VendorLink_Vendor_Reference_Guide_-_11.19.24.pdf
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- Attached to
- Heavy Equipment State and local contract opportunity
- Solicitation number
- 26-10-0422
- Issued by
- North Carolina
About this file
The document is a VendorLink Vendor Reference Guide for the NCSA Cooperative Purchasing Program, dated 11.19.2024, which provides comprehensive instructions for vendors participating in cooperative purchasing bids across multiple state sheriffs' associations including North Carolina, Texas, and Virginia. The guide details the step-by-step process for becoming a planholder, submitting bids through the VendorLink online system, and preparing required documentation for various equipment categories such as heavy equipment, fire/EMS/law enforcement vehicles, first responder supplies, technology, and vehicle equipment. Vendors must follow a precise bidding process that includes uploading build sheets, option sheets, pricing information, and additional supporting documents, with specific requirements for different product categories.
The guide outlines specific pricing requirements, including mandatory discounts and fee structures for different equipment groups. For heavy equipment vendors, there is a mandatory three-quarters of one percent (0.0075) commission fee, a required 6% discount off MSRP, and inclusion of freight costs in the base price. Vendors must input pricing carefully, including all applicable discounts and fees, and upload documents in PDF format. The bidding system requires vendors to specify pricing for different zones, provide detailed option sheets, and submit a comprehensive bid package that includes manufacturer certification, bank references, company overview, and certificate of insurance. The guide emphasizes the importance of accuracy, complete documentation, and adherence to specific program requirements to ensure bid acceptance.
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Text version
NCSA Cooperative Purchasing Program VendorLink Vendor Reference Guide
Updated 11.19.2024
Helpful Terminology:
• Build Sheet – Specification (must be a pdf file) for the brand, make and model. The brand, make and model listed within the document must match the brand, make and model listed on the line item this document is being uploaded for. This document should not include pricing (unless bidding a Catalog Discount) and is to be uploaded into VendorLink once the bid period has opened.
• Group – Type of equipment/vehicle/software/product category offered and eligible for bidding.
• Option Sheet – Document (must be a pdf file) uploaded by the bidder into VendorLink – Must include the most popular options (must specify if pricing is MSRP or already discounted) and any model upgrade/downgrades. Model upgrade/downgrades should not be listed in the main list of equipment. If the Association has specified any model upgrade/downgrades under the Vehicle/Motorcycle Procurement Program, the bidder is required to list the additional cost to upgrade/downgrade to that particular model(s).
• Planholder – Status granted by the Association to all vendors who register to participate in a bid. See instructions below on how to become a Planholder.
• VendorLink – Bid system where all pricing, percentages and required documents for a complete bid package are to be uploaded. VendorLink can be accessed online at https://www.myvendorlink.com/external/home
How to Become an Approved Planholder:
1. Visit https://www.myvendorlink.com/external/register to complete the registration form.
(Note: Registration is free of charge and does not require any payment)
2. Once the form is complete, please contact support@evendorlink.com and ask to be added as a “Planholder” for the bid number and program you would like to bid.
3. Once approved, your status will become “Planholder”.
Bid System Login:
1. Access at: https://www.myvendorlink.com/external/home
2. Select the “Login” option at the top of the page.
https://www.myvendorlink.com/external/home https://www.myvendorlink.com/external/register mailto:support@evendorlink.com https://www.myvendorlink.com/external/home
3. Input your assigned username and password and click on the “Sign in” button.
4. Under the “Quick Links” section on the left side of the screen, click on “Planholder Bids”. (See above for how to become a Planholder)
5. Select the appropriate bid you are interested in submitting a bid. (Must already be registered as an approved Planholder)
6. Click on the “spy glass” icon to open the applicable bid.
7. At the top of the page, select the button “Create a Quote/Bid”. (Note: this will change to “Edit my Quote/Bid” once your submission status changes to Draft or Submitted)
Vendor Action Items Prior to Bidding:
1. Ensure you are registered as a Planholder within VendorLink.
2. Review the Terms and Conditions for the program you are bidding.
3. Review the Bid Submission Checklist (part of the Required Documentation Packet), Build and
Option Sheet Sample Guide, and VendorLink Vendor Reference Guide.
4. Ensure all line items that need to be removed have been removed by the Association.
5. Ensure all items that need to be added have been provided to the Association to add and have been added to the list of equipment eligible for bidding.
6. Ensure all items are correctly listed.
(Note: It is the responsibility of all bidders to complete the action items listed above)
Zones:
• Zones are program specific.
• The number of zones and the name of zones will vary across all programs.
• Any zones listed throughout this reference guide are for example only.
Bid System Input Instructions:
• Step 1: Click on the “Edit” link for the item you would like to bid.
• Step 2: Input the bid price for each item you want to bid on in each of the applicable zones. The input of bid price is mandatory for each line item and zone you would like to submit a bid on.
See below for program specific requirements.
o NCSA and VSA Heavy Equipment Vendors - The Commission Fee of three quarters of one percent (.0075), freight and mandatory 6% discount off MSRP must be included in this base price.
Example for how to enter base price:
- MSRP: $99,000
- Discount: 6%
- Discounted Price: $93,060.00
- Freight: $1,000
- Commission Fee ($94,060 x .0075%): $705.45
- Base Price to Enter into VendorLink: $94,765.45 o NCSA Fire/EMS/Law Enforcement Specialty Vehicles Vendors - The Commission Fee of three quarters of one percent (.0075), freight and mandatory 6% discount off MSRP must be included in this base price.
- MSRP: $99,000.00
- Discount: 6%
- Discounted Price: $93,060.00
- Freight: $1,000.00 o NCSA and VSA First Responder Supplies and Equipment Vendors - The Commission Fee of three quarters of one percent (.0075), freight and mandatory 6% discount off MSRP must be included in this base price.
- Discount: 6%
- Discounted Price: $93,060.00
- Freight: $1,000.00 o NCSA Technology Vendors - The Commission Fee of three quarters of one percent (.0075), freight and mandatory 6% discount off MSRP must be included in this base price.
- Discount: 6%
- Discounted Price: $93,060.00
- Freight: $1,000.00
(Example continued from page 3) o NCSA Vehicle Equipment and Upfitting Vendors – The Commission Fee of three quarters of one percent (.0075) and delivery must be included in your base price.
- Discount: 6%
- Discounted Price: $93,060.00
- Delivery: $1,000.00 o NCSA and VSA Vehicle and Motorcycle Vendors – The Commission Fee of three quarters of one percent (.0075) and delivery must be included in your base price.
- MSRP: $45,000.00
- Concession provided by Manufacturer: $250.00
- Discounted Price: $44,750.00
- Delivery (May be different for each zone): $550.00
- Commission Fee ($45,300.00 x .0075%): $339.75
- Base Price to Enter into VendorLink (based on zone): $45,639.75 o SAT Vehicle Vendors – Delivery needs to be included. Based on the program’s
Commission Fee structure, the Commission Fee of $350 does not need to be included in the base price as the fee is based on PO number. However, please ensure you have factored in future payment of this fee per purchase order in your bid price.
- MSRP: $45,000.00
- Concession provided by Manufacturer: $250.00
- Discounted Price: $44,750.00
- Delivery (May be different for each zone): $550.00
- Commission Fee (If factoring into base price): $350.00
- Base Price to Enter into VendorLink (based on zone): $45,650.00
• Step 3: Input “Percent” discount. There will either be one or two percent fields required based on the program you are bidding. Please see below for program requirements regarding minimum discounts to be offered off base price and options.
o Program specific requirements:
- NCSA Fire/EMS/Law Enforcement Specialty Vehicles Vendors – A minimum 6% discount off MSRP for the base price and options is mandatory.
- NCSA and VSA First Responder Supplies and Equipment Vendors – A minimum 6% discount off MSRP for the base price and options is mandatory.
- NCSA and VSA Heavy Equipment Vendors – A minimum 6% discount off MSRP for the base price and options is mandatory.
- NCSA Technology Vendors – A minimum 6% discount off MSRP for the base price and options is mandatory.
- NCSA Vehicle Equipment and Upfitting Vendors - A minimum 6% discount off MSRP for options is mandatory.
- NCSA and VSA Vehicle and Motorcycle Vendors – A minimum 6% discount off MSRP for options is mandatory. Please note, the Association does not review any percentages entered in the “Percent (Taken off MSRP for base price)” field for this program. Only the option percentage field will be displayed on the Award Report.
- SAT Vehicle Vendors - A minimum 6% discount off MSRP for options is mandatory. Please note, the Association does not review any percentages entered in the “Percent (Taken off MSRP for base price)” field for this program.
Only the option percentage field will be displayed on the Award Report.
o When ONLY the Percent (Taken off MSRP for options) Field is Required:
Enter the percent discount that will be taken off MSRP for all applicable options. The Association requires a minimum 6% discount off MSRP. Please note, this field must be entered even if your company does not offer options.
If you are bidding a Catalog Discount line, the percent discount entered will be the discount taken off MSRP for all models included within the Catalog Discount. Please note Catalog Discounts are program specific and do not apply to all programs.
o When BOTH the Percent (Taken off MSRP for base price) & Percent (Taken off MSRP for options) Fields are Required:
Please enter the percent discount for each specified field:
- Percent (Taken off MSRP for base price): If it is a program requirement that there should be a minimum 6% discount off MSRP for the base price this discount should also already be included in the pricing the purchasing agencies will see once the contracts have been awarded. The discount entered needs to match the discount already taken off MSRP for the base price. This field allows purchasing agencies to see the discount they are being offered.
- Percent (Taken off MSRP for options): Enter the percent discount that will be taken off MSRP for all applicable options. The Association requires a minimum 6% discount off MSRP. Please note, this field must be entered even if your company does not offer options.
If you are bidding a Catalog Discount line, the percent discount entered will be the discount taken off MSRP for all models included within the Catalog Discount. Please note the following:
1. Catalog Discounts are program specific and do not apply to all programs.
2. A percentage is required to be entered in both the base price percentage field and the option price percentage field.
• Step 4 and 5: Under the “Build Sheet” section, select the “Choose File” button to upload a single merged pdf file for the build sheet for each bid item, then select the “Add Document” button for the build sheet document to upload into the bid system. Failure to complete both steps will result in build sheet pdf files not being uploaded and the bid will be disqualified.
• Step 6 and 7: Under the “Options” section, select the “Choose File” button to upload a single pdf file for the options list for each bid item, then select the “Add Document” button for the options list document to upload into the bid system. Failure to complete both steps will result in option sheet pdf files not being uploaded and the bid will be disqualified.
Flexibility is allowed for submitting your own format for the options lists. However, the mandatory minimum 6% discount must be specified (or other discounted amount if offering a greater discount than 6%), in addition to any model upgrade/downgrades you wish to include.
DO NOT list any models that are listed in the main equipment list as they are not considered to be a model upgrade/downgrade. We encourage the most popular/frequently sold options to be listed within this document.
• Step 8: Click on the “Update” link to save your bid input work for each specification item that is bid. This will automatically change the status of your response to Draft.
• Step 9: Under the “Shipping” Section, select “shipping included”.
• Step 10: Under the “Payment” Section, select payment terms “Net 45 days” in the drop-down menu.
• Step 11: Under the “Vendor Preferred Payment Method” Section, select the “Purchase Order” checkbox.
• Step 12: Click on the “Save Draft” button at the top of the page to periodically save your bid item input work.
• Step 13 and 14: Under Vendor Files (towards the bottom of the page), select “Bid Package” as the file type and the “Choose Files” button to upload all additional documents that are required for a complete bid package. These additional files include the Required Documentation Packet, Manufacturer’s Certification page(s), Bank Reference, Company Overview, and COI. Once you have uploaded all files click “Upload Selected File(s)”. All required bid documents must be uploaded in VendorLink for your bid to be accepted.
A bid submission checklist has been added the Required Documentation Packet for your reference to ensure all required documents are submitted as part of your bid package.
• Step 15: Click on the “Save Draft” button at the top of the page to periodically save your work.
Click on the “Submit” button to submit.
Helpful Tips:
• Steps 1-12 are to be followed for bid inputs for each specification item you desire to bid.
• Steps 13-15 are for any uploads of additional pdf files as described above.
• During the bid input process, at the top of the page, you should periodically click on the “Save Draft” button to save your bid input work.
• Once the bid is complete, you should proof pricing, the build sheet pdf upload, and options pdf upload for accuracy.
• You may complete steps 13-15 at any time before submitting the bid.
• Once you complete your bid input and review your bid inputs, you MUST click on the “Submit” button at the top of the page to successfully submit your bid.
• The Quote/Bid status at the top of the page must say “Submitted” for your bid submission to be included in the list of bid submissions.
• You may edit your bid submission up until the time the bid submission is due at outline on the official bid calendar.
• The bid system will automatically close at the date and time specified on the official bid calendar. No bid submissions will be accepted after this date/time.
Contact Information:
• VendorLink Support: support@evendorlink.com
• Jason Bennett, Director – Business Development - (919) 459-8195
- North Carolina Sheriffs’ Association (NCSA): jbennett@ncsheriffs.net
- Sheriffs’ Association of Texas (SAT): jbennett@ncsheriffs.net
- Virginia Sheriffs’ Association (VSA): jbennett@virginiasheriffs.org
• Kaylyn Mitman, Manager – Business Development - (919) 459-6471
- North Carolina Sheriffs’ Association (NCSA): kmitman@ncsheriffs.net
- Sheriffs’ Association of Texas (SAT): kmitman@ncsheriffs.net
- Virginia Sheriffs’ Association (VSA): kmitman@virginiasheriffs.org
• Anna Martin, Senior Coordinator – Business Development - (919) 459-1072
- North Carolina Sheriffs’ Association (NCSA): amartin@ncsheriffs.net
- Sheriffs’ Association of Texas (SAT): amartin@ncsheriffs.net
- Virginia Sheriffs’ Association (VSA): amartin@virginiasheriffs.org mailto:support@evendorlink.com mailto:jbennett@ncsheriffs.net mailto:jbennett@ncsheriffs.net mailto:jbennett@virginiasheriffs.org mailto:kmitman@ncsheriffs.net mailto:kmitman@ncsheriffs.net mailto:kmitman@virginiasheriffs.org mailto:amartin@ncsheriffs.net mailto:amartin@ncsheriffs.net mailto:amartin@virginiasheriffs.org
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