2025-2026_NCSA_HE_Solicitation_FINAL.pdf
PDF 817 KB Posted
- Attached to
- Heavy Equipment State and local contract opportunity
- Solicitation number
- 26-10-0422
- Issued by
- North Carolina
About this file
Summary of 2025-2026 NCSA Heavy Equipment Solicitation
This solicitation document is issued by the North Carolina Sheriffs' Association (NCSA), a non-profit organization representing law enforcement agencies across North Carolina, to invite heavy equipment vendors and manufacturers to participate in the 2025-2026 Heavy Equipment Procurement Program. The bid encompasses 74 distinct equipment groups with over 1,173 line items across multiple categories including all-terrain vehicles, asphalt maintenance and recycling equipment, chassis and trucks, excavators, generators, horizontal grinders, hoists, and specialized machinery. The procurement will be conducted entirely through the VendorLink online bidding platform, with vendor registration opening January 22, 2025, and closing March 26, 2025. Critical dates include a pre-bid conference scheduled for February 26, 2025, at 10:00 a.m. EST via Zoom, publication of draft bid packages on February 13 and March 6, 2025, finalization of equipment lists on March 19, 2025, and a mandatory bid submission deadline of April 22, 2025, at 12 noon EST. Contract awards will be announced and published on May 18, 2025, with contracts becoming effective immediately upon award announcement.
Vendors must submit build sheets, option sheets with available upgrade and downgrade models, manufacturer certifications, government references, and a completed Manufacturer Certification Form demonstrating compliance with Iran Divestment Act and No Boycott Israel requirements. All vendors must provide a minimum 6% discount off manufacturer's suggested retail price (MSRP) and incorporate a mandatory 0.75% commission fee into base pricing. Vendors must maintain appropriate insurance coverage, including $1,000,000 in Comprehensive General Liability insurance, demonstrate financial stability, and provide drug-free workplace certification. The procurement allows multiple vendors to be awarded contracts across different equipment groups. No specific total contract value is disclosed. The awarded contracts will remain in effect until the next official NCSA contract is awarded, with potential renewal for up to two additional consecutive years at the NCSA's discretion.
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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: 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
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