2025-2026_NCSA_HE_Official_Calendar_-_Updated_2.17.25.pdf
PDF 192 KB Posted
- Attached to
- Heavy Equipment State and local contract opportunity
- Solicitation number
- 26-10-0422
- Issued by
- North Carolina
About this file
This document is an official calendar published by the North Carolina Sheriffs' Association (NCSA) outlining the 2025-2026 Heavy Equipment Procurement Program timeline and procedural requirements for Bid 26-10-0422. The procurement encompasses 74 distinct equipment groups with over 1,173 line items across multiple equipment categories including all-terrain vehicles, asphalt maintenance equipment, excavators, generators, horizontal grinders, and specialized machinery from various manufacturers. Vendor registration opened on January 22, 2025, and remains open through March 26, 2025, with mandatory VendorLink account creation and "Planholder" designation required prior to bid period commencement. A pre-bid conference is scheduled for February 26, 2025, at 10:00 a.m. EST via Zoom, with RSVP deadline on February 19, 2025. The bid period opens on March 26, 2025, and closes on April 22, 2025, at 12 noon EST, with all bidding conducted exclusively through the VendorLink platform. Bid tabulation results will be published by April 24, 2025, at 5 p.m. EST, the Intent to Award will be announced on May 13, 2025, and official contract awards will be announced on May 18, 2025. The contract will remain in effect until the next official NCSA contract is awarded, with potential renewal options for up to two additional consecutive years at NCSA's discretion.
Vendors are required to provide a minimum 6 percent discount off manufacturer's suggested retail price and must incorporate a mandatory 0.75 percent commission fee into base pricing. Comprehensive vendor qualification requirements include maintaining a minimum of $1,000,000 in Comprehensive General Liability insurance, demonstrating financial stability, providing drug-free workplace certification, and certifying compliance with the Iran Divestment Act and No Boycott Israel requirements. Vendors must submit complete documentation including build sheets, option sheets, manufacturer certifications, government references, and a completed Manufacturer Certification Form; failure to comply with submission requirements may result in bid disqualification. The procurement is open to authorized dealers and manufacturers and is designed to serve local governments, counties, municipalities, public safety agencies, and educational institutions across North Carolina and potentially other states. Multiple vendors may be awarded contracts across different equipment groups, and no specific set-aside designations for disadvantaged enterprises are explicitly mentioned in the calendar document.
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Text version
Start Date Due Date
NCSA Publishes Solicitation for Vendors January 22, 2025 January 22, 2025
Vendor Registration - All bidders must create an account with VendorLink and be listed as
"Planholder" prior to the bid period opening .
January 22, 2025 March 26, 2025
NCSA Publishes Invitation to Bid Announcement and Publication January 29, 2025 January 29, 2025
NCSA Publishes NAPC Advertisement January 29, 2025 January 29, 2025
NCSA Publishes Newspaper Advertisement January 29, 2025 January 29, 2025
Start Date Due Date
"Add/Delete" Form due to NCSA (kmitman@ncsheriffs.net) - Requests for any equipment that needs to be available for bidding for the 2025-2026 contract year. This form is available in VendorLink within the "Documents" section of Bid 26-10-0422.
January 31, 2025 January 31, 2025
NCSA Publishes First Draft Bid Package in VendorLink for Vendor Review February 13, 2025 February 13, 2025
Deadline for Vendors to Submit the Pre-Bid Conference RSVP to kmitman@ncsheriffs.net -
Meeting materials will be provided to all who RSVP February 19, 2025 February 19, 2025
Deadline for Vendors to Respond to the NCSA (kmitman@ncsheriffs.net) regarding the First
Draft Bid Package - All responses must be submitted using the "Add/Delete" Form which is available in VendorLink within the "Documents" section of Bid 26-10-0422 - This response is for any additional changes that need to be made to the list of equipment included in the First
Draft Bid Package that will go out to bid.
February 20, 2025 February 20, 2025
Pre-Bid Conference for all Vendors - Meeting will be held via Zoom.
February 26, 2025 at 10:00 am EST
February 26, 2025 at 12:00 pm EST
Start Date Due Date
NCSA Publishes Second Draft Bid Package in VendorLink for Vendor Review March 6, 2025 March 6, 2025
Deadline for Vendors to Respond to the NCSA (kmitman@ncsheriffs.net) regarding the
Second Draft Bid Package - All responses must be submitted using the "Add/Delete" Form which is available in VendorLink within the "Documents" section of Bid 26-10-0422 - This response is for any additional changes that need to be made to the list of equipment included in the Second Draft Bid Package that will go out to bid.
March 13, 2025 March 13, 2025
Start Date Due Date
NCSA Finalizes List of Equipment Eligible for Bidding - Published in VendorLink March 19, 2025 March 19, 2025
Bid Period Open - All bidding must be completed within VendorLink to be considered . March 26, 2025 April 22, 2025 at 12 noon EST
Deadline for Vendors to Submit Bid Package - All pricing and required documents to be submitted within VendorLink .
April 22, 2025
April 22, 2025 at 12 noon EST
Deadline for 5 Government References to complete NCSA online Government Reference
Form for bidding Vendors.
April 22, 2025
April 22, 2025 at 12 noon EST
NCSA Publishes Bid Tabulation Results April 24, 2025 April 24, 2025 by 5:00 pm EST
NCSA Review of all Bid Submissions April 24, 2025 May 12, 2025
NCSA Publishes Intent to Award/Bidder Review of Award May 13, 2025 May 13, 2025
NCSA Announces and Publishes Official Bid Award - All awarded contracts go into effect. May 18, 2025 May 18, 2025
Updated 2.17.25
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 Heavy Equipment Calendar
Bid 26-10-0422
File details come from the government source that posted it. Updated .