VSA_Heavy_Equipment_Add_Delete_Template.xlsx

This is a Heavy Equipment Add/Delete Form template for the Virginia Sheriffs' Association (VSA) Bid 26-07-0711, designed for the 2025-2026 Heavy Equipment Procurement Program. The form is used during the draft bid package stage to allow vendors to add new heavy equipment or delete existing equipment from their bids across 75 distinct equipment groups, including all-terrain vehicles, asphalt maintenance equipment, excavators, cameras, generators, and utility vehicles. Vendors must submit the completed form as an Excel file to Kaylyn Mitman at kmitman@virginiasheriffs.org by the deadline specified on the bid calendar. The overall procurement bid period opens June 6, 2025, and closes at 12 noon EST on July 11, 2025, with contract awards scheduled for August 15, 2025, and a contract term running from August 15, 2025, to August 14, 2026. A pre-bid conference is scheduled for April 25, 2025, via Zoom.

Vendors must be authorized distributors and provide current model year equipment with a minimum 6% discount off MSRP, including a 0.75% commission fee in base pricing. Required documentation includes manufacturer certifications, build sheets, option sheets, and five government references, with at least one from a Virginia public body. Vendors must demonstrate $1,000,000 in comprehensive general liability and automobile liability coverage, financial stability through bank references and financial statements, and maintain a drug-free workplace. Evaluation criteria will assess pricing, contractor qualifications, financial stability, performance history, and specification compliance. The procurement is structured as a cooperative purchasing contract applicable to public bodies in Virginia and potentially other states where cooperative purchasing is approved. The VSA reserves the right to award the bid in full or in part and may conduct onsite inspections of vendor premises.