RFP - Snack Vending Machine Services

TENNESSEE TECHNOLOGICAL UNIVERSITY
Request for Proposal
Snack Vending Machine Services
Proposal Due March 20, 2026
Date/Time: 3:00 p.m. Central Standard
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 contacting Janice Scarlett at jscarlett@tntech.edu
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CONTENTS
SECTION
1 INTRODUCTION
2 RFP SCHEDULE OF EVENTS
3 PROPOSAL REQUIREMENTS
4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION
5 PROPOSAL EVALUATION & CONTRACT AWARD
RFP ATTACHMENTS:
6.1 Contractor Requirements Form
6.2 Pro Forma Contract
6.3 Proposal Transmittal/Statement of Certifications & Assurances
6.4 Project Narrative and Documentation
6.5 Technical Proposal & Evaluation Guide
Section A - Mandatory Requirements
Section B - Qualifications & Experience
Section C - Technical Approach
6.6 Financial Proposal & Scoring Guide
6.7 Proposal Score Summary Matrix
6.8 Listing of State and Higher Education Institutions
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1 INTRODUCTION
1.1 Introduction
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 Purpose
Tennessee Tech wishes to secure a contract for a qualified vendor to provide machine vended snack
products on its campus, on a revenue-sharing basis.
Tennessee Tech has issued this Request for Proposal (RFP) to define the university's minimum service
requirements; solicit proposals; detail proposal requirements; and outline the university's process for
evaluating proposals and selecting the Contractor.
Through this RFP, Tennessee Tech seeks to buy the best products and services at the most favorable,
competitive prices and to give ALL qualified businesses, including those that are small, minority, or
women-owned an opportunity to do business with the university as contractors and subcontractors.
Vendors must complete the Contractor Requirements form (See Attachment 6.1 for form and
classification definitions).
1.3 Scope of Service, Contract Period, Payment and Required Terms and Conditions
The RFP Attachment 6.2, Pro Forma Contract details Tennessee Tech's required:
Scope of Services in Section A;
Contract Term in Section B;
Contractor Responsibilities and Requirements in Section C;
Tennessee Tech Responsibilities and Requirements in Section D;
Financial Terms in Section E;
Standard Terms and Conditions in Section F; and
Special Terms and Conditions in Section G.
The Pro Forma Contract substantially represents the contract document that the Proposer selected by
Tennessee Tech must agree to and sign. Proposers should review all sections of the Pro Forma
Contract (including legal terms and conditions) and submit any questions regarding the Pro Forma
Contract with the written questions to be submitted by the deadline identified in RFP Section 2,
Schedule of Events. Sections not addressed shall be deemed to be accepted by Proposer. Tennessee
Tech reserves the right to modify the terms of the Pro Forma Contract during the contract negotiation
phase; however, such modifications shall not be such that the apparent successful Proposer no longer
offers the best proposal.
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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 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 a Disability
A Proposer with a disability may receive accommodation regarding the means of communicating this
RFP and participating in this RFP process. A Proposer with a disability should contact the RFP
Coordinator to request reasonable accommodation no later than the Disability Accommodation
Request Deadline in the RFP Section 2, Schedule of Events.
1.6 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. A listing of these institutions is provided in Attachment 6.8.
1.7 RFP Communications
1.7.1 Unauthorized contact regarding this RFP with employees or officials of Tennessee Tech other than the
RFP Coordinator named 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 contact for this RFP.
Janice Scarlett, Procurement Specialist
Derryberry Hall, 1 William L. Jones Drive, Suite 301
Box 5144
Cookeville, TN 38505
Phone: 931-372-3464
Fax: 931-372-3727
jscarlett@tntech.edu
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1.7.2 Tennessee Tech has assigned the following RFP identification that must be referenced in all
communications regarding the RFP: RFP - SNACK VENDING MACHINE SERVICES
1.7.3 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 electronic "postmarking" of a communication or proposal to
Tennessee Tech by a deadline date shall not substitute for actual receipt of a communication or
proposal by Tennessee Tech.
1.7.4 Tennessee Tech will convey all official responses and communications pursuant to this RFP by posting
them on its website at https://www.tntech.edu/purchasing/bidopportunities.php It is the
responsibility of each bidder to monitor this site in order to obtain any new and/or additional
information that may be distributed relative to this RFP. Proposals must address all additional
correspondence as needed.
1.7.5 Only Tennessee Tech's official, written responses and communications shall be considered binding
with regard to this RFP. Any oral communications shall be considered unofficial and non-binding with
regard to this RFP.
1.8 Written Question/Answer Period
1.8.1 A written question and answer period deadline is identified in the RFP Section 2, Schedule of Events.
The purpose of the written question/answer period is to allow Proposers to submit any questions they
may have in regard to the RFP. To ensure accurate, consistent responses to all known potential
Proposers, the official response to questions will be issued by Tennessee Tech as described in RFP
Sections 1.6, et seq., above and on the date in the RFP Section 2, Schedule of Events.
1.8.2 It is the responsibility of each Proposer to examine the RFP, including all attachments, and submit
questions within the identified time period. Tennessee Tech is not obligated to address questions not
received within the question/answer period identified in the Schedule of Events.
1.8.3 Tennessee Tech reserves the right to determine, at its sole discretion, the appropriate and adequate
responses to written comments, questions, and requests for clarification. Tennessee Tech's official
responses and other official communications pursuant to this RFP shall constitute an amendment of
this RFP.
1.9 Proposal Deadline
Proposals must be submitted no later than the Proposal Deadline time and date detailed in the 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.
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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 a.m.
and 4:30 p.m., Central Time.
RFP SCHEDULE OF EVENTS
NOTICE: Tennessee Tech reserves the right, at its sole discretion, to adjust this schedule as it deems
necessary.
DATE
EVENT TIME (all dates are University business
days)
1. Tennessee Tech Issues RFP February 13, 2026
2. Disability Accommodation Request Deadline 4:30 p.m. February 27, 2026
3. Written Questions/Comments Deadline 4:30 p.m. February 27, 2026
4. Tennessee Tech Responds to Questions/Comments March 6, 2026
5. Technical and Financial Proposal Deadline 3:00 p.m. March 20, 2026
6. Tennessee Tech Completes Technical Proposal
April 10, 2026
Evaluations
7. Tennessee Tech Opens Financial Proposals and
April 29, 2026
Calculates Scores
8. Tennessee Tech Issues Intent to Award Letter and
May 1, 2026
Opens RFP Files for Public Inspection
9. Award of Contract May 8, 2026
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3 PROPOSAL REQUIREMENTS
Each Proposer must submit a proposal in response to this RFP with the most favorable terms that the
Proposer can offer. There will be no best and final offer procedure. However, Tennessee Tech reserves
the right to further clarify or negotiate with the best evaluated Proposer subsequent to award
recommendation but prior to contract execution if deemed necessary by university. Tennessee Tech
may initiate negotiations which serve to alter the bid/proposal in a way favorable to the university.
For example, prices may be reduced, time requirements may be revised, etc. In no event shall
negotiations decrease the financial return to Tennessee Tech 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 Financial Proposal (as described
below).
3.1.2 Each Proposer must submit one (1) original, 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 - SNACK VENDING MACHINE SERVICES -- Do Not Open"
*Electronic copy shall be on a USB drive packaged with the Technical Proposal.
3.1.3 Each Proposer must submit one (1) original, and one (1) electronic* copy of its Financial Proposal to
Tennessee Tech in a separate, sealed package that is clearly marked:
"Financial Proposal in Response to RFP - SNACK VENDING MACHINE SERVICES -- Do Not Open"
*Electronic copy shall be on a USB drive packaged with the Financial Proposal.
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 Financial Proposals for RFP - SNACK VENDING MACHINE
SERVICES"
3.1.5 Tennessee Tech must receive all proposals in response to this RFP, at the following address, no later
than the Proposal Deadline time and date in the RFP Section 2, Schedule of Events. Late proposals will
not be considered and will remain unopened and filed in the RFP file.
Tennessee Tech University
Purchasing and Contracts Office
1 William L. Jones Drive
Derryberry Hall, Room 301
Box 5144
Cookeville, TN 38505
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.
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3.2 Technical Proposal
3.2.1 The RFP Attachment 6.5, Technical Proposal and Evaluation Guide details specific requirements for
making 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 FINANCIAL INFORMATION SHALL BE INCLUDED IN THE TECHNICAL PROPOSAL. THIS
INCLUDES REFERENCES TO ITEMS THAT ARE INCLUDED "FREE" OR "AT NO ADDITIONAL COST", ETC.
INCLUSION OF FINANCIAL 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 should 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 economically prepared, with emphasis on completeness and clarity of
content. A proposal, as well as any reference material presented, must be written in English and must
be written on standard 8 1/2" x 11" paper (although foldouts containing charts, spreadsheets, and
oversize exhibits are permissible). All proposal pages should be numbered.
3.2.4 All information included in a 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 Guide.
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 Technical Proposal. Digital or electronic signatures are
acceptable as the original signature. Failure to submit one (1) original with a signature will be cause
for rejection of the proposal.
3.3 Financial Proposal
3.3.1 The Financial Proposal must be submitted to Tennessee Tech in a sealed package separate from the
Technical proposal.
3.3.2 Each Financial Proposal must be recorded on an exact duplicate of the RFP Attachment 6.6, Financial
Proposal and Scoring Guide.
3.3.3 Each Proposer shall ONLY record the proposed financial information exactly as required by the
Financial Proposal and Evaluation Guide and shall NOT record any other rates, amounts, or
information.
3.3.4 The proposed financial information shall incorporate all pricing and revenue information for the total
contract period.
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3.3.5 The Proposer must sign and date the original Financial Proposal. Digital or electronic signatures are
acceptable as the original signature. Failure to submit one (1) original with a signature shall be cause
for rejection of the proposal.
3.3.6 If a Proposer fails to submit a Financial Proposal as required, Tennessee Tech 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 Written 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 Written 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 of the terms of this RFP and all applicable state laws and
regulations. Tennessee Tech may reject any proposal that does not comply with all of 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 rights of Tennessee Tech 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.
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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
their proposals, provided that the subcontractor does not also submit a proposal as a prime
contractor. Submitting multiple proposals in different forms may result in the disqualification of all
Proposers knowingly involved.
4.3.8 Tennessee Tech shall reject a proposal if the Financial Proposal was not arrived at independently
without collusion, consultation, communication, or agreement as to any matter relating to such prices
with any other Proposer. Regardless of the time of detection, Tennessee Tech shall consider any of the
foregoing prohibited actions to be grounds for proposal rejection or contract termination.
4.3.9 Tennessee Tech shall not contract with or consider a proposal from:
4.3.9.1 an individual who is, or within the past six months has been, a state employee. An individual shall be
deemed a state employee until such time as all compensation and terminal leave has been paid.
Contracts will a company or corporation in which a controlling interest is held by any state employee
or the employee's spouse shall be considered, for the purpose of applying this rule, to be a contract
with the individual.
4.3.9.2 a company, corporation, or any other contracting entity in which an ownership of two percent (2%) or
more is held by an individual who is, or within the past six months has been, an employee or official of
the State of Tennessee (this shall not apply either to financial interests that have been placed into a
"blind trust" arrangement pursuant to which the employee does not have knowledge of the retention
or disposition of such interests or to the ownership of publicly traded stocks or bonds where such
ownership constitutes less than 2% of the total outstanding amount of the stocks or bonds of the
issuing entity);
4.3.9.3 a company, corporation, or any other contracting entity which employs an individual who is, or within
the past six months has been, an employee or official of the State of Tennessee in a position that
would allow the direct or indirect use or disclosure of information, which was obtained through or in
connection with his or her employment and not made available to the general public, for the purpose
of furthering the private interest or personal profit of any person; or,
4.3.9.4 any individual, company, or other entity involved in assisting Tennessee Tech in the development,
formulation, or drafting of this RFP or its scope of services shall be considered to have been given
information that would afford an unfair advantage over other Proposers, and such individual,
company, or other entity may not submit a proposal in response to this RFP.
4.3.10 Tennessee Tech reserves the right, at its sole discretion, to waive a proposal's variances from full
compliance with this RFP. If Tennessee Tech waives minor variances in a proposal, such waiver shall
not modify the RFP requirements or excuse the Proposer from full compliance with the RFP.
4.4 Incorrect Proposal Information
If Tennessee Tech determines that a Proposer has provided, for consideration in this RFP process or
subsequent contract negotiations, incorrect information that the Proposer knew or should have
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