2025-2026_NCSA_FR_Solicitation_FINAL.pdf
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- Attached to
- First Responder Supplies and Equipment
- Solicitation number
- 26-03-0521
- Issued by
- North Carolina
About this file
The document is a solicitation memorandum and bid calendar from the North Carolina Sheriffs' Association (NCSA) for the 2025-2026 First Responder Supplies and Equipment Procurement Program. The solicitation invites vendors and manufacturers to participate in Bid 26-03-0521, with the bid period open from April 22, 2025, to May 21, 2025, at 12 noon EST. Key dates include vendor registration from February 3 to April 16, 2025, a pre-bid conference on February 27, 2025, and the official bid award announcement on June 18, 2025. All bidding will be conducted through the VendorLink online system, with vendors required to register and be listed as "Planholders" to access and submit bids.
The solicitation provides a detailed bid calendar outlining multiple stages of the procurement process, including product request submissions, draft bid package reviews, and vendor response periods. Vendors are required to upload build sheets, option sheets, and all required bid documents, including pricing and percentage requirements. The NCSA encourages vendors to submit recommendations for new products and to include popular base models with upgrade/downgrade options. Additional information about the First Responder Supplies and Equipment Program can be found on the NCSA website, and vendors can contact Anna Martin, NCSA Senior Coordinator – Business Development, for questions or assistance with registration and participation.
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Text version
First Vice President
SHERIFF RICKY T. BUCHANAN
Second Vice President
SHERIFF CLEVELAND "CLEE" ATKINSON, JR.
Edgecombe County
Chairman - Executive Committee
SHERIFF DARREN E. CAMPBELL
Iredell County
McDowell County
Treasurer
SHERIFF VAN SHAW
Cabarrus County
NORTH CAROLINA SHERIFFS’ ASSOCIATION
LAW ENFORCEMENT OFFICERS AND STATE OFFICIALS
OF NORTH CAROLINA
Third Vice President
SHERIFF JEFF CRISCO
Stanly County
Executive Vice President and General Counsel
EDMOND W. CALDWELL, JR.
Post Office Box 20049 • Raleigh, N.C. 27619-0049 • Telephone: (919) SHERIFF (743-7433)
Fax: (919) 783-5272 • E-mail: ncsa@ncsheriffs.net • www.ncsheriffs.org
The North Carolina Sheriffs’ Association is a Non-Profit, tax exempt organization recognized by the I.R.S.
EXECUTIVE COMMITTEE MEMBERS
(Past Presidents)
SHERIFF STEVE BIZZELL
Johnston County
SHERIFF SAM PAGE
Rockingham County
SHERIFF ASA B. BUCK, III
Carteret County
SHERIFF ED McMAHON New Hanover County
SHERIFF CHARLES S. BLACKWOOD
Orange County
President
SHERIFF MIKE ROBERSON
Chatham County
Secretary
SHERIFF JOEY LEMONS
Stokes County
MEMORANDUM
TO: First Responder Supplies and Equipment Vendors and Manufacturers
FROM: Jason Bennett Director - Business Development North Carolina Sheriffs’ Association
DATE: February 3, 2025
RE: 2025/2026 First Responder Contract Year
This letter serves as the Association’s official solicitation to vendors and manufacturers for the North Carolina Sheriffs’ Association’s (NCSA) 2025-2026 First Responder Supplies and Equipment Procurement Program. The NCSA has made the decision to go out to bid for all first responder supplies and equipment.
Enclosed you will find the official bid calendar which outlines important dates and deadlines for all vendors. All bidding for Bid 26-03-0521 will be completed through our online bidding system, VendorLink. All vendors who wish to participate must register with VendorLink to have access to submit a bid.
Registration will be open February 3, 2025, through April 16, 2025. We encourage you to complete your registration as soon as possible. To complete your registration form, visit: https://www.myvendorlink.com/external/register. If you already have an account with VendorLink, you do not need to create a new account. Once you have completed your VendorLink Registration Form, you must contact support@evendorlink.com and ask the Support Team to add you as a "Planholder" for NCSA First Responder Supplies and Equipment Bid 26-03-0521.
You will not be able to access any bid information or submit a bid unless you are a "Planholder". No bids or required documents will be accepted outside of VendorLink, and the Association will not accept any hard bid submissions for Bid 26-03-0521.
To view Bid 26-03-0521 after you log in to VendorLink, click on "Planholder Bids" under the Quick Links section. Once you click on "Planholder Bids", you will see the bid number and name. Next to the bid number and name, you will see a magnifying glass image. After clicking the image, you will be directed to Bid 26- 03-0521 and able to view all bid related information. Please note you will not be able to follow these steps unless you have been added as a "Planholder" for Bid 26-03-0521.
The Association has created helpful tools to utilize as you complete your bid package.
These tools can be found within the “documents section” of Bid 26-03-0521 in VendorLink and include the following: Bid Submission Checklist (part of the Required Documentation Packet), Build and Option Sheet Sample Guide, and VendorLink Vendor Reference Guide. All vendors will be responsible for uploading build sheets, option sheets (must include list of models available for upgrades/downgrades), all required bid documents, and entering pricing and percentage requirements. Please ensure you utilize these tools as you complete your bid package.
The NCSA looks to our dealer and manufacturer partners for recommendations on which new products to add to our program. As the Association works to prepare the first draft bid package, please complete the “Add/Delete Form”, found in the “documents” section of VendorLink under Bid 26-03-0521, and provide to Anna (e-mail below) by February 18, 2025. We encourage all bidders to pick the most popular base models you wish to include and have all other applicable upgrade/downgrades listed on the option sheet that will be uploaded with your bid.
We look forward to growing and providing the benefits of our cooperative bid program to even more county and city agencies throughout the United States. Additional information on our First Responder Supplies and Equipment Program can be accessed at https://ncsheriffs.org/procurement/first-responder-supplies-and-equipment. Once you are on the website you will find information on the existing open bids, important documents such as the program’s Terms and Conditions, and other bid support documentation. All important documents relating to the 2025-2026 bid period will also be available on VendorLink.
We hope you will participate in this year’s bidding process. Please contact Anna Martin, NCSA Senior Coordinator – Business Development, at amartin@ncsheriffs.net or at (919) 459- 1072 should you have any questions regarding your registration or overall participation.
If your company received this solicitation but are not eligible to sell within the State of North Carolina, please contact Anna Martin at amartin@ncsheriffs.net to be removed from our distribution list.
I look forward to working with you in 2025. Please contact me at (919) 459-8195 or at jbennett@ncsheriffs.net if you have any questions or need additional information on the Association’s First Responder Supplies and Equipment Procurement Program.
Start Date Due Date
NCSA Publishes Solicitation for Vendors February 3, 2025 February 3, 2025
Vendor Registration - All bidders must create an account with VendorLink and be listed as
"Planholder" prior to the bid period opening .
February 3, 2025 April 16, 2025
NCSA Publishes Invitation to Bid Announcement and Publication February 10, 2025 February 10, 2025
NCSA Publishes NAPC Advertisement February 10, 2025 February 10, 2025
NCSA Publishes Newspaper Advertisement February 10, 2025 February 10, 2025
Start Date Due Date
Product Requests due to NCSA (amartin@ncsheriffs.net) - Any product that needs to be available for bidding for the 2025-2026 contract year.
February 18, 2025 February 18, 2025
Deadline for Vendors to Submit the Pre-Bid Conference RSVP to amartin@ncsheriffs.net -
Meeting materials will be provided to all who RSVP February 20, 2025 February 20, 2025
NCSA Publishes First Draft Bid Package in VendorLink for Vendor Review February 26, 2025 February 26, 2025
Pre-Bid Conference for all Vendors - Meeting will be held via Zoom.
February 27, 2025 at 10:00 am EST
February 27, 2025 at 12:00 pm EST
Deadline for Vendors to Respond to the NCSA (amartin@ncsheriffs.net) regarding the First
Draft Bid Package - Any additional changes that need to be made to the list of products that will go out to bid.
March 6, 2025 March 6, 2025
Start Date Due Date
NCSA Publishes Second Draft Bid Package in VendorLink for Vendor Review March 25, 2025 March 25, 2025
Deadline for Vendors to Respond to the NCSA (amartin@ncsheriffs.net) regarding the Second
Draft Bid Package - Any additional changes that need to be made to the list of products that will go out to bid.
April 1, 2025 April 1, 2025
Start Date Due Date
NCSA Finalizes List of Equipment Eligible for Bidding - Published in VendorLink April 15, 2025 April 15, 2025
Bid Period Open - All bidding must be completed within VendorLink to be considered . April 22, 2025 May 21, 2025 at 12 noon EST
Deadline for Vendors to Submit Bid Package - All pricing and required documents to be submitted within VendorLink .
May 21, 2025
May 21, 2025 at 12 noon EST
Deadline for 5 Government References to complete NCSA online Government Reference Form for bidding Vendors.
May 21, 2025
May 21, 2025 at 12 noon EST
NCSA Publishes Bid Tabulation Results May 23, 2025 May 23, 2025 by 5:00 pm EST
NCSA Review of all Bid Submissions May 23, 2025 June 11, 2025
NCSA Publishes Intent to Award/Bidder Review of Award June 12, 2025 June 12, 2025
NCSA Announces and Publishes Official Bid Award - All awarded contracts go into effect. June 18, 2025 June 18, 2025
Program Introduction and Solicitation
New/Updated Model Specification Review 1
New/Updated Model Specification Review 2
Bid Finalization and Announcement
North Carolina Sheriffs’ Association 2025-2026 First Responder Supplies & Equipment Calendar
Bid 26-03-0521
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