VSA_H.E_Build_&_Option_Sample_Guide_4.15.25.pdf
PDF 3 MB Posted
- Attached to
- Heavy Equipment State and local contract opportunity
- Solicitation number
- 26-07-0711
- Issued by
- Virginia
About this file
This document is a Build Sheet & Option Sheet Sample Guide for the Virginia Sheriffs' Association (VSA) Heavy Equipment Procurement Program, providing detailed instructions for vendors submitting bids for the 2025 contract cycle. The guide outlines comprehensive requirements for bid submissions, including mandatory documentation such as an Add/Delete Form, Manufacturer's Certification Form, and specific Build and Option Sheets for both Catalog Discount and non-Catalog Discount items. Vendors must submit electronic bids through VendorLink, with precise formatting and documentation requirements, including product-specific details, pricing information, and discount percentages. The guide emphasizes strict submission guidelines, with failure to meet any requirement potentially resulting in bid disqualification.
Pricing terms are carefully defined, with a minimum 6% discount requirement and specific instructions for documenting MSRP and discounted pricing. Catalog discounts are product-specific, and vendors must provide detailed information about available options, including upgrade/downgrade models and additional items like warranty costs. The document mandates that all documents must be signed by hand or timestamped, and provides examples of how to complete various forms for different types of equipment submissions. Shipping and handling are typically calculated separately, and vendors are required to provide contact information for further discussions about specific equipment configurations and options.
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Text version
Updated 4.15.2025
VSA 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 (pages 4-10); Non-Catalog Discount submissions (pages 11- 13).
• Add/Delete Form – To only be used during the Draft Bid Package review phase of the bid process.
Template available within VendorLink. Examples provided on pages 4 and 11 for how to submit based on product type. All "Add/Delete" Forms must be emailed to Kaylyn Mitman at kmitman@virginiasheriffs.org 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 a VSA 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@virginiasheriffs.org. 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 mailto:kmitman@virginiasheriffs.org mailto:kmitman@virginiasheriffs.org
Updated 4.15.2025 disqualification. Even if there are no options, a minimum 6% discount must be 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 5-10. 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.
o Both a Build Sheet and Option Sheet are required to be uploaded into each specified file field for each line item to be considered as part of your bid submission. Failure to do so 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 12 for how to publish this information.
• Option Sheet Submissions –
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 13 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.
Example: "Add/Delete" Form for Catalog Discounts
VSA Heavy Equipment Bid 26-07-0711
Add/Delete Form
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: Equipment Specialists
Contact: Casey Kalwaytis
Contact Phone Number: (703) 361-2227 X 40
Contact Email Address: CaseyK@esitrucks.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@virginiasheriffs.org
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
Delete Cameras Buyers Products Catalog Discount All Products
Add Snow Equipment Buyers Products Catalog Discount All Saltdogg Spreaders
Please complete this form for any heavy equipment you would like to bid under Bid 26-07-0711. This form is also to be completed if there is any heavy equipment listed within the draft bid package for Bid 26-07-0711 that should no longer be listed. Please submit to Kaylyn Mitman at kmitman@virginiasheriffs.org as an excel file by the deadline outlined on the bid calendar.
mailto:CaseyK@esitrucks.com
PROPOSAL
Remittance Address for Deposits:
10641 Cordova Road Easton, MD 21601
SOLD TO SHIP TO Quote #: RSSQ37748
Account:
VSA 2022 Swaploaders VSA Terms:
Date: 07/06/22
Sales Rep Fred Seitz
QTY DESCRIPTION UNIT PRICE EXT PRICE
1.00 $42,369.00 $42,369.00SwapLoader SL-75 Fixed Jib Hook-Lift 7,500 lbs Dump / Lift Capacity Fixed 35 5/8" Jib Height Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve (Capacity includes weight of body/container + payload)
1.00 $43,685.00 $43,685.00SwapLoader SL-105 Fixed Jib Hook-Lift 10,500 lbs Dump / Lift Capacity Fixed 35 5/8" Jib Height Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $46,815.00 $46,815.00SwapLoader SL-145 Fixed Jib Hook-Lift 14,000 lbs Dump / Lift Capacity Fixed 35 5/8" Jib Height Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $52,850.00 $52,850.00SwapLoader SL-180 Adjustable Jib Hook-Lift 18,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib 35 5/8" / 53 7/8" Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $53,220.00 $53,220.00SwapLoader SL-212 Adjustable Jib Hook-Lift 20,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib 35 5/8" / 53 7/8" Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $57,585.00 $57,585.00SwapLoader SL-220 Adjustable Jib Hook-Lift 22,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, 1 of 4 Doc # RSSQ37748 Date 07/06/22
Pricing listed is the MSRP pricing
Sample: Build Sheet for Catalog Discounts (Total of 5 pages)
QTY DESCRIPTION UNIT PRICE EXT PRICE
Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $57,585.00 $57,585.00SwapLoader SL-222 Adjustable Jib Hook-Lift 22,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $57,662.00 $57,662.00SwapLoader SL-240 Adjustable Jib Hook-Lift 24,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $54,230.00 $54,230.00SwapLoader SL-2418HD Fixed Jib Hook-Lift 24,000 lbs Dump / Lift Capacity Fixed 53 7/8" Jib Height Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $64,255.00 $64,255.00SwapLoader SL-330 Adjustable Jib Hook-Lift 33,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $66,571.00 $66,571.00SwapLoader SL-400 Adjustable Jib Hook-Lift 40,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $69,385.00 $69,385.00SwapLoader SL-406 Adjustable Jib Hook-Lift 40,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $65,850.00 $65,850.00SwapLoader SL-412 Adjustable Jib Hook-Lift 40,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $73,949.00 $73,949.00SwapLoader SL-518 Adjustable Jib Hook-Lift 54,000 lbs Dump / 53,000 lbs Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4")
2 of 4 Doc # RSSQ37748 Date 07/06/22
QTY DESCRIPTION UNIT PRICE EXT PRICE
Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $74,840.00 $74,840.00SwapLoader SL-520 Adjustable Jib Hook-Lift 50,000 lbs Dump / Lift Capacity Adjustable Dual Height Jib (53 7/8" - 61 3/4") Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 $79,840.00 $79,840.00SwapLoader SL-650 Fixed Jib Hook-Lift 65,000 lbs Dump / Lift Capacity Fixed 61 3/4" Jib Height Standard equipment for all SwapLoader hoists:
Dual lift cylinders, sliding jib, slide through body locks, Hydraulic reservoir tank, hydraulic 2 section valve, In-cab manual control levers and cables (Capacity includes weight of body/container + payload)
1.00 All include mounting, and freight. steel fenders, led lights, air controls where available.
1.00
*Total does not include optional items
F.E.T will be charged on all applicable items unless current F.E.T Exemption form is on file.
Any cancellation or modification of order will result in a 20% restocking charge to Buyer.
3 of 4 Doc # RSSQ37748 Date 07/06/22
• No additional Options are available.
• Shipping and Handling will be added based on individual purchase order.
• Manufacturer Warranty included.
Contact Casey Kalwaytis to discuss tank size and type needed for your local government agency.
(703) 361-2227 X40 or CaseyK@esitrucks.com
Example: Heavy Equipment Option Sheet (Catalog Discounts) mailto:CaseyK@esitrucks.com
Example: "Add/Delete" Form for Items that are NOT a Catalog Discount
VSA Heavy Equipment Bid 25-06-0711
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@virginiasheriffs.org
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 25-06-0711. This form is also to be completed if there is any heavy equipment listed within the draft bid package for Bid 25-06-0711 that should no longer be listed. Please submit to Kaylyn Mitman at kmitman@virginiasheriffs.org as an excel file by the deadline outlined on the bid calendar.
mailto:jbooth@bbapumps.com
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
Sample: Heavy Equipment Build Sheet (Items that are NOT a Catalog Discount)
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
All options discounted 10% off MSRP through
VSA Heavy Equipment Cooperative Purchasing Program
Bid 23-04-0713
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
Sample: Heavy Equipment Option Sheet (Items that are NOT a Catalog Discount)
MSRP Pricing:
$X.00
$X.00
$X.00
$X.00
| 5-9 - Sample - Catalog Discount Build Sheet (Mid-Atlantic).pdf |
| RSSQ37748.pdf |
| Pages from RSSQ36028 Swaploader ALL.pdf |
| 12 - Sample - Product Specifc Build Sheet (BBA Pumps).pdf |
| BA180E D328 |
| 5-9 - Sample - Catalog Discount Build Sheet (Mid-Atlantic).pdf |
| RSSQ37748.pdf |
| Pages from RSSQ36028 Swaploader ALL.pdf |
| 12 - Sample - Product Specifc Build Sheet (BBA Pumps).pdf |
| BA180E D328 |
File details come from the government source that posted it. Updated .