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
This is an official calendar document for the Virginia Sheriffs' Association (VSA) 2025-2026 Heavy Equipment Procurement Program (Bid 26-07-0711). The program solicits bids from heavy equipment vendors across 75 distinct equipment groups and 1,237 line items, including all-terrain vehicles, excavators, trucks, cameras, generators, and utility vehicles for municipal and law enforcement organizations. The vendor registration deadline is June 5, 2025, with all bidders required to create a VendorLink account and register as a "Planholder" prior to bid period opening. A pre-bid conference is scheduled for April 25, 2025, from 10:00 am to 12:00 pm EST via Zoom. The bid period opens on June 6, 2025, with bids due by July 11, 2025, at 12 noon EST. All bids must be submitted electronically through VendorLink, and government references must complete an online reference form by the same deadline. Bid tabulation results will be published on July 15, 2025, with the Intent to Award announced on August 12, 2025. Official bid awards are scheduled for August 15, 2025, with contracts effective from August 15, 2025, through August 14, 2026. The procurement schedule includes multiple draft bid package reviews in April and May 2025, with vendor input opportunities through an "Add/Delete" form to request equipment additions or modifications.
The pricing structure requires vendors to provide current model year equipment with a minimum 6% discount off Manufacturer's Suggested Retail Price (MSRP) and include 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 required from a Virginia public body. Evaluation criteria focus on pricing, contractor qualifications, financial stability, performance history, and ability to meet detailed specifications. Vendors must be authorized distributors with a drug-free workplace and maintain $1,000,000 in comprehensive general liability and automobile liability coverage. The VSA reserves the right to award the bid in full or in part and may conduct onsite inspections of vendor premises. This is structured as a cooperative purchasing contract with potential applicability to public bodies in Virginia and other states where cooperative purchasing is approved.
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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
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