1-PCA Solicitation Preparation FAQs.pdf
PDF 144 KB Posted
- Solicitation number
- RFP OD-445-26 VOC Free Asphalt Products and Services
- Issued by
- Texas
About this file
This document is a Frequently Asked Questions guide prepared by the Purchasing Cooperative of America (PCA) to assist vendors in responding to solicitations through the Bonfire procurement platform. The FAQs address operational and procedural questions related to RFP OD-445-26 for VOC Free Asphalt Products and Services in Texas. Key guidance includes directions for vendors to contact Bonfire's support team for technical issues, notification procedures for Q&A postings, and file submission requirements including size limitations and the ability to unsubmit responses prior to the deadline to add or remove documents. The document clarifies vendor participation options, including the ability to respond with products and services routinely offered to public sector entities rather than requiring response to all solicitation items, and permits vendors to offer additional "Value Add" items beyond those specified in the RFP with corresponding pricing and descriptions.
The FAQs provide clarification on bonding requirements, cyber security certifications, and authorized dealer arrangements for awarded contractors. Notably, cyber security certification (CMMC) is not required but vendors are encouraged to complete the form, particularly for PCA Members utilizing federal funds or Department of Defense funding. For manufacturers awarded contracts, authorized dealers are permitted to sell off the contract schedule to PCA Members, with the Member's purchase order made to the Awarded Contractor and referencing the PCA contract number. Awarded contractors are required to report sales of all authorized dealers on monthly reports and submit administrative fees accordingly. The document emphasizes that PCA policy prohibits direct communications with responding vendors and requires all questions and communications be conducted through the Bonfire System.
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Other files
| File | Type | Posted |
|---|---|---|
| 2-RFP OD-445-26 VOC Free Asphalt Products and Services.pdf | ||
| 3-VENDOR RESPONSE INSTRUCTIONS - 2026 Q2.pdf |
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Text version
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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