1-PCA Solicitation Preparation FAQs.pdf
PDF 144 KB Posted
- Attached to
- RFP OD-436-25 Books and Educational Materials
- Solicitation number
- RFP OD-436-25 Books and Educational Materials
- Issued by
- Texas
About this file
This document is a set of Frequently Asked Questions (FAQs) for a solicitation prepared by the Purchasing Cooperative of America (PCA), providing guidance for vendors participating in their procurement process. The FAQs address various procedural aspects of submitting a proposal through the Bonfire electronic system, including notification policies, document upload requirements, submission processes, and contract participation details. Vendors are informed that they can respond to the Request for Proposal (RFP) with products or services they routinely offer to public sector entities that align with the solicitation's intent.
Key highlights include the ability for vendors to submit additional "Value Add" items beyond the listed products, with pricing and descriptions required for such items. Manufacturers who are awarded a contract can include authorized dealers who can also sell under the contract, with the awarded contractor responsible for reporting all dealer sales and submitting administrative fees. The document also notes that while a cyber security certification (CMMC) is not required, it may be important for PCA members using federal funds, particularly from the Department of Defense. Vendors are directed to use the Bonfire system for all questions and communications, with Bonfire's Vendor Support Team available Monday-Friday from 7AM to 7PM Central Time.
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Other files
| File | Type | Posted |
|---|---|---|
| 3-RFP OD-436-25 Books and Educational Materials.pdf | ||
| 2-VENDOR RESPONSE INSTRUCTIONS.docx | DOCX document |
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PCA Solicitation Preparation FAQs
Q1: I have a technical question for Bonfire.
A1: Bonfire-specific questions should be directed to Bonfire’s Vendor Support Team at support@gobonfire.com who operate Monday-Friday (7AM-7PM CT).
Q2: Will Vendors be notified when questions and answers are posted in the Public Notice?
A2: PCA policy prohibits direct communications with Vendors replying to an open solicitation. PCA requests that all questions go through the Bonfire System that PCA utilizes for its procurement process. Vendors will be notified when a Public Notice is issued if:
• They have downloaded any documentation (the RFP, the FAQs or the Instructions)
• They have sent or read an Opportunity Q&A message
• They have been invited to a bid and have registered
Q3: Can Vendor upload large documents into Bonfire?
A3: There is a file size limitation in the Bonfire system; check the specifications. If the file is too large to upload, .pdf the file into smaller sections OR provide a direct permanent link to a URL; login and password need to be provided if required for access.
Q4: Vendor hit ‘FINAL SUBMISSION’ and now has another file to submit. Now what?
A4: Prior to the due date and time, Vendor may ‘UNSUBMIT’ their response if they need to add or remove documents and, when finished, select ‘FINAL SUBMISSION’ again.
Q5: Who is the bonding letter made out to?
A5: Submit a sample bonding letter from Vendor’s bonding company. If awarded a contract, PCA Member may require a bond and that bonding letter will reference the Member.
Q6: Is the cyber security certification (CMMC) required?
A6: It is not required. The form is should be completed. This may be important to PCA Members utilizing federal funds, especially Department of Defense funding.
Q7: Can Vendor offer more than the listed products?
A7: Yes, adjunct products should be listed as 'Value Add' items for additional value to PCA Members. Pricing and description of items must be provided for 'Value Add' items.
Q8: Does Vendor have to supply all the products or perform all the services requested in the RFP?
A8: Vendor may respond to the RFP with whatever products/services they routinely offer to public sector entities that fits the intent of the solicitation.
Q9: If Vendor (a manufacturer) is awarded a PCA contract, will authorized dealers be allowed to sell off of the contract?
A9: Yes. Vendor should include a list of authorized dealers with their submittal. Awarded Contractor’s (Vendor) authorized dealers will be allowed to sell off of their schedule to PCA Members. Member will make out their P.O. to the 'Awarded Contractor', and refer to the PCA contract # and title. Awarded Contractor will report the sales of all authorized dealers on their Monthly Report and submit the administrative fee.
mailto:support@gobonfire.com
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