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 2025-2026 Heavy Equipment Procurement Program issued by the Virginia Sheriffs' Association (VSA), outlining the comprehensive bidding process for heavy equipment vendors. The solicitation covers the procurement of heavy equipment across multiple categories, with key dates including vendor registration from March 14, 2025, to June 5, 2025, a pre-bid conference via Zoom on April 25, 2025, and the bid period open from June 6, 2025, to July 11, 2025, at 12 noon EST. Vendors must create an account in VendorLink, submit all bids electronically, and provide required documentation. The VSA will publish the first and second draft bid packages for vendor review in April and May 2025, respectively, with the final list of equipment eligible for bidding published on June 3, 2025. The contract awards are scheduled for August 15, 2025, with the contract effective from that date.
The procurement opportunity requires vendors to provide current model year equipment with a minimum 6% discount off MSRP, including a 0.75% commission fee in base pricing. Vendors must submit comprehensive documentation, including manufacturer certifications, build sheets, option sheets, and five government references, with at least one reference from a Virginia public body. The VSA reserves the right to award the bid in full or in part and may conduct onsite inspections of vendor premises. The contract is designed as a cooperative purchasing agreement that can potentially serve public bodies in Virginia and other states where cooperative purchasing is approved. Vendors must be authorized distributors with a drug-free workplace and maintain $1,000,000 in comprehensive general liability and automobile liability coverage. While specific award values are not explicitly stated, the bid package covers 1,237 line items across diverse equipment categories, suggesting a potentially significant contract value.
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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 .