2025-2026_NCSA_HE_Solicitation_FINAL.pdf

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: Heavy Equipment Vendors and Manufacturers

FROM: Jason Bennett Director - Business Development North Carolina Sheriffs’ Association

DATE: January 22, 2025

RE: 2025/2026 Heavy Equipment 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 Heavy Equipment Procurement Program. The NCSA has made the decision to go out to bid for all heavy equipment. Enclosed you will find the official bid calendar which outlines important dates and deadlines for all vendors. All bidding for Bid 26- 10-0422 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 January 22, 2025, through March 26, 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 Heavy Equipment Bid 26-10-0422. 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 26-10-0422.

To view Bid 26-10-0422 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- 10-0422 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 26-10-0422.

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 26-10-0422 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 models and equipment 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 26-10-0422, and provide to Kaylyn (e-mail below) by January 31, 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 Heavy Equipment Program can be accessed at https://ncsheriffs.org/procurement/heavy-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 Kaylyn Mitman, NCSA Manager – Business Development, at kmitman@ncsheriffs.net or at (919) 459-6471 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 Kaylyn Mitman at kmitman@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 Heavy Equipment Procurement Program.

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

Equipment Requests due to NCSA (kmitman@ncsheriffs.net) - Any equipment that needs to be available for bidding for the 2025-2026 contract year.

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 - Any additional changes that need to be made to the list of equipment 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 - Any additional changes that need to be made to the list of equipment 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

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