1-PCA Solicitation Preparation FAQs.pdf
PDF 144 KB Posted
- Attached to
- RFP OD-440-26 Fuel Controller Management Systems
- Solicitation number
- RFP OD-440-26 Fuel Controller Management Systems
- Issued by
- Texas
About this file
This is a Frequently Asked Questions document issued by the Purchasing Cooperative of America (PCA) to provide guidance on solicitation preparation and submission procedures for RFP OD-440-26 Fuel Controller Management Systems. The document addresses vendor questions regarding the Bonfire procurement platform, submission requirements, and contract terms. Key procedural points include that Bonfire-specific technical issues should be directed to Bonfire's Vendor Support Team, vendor notifications occur only when documentation is downloaded or Q&A messages are exchanged, and file size limitations exist within the system with provisions for uploading PDFs in smaller sections or providing URL links. Vendors may submit responses until the due date and time and retain the ability to unsubmit and resubmit documents prior to final submission if modifications are necessary.
The document clarifies several substantive requirements and flexibilities for vendors responding to PCA solicitations. Vendors are not required to provide all products or services listed in the RFP but may respond with products and services they routinely offer to public sector entities that align with the solicitation's intent. Additional "Value Add" items beyond those specified are permitted if pricing and descriptions are provided. Bonding letters should be submitted as samples and will reference the specific PCA Member if a contract is awarded and a bond is required. Cyber security certification (CMMC) is not mandatory but completion of related forms is encouraged, particularly for members utilizing federal funds or Department of Defense funding. Manufacturers awarded contracts may authorize dealers to sell off the contract schedule, with authorized dealer lists to be included in the vendor submittal and all dealer sales reported monthly with associated administrative fees.
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Other files
| File | Type | Posted |
|---|---|---|
| 2-Vendor Response Instructions.pdf | ||
| 3-RFP OD-440-26 Fuel Controller Managment Systems.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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