RFP - Mail & Print Services RFP - Mail & Print Services Amendment #1

TENNESSEE TECH UNIVERSITY
Request for Proposal
MAIL & PRINT SERVICES
Proposal Due Date/Time:
July 18, 2026 @ 3:00 PM Central Time
Electronic copies of this Request for Proposal available at www.tntech.edu/purchasing. Click on the "Upcoming Bid
Opportunities" link and then on the appropriate document link(s) or by contracting Janice Scarlett at
jscarlett@tntech.edu

CONTENTS
SECTION DESCRIPTION
1 Introduction
2 RFP Schedule of Events
3 Proposal Requirements
4 General Requirements & Contracting Information
5 Proposal Evaluation & Contract Award
6 RFP Attachments
6.1 Contractor Requirements Form
6.2 Pro Forma Contract
6.3 Proposal Transmittal/Statement of Certifications & Assurances
6.4 Project Narrative
a. 6.4M - Mail Services
b. 6.4P - Print Services
6.5 Technical Proposals & Evaluation Guides
6.6 Cost Proposals & Scoring Guides
6.7 Proposal Score Summary Matrix
6.8 Listing of State Universities, TBR System Institutions, the UT
System of Higher Education, and State of Tennessee
6.9 Vendor Checklist for Prevention of Common RFP Mistakes that
lead to Proposal Rejection

1 INTRODUCTION
1.1 Background
1.1.1 Tennessee Tech University is a four-year comprehensive university located in Cookeville,
Tennessee, and is the state's only technological university, currently enrolling more than 10,000
students. Tennessee Tech offers more than 200 academic programs through its various academic
divisions - the College of Agriculture and Human Ecology, College of Arts and Sciences, College
of Business, College of Education and Human Sciences, College of Emerging and Integrative
Studies, College of Engineering, College of Fine Arts, College of Graduate Studies, and the
Whitson-Hester School of Nursing. Tennessee Tech also offers the PhD in education,
engineering, and environmental science and maintains seven research centers, including three
Centers of Excellence, (the Center for Energy Systems Research; the Center for Manufacturing
Research; and the Center for the Management, Utilization and Protection of Water Resources).
The Appalachian Center for Craft, a Tennessee Tech satellite campus and an academic program
offered through the College of Fine Arts, is a nationally accredited School of Art, Craft and
Design, offering a Bachelor of Fine Arts degree with concentrations in clay, fibers, glass, metals
and woods. Tennessee Tech has consistently achieved high rankings for academic excellence
and affordability.
1.2 Statement of Procurement Purpose
1.2.1 Tennessee Tech is seeking proposals for an experienced and qualified Contractor to provide Mail
Services, Print Services, or Mail plus Print Services.
1.2.2 Through this RFP, Tennessee Tech seeks to procure necessary services at the most favorable,
competitive prices and to give ALL qualified businesses, including those that are small, minority,
women, and service-disabled veteran owned, the opportunity to do business with Tennessee
Tech. Vendors must complete the Contractor Requirements Form (See Attachment 6.1 for form
and classification definitions). In addition, all small, minority, women and service-disabled
veteran owned businesses are strongly encouraged to register with the Governor's Office of
Diversity Business Enterprise (Go-DBE) to attain official certification. Tennessee Tech shall work
with the successful Proposer and the Go-DBE Office regarding registration/certification.
1.2.3 The vendor shall provide all necessary personnel and supervision to:
* Departmental Mail Services: Collect, process, store, and deliver mail on the main campus of
Tennessee Tech and local extension offices.
* Student Postal & Retail Mail Services: Provide daily mail services to students, faculty and
staff.
1.2.4 The vendor shall provide all necessary personnel and supervision to:
* Print Center Services: Staff and equip with a full-service retail Print Center operation on
campus for Tennessee Tech.
* Bulk Mail & Fulfillment Services: Produce high volume print, fold, insert and mail mailers for
Tennessee Tech departments.

1.3 Scope of Service, Contract Period, and Required Terms and Conditions
The RFP Attachment 6.2, Pro Forma Contract details Tennessee Tech's required:
* Scope of Goods and/or Services in Section A & B;
* Contract Term in Section C;
* Payment Terms and Conditions in Section D;
* Contractor Responsibilities in Section E & F;
* Terms and Conditions in Section G; and
* Special Terms and Conditions in Section H.
The Pro Forma Contract substantially represents the contract document that the successful
Proposer MUST agree to and sign. A Proposal that limits or changes any of the terms or
conditions contained in the Pro Forma Contract may be considered non-responsive.
1.4 Nondiscrimination
No person shall be excluded from participation in, be denied benefits of, be discriminated
against in the admission or access to, or be discriminated against in treatment or employment in
Tennessee Tech's contracted programs or activities on the grounds of disability, age, race, color,
religion, sex, veteran status, national origin, or any other classification protected by federal or
federal or Tennessee State Constitutional or statutory law; nor shall they be excluded from
participation in, be denied benefits of, or be otherwise subjected to discrimination in the
performance of contracts with Tennessee Tech or in the employment practices of the university's
contractors. Accordingly, all vendors entering into contracts with Tennessee Tech shall, upon
request, be required to show proof of such nondiscrimination and to post in conspicuous places,
available to all employees and applicants, notices of nondiscrimination.
Tennessee Tech has designated the following to coordinate compliance with the
nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964,
the Americans with Disabilities Act of 1990, and applicable federal regulations.
Greg Holt, Compliance Officer
Box 5037
Cookeville, TN 38505
Phone: 931-372-6062
gholt@tntech.edu
1.5 Assistance to Proposers with Disability
A Proposer with a disability may receive accommodation relating to communicating this RFP and
participating in this RFP process. A Proposer may contract the RFP Coordinator to request
reasonable accommodation no later than the Disability Accommodation Request Deadline in
RFP Section 2, Schedule of Events.
1.6 RFP Communications
1.6.1 Unauthorized contact regarding this RFP with employees or officials of Tennessee Tech other
than the RFP Coordinator names below may result in disqualification from this procurement
process. Interested Parties must direct all communications regarding this RFP to the following
RFP Coordinator, who is Tennessee Tech's only official point of contract for this RFP.
Janice Scarlett, Interim Director for Purchasing & Contracts
Derryberry Hall, 1 William L. Jones Drive, Suite 301
Cookeville, TN 38505
Phone: 931-372-3464
Jscarlett@tntech.edu

1.6.2 Tennessee Tech has assigned the following RFP identification that must be referenced in all
communications regarding the RFP: RFP - MAIL & PRINT SERVICES
1.6.3 Any oral communications are considered unofficial and non-binding regarding this RFP. Only
Tennessee Tech's official responses and communications, as defined in Section 1.6.7 below,
shall be considered binding regarding this RFP. Tennessee Tech's official responses and other
official communications pursuant to this RFP shall constitute an amendment of this RFP.
1.6.4 The RFP Coordinator must receive all written comments, including questions and requests for
clarification no later than the Written Questions/Comments Deadline in the RFP Section 2,
Schedule of Events.
1.6.5 Each Proposer shall assume the risk of the method of dispatching any communication or
proposal to Tennessee Tech, Tennessee Tech assumes no responsibility for delays or delivery
failures resulting from the method of dispatch, Actual or digital "postmarking" of a
communication or proposal to Tennessee Tech by the specified deadline date shall not substitute
for actual receipt of a communication or proposal by Tennessee Tech.
1.6.6 Tennessee Tech reserves the right to determine, at its sole discretion, the appropriate and
adequate responses to written comments, questions, and requests for clarification.
1.6.7 Tennessee Tech will convey all official responses and pursuant to this RFP via Internet posting at
https://www.tntech.edu/purchasing/bidopportunities.php, It is the proposers' responsibility to
monitor this website for additional information regarding the RFP and to submit a response with
the most current information issued by Tennessee Tech.
1.6.8 Any data provided by Tennessee Tech (in this RFP, an RFP Amendment or any other
communication relating to this RFP) is for informational purposes only, Tennessee Tech will make
reasonable efforts to ensure the accuracy of such data or information; however, it is the
Proposer's obligation to independently verify any data or information provided by Tennessee
Tech, Tennessee Tech expressly disclaims the accuracy or adequacy of any information or data
that it provides to prospective Proposers.
1.7 Proposal Deadline
Proposals must be received in Tennessee Tech's Purchasing Office no later than the Proposal
Deadline time and date detailed in RFP Section 2, Schedule of Events. A proposal must respond
to the written RFP and any RFP exhibits, attachments, or amendments. A late proposal shall not
be accepted, and a Proposer's failure to submit a proposal before the deadline shall cause the
proposal to be disqualified. It is the responsibility of the Proposer to ascertain any additional
requirements with respect to packaging and delivery to Tennessee Tech. Proposers should be
mindful of any potential delays whether foreseeable or unforeseeable.
1.8 Written Question-and-Answer Period
The question-and-answer period deadline is in RFP Section 2, Schedule of Events. The purpose
of the written question-and-answer period is to allow Proposers to submit any questions they
may have regarding the scope of services requested. To ensure accurate, consistent responses to
all known potential Proposers, the official responses to questions will be issued by Tennessee
Tech as described in RFP Sections 1.6, et seq., above and on the date in RFP Section 2, Schedule
of Events.

1.9 Campus Visit
A campus visit is scheduled for any interested party who would like to view the Tennessee Tech
facilities and equipment. This campus visit is recommended but not mandatory. The date and
meeting location can be found in RFP Section 2, Schedule of Events. Please contact the RFP
Coordinator with questions.
1.10 Coverage and Participation
Tennessee Tech is issuing this RFP on behalf of all State of Tennessee higher education
institutions and agencies, Tennessee Board of Regents System Institutions and University of
Tennessee System Institutions that desire to purchase under the resulting Agreement, The
Proposer may elect to extend the contract to any or all of these institutions by providing a written
acknowledgement of such extension in its proposal, After the initial term of the resulting
contract, and each year of the Contract thereafter, Tennessee Tech reserves the right to re-
negotiate more favorable terms/pricing if more institutions provided in Attachment 6.8 choose to
join the resulting Contract.

2 RFP SCHEDULE OF EVENTS
The following Schedule of Events represents Tennessee Tech's best estimate of the schedule that will be
followed. Unless otherwise specified, the time of day for the following events will be between 8:00 AM
and 4:30 PM Central Time.
NOTICE: Tennessee Tech reserves the right, at its sole discretion, to adjust this schedule,
as it deems necessary, Tennessee Tech will communicate any adjustment to the
Schedule of Events to the potential Proposers
DATE
EVENT TIME (all dates are Tennessee Tech
business days)
1. Tennessee Tech Issues RFP June 9, 2026
2. Campus Visit - Roaden University Center, First
10:30am June 22, 2026
Floor Lobby
3. Disability Accommodation Request Deadline Noon June 29, 2026
4. Written Questions / Comments Deadline Noon June 29 2026
5. Tennessee Tech Responds to Written
4:30pm July 2, 2026
Questions
6. Proposal Deadline & Opening of Technical
3:00pm July 18, 2026
Proposals
7. Technical Proposal Presentations TBD July 27 - July 30, 2026
8. Tennessee Tech Completes Technical Proposal
July 31, 2026
Evaluations
9. Tennessee Tech Opens Cost Proposals and
August 3, 2026
Calculates Scores
10. Tennessee Tech Issues Intent to Award Letter
August 7, 2026
and Opens RFP Files for Public Inspection
11. Award of Contract August 14, 2026
12. Contract Effective Date September 1, 2026

3 PROPOSAL REQUIREMENTS
Each Proposer must submit a proposal in response to this RFP with the most favorable terms that
the Proposer can offer. Tennessee Tech reserves the right to further clarify, and request amended
proposals and/or to negotiate with the best evaluated Proposer subsequent to award
recommendation but prior to contract execution if deemed necessary by Tennessee Tech. Any
amendment or negotiation shall be within the scope of the original procurement. Tennessee Tech
may initiate negotiations, which serve to alter the bid/proposal in a way favorable to Tennessee
Tech. For example, prices may be reduced, time requirements may be revised, etc. In no event
shall negotiations increase the cost or amend the proposal such that the apparent successful
Proposer no longer offers the best proposal.
3.1 Proposal Form and Delivery
3.1.1 Each response to this RFP must consist of a Technical Proposal and a Cost Proposal (as
described below).
3.1.2 Each Proposer must submit one (1) original (with original signature) and one (1) electronic* copy
of the Technical Proposal to Tennessee Tech in a sealed package that is clearly marked:
"Technical Proposal in Response to RFP - MAIL & PRINT SERVICES"
*Electronic copy is to be submitted on a separate flash drive with the Technical Proposal
submission.
3.1.3 Each Proposer must submit one (1) original (with original signature) and one (1) electronic* copy
of the Cost Proposal to Tennessee Tech in a sealed package that is clearly marked:
"Cost Proposal in Response to RFP - MAIL & PRINT SERVICES"
*Electronic copy is to be submitted on a separate flash drive with the Technical Proposal
submission.
3.1.4 If a Proposer encloses the separately sealed proposals (as detailed above) in a larger package for
mailing, the Proposer must clearly mark the outermost package:
"Contains Separately Sealed Technical and Cost Proposals for RFP - MAIL & PRINT
SERVICES"
3.1.5 Tennessee Tech's Purchasing and Contracts Office must receive all proposals in response to this
RFP at the address identified in Section 1.6.1, no later than the Proposal Deadline time and date
in RFP Section 2, Schedule of Events. Late proposals will not be considered and will remain
unopened and filed in the RFP file.
3.1.6 A proposal must be typewritten or hand-written in ink. A Proposer may not deliver a proposal
orally or solely by means of electronic transmission.
3.2 Technical Proposal
3.2.1 The RFP Attachment 6.5, Technical Proposal and Evaluation Guide details specific requirements
for a Technical Proposal in response to this RFP. This guide includes mandatory and general
requirements as well as technical queries requiring a written response.
NOTICE: NO COST OR PRICING INFORMATION SHALL BE INCLUDED IN THE TECHNICAL
PROPOSAL. THIS INCLUDES REFERENCES TO ITEMS THAT ARE INCLUDED "FREE" OR "AT
NOT ADDITIONAL COST", ETC. INCLUSION OF COST OR PRICING INFORMATION IN THE
TECHNICAL PROPOSAL MAY MAKE THE PROPOSAL NON-RESPONSIVE, AND TENNESSEE
TECH MAY REJECT IT AT ITS SOLE DISCRETION.

3.2.2 Each Proposer must use the Technical Proposal and Evaluation Guide to organize, reference, and
draft the Technical Proposal. Each Proposer must duplicate the Technical Proposal and
Evaluation Guide and use it as a table of contents covering the Technical Proposal, adding
proposal page numbers as appropriate.
3.2.3 Each proposal should be concisely prepared, with emphasis on completeness and clarity of
content. A proposal, as well as any reference materials presented must be written in English and
must be written on standard 8 12" x 11" paper (although foldouts containing charts,
spreadsheets, and oversize exhibits are permissible). All proposal pages must be numbered.
3.2.4 All information included in the Technical Proposal should be relevant to a specific requirement
detailed in the Technical Proposal and Evaluation Guide. All information must be incorporated
into a response to a specific requirement and clearly referenced. Any information not meeting
these criteria will be deemed extraneous and will in no way contribute to the evaluation process.
3.2.5 Tennessee Tech may determine a proposal to be non-responsive and reject it if the Proposer fails
to organize and properly reference sections of the Technical Proposal as required by this RFP and
the Technical Proposal and Evaluation.
3.2.6 Tennessee Tech may determine a proposal to be non-responsive and reject it if the Technical
Proposal document fails to appropriately address/meet all of the requirements detailed in the
Technical Proposal and Evaluation Guide.
3.2.7 The Proposer must sign and date the original Technical Proposal. Digital or electronic
signatures are acceptable as the original signature. Failure to submit one (1) original with
signature will be cause for rejection of the proposal.
3.3 Cost Proposal
3.3.1 The Cost Proposal must be submitted to Tennessee Tech in a sealed package separate from the
Technical Proposal.
3.3.2 The Cost Proposal must be recorded on an exact duplicate of RFP Attachment 6.6, Cost Proposal
and Scoring Guide. Additional pages may be used as necessary to provide cost information.
3.3.3 Each Proposer shall ONLY record the proposed cost exactly as required by the Cost Proposal and
Evaluation Guide and shall NOT record any other rates, amounts, or information.
3.3.4 The Proposer must sign and date the original Cost Proposal. Digital or electronic signatures
are acceptable as the original signature. Failure to submit one (1) original with signature will
be cause for rejection of the proposal.
3.3.5 In the event of a discrepancy between the original Cost Proposal and the digital copy, the original,
signed document will take precedence.
3.3.6 If a Proposer fails to submit a Cost Proposal as required, Tennessee Tec shall determine the
proposal to be non-responsive and reject it.

4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION
4.1 Proposer Required Review and Waiver of Objections
Each Proposer must carefully review this RFP and all attachments, including but not limited to
the Pro Forma Contract, for comments, questions, defects, objections, or any other matter
requiring clarification or correction (collectively called "comments"). Comments concerning RFP
objections must be made in writing and received by Tennessee Tech no later than the
Questions/Comments Deadline in the RFP Section 2, Schedule of Events. This will allow
issuance of any necessary amendments and help prevent the opening of defective proposals
upon which contract award could not be made.
Protests based on any objection shall be considered waived and invalid if these
comments/objections have not been brought to the attention of Tennessee Tech, in writing, by
the Questions/Comments Deadline.
4.2 RFP Amendment and Cancellation
Tennessee Tech reserves the unilateral right to amend this RFP in writing at any time, If an RFP
amendment is issued, Tennessee Tech will convey such amendment to the potential Proposers
by posting it on its website at https://www.tntech.edu/purchasing/bidopportunities.php . Each
proposal must respond to the final written RFP and any exhibits, attachments, and amendments.
Tennessee Tech reserves the right, at its sole discretion, to cancel and reissue this RFP or to
cancel this RFP in its entirety in accordance with applicable laws and regulations.
4.3 Proposal Prohibitions and Right of Rejection
4.3.1 Tennessee Tech reserves the right, at its sole discretion, to reject any and all proposals in
accordance with applicable laws and regulations.
4.3.2 Each proposal must comply with all the terms of this RFP and all applicable state laws and
regulations. Tennessee Tech may reject any proposal that does not comply with all the terms,
conditions, and performance requirements of this RFP. Tennessee Tech may consider any
proposal that does not meet the requirements of this RFP to be non-responsive, and the
university may reject such a proposal.
4.3.3 A proposal of alternate services (i.e., a proposal that offers services different from those
requested by this RFP) shall be considered non-responsive and rejected.
4.3.4 A Proposer may not restrict the right of Tennessee or otherwise qualify a proposal. Tennessee
Tech may determine such a proposal to be a non-responsive counteroffer, and the proposal may
be rejected. A copy of Tennessee Tech's impermissible clauses is available by requesting a copy
from the RFP Coordinator.
4.3.5 A Proposer should not submit the Proposer's own contract terms and conditions in a response to
this RFP. If a proposal contains such terms and conditions, Tennessee Tech may determine, at its
sole discretion, the proposal to be a non-responsive counteroffer, and the proposal may be
rejected.
4.3.6 A Proposer shall not submit more than one proposal. Submitting more than one proposal shall
result in the disqualification of the Proposer unless specifically provided for in this proposal.
4.3.7 A Proposer shall not submit multiple proposals in different forms. This prohibited action shall be
defined as a Proposer submitting one proposal as a prime contractor and permitting a second
Proposer to submit another proposal with the first Proposer offered as a subcontractor. This
restriction does not prohibit different Proposers from offering the same subcontractor as a part of