RFP2026-002 New ERP system

The Eastern Shore of Virginia Broadband Authority (ESVBA), a political subdivision serving Northampton and Accomack Counties in Virginia, is issuing RFP 2026-002 to procure a comprehensive Enterprise Resource Planning (ERP) system. The procurement seeks either a software purchase or cloud-based annual subscription solution (with a three-year price commitment) that integrates general ledger, accounts payable/receivable, inventory management, operational support system, and customer relations management functionality to support approximately 4,900 customers, 100 vendors, and fewer than 400 inventory items. Key deliverables include a fully operational system by December 31, 2026, with itemized cost structures encompassing conversion, configuration, implementation, and training costs, separate line items for upfront and annual recurring expenses across the three-year term, and pricing options for user growth accommodation. Required qualifications include minimum references for three similar projects, detailed implementation timelines, personnel qualifications documentation, and cybersecurity compliance aligned with NIST Cybersecurity Framework standards, including security questionnaires and supply chain risk assessments. Evaluation criteria include compliance with accounting system requirements (15 points), inventory control capabilities (15 points), job costing and CRM functions (15 points), customer portal and automated provisioning features (15 points), timeline compliance (15 points), references (5 points), and three-year total bid price (20 points). A mandatory pre-bid conference is scheduled for April 29, 2026, at 2:00 PM EST at ESVBA offices in Exmore, Virginia, with sealed proposals due May 20, 2026, at 2:00 PM EST, and the question-and-answer period concluded as of the May 6, 2026 addendum.

The RFP does not indicate specific set-aside designations or restrictions limiting competition based on organization type or disadvantaged enterprise status. The incumbent system is NetSuite by Oracle, which expires December 31, 2026, and the new ERP system must integrate with existing infrastructure including Calix customer-facing equipment and the Wrike workflow management platform while supporting specialized functions such as FCC 499 reporting, Universal Service Fund tracking, Virginia Communication Tax reporting, grant tracking, fixed asset management, project-based accounting with 6-digit job numbering, and multi-location inventory management. The ESVBA currently processes approximately 5,000 invoices monthly with anticipated growth of 50-150 additional invoices monthly over the contract term, operates under a single EIN, and maintains fewer than 1,000 non-inventory items. Offshore and nearshore resources are permitted provided they comply with NIST cybersecurity requirements, and funding has been approved and is available for the procurement. No specific budget range or award value is disclosed in the available documentation; the contract is structured as firm fixed-price with award determined by best-qualified vendor evaluation.