About this file
This document is a Frequently Asked Questions (FAQs) guide prepared by the Purchasing Cooperative of America (PCA) to assist vendors in navigating the solicitation preparation process for a 2026 Test contract opportunity in Texas. The FAQs address procedural questions related to vendor participation, submission requirements, and contract utilization. Key topics covered include technical support procedures through Bonfire (the procurement platform utilized by PCA), vendor notification protocols, file upload specifications and workarounds for large documents, submission modification procedures prior to the deadline, bonding letter requirements, cybersecurity certification (CMMC) completion guidance, and allowances for vendors to propose additional value-add products beyond those specified in the Request for Proposal (RFP).
The document clarifies that vendors may respond with products and services they routinely offer to public sector entities that align with the solicitation's intent, rather than being required to supply all listed items. For awarded manufacturers, authorized dealers are permitted to sell under the contract, with the understanding that the awarded contractor must report all authorized dealer sales on monthly reports and submit appropriate administrative fees. The FAQs emphasize that PCA policy prohibits direct vendor communication during open solicitations, with all questions directed through the Bonfire System, and vendors will receive notifications regarding public notices and Q&A postings if they have engaged with solicitation materials or been invited to bid.
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| 2-VENDOR RESPONSE INSTRUCTIONS.pdf |
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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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