NCSA_Heavy_Equipment_Build_and_Option_Sheet_Sample_Guide.pdf
PDF 3 MB Posted
- Attached to
- Heavy Equipment State and local contract opportunity
- Solicitation number
- 26-10-0422
- Issued by
- North Carolina
About this file
This document is a comprehensive Sample Guide for the North Carolina Sheriffs' Association (NCSA) Heavy Equipment Procurement Program Bid 25-09-0423, providing detailed instructions for vendors on how to submit build and option sheets for catalog and non-catalog discount equipment submissions. The guide covers the bid process for the 2025-2026 procurement period, outlining specific requirements for vendors to participate, including the mandatory submission of build sheets, option sheets, manufacturer certification forms, and an add/delete form. Vendors must provide detailed product information, including make, model, model number, MSRP pricing, and apply a minimum 6% discount on all items. The bid submission process will be conducted through VendorLink, with all documents needing to be uploaded by the specified deadlines.
The guide emphasizes strict compliance requirements that could result in disqualification, such as failing to upload correct documentation, not entering the minimum 6% discount, or not clearly stating pricing details. Vendors must provide comprehensive information about their products, including base model pricing, option pricing, warranty details, shipping and handling costs, and potential upgrade/downgrade options. The procurement program allows for both catalog and non-catalog discount submissions, with vendors required to use specific templates and follow detailed upload instructions. The document provides example forms and sheets from companies like Carolina Environmental Systems, BBA Pumps, and 3rd Eye to illustrate proper completion of the required documentation.
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Text version
2.17.2025
NCSA Heavy Equipment Procurement Program Build Sheet & Option Sheet Sample Guide
Please ensure the following items are included on the build sheet and option sheet uploaded as part of your bid submission:
Examples of how to enter/upload all requirements outlined below can be found on the following pages: Catalog Discount submissions (page 4-7); Non-Catalog Discount submissions (pages 8-11).
• Add/Delete Form – To only be used during the Draft Bid Package review phase of the bid process. The “Add/Delete” form is not to be uploaded into VendorLink.
Template available within VendorLink. Examples provided on pages 5 and 9 for how to submit based on product type. All "Add/Delete" Forms must be emailed to Kaylyn Mitman at kmitman@ncsheriffs.net as an excel file. All deadlines to submit this form are outlined on the Official Bid Calendar and noted throughout all correspondence.
• Manufacturer’s Certification Form – Please keep in mind as you submit your requests for products to bid, as also outlined on the Bid Submission Checklist (included in the Required Documentation Packet), a Manufacturer’s Certification form must be signed by an authorized employee of the manufacturer for all brands submitted. This form is still required if you are the manufacturer. See example provided on page 3.
Note: All documents must be signed by hand or timestamped.
• Catalog Discount Submissions – o Eligibility – Catalog discounts are product specific and are not applicable to all product offerings. The item listed in the bid package will specify if the item is a Catalog Discount. All vendors who are authorized by the manufacturer to distribute the manufacturer’s products can submit a catalog discount for an NCSA approved product type.
o If the manufacturer you represent is not included in the current draft bid package, please complete the “Add/Delete” form and email the completed document as an excel file to Kaylyn Mitman at kmitman@ncsheriffs.net. An identifying group name is required for Catalog Discounts. If an appropriate group name is not on the “List of Available Groups”, please provide your recommendation on the Add/Delete form under the “Group” column. The “List of Available Groups” can be found in the “Documents” section of VendorLink.
o The pricing field is to remain as $0.00 as no price should be entered for Catalog Discount items. (Note: pricing must be entered for all non-Catalog Discount items.
Failure to do so will result in disqualification).
o Discount to Publish – If there is a range of discounts offered for your products included within the Catalog Discount, document the lowest discount percentage with a disclaimer that states “Some products may be offered at a greater discount”.
You can always offer more of a discount, but not less. Failure to meet the minimum 6% requirement and enter the percentage into both percentage fields will result in disqualification. Even if there are no options, a minimum 6% discount must be mailto:kmitman@ncsheriffs.net mailto:kmitman@ncsheriffs.net
2.17.2025 entered into the option percentage field. Failure to do so will result in disqualification.
o MSRP Pricing must be established on your Build Sheet and Option Sheet. Please state clearly if pricing is MSRP or NCSA discounted.
o Examples for how to publish a Build Sheet and Option Sheet for Catalog Discount items can be found on pages 6 and 7. If no additional options are available, state "No available options" on the Option Sheet and upload the Option Sheet into VendorLink.
Failure to upload a correct build and option sheet into the appropriate file fields will result in disqualification.
• Build Sheet Submissions – All items other than Catalog Discounts.
o This needs to be product specific for each line you are bidding.
o The make, model, and model number listed within the bid package must match the make, model, and model number listed on your Build Sheet.
o See example on page 10 for how to publish this information.
• Option Sheet Submissions – Required for Catalog Discounts and Non-Catalog Discounts
If no options are available, you are required to state “NO OPTIONS” on a piece of letterhead or blank document and upload the document stating “NO OPTIONS” within the options file field in VendorLink for that item number. Failure to do so will result in disqualification.
o Shipping and Handling/Freight – If not included in the base price, this must be specified on your Option Sheet. See page 11 for Option Sheet examples.
o Additional items to include – Please add as applicable to your product offerings.
• Additional cost for warranty or service contract.
• Upgrade/downgrades - List your most popular item as the base model within the list of items going to out to bid and any models considered to be an upgrade/downgrade to the base model should be listed on your option sheet uploaded as part of your bid package. Pricing for all upgrade/downgrade models must be listed on your option sheet. A note must also be included if the pricing listed is the MSRP pricing or already discounted pricing.
Please note: If the upgrade/downgrade model is not listed on your option sheet and is not its own item number within the finalized list of models going out to bid, you will not be authorized to sell the product off the contract.
• If there are too many options to include, publish the most popular with MSRP pricing and make note that all options are available at X% discount off MSRP. Be prepared to show documentation of MSRP to customers for additional options not listed. Make note that "Additional Options are Available" if there are more options available than what is published.
Example: When the bidder is also the manufacturer.
Steps on How to Enter and Upload Catalog Discount Submission
Requirements into VendorLink
1. Choose the Build Sheet that lists the products that are available within the specified catalog.
Note: Please provide a list of products and pricing. Document whether pricing is discounted or
MSRP. Failure to upload a Build Sheet will result in disqualification.
2. Click “Upload Selected File” – The document will not save if you do not click “upload”.
3. Choose the Option Sheet. If there are no available options, you are still required to state, “NO
OPTIONS” and upload the document as a pdf. Failure to upload an Option Sheet will result in disqualification.
4. Click “Upload Selected File” – The document will not save if you do not click “upload”.
5. Enter the percentage you will be taking off MSRP for all base prices of products included within the catalog. Note: NCSA requires a minimum of 6% off MSRP per the Terms and Conditions.
Failure to enter a minimum 6% discount will result in disqualification.
6. Enter the percentage you will be taking off MSRP for all option prices of products included within the catalog. This is still required if there are no available options. Note: NCSA requires a minimum of 6% off MSRP per the Terms and Conditions. Failure to enter a minimum 6% discount will result in disqualification.
7. Do not forget to click “Update” and SAVE your work. The system does not automatically do this for you.
NCSA Heavy Equipment Bid 25-09-0423
Note: This form is NOT to be used as your bid submission. This form is to ONLY be used during the Draft Bid Package stages of the bid process.
Vendor Name: Carolina Environmental Systems, Inc.
Contact: Ashley Wiles Contact Phone Number: 336-869-9900 Contact Email Address: awiles@cesrefuse.com
Please refer to the "List of Equipment Groups Currently Available" in VendorLink for the appropriate Group name to list.
If you do not see a "Group" that is applicable, please contact Kaylyn Mitman at kmitman@ncsheriffs.net
Example for how to list equipment to add/delete:
Add or Delete Group Make Model Model Number Add Asphalt Maintenance and Recycling Equipment LeeBoy Paver 8515E Add Excavators Kobelco Hydraulic Excavator ED160BR-7 Delete Loaders Manitou Skid Steer Loader 1050R
To be completed by vendor:
Add or Delete Group Make Model Model Number Add Camera 3rd Eye Catalog Discount All Products Add Hoist PacMac Catalog Discount All Products Delete Roll-off Cable Hoist Galbreath Catalog Discount DPHK Series
Please complete this form for any heavy equipment you would like to bid under Bid 25-09-0423. This form is also to be completed if there is any heavy equipment listed within the draft bid package for Bid 25-09-0423 that should no longer be listed. Please submit to Kaylyn Mitman at kmitman@ncsheriffs.net as an excel file by the deadline outlined on the bid calendar.
Example: "Add/Delete" Form for Catalog Discounts mailto:awiles@cesrefuse.com
E
3rd Eye
3rd Eye AWT2020T Heavy Duty HD Color Vehicle Truck Camera
3rd Camera ye Digital Enhanced Fleet Awareness Software
3rd Eye AWT2000RS Collision Avoidance Vehicle Radar
3rd Eye AWT3000RS Grommet Mounted Vehicle Radar Sensor
$3,289.00 6% Discount
$10,876.80 10% Discount
$8,243.40 6% Discount
$8,244.50 6% Discount
Shipping and handling not included in above pricing.
For more information, contact Ashley Wiles at awiles@cesrefuse.com or call (336) 869-9900.
6% discount provided on NCSA Heavy Equipment Procurement Bid 25-09-0423. Some products may be offered at a greater discount.
AWT2020T AWT2000RS AWT3000RS
Example: Heavy Equipment Build Sheet (Catalog Discounts)
Camera Discount to Apply MSRP Pricing
• No additional Options are available.
• Shipping and Handling will be added based on individual purchase order.
• Manufacturer Warranty included.
For more information, contact
Ashley Wiles awiles@cesrefuse.com
(336) 869-9900
Example: Heavy Equipment Option Sheet (Catalog Discounts)
Steps on How to Enter and Upload Non-Catalog Discount Submission Requirements in VendorLink
1. Choose the Build Sheet for the product specified within the NCSA item number. See examples provided within this guide. Failure to upload a Build Sheet will result in disqualification.
2. Click “Upload Selected File” – The document will not save if you do not click “upload”.
3. Choose the Option Sheet for all available options for the product specified within the NCSA item number. See examples provided within this guide. Failure to upload an Option Sheet will result in disqualification.
4. Click “Upload Selected File” – The document will not save if you do not click “upload”.
5. Enter the base price of the product specified within the NCSA item number. Refer to the Bid
Submission Checklist for base price requirements. Failure to enter a discounted price will result in disqualification.
6. Enter the percentage you have taken off MSRP for the base price of the product specified within the NCSA item number. Note: NCSA requires a minimum of 6% off MSRP per the Terms and
Conditions. Failure to enter a minimum 6% discount will result in disqualification.
7. Enter the percentage you have taken off MSRP for the option pricing of the product specified within the NCSA item number. Note: NCSA requires a minimum of 6% off MSRP per the Terms and Conditions. Failure to enter a minimum 6% discount will result in disqualification.
8. Do not forget to click “Update” and SAVE your work. The system does not automatically do this for you.
NCSA Heavy Equipment Bid 25-09-0423
Note: This form is NOT to be used as your bid submission. This form is to ONLY be used during the Draft Bid Package stages of the bid process.
Vendor Name: BBA Pumps Contact: Justin Booth Contact Phone Number: 843-614-7212 Contact Email Address: jbooth@bbapumps.com
Please refer to the "List of Equipment Groups Currently Available" in VendorLink for the appropriate Group name to list.
If you do not see a "Group" that is applicable, please contact Kaylyn Mitman at kmitman@ncsheriffs.net
Example for how to list equipment to add/delete:
Add or Delete Group Make Model Model Number Add Asphalt Maintenance and Recycling Equipment LeeBoy Paver 8515E Add Excavators Kobelco Hydraulic Excavator ED160BR-7 Delete Loaders Manitou Skid Steer Loader 1050R
To be completed by vendor:
Add or Delete Group Make Model Model Number Add Pumps BBA Pumps Centrifugal Pump - SA - Skid Mount - 8" BA180E D328 Skid Add Pumps BBA Pumps Centrifugal Pump - SA - With Trailer - 8" BA180E D328 TR
Add Pumps BBA Pumps Centrifugal Pump - SA - With Utility Trailer & 150gal Fuel Tank - 8" BA180E D328 Utility
Add Pumps BBA Pumps Centrifugal Pump - SA - Skid Mount - 8" BA180KS D315 Skid Delete Pumps BBA Pumps Centrifugal Pump - SA - With Trailer - 8" BA180KS D315 TR
Delete Pumps BBA Pumps Centrifugal Pump - SA - With Utility Trailer & 150gal Fuel Tank - 8" BA180KS D315 Utility
Please complete this form for any heavy equipment you would like to bid under Bid 25-09-0423. This form is also to be completed if there is any heavy equipment listed within the draft bid package for Bid 25-09-0423 that should no longer be listed. Please submit to Kaylyn Mitman at kmitman@ncsheriffs.net as an excel file by the deadline outlined on the bid calendar.
Example: "Add/Delete" Form for Items that are not a Catalog Discount
BA180E D328
Centrifugal Pump - SA - Skid Mount - 8" The vast majority of diesel powered mobile water pumps leave our factory in a sound attenuated canopy. However, there are still many areas in the world and applications where an open pump set is well suited (skid mounted). This portable 8-inch pump is driven by a stage IIIA engine and can be used in countries with less-stringent emissions regulations.
Discharge x Suction (inch) 8" x 8"
Max. flow (m3/h) 780
Max. head (mwc) 50
Free passage (mm) 80
Priming system (m3/h) MP50 (50 m3/h)
Engine Perkins
Max. speed (rpm) 1900
Fuel consumption at BEP (l/h) 15
Frame BS12-23
Dimensions L x W x H (mm) 2270 x 1170 x 1640
Dry weight (kg) 1750
Warranty 4 years
• Skid mounted BA180E D328 dewatering pump 780 m3/h
• Hot dipped galvanized frame with lifting
• As an additional option, trailer mounted
• Vacuum system as standard
Example: Heavy Equipment Build Sheet (Items that are not a Catalog Discount) 10
NOTE: Shipping and Handling is not included in Base Price and will be calculated separately.
For more information, please contact:
Justin Booth
843-614-7212 jbooth@bbapumps.com
Example: Heavy Equipment Option Sheet (Items that are not a Catalog Discount)
All options discounted 10% off MSRP through
NCSA Heavy Equipment Cooperative Purchasing
Program Bid 25-09-0423
HDPE Discharge Pipes with System B Couplings
Rubber Suction Delivery Hoses with Quick Couplings
Sewage Strainers with Quick Coupling
Portable Non-return Valves
More options available at 10% off MSRP
MSRP Pricing:
$X.00
$X.00
$X.00
$X.00
| 5 - Example - NCSA H.E. Catalog Discount Add or Delete (CES).pdf |
| Sheet1 |
| 9 - Example - Product Specific Add or Delete (BBA Pumps).pdf |
| Sheet1 |
| 10 - Example- Product Specifc Build Sheet (BBA Pumps).pdf |
| BA180E D328 |
File details come from the government source that posted it. Updated .