Audio for Commencement

Agency:	Tennessee Tech University
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	334310 - Audio and Video Equipment Manufacturing
Posted Date:	Feb 11, 2026
Due Date:	Feb 27, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR QUOTATION (RFQ)

Department: OCM

Requisition No.: 208791188

Deliver Completed Bid to:

Tennessee Tech University

Purchasing and Contracts Office

Derryberry Hall, Suite 301

Box 5144, 1 William L. Jones Dr.

Cookeville, TN 38505-0001

Ph: (931) 372-3566 / Fax: (931) 372-3727

Date: 02/11/2026

RFQ Coordinator: Peni Austin

Phone: 931-372-3491

Email: paustin@tntech.edu

Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on 02/27/2026.

Bid is subject to the attached RFQ – Standard Terms and Conditions. By submittal of a bid, bidder

certifies its agreement to these terms and conditions.

Special Bid Instructions:

1. Indicate any cash/time discounts offered:

2. Bidders not already registered as a vendor with the University must complete the online supplier

registration: https://www.tbr.edu/purchasing/how-do-business-tbr

3. To view a bid tabulation after intent to award, please visit this link:

https://www.tntech.edu/purchasing/bidawards.php Results are listed according to fiscal year then by date

of bid opening.

4. Bid may be electronically signed and may be submitted electronically. Please email directly to the RFQ

coordinator listed above.

DESCRIPTION

Please bid to provide the following to Tennessee Tech University beginning after bid is complete and with the

possibility of renewals not to exceed 5 years.

The purpose of this Request for Quotation is to find a qualified contractor to provide Audio for Commencement

for Tennessee Tech, Cookeville, TN 38505.

Bidder must have adequate insurance, as to the nature of the work, and proof of such insurance coverage shall

be provided prior to contract execution and may be requested at any time.

Page 1 of

REQUEST FOR QUOTATION (RFQ)

Department: OCM

Requisition No.: 208791188

DESCRIPTION

Audio for Fall and Spring Commencement:

16 Ev XIC127DVX Line Array, or equivalent _______________________________

8 QSC HPR122I Powered Monitors, or equivalent ________________________________

8 Speaker stands

4 Shure UHFR Wireless Handheld Mics, or equivalent ______________________________

4 Shure Wired SM58 Mics, or equivalent ________________________________

1 Midas Pro Digital Console, or equivalent _________________________________

8 K&M Long Boom Mic Stands, necessary signal and power package, or equivalent _________________

1 Motion Labs, 200AMP Distro, or equivalent _____________________________

2 Audio Techs

Truck Rental

Please provide price for Commencement Event $________________ (Bid price should include all costs,

including set up and tear down for event, and for both Fall and Spring Commencement)

**NOTE: The attached Standard Terms and Conditions shall be considered an integral part of this Request for

Quotation and any Purchase Order resulting from this process.

SALES AND USE TAX. Before the Purchase Order/Contract resulting from this RFQ is signed, the apparent

successful bidder must be registered or exempted from registration with the Department of Revenue for the

collection of Tennessee sales and use tax.

BIDDER IS TO COMPLETE INFORMATION AND SIGN BID BELOW.

Firm Name

Address

City, State, Zip

Name of Contact Person

E-mail

Phone

Fax

Authorized Signature of Bidder

Date

Name & Title of Signatory (printed):

Tennessee Tech University is an EEO/AA/Title IX/Section 504/ADA employer.

Page 2 of

RFQ – STANDARD TERMS AND CONDITIONS

1. Bidder must carefully review the RFQ and any attachments, exhibits, ad-

denda or amendments. Bidder’s failure to examine any drawings, specifica-

tions, or instructions will be at bidder’s risk.

2. Bidder shall take into consideration any and all amendments and/or ad-

denda, and bid shall reflect any changes made to the RFQ by the University.

In the event of extensive changes to an RFQ, the University may cancel the

RFQ and reissue it using a revised RFQ.

3. The University considers any oral communication unofficial and non-binding

with regard to the RFQ.

4. Bidder must submit bid according to specific instructions, if any, contained

in the RFQ, which supersede those contained in the RFQ - Standard Terms

and Conditions, if different.

5. Bidder’s submittal of a bid constitutes an offer to the University.

6. Bid must contain the bidder’s most favorable terms andpricing.

7. Upon the University’s request, the individual signing a bid must furnish sat-

isfactory proof authority to bind the bidder in a contract.

8. Bidder is responsible for costs to prepare, submit and/or present its bid, in-

cluding samples if requested. Bidder may request samples be returned at

bidder’s expense. The University is not responsible for and may dispose of

any samples not claimed within 10 calendar days following contract award.

The University may retain any sample.

9. Unless otherwise instructed, bidder may deliver a bid electronically via fac-

simile or email.

10. The University will not consider a late bid for an award. A “late bid” is any

bid that is not actually delivered to and received by the Purchasing and Con-

tracts Office on or before the date and hour specified in the RFQ.

11. At the University’s option, bidder may be bound by bid errors or omissions.

Bidder may withdraw or amend a bid before submission deadline. After bid

submission deadline, the University will permit a bidder to withdraw a bid

only where the enforcement of the bid would impose unconscionable hard-

ship on the bidder. In case of error in a price extension, the unit price will

govern.

12. The University reserves the right, at its sole discretion, to reject any and all

bids, to cancel the RFQ in its entirety, or to waive any bid informality, in ac-

cordance with applicable laws and regulations.

13. The University may reject a bid as a non-responsive counteroffer if it restricts

the University’s rights or does not comply with the University’s terms and

conditions

14. The University may request bid clarification from bidders as needed.

15. The University shall reject a bid if it was not arrived at independently without

collusion, consultation, communication or agreement with any other bidder

as to any matter related to prices. Regardless of time of detection, the Uni-

versity shall consider any of the foregoing prohibited actions to be grounds

for rejection of bid and/or purchase order cancellation.

16. The Purchasing and Contracts Office may conduct public bid openings, as

appropriate. Public bid openings are for informational purposes only. No

award will be made at the bid opening.

17. All materials submitted by a bidder are subject to public inspection accord-

ing to Tennessee law. The University will not honor a bidder’s request to

prevent disclosure beyond that allowed by law.

18. If an RFQ is re-advertised, the original bids shall remain closed to public in-

spection until evaluation of the responses to the re-advertisement is com-

pleted.

19. The University may not consider prompt pay discounts of less than 20 days

in bid evaluation.

20. Prior to award, the University may require the successful bidder to provide

information to demonstrate financial stability.

21. Bid prices shall include delivery of all items F.O.B. destination to the location

specified in the bid. The University is not responsible for items until ac-

cepted at its location.

22. Unless otherwise specified in the RFQ, bidder must bid only new and unused

goods.

23. Unless specified in the RFQ, the University will not consider alternate bids.

24. Bidder shall post any bond(s) required by the RFQ and shall itemize thecost

of bond(s) separately in the bid.

25. Bidder agrees to abide by all applicable state and federal statutes, including

but not limited to non-discrimination, and regulations and University poli-

cies. The laws of the State of Tennessee, without regard to its choice of law

principles, shall govern this RFQ.

26. Unless otherwise limited by the bidder, the University shall have sixty (60) days t

accept a bid.

27. If the RFQ requests and bidder so indicates on the bid, the contract terms

and pricing may be extended to other state entities.

28. An RFQ reference to a particular manufacturer, brand or make in does not

restrict the bidder to that item, unless specifically stated in the RFQ. The

University will consider comparable products of other manufacturers if bid-

der provides proof of compatibility.

29. Bidder must notify the Purchasing and Contracts Office in writing at least

three business days prior to the bid submittal deadline whenever bidder per-

ceives that specifications are not fair and open.

30. Bidder must furnish with the bid such specifications, catalog pages, bro-

chures or other data as will provide an adequate basis for determining the

quality and functional capabilities of the product offered. The University may

reject a bid if bidder fails to provide this data.

31. The University is exempt from federal excise and state sales taxes on pur-

chases of tangible personal property. Vendors making improvements or ad-

ditions to, or performing repair work on real property for the University are

responsible for payment of sales or use tax on tangible personal property

used in connection with the contract or furnished to vendors by the Univer-

sity for use under the contract. Bidders are responsible for determining the

applicability of taxes.

32. Prior to contract award, if required by law, successful bidder must register

with or be exempted by the Tennessee Dept. of Revenue for the collection

of Tennessee sales/use tax.

33. By submitting a bid, bidder attests that no conflict of interest exists that pre-

vents bidder from doing business with the State of Tennessee.

34. Bidder may not require any other written terms or conditions, nor impose

any other terms and conditions in subsequent documents, such as invoices,

warranty agreements, license agreements, etc. Should a bidder propose

terms which conflict with Tennessee law and policies, the University may

render the bid non-responsive and reject it.

35. Bid protest procedures are available at:

36. By submitting a bid, bidder attests in writing that it will not knowingly utilize

the services of illegal immigrants and/or the services of any subcontractor

that does so in delivery of the goods/services to the University. If the bidder

is discovered to have breached this attestation, the bidder shall be prohib-

ited from supplying goods/services to any state entity for a period of one

year from the date of discovery of the breach.

37. The requirements of TCA §12-12-101 et seq. addressing contracting with

persons with investment activities in Iran shall be a material provision of this

RFQ and any contract resulting from it. Bidder agrees, under penalty of per-

jury, that to the best of its knowledge that it is not on the list created pursu-

ant to TCA § 12-12-106.

38. The University shall not:

i. reimburse a vendor for travel expenses in amounts exceeding the maxi-

mums contained in University travel policies;

ii. indemnify or hold harmless another entity;

iii. pay vendor’s attorney fees in the event of legal action;

iv. consent to jurisdiction in courts outside Tennessee.

39. A vendor shall not:

i. disclaim or limit its liability for damages or warranty;

ii. limit the amount of damages recoverable by the University;

iii. limit the time permitted for the University to bring legal action;

iv. assess penalties or liquidated damages against the University.

40. Upon receipt of goods, the University shall have a reasonable period in which

to inspect and accept or reject goods without liability. The University will

reject items that are not equivalent and return them to the vendor, at

vendor’s expense

41. In case of vendor default, the University may procure the articles or services

from other source(s) and hold the defaulting vendor responsible for any ex-

cess cost.

42. Should the original awarded vendor default, the University may award to the

second lowest responsive, responsible bidder.

43. The University’s PO – Standard Terms and Conditions shall apply to any pur-

chase order or contract awarded as a result of this RFQ.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Audio for Commencement

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