ELECTRONIC STATE BUSINESS DAILY (ESBD)
PCA posts its solicitations to the ESBD system of the Texas Comptroller of Public Accounts (CPA). General information is available at http://esbd.cpa.state.tx.us/.
PCA NEW ONLINE SOLICITATION RESPONSE SYSTEM
PCA offers vendors a choice of methods for responding to solicitations. For complete information, go to www.pcamerica.org/solicitations. This is how you can be approved to access solicitations. Step 1: Complete the online Vendor Registration on the VENDOR tab. Step 2: Upon approval, Vendor will LOGIN with USERNAME and PASSWORD on the VENDOR tab and then go to the SOLICITATIONS tab to select, review and/or download the solicitation document. Both manual (hardcopy) and electronic (online) responses are DUE at the designated date and time.
EDUCATION DEPARTMENT GENERAL ADMINISTRATIVE REGULATIONS [EDGAR] - FOR THIRD PARTY RECIPIENTS OF U.S. DEPARTMENT OF EDUCATION (USDOE) FEDERAL GRANT FUNDS
PCA is current with the EDGAR December 2014 update.
REBATES TO NON-FEDERAL RECIPIENTS OF FEDERAL GRANTS from procurement cards, credit cards or purchasing cooperatives: A percentage of the rebate--based on the percentage of expenditures from federal funds with that p-card, credit card or purchasing cooperative to total expenditures with that p-card, credit card or purchasing cooperative--must be returned to the Federal Government either (1) as a credit to the expenditure account (if the grant program is still open) OR (2) by check made payable to the Federal Government (if the grant program has closed). [2 CFR 200.406. Applicable Credits]
PCA contracts are IDIQ contracts. In all cases wherein the Member is using federal funds at or above $150,000 to purchase goods or services through the PCA Co-op, PCA recommends that the Member conduct their own independent price or cost analysis in compliance with 2 CFR 200.323 before issuing a purchase order or entering into a contract with an awarded contractor.
ABOUT PURCHASING COOPERATIVE OF AMERICA
Is PCA a national cooperative? Yes! While PCA is based in Texas, all PCA contracts are written to be used by local, state and federal government agencies, educational institutions, indian tribal governments, and non-profit, non-taxed organizations in all 50 states and U.S. Territories.
PCA contracts are awarded following legally mandated procedures? Contracts are competitively bid and procedures meet Texas and other states' procurement and contracting statutes as well as the applicable Federal Acquisitions Regulations (FAR) by reference.
How are PCA contracts awarded? PCA contracts are awarded by the Board of Trustees of Region 3 Education Service Center, using a competitive solicitation process consistent with Texas procurement and contracting laws and regulations. PCA contracts are written to be used by governmental agencies, educational institutions and non-profit, non-taxed organizations in all 50 states and U.S. Territories.
Does PCA perform contract reviews? To ensure member/awarded contractor accountability, PCA selects contracts on a random basis to review. PCA will perform a review upon request. PCA also provides for member-awarded contractor liaison in the event of contract questions. Otherwise, members work directly with awarded contractors.
PCA MEMBERSHIP - CUSTOMERS
Is there a membership fee to join PCA? No. Eligible enities join PCA for free.
Who is eligible for membership in the PCA? IN ALL 50 STATES AND U.S. TERRITORIES: Public, Private and Charter Schools; Cities/Municipalities; Counties; Local, State, Federal and Other Government Agencies; State and Private Colleges and Universities; Non-Taxed Non-Profit Organizations; and Religious and Charitable Organizations.
How do eligible entities in Texas become members of the PCA Cooperative? CERTAIN ENTITIES IN TEXAS 9including School Districts), according to Tex. Gov't. Code, Chapter 791, Interlocal Cooperation Act, and Tex. Local Gov't. Code, Chapter 271, Subchapter F. Cooperative Purchasing Program, must sign an interlocal agreement with another governmental agency to participate in their cooperative purchasing program.
How do eligible entities outside Texas become members of the PCA Cooperative? MEMBERS IN STATES OUTSIDE TEXAS are responsible for knowing the interlocal contracting requirements of their state. Most entities just complete the Membership Form to become a Member and participate in the time and money savings offered by the PCA program.
Can my public agency use the PCA program without going out for solicitation? Yes. PCA Members meet Texas (and other states) bidding requirements and benefit from volume purchasing power. The entire process has been completed following Texas and other states, including the FAR purchasing and contracting statutes. Due Diligence backup documentation will be provided to you. Just ask! No need to file a Public Information Request.
Can more than one person sign in from my organization? Yes! Your organization can have multiple users just as long as they create their account with a unique USERNAME and PASSWORD and EMAIL ADDRESS.
USING THE PCA CONTRACT
Can Federal agencies use PCA contracts? Yes, according to federal contracting officers. PCA contracts are nationally advertised and legally procured per Federal Acquisition Regulations (FAR), give contracting control over purchases and projects to the contracting agency, and allow for supplemental contracts and agreements between the agency and the Awarded Contractor. The FAR specifies the procurement process; it does not say that an agency of a state cannot carry out the procurement process. PCA contracts qualify under the FAR because the Regulations are met and PCA contracts are awarded by an agency of the State of Texas. Federal agencies can become members of PCA at no cost.
Do GSA (U.S. Governmental Services Administration) customers benefit from using PCA contracts? Yes. Many PCA contracts offer equal to or best price available for federal, state and local governments.
How is the contract identified for procurement justification? The Member will reference the PCA contract number and project title on the purchase order. NOTE: Copies of the complete terms & conditions and other due diligence documentation available upon request. Call toll free 1-844-722-6374 (PCAmerica) or email PCA at firstname.lastname@example.org.
VENDORS - AWARDED CONTRACTORS
Vendor Registration is free. Companies providing goods and services register online on the PCA website and are put on the PCA mailing list to receive notices of solicitaions as they become available. Only after the company responds to a solicitation and is awarded a contract by the Region III Board of Directors is the company a PCA Awarded Contractor.
How does a company register? Go to www.pcamerica.org and complete the Vendor Registration form and select your area(s) of expertise from the ‘Categories’ drop down box (up to 5 plus ‘Other’). Your company will be vetted by PCA and receive a password and notifications of future solicitations.
Can I, as an PCA awarded contractor, solicit members for PCA? Yes. If your customer wants you to provide your products and services and they are eligible for PCA membership, they will not hesitate to sign up. Membership is FREE. All PCA contracts are NATIONAL contracts written to be used in all 50 States and U.S. Territories; that said, PCA offers many excellent local and regional Awarded Contractors.
SOLICITATIONS & THE SOLICITATION PROCESS
Click here to download the PCA SOLICITATION PROCESS handout.
What does a company do if they have questions while preparing their response to a solicitation? Questions regarding solicitations should be emailed to Questions@pcamerica.org at least 3 working days prior to the bid opening date. All Questions and Answers will be posted on the website. Answers to questions will NOT be discussed by phone or in person.
What if changes are made to a solicitation subsequent to its advertisement? If a change occurs subsequent to the issuance of the original solicitation, an addendum will be made available to all entities that have registered for that solicitation on the PCA website. It is the company’s responsibility to check the website for an addendum and include the signed addendum in their response.
Does PCA provide a complete contracting solution? Yes! The entire solicitation-contract award process has been completed following Texas (and other states) purchasing and contracting statutes; the Due Diligence backup documentation will be provided to Members upon request.