1-PCA Solicitation Preparation FAQs.pdf
PDF 144 KB Posted
- Solicitation number
- RFP OD-437-26 Manhole Inlet, Outlet, and Related Items
- Issued by
- Texas
About this file
This is a Frequently Asked Questions (FAQ) document related to solicitation preparation procedures for the Purchasing Cooperative of America (PCA), a consortium that issues cooperative purchasing contracts available for use by public sector entities on a national, statewide, regional, or local basis. The document addresses procedural and administrative questions regarding vendor submissions through the Bonfire procurement platform. Key guidance includes requirements for technical support inquiries, vendor notification protocols, file upload specifications and alternatives for large documents, submission modification procedures prior to the deadline, bonding letter requirements, cyber security certification (CMMC) completion (optional but potentially important for federal funding recipients), and allowances for vendors to propose value-add products beyond those listed in the RFP with corresponding pricing and descriptions. Vendors are permitted to respond with only those products or services they routinely offer to public sector entities that align with the solicitation's intent, and need not supply all requested items.
The document clarifies that authorized dealers of awarded manufacturers may sell off the resulting PCA contract to members, with the member purchase orders directed to the awarded contractor referencing the PCA contract number and title. All authorized dealer sales must be reported by the awarded contractor on monthly reports with applicable administrative fees submitted. The FAQ document does not specify pricing terms, set-asides, funding sources, or contract award dates, as it serves primarily as procedural guidance for vendors preparing responses to PCA solicitations rather than specific contract terms documentation.
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Other files
| File | Type | Posted |
|---|---|---|
| 3-Vendor Response Instructions.pdf | ||
| 2-RFP OD-437-26 Manhole Inlet, Outlet, and Related Items.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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