

c. Calendering and events

d. Address book

e. Notes and comments

f. User form storage

g. Contract / document management

h. Sales Campaigns

i. Work-flow processing of lead to opportunity to contract management including paperwork triggers and storage as well as common field completion to minimize redundancies.

j. Executive reporting

i. Funnel Reports / Probability-based forecasting

ii. Lead generation by sales person

iii. Closed opportunities by sales person

iv. Loss reports, categorization of lost opportunities

v. Customer cancelation reports

vi. Sales forecasting

k. Mass-email feature to contact all contracted or near-contracted customers

l. Work-flow processing

E. Customer Portal

a. A customer portal for customers to be able to go in, see invoices and pay invoices with credit card, e-check or other modern payment tools (apple pay, google pay, pay pal, zelle…)

b. Customer portal to allow customers to see their contract, their service ticket history and to change their service offering real-time automatically based upon business rules.

c. Ability for customers to pay past-due and automatically have their service restored upon satisfaction of their past-due based upon business rules.

F. Automated Provisioning

a. Integrate into/link from the ESVBA website so new customers can sign-up, automate contract issuance, automate provisioning and equipment designations as well as service go-live with minimal staff interaction.

G. We will be looking to load data from the current inventory and any transactions starting at the beginning of our fiscal year (July 1).

H. Licensing so that any necessary employee can have access to the system without additional costs.

I. The awardee will be required to import data from Excel spreadsheets, comma-delimited files

(CSVs) as well as Quickbooks datafiles to load into the new software).

J. Access to all config tables without the need of vendor engagement.

K. Preference for a SQL database that uses standard data structures that we have access to view/read/write.

L. Provide a costing for the option of a support contract for the software.

M. Provide detailed configuration for any hardware/software required to locally operate the software package (if not proposing a cloud-based platform)

IV. IMPLEMENTATION PLAN AND REQUIREMENTS:

A. Provide an overview of the implementation plan, as well as the methodology used to install software (for those non-cloud based systems).

B. Provide a timeframe from award to full implementation assuming all datafiles can be furnished to the vendor in a timely manner. If the project is broken into phases, please provide the start and stop times for each phase through to being fully integrated and operational on the new system.

C. Provide details of the processes to upgrade any systems as the system is enhanced or repaired from bugs and whose responsibility it is to apply changes/patches.

D. Provide a timeframe for on-site training of staff to operate and use the software.

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. General Instructions

a. A paper submission (hard copy):

i. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. One (1) original and five (5) copies of each proposal must be submitted to the issuing agency. No other distribution of the proposal shall be made by the Offeror.

ii. One (1) thumb drive containing the full proposal in a text searchable format.

B. Proposal Preparation

a. Ownership of all data, materials, and documentation originated and prepared for the ESVBA pursuant to this solicitation shall belong exclusively to the ESVBA and be subject to public inspection in accordance with the Virginia Freedom of Information Act.

Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information in the original signed proposal and paper copies.

Additionally, the Offeror must submit a redacted copy of the proposal if invoking said protection. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

b. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

c. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

d. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

e. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

f. A written narrative statement to include:

i. Experience in providing the services described herein.

ii. Names, qualifications and experience of personnel to be assigned to the project.

g. References: Provide a minimum of three (3) references for similar type projects. Include reference contact information (address, telephone number, contact person and email address). List the beginning and completion date for each project.

h. Proposed Price. Provide an itemized cost proposal to accomplish the scope of services outlined in this RFP. Proposed cost must encompass all conversion, configuration, implementation, and training. The proposal must encompass the current requirements regarding quantities of items, customers, vendors, users, and items. The proposal must include the up-front costs as well as the annual costs with a fixed-schedule for the renwal for a 3-year term. The pricing must also include costing to increase the number of users as we grow.

i. Proposal must include a detailed timeline for full migration and deployment as the ESVBA requires this being active by 12/31/2026.

VI. AWARD CRITERIA

A. Selection shall be made of the contractor deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, experience, and feature compliance. Price shall be considered, but need not be the sole determining factor.

ESVBA may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D).

Criteria Points

Compliance with Standard Accounting Systems Requirements 15 points

Compliance with Inventory Control 15 points

Compliance with Job Costing and CRM functions 15 points

Compliance with Customer Portal & Automated Provisioning 15 points

Compliance with timeline 15 points

References 5 points

Total Bid Price for three years of service 20 points

VII. REPORTING

A. The contractor shall provide the following documentation to the designated ESVBA point of contact for approval:

a. Weekly progress reports outlining the following:

i. The specific accomplishments achieved during the reporting period.

ii. The specific tasks completed pursuant to the provisions of the contract and the completion dates of such tasks.

iii. The projected completion dates for the remaining specific tasks required by the contract.

VIII. PRICING SCHEDULE

Offeror’s are to provide detailed pricing. Pricing Schedule must include all charges of any kind associated with the solution. ESVBA will not be liable for any fees or charges for the service/solution that are not set forth in the Pricing Submittal including, but not limited to unidentified hardware requirements to operate the system, licensing such as database licensing or operating system licensing.

Offeror must be willing and able to successfully provide the solution proposed for the prices given and to complete the project on a firm fixed-price.

All one-time and recurring costs and any underlying assumptions on the part of the Offeror must be clearly, conspicuously, and fully disclosed. If Offeror is proposing more than one solution type, it may also submit a bundled cost in addition to the separate individual solution costs.

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Addendum 1: Cybersecurity Requirements

ESVBA fully adheres to the cybersecurity and supply chain requirements outlined in NIST Cybersecurity Framework. ESVBA is committed to protecting its employees, partners, and customers from damaging acts that are intentional or unintentional. ESVBA is committed to protecting systems, including physical and virtual technology and services such as computing devices, servers, network devices, and applications. Protecting company data and the systems that collect, process, and maintain this information is of critical importance. Consequently, the security of systems must include controls and safeguards to offset threats, as well as controls to ensure accountability, availability, integrity, and confidentiality of the data.

Cybersecurity risk in supply chains refers to the potential for harm or compromise that may arise from suppliers, their supply chains, their products, or their services. Cybersecurity risk in supply chains is the result of threats that exploit vulnerabilities or exposures within 1) products and services that traverse supply chains; or 2) supply chains themselves.

In performance of this RFP, the bidder agrees to comply with the following cybersecurity and supply chain requirements and assumes responsibility for compliance:

1. Mandatory Security Addendum All master services agreements and procurement documents, for the Eastern Shore of Virginia Broadband Authority, must include a Security Exhibit, Security Schedule, or Security Addendum.

• Technical Controls: The bidder must agree to meet controls aligned with NIST SP 800-53, covering areas like access control, patch management, and vulnerability remediation.

• Data Protection: Terms must specify that any ESVBA or customer data handled by the supplier must be encrypted and protected per NIST standards.

2. Supply Chain Transparency & Risk Assessment

• Risk Questionnaires: Bidders must agree to complete security questionnaires and risk assessments during the due diligence phase.

• Banned Suppliers: Include a "Certificate of Eligibility" stating the bidder and their sub-suppliers are not on the International Trade Administration Consolidated Screening List.

• FOCI Disclosure: Bidders must disclose any Foreign Ownership, Control, and Influence (FOCI) that could result in increased security risk.

• Sub-supplier Visibility: The bidder should be required to provide a "Bill of Materials" (BOM) for third-party components within their products.

3. Operational & Lifecycle Requirements

• Supply Chain Event Notification: The contract must require the supplier to notify the ESVBA CSCRM Team of any "Supply Chain Event" or vulnerability within a specified timeframe.

• End-of-Life (EOL) Data Erasure: Terms must specify that equipment can be wiped to DoD standards or destroyed to industry standards at the end of its life cycle.

• Right to Monitor: Include a clause allowing ESVBA to perform at least annual reviews of the supplier's

SCRM documentation and site visits if necessary.

4. Role-Specific Coordination Ensure the IFB reflects the internal approval workflow defined in your plan:

• Pre-Purchase Vetting: Explicitly state that the award is contingent upon vetting and approval by the ESVBA

CSCRM Team.

• Legal Review: Ensure the ESVBA Legal Team reviews the final contract to confirm all supplier responsibilities are properly articulated as required by your policy.

Bidders may refer to key practices discussed in the NIST publication NISTIR 8276, Key Practices in Cyber Supply Chain Risk Management: Observations from Industry and related SCRM guidance from NIST and NIST 800-161, Cybersecurity Supply Chain Risk Management Practices for Systems and Organizations. Bidders may also refer to the latest version of the NIST CSF (currently 2.0) and the standards set forth in Executive Order 14028