2025-2026_VSA_HE_Official_Calendar.pdf
PDF 188 KB Posted
- Attached to
- Heavy Equipment State and local contract opportunity
- Solicitation number
- 26-07-0711
- Issued by
- Virginia
About this file
The document is a detailed calendar for the Virginia Sheriffs' Association (VSA) 2025-2026 Heavy Equipment Procurement Program, Bid 26-07-0711, outlining a comprehensive bidding process for heavy equipment vendors. The solicitation begins March 14, 2025, with vendor registration required by June 5, 2025, and a pre-bid conference scheduled for April 25, 2025, via Zoom. Vendors must submit bids electronically through VendorLink by July 11, 2025, at 12 noon EST, with bid tabulation results published by July 15, 2025. The contract award is scheduled for August 15, 2025, with the contract term running from August 15, 2025, to August 14, 2026.
The procurement process involves multiple stages of bid package reviews, including first and second draft reviews in April and May 2025, allowing vendors to provide input on equipment specifications. Vendors must submit comprehensive documentation, including manufacturer certifications, build sheets, and five government references. The VSA will evaluate bids based on pricing, contractor qualifications, financial stability, and performance history. While specific award values are not detailed, the bid covers multiple equipment categories, and vendors must provide current model year equipment with a minimum 6% discount off MSRP, including a 0.75% commission fee. Vendors must be authorized distributors with a drug-free workplace and meet insurance requirements of $1,000,000 in comprehensive general liability and automobile liability coverage.
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Text version
Start Date Due Date
VSA Publishes Solicitation for Vendors March 14, 2025 March 14, 2025
Vendor Registration - All bidders must create an account with VendorLink and be listed as
"Planholder" prior to the bid period opening .
March 14, 2025
June 5, 2025 at 5:00 pm EST
VSA Publishes Invitation for Bid Announcement Publication and Advertisement March 28, 2025 March 28, 2025
VSA Publishes NAPC Advertisement March 28, 2025 March 28, 2025
VSA Publishes Newspaper Advertisement March 28, 2025 March 28, 2025
Start Date Due Date
"Add/Delete" Form due to VSA (kmitman@virginiasheriffs.org) - 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 26-07-0711.
April 1, 2025 April 1, 2025
VSA Publishes First Draft Bid Package in VendorLink for Vendor Review April 14, 2025 April 14, 2025
Deadline for Vendors to Submit the Pre-Bid Conference RSVP to kmitman@virginiasheriffs.org -
Meeting materials will be provided to all who RSVP April 16, 2025 April 16, 2025
Deadline for Vendors to Respond to the VSA (kmitman@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 26-07-0711 - 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.
April 22, 2025 April 22, 2025
Pre-Bid Conference for all Vendors - Meeting will be held via Zoom.
April 25, 2025 at 10:00 am EST
April 25, 2025 at 12:00 pm EST
Start Date Due Date
VSA Publishes Second Draft Bid Package in VendorLink for Vendor Review May 8, 2025 May 8, 2025
Deadline for Vendors to Respond to the VSA (kmitman@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 26-07-0711 - 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.
May 15, 2025 May 15, 2025
Start Date Due Date
VSA Finalizes List of Equipment Eligible for Bidding - Published in VendorLink June 3, 2025 June 3, 2025
Bid Period Open - All bidding must be completed within VendorLink to be considered . June 6, 2025 July 11, 2025 at 12 noon EST
Deadline for Vendors to Submit Bid Package - All pricing and required documents to be submitted within VendorLink .
July 11, 2025 at 12 noon EST
July 11, 2025 at 12 noon EST
Deadline for 5 Government References to complete VSA online Government Reference Form for bidding Vendors.
July 11, 2025 at 12 noon EST
July 11, 2025 at 12 noon EST
VSA Publishes Bid Tabulation Results July 15, 2025 July 15, 2025 by 5:00 pm EST
VSA Review of all Bid Submissions July 16, 2025 August 11, 2025
VSA Publishes Intent to Award/Bidder Review of Award August 12, 2025 August 12, 2025
VSA Announces and Publishes Official Bid Award - All awarded contracts go into effect. August 15, 2025 August 15, 2025
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 Heavy Equipment Calendar
Bid 26-07-0711
File details come from the government source that posted it. Updated .