RFP OD-445-26 VOC Free Asphalt Products and Services

The Purchasing Cooperative of America (PCA), on behalf of the City of O'Donnell, Texas, is issuing RFP OD-445-26 to procure VOC (Volatile Organic Compounds) free asphalt products and services for use by current and future PCA members on a national, regional, statewide, or local basis. This is an Indefinite Delivery Indefinite Quantity (IDIQ) contract solicitation with no guaranteed minimum quantities or usage levels. The procurement encompasses non-hazardous, environmentally safe, non-volatile, and non-flammable asphalt products and related services, including product resale, product design services, and installation services. Qualified vendors must demonstrate experience and expertise in supplying these specialized products to governmental and cooperative entities. Evaluation will be based on 110 possible points across seven categories: products and services (20 points), qualifications and experience (20 points), performance capability (20 points), references (15 points), pricing (25 points), value-add products and services (7 points), and certifications (3 points). Vendors must submit pricing either as a percentage discount off catalog pricing or provide complete price lists, catalogs, or online pricing access, with a three percent PCA administrative fee required to be included in vendor overhead and calculated on the gross purchase order amount. Critical deadlines include an optional pre-proposal meeting on April 7, 2026, from 10:00-11:00 a.m. CT, a question submission deadline of April 28, 2026, at 11:00 a.m. CT, and a proposal submission deadline of May 5, 2026, at 11:00 a.m. CT via the Bonfire procurement platform. Contract award notification is anticipated for July 2026, with an initial one-year term and four optional one-year renewal periods available at PCA's sole discretion for a maximum five-year contract duration.

The contract is available for use by eligible public sector entities including schools, higher education institutions, governmental agencies, and non-taxed nonprofit organizations throughout the United States and U.S. territories that are PCA members. The PCA actively encourages participation from Historically Underutilized Businesses (HUB), Minority and Women-Owned Businesses (MWBE), Veteran-Owned Small Businesses (VOSB), and Small Business Enterprises (SBE) as both prime and subcontractors. No incumbent vendors or current contractors are identified in the solicitation. Vendors responding are not required to address all solicitation items and may offer additional "Value Add" products and services beyond those specified, provided they include corresponding pricing and descriptions. The maximum annual aggregate contract price is $100 million per PCA member per year, though this represents a ceiling rather than a guaranteed award value. Vendor responses must be submitted through the Euna/Bonfire platform and include seven sequential forms, vendor certifications, W-9 documentation, debarment certification, detailed scope responses, and pricing documentation, with all submissions requiring PDF format conversion and proper header documentation with the RFP number, title, and vendor name.