2025-2026_VSA_First_Responder_Official_Calendar_-_Updated_2-18-25.pdf
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- Attached to
- First Responder Supplies and Equipment
- Solicitation number
- 26-02-0523
- Issued by
- Virginia
About this file
This document is a comprehensive calendar for the 2025-2026 First Responder Supplies and Equipment procurement program issued by the Virginia Sheriffs' Association (VSA), covering two bid opportunities: Bid 25-01-0524R and Bid 26-02-0523. The solicitation timeline spans from February 13, 2025, to June 20, 2025, with key milestones including vendor registration through VendorLink, pre-bid conferences on March 18, 2025, two model specification review periods, and a bid period open from May 1, 2025, to May 23, 2025, at 12 noon EST. Vendors must submit their bid packages, pricing, and required documents within VendorLink, with the official bid award and contract effectiveness date set for June 20, 2025.
The procurement process requires all bidders to create a VendorLink account and be listed as a "Planholder" prior to the bid period opening. Current contractors have opportunities to submit rollover agreements, price increase requests, and model name change requests. The solicitation includes multiple draft bid package review stages, allowing vendors to provide input on product lists. Additionally, vendors must provide 5 government references who will complete an online reference form by the bid submission deadline. The VSA will publish bid tabulation results on May 27, 2025, conduct a review of submissions from May 28 to June 16, 2025, and publish the intent to award on June 17, 2025.
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Text version
Start Date Due Date
VSA Publishes Solicitation for Vendors February 13, 2025 February 13, 2025
Vendor Registration - All bidders must create an account with VendorLink and be listed as
"Planholder" prior to the bid period opening .
February 13, 2025
April 30, 2025 at 5:00 pm EST
VSA Provides Rollover Agreement to Current Contract Holders February 13, 2025 February 13, 2025
VSA Publishes Invitation for Bid Announcement Publication and Advertisement February 19, 2025 February 19, 2025
VSA Publishes NAPC Advertisement February 19, 2025 February 19, 2025
VSA Publishes Newspaper Advertisement February 19, 2025 February 19, 2025
Deadline for Current Contractors to Submit Signed Rollover Agreement or Confirmation to not
Rollover to VSA (amartin@virginiasheriffs.org) February 26, 2025 February 26, 2025
Start Date Due Date
"Add/Delete" Form due to VSA (amartin@virginiasheriffs.org) - Requests for any products that need to be available for bidding for the 2025-2026 contract year. This form is available in
VendorLink within the "Documents" section of Bid 26-02-0523.
February 26, 2025 February 26, 2025
Deadline for Vendors to Submit Pre-Bid Conference RSVP to Anna Martin at amartin@virginiasheriffs.org - Meeting materials will be provided to all who RSVP March 10, 2025 March 10, 2025
VSA Publishes First Draft Bid Package available in VendorLink for Vendor Review March 11, 2025 March 11, 2025
Pre-Bid Conference for all Vendors - Meeting will be held via Zoom.
March 18, 2025 at 2:00 PM EST
March 18, 2025 at 4:00 PM EST
Deadline for Vendors to Respond to the VSA (amartin@virginiasheriffs.org) 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 26-02-0523 - This response is for any additional changes that need to be made to the list of products included in the First Draft Bid
Package that will go out to bid.
March 20, 2025 March 20, 2025
Start Date Due Date
VSA Publishes Second Draft Bid Package available in VendorLink for Vendor Review April 3, 2025 April 3, 2025
Deadline for Vendors to Respond to the VSA (amartin@virginiasheriffs.org) 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 26-02-0523 - This response is for any additional changes that need to be made to the list of products included in the Second Draft
Bid Package that will go out to bid.
April 10, 2025 April 10, 2025
Start Date Due Date
VSA Finalizes List of Supplies and Equipment Eligible for Bidding under Bid 26-02-0523 -
Published in VendorLink April 25, 2025 April 25, 2025
Bid Period Open - All bidding for Bid 26-02-0523 must be completed within VendorLink to be considered .
May 1, 2025
May 23, 2025 at 12 noon EST
Deadline for Current Contractors to Submit Rollover Price Increase Requests, Model Name
Change Requests, and Item Withdraw Requests to the VSA (amartin@virginiasheriffs.org) for Bid
25-01-0524R.
May 1, 2025 May 1, 2025
Deadline for Vendors to Submit Bid Package for Bid 26-02-0523 - All pricing and required documents to be submitted within VendorLink .
May 23, 2025
May 23, 2025 at 12 noon EST
Deadline for 5 Government References to complete VSA online Government Reference Form for
Vendors bidding under Bid 26-02-0523.
May 23, 2025
May 23, 2025 at 12 noon EST
VSA Publishes Bid Tabulation Results May 27, 2025 May 27, 2025 by 5:00 pm EST
VSA Review of Bid Submissions May 28, 2025 June 16, 2025
VSA Publishes Intent to Award/Bidder Review of Award June 17, 2025 June 17, 2025
VSA Publishes Rollover Contract - Bid 25-01-0524R goes into effect. June 20, 2025 June 20, 2025
VSA Announces and Publishes Official Bid Award - All awarded contracts go into effect for Bid 26-
02-0523.
June 20, 2025 June 20, 2025
Updated 2-18-25
Program Introduction and Solicitation
New/Updated Model Specification Review 1
New/Updated Model Specification Review 2
Bid Finalization and Announcement
Virginia Sheriffs’ Association 2025 - 2026 First Responder Supplies and Equipment Calendar
Bid 25-01-0524R and Bid 26-02-0523
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