001_ Addendum-Preconference Update

Description

ADDENDUM 1-RFP NO 2025-001 December 12, 2025 MEMO TO: ALL BIDDERS FROM: Eastern Shore of Virginia Broadband Authority Robert Bridgham, Executive Director DATE: December 12, 2025 SUBJECT: ADDENDUM 1 RFP No 2025-001 This listing of addendum items is distributed to all bidding contractors and is to be included as part of the Review of Organizational Design and Operational Process Optimization RFP documents. Please certify on your RFP Form that you have received Addendum 1. Response to Queries Q: Was the pre-submission conference attendance mandatory? A: No Q: Will the pre-bid conference on December 23rd have a virtual/dial-in option for interested vendors unable to physically attend? A: Yes, the virtual attendance link was shared by email. For those who missed the conference, the addendum includes all of the answers to questions that were raised. If there are additional questions, email rbridgham@esvba.com or kkoala@esvba.com Q: Approximately how many processes should offerors' SOP documentation include? A: 20–30 processes but pricing for services should include a fixed amount plus an hourly rate for developing additional services as ordered by the ESVBA. Q: Should SOPs be developed as high-level workflow summaries or step-by-step procedures? A: We are looking for detailed, step-by-step procedures suitable for staff training, internal controls testing, or audit review. 4174 Lankford Hwy Exmore, Virginia 23350 • www.esvba.com ADDENDUM 1-RFP NO 2025-001 December 12, 2025 Q: What practices or standards does ESVBA expect SOP documentation to align with? A: We are looking for existing internal standards or examples and generally accepted publicsector governance practices. ESVBA’s current practices should already align and, if changes are necessary, bring current standards into compliance Q: Are offerors’ SOPs expected to develop new documents from current operations or revise and standardize existing policies and procedures? A: Revisions and standardization of existing policies and procedures are mostly expected from offerors. Q: At project initiation, what SOP templates or standard document will ESVBA provide? A: ESVBA Expects the selected contractor to establish a standardized SOP and governance documentation framework. This framework should take into consideration the current standards and try to align where possible to minimize work, but ensure compliance.