Pep Band Bus Transportation to Huntsville, AL

Agency:	Middle Tennessee State University
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	485113 - Bus and Other Motor Vehicle Transit Systems 485410 - School and Employee Bus Transportation 485510 - Charter Bus Industry 485999 - All Other Transit and Ground Passenger Transportation
Posted Date:	Jan 9, 2024
Due Date:	Jan 23, 2024
Solicitation No:	181095850
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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181095850

Issue Date: 1/9/2024

Response Deadline: 1/23/2024 03:00 PM (CT)

Contact Information

Contact: Tracy Kinderdine

Address: Procurement Logistic Services

Middle Tennessee State University

P. O. Box 18, 1672 Greenland Dr.

Murfreesboro, TN 37132

Phone: 1 (615) 8985437

Fax:

1 (615) 8985597

Email: tracy.kinderdine@mtsu.edu

Page 1 of 8 pages

Deadline: 1/23/2024 03:00 PM (CT)

181095850

Event Information

Number:

181095850

Title:

Pep Band Bus Transportation to Huntsville, AL

Type:

ITB (Informal)

Issue Date:

1/9/2024

Response Deadline: 1/23/2024 03:00 PM (CT)

Notes:

Departure is estimated to be 3/12 or 3/13 band return is not known, but could be as

late as 3/17. Schedule will be based on tournament schedule. Tournament will be in

Huntsville, AL and band will require daily local vicinity driving while there.

Ship To Information

Contact: Receiving Department

Address: Middle Tennessee State University

1672 Greenland Drive

Murfreesboro, TN 37132

Phone: 1 (615) 898-2959

Billing Information

Contact: Accounting Services

Address: Middle Tennessee State University

CAB 106 CART

Murfreesboro, TN 37132

Phone: 1 (615) 898-2940

Email: invoice@mtsu.edu

Bid Attachments

BID_TERMS_AND_CONDITIONS_Oct_2018.pdf

Download

BID_TERMS_AND_CONDITIONS_Oct_2018

Ethnicity Report Form.doc

Download

Save to your computer and complete, then attach to your bid before completing. NOTE: If you have an ethnicity report

on file in MTSU Procurement it is not necessary to complete this form again.

W9 Form.pdf

Download

Bid Attributes

1 MTSU Standard Terms and Conditions

I have read and understand Middle Tennessee State University's Standard Terms and Conditions.

Yes, will comply

(Required: Check if applicable)

2 Other TBR, UTK Institutions and State of Tennessee

I certify that if selected as the successful proposer, this proposal may be applied to all TBR Member Institutions, with

the option for the University of Tennessee System of Higher Education and the State of Tennessee Departments to

utilize the resulting Agreement. This does not mean that other TBR, UTK, institutions or State of Tennessee

Departments are required to purchase under this Bid/Contract.

Yes, I will comply

(Optional: Check if applicable)

Page 2 of 8 pages

Deadline: 1/23/2024 03:00 PM (CT)

181095850

3 Prompt Payment Discount

The University is governed by the Tennessee Prompt Pay Act of 1985 which allows 45 days for payment of invoice.

It is common practice to pay all legitimate charges within a thirty (30) day period from receipt of undisputed invoice.

A prompt payment discount will be considered in the award process when given for 30 days(Ex. 1% Net 30).

Proposer is not required to submit a payment discount, however the University will attempt to take advantage of any

payment discounts when offered (Ex. 1%/15 days, Net 30 days), but is not required to make payment before 30

days. Payment terms for less than thirty-(30) days will not be considered and may cause your entire proposal be

considered non-compliant.

(Optional: Maximum 1000 characters allowed)

4 Corporations

Corporations must be duly authorized to do business and be in good standing under The Laws Of The State Of

Tennessee.

5 Award Criteria All or None

An award for this bid shall be made to the lowest responsive and responsible bidder for all items.

6 Firm Price Period

State the period bidder agrees that their bid prices and/or bid discounts will be firm.

(Required: Maximum 1000 characters allowed)

7 Number of Years in Business

Company must have been in business providing charter bus service for at least three (3) years. Enter the number

of years your company has been in business.

(Required: Numbers only)

8 Licenses, Permits, and Certificates

All Proposers must have all Licenses, Permits, and Certificates required by Federal and State Laws for the

performance of this Contract. Procurement Services reserves the right to require Vendors to provide evidence of

possession of all Licenses, Permits, and Certificates. Failure to provide the documents upon request will cause your

bid to be considered as non-responsive and cause the vendor to be removed from receiving future bid notifications.

Yes, I agree

(Required: Check if applicable)

9 Assignment and Subcontracting

Proposer must identify any intended subcontracts, indicating the scope of work to be subcontracted and the

name(s) of potential sub-Bank(s). All subcontracts are subject to approval by University. Despite the existence of

subcontracts, the Proposer who is awarded the contract pursuant to this bid will remain responsible for all work

performed or duties owing under the contract.

(Optional: Maximum 1000 characters allowed)

Page 3 of 8 pages

Deadline: 1/23/2024 03:00 PM (CT)

181095850

1 Open Records Act

0 All proposals shall become public documents of the State of Tennessee, open for review by the public in

accordance with the requirements of the Tennessee Open Records Act. If an ITB is re-advertised, all prior offers

and/or proposals shall remain closed to inspection by the bidders and/or public until evaluation of the responses to

the re-advertisement is complete.

Yes, I agree

(Required: Check if applicable)

1 Waiver of Minor Deviations

1 Institution may waive minor variances in a Vendor’s proposal. Such a waiver does not change the specifications of

the ITB.

1 Expansion of Services

2 At INSTITUTION’S sole discretion, it may request an expansion or reduction of the services provided by the

CONTRACTOR herein, at which time the parties shall negotiate in good faith commensurate with the expansion or

reduction.

Yes, I agree

(Required: Check if applicable)

1 Purchase Order Release

3 A Purchase Order will be prepared and sent to the Awarded Vendor to establish contract. The University Purchase

Order will be the contract for the University. If awarded Vendor attempts to secure a signed contract after the bid

opening their bid will be rejected and University will move to the next lowest vendor.

Yes, I will comply

(Required: Check if applicable)

1 Liability Insurance Requirement

4 The Contractor shall maintain a commercial general liability policy. The commercial general liability policy shall

provide coverage which includes, but is not limited to, bodily injury, personal injury, death, property damage and

medical claims, with minimum limits of $1,000,000 per occurrence, $3,000,000 in the aggregate. The Contractor

shall maintain workers’ compensation coverage or a self-insured program as required under Tennessee law. The

Contractor shall deliver to the Institution both certificates of insurance no later than the effective date of the

Contract. If any policy providing insurance required by the Contract is cancelled prior to the policy expiration date,

the Contractor, upon receiving a notice of cancellation, shall give immediate notice to the Institution. The

enumeration in the Contract of the kinds and amounts of liability insurance shall not abridge, diminish or affect the

Contractor’s legal responsibilities arising out of or resulting from the services under this Contract.

1 Tax Exempt Institution

5 MTSU is tax exempt and therefore does not pay sales tax. Vendors making improvements or additions to, or

performing repair work on real property for Institution are liable for any applicable sales or use tax on tangible

personal property used in connection with the contract or furnished to vendors by the state for use under the

contract. A copy of the Tax Exempt Certificate will be provided to the successful bidder.

1 Liquidated Damages

6 Failure to provide bus units and services that meet or exceed bid specifications will result in a $100 deduction, per

occurrence, to be deducted from invoice.

Yes, I will comply

(Required: Check if applicable)

Page 4 of 8 pages

Deadline: 1/23/2024 03:00 PM (CT)

181095850

1 Reference Requirement

7 Three (3) references of prior service for transporting NCAA Division 1A programs from three (3) separate schools

are required. Indicate institution name, contact person, phone number, and date(s) of service. (indicate here or

attach a separate document with this information). References will be used in evaluation therefore negative or lack

of may deem your bid non-compliant.

(Required: Maximum 1000 characters allowed)

1 Prohibition on Hiring Illegal Immigrants

8 In compliance with the requirements of Tennessee Code Annotated Section 12-4-124, Contractor hereby attests

that it shall not knowingly utilize the services of an illegal immigrant in the United States in the performance of this

Agreement and shall not knowingly utilize the services of any subcontractor who will utilize the services of an illegal

immigrant in the United State in the performance of this Agreement.

Yes, I will comply

(Required: Check if applicable)

1 State Contracts

9 Procurement Services reserves the right to utilize existing Institution Contracts, Tennessee Board of Regents

authorized Contracts, University of Tennessee Contracts and State of Tennessee Contracts to fulfill part or all of any

Contract when it is deemed to be in the best interests of the Institution.

2 Fuel Surcharge

0 Vendor shall include in bid price a fuel cost per gallon for each trip listed in your bid. Vendor must supply a base

fuel cost, trip miles and miles/per gallon as part of bid note section. Any fuel surcharges will be considered as a

separate charge and paid after the service has been performed. For fuel surcharges to be approved for payment,

the University shall base any approval upon documented reasons for fuel surcharge request. If fuel surcharge is

approved it will be calculated as the difference between base fuel charge times miles/gallon from mileage vendor

provided. Example: Base fuel charge included in bid of $3.00/gallon for 1,000 trip miles at 6 miles/gallon. Fuel

surcharge requested $0.25/gallon x 167 gallons fuel based on 6/miles per gallon = $41.75. Failure to supply

information requested may forfeit any consideration for additional fuel surcharges. The University shall be final

authority for approving any fuel surcharge requests. If applicable.

(Optional: Maximum 1000 characters allowed)

2 Tennessee Sales and Use Tax Registration

1 A) Before a purchase resulting from this ITB can be made, the apparent successful Bidder must be registered with

the Tennessee Department of Revenue for the collection of Tennessee sales and use tax and must provide a copy

of its registration to Institution’s Office of Procurement Logistic Services. This is a mandatory requirement for an

award of any purchase or contract pursuant to this solicitation

B) However, nothing in this section shall require a Bidder to register if the Bidder does not make sales to customers

in Tennessee of taxable goods or services. IF the Vendor does not make sales to customers in Tennessee of

taxable goods or services, by its signature on this ITB, it is certifying to the Institution that it does not make sales to

customers in Tennessee of taxable goods or services.

[Vendor Must Select and Provide] Yes - I have attached Sales & Use Tax Certificate

No - I do not sell goods or services in Tennessee

(Required: Check only one)

Page 5 of 8 pages

Deadline: 1/23/2024 03:00 PM (CT)

181095850

Pep Band Bus Transportation to Huntsville, AL

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