RFQ - Air Filters Cost Sheet

REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Air Filters for Warehouse Stock
Deliver Completed Bid to:
Tennessee Tech University Date: March 5, 2026
Purchasing and Contracts RFQ Coordinator: Tina Girdley
POB 5144; 1 William L Jones Dr. Phone: 931-372-6350
Derryberry Hall, Suite 301 Email: tgirdley@tntech.edu
Cookeville, TN 38505-0001
Fax: 931-372-3727
Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on April 7, 2026. Bids may be
mailed, faxed, or electronically submitted via email to the RFQ Coordinator, as noted above.
Bid is subject to the RFQ - Standard Terms and Conditions. By submitting a bid, bidder certifies its agreement to these
terms and conditions, which cannot be waived.
Special Bid Instructions:
1. Indicate any cash/time discounts offered: ________________________________________________________________________
2. To do business with TTU register as a supplier/contractor: https://www.tntech.edu/purchasing/howto.php
3. Bidders who would like to become a registered Diversity Business Enterprise can visit the following link for more information:
https://www.tntech.edu/purchasing/howto.php
4. 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.
THIS IS NOT AN ORDER
REQUEST FOR QUOTATION
Tennessee Technological University request bids for air filters, as detailed on the attached Cost Sheet, for
warehouse stock. The Contract term shall be from date of final signature through five (5) years thereafter.
The use of a brand name does not restrict Bidders to that specific brand. Comparable products of other
manufacturers will be considered. Specifications are intended to establish a minimum level of quality and
performance but are not intended to restrict competition or to exclude products that meet or exceed the stated
requirements.
Pricing
Prices submitted by Vendor shall remain firm for a period of one (1) year from the effective date of the Contract.
After the initial one-year period, the Vendor may request a price increase only to the extent such increase has
been experienced by the Vendor and can be substantiated in writing. Tennessee Tech reserves the right to accept
or reject any requested price increase and may, at its sole discretion, rebid the Contract.

REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Air Filters for Warehouse Stock
Estimated Quantities and Ordering
The quantities listed represent estimated annual usage and do not constitute a guarantee to purchase any
minimum quantity nor a limit on purchases. Items will be ordered on an "as needed" basis.
Except for full-case purchases, no minimum order requirements shall apply.
All filter sizes must be exactly as specified on the attached Cost Sheet. Industry standard sizes shall not be
substituted unless specifically approved in writing by Tennessee Tech. Filters not conforming to the specified sizes
will be returned at the vendor's expense, including all freight charges.
Delivery
Provide delivery time after receipt of order:
* Standard size filter: __________ days after receipt of order.
* Custom size filter: ___________ days after receipt of order.
Cost Sheet
Bidders must complete and submit pricing on the attached Cost Sheet. Items listed on the Cost Sheet represent
approximately seventy-five percent (75%) of estimated annual usage.
Materials - List Less Percentage
Materials and supplies not specifically listed on the Cost Sheet shall be invoiced at manufacturer's suggested retail
price (MSRP) less _________% (Bidder to insert discount percentage)
The discount category represents approximately twenty-five percent (25%) of estimated annual purchases.
Evaluation
The lowest cost bidder shall be determined by the lowest overall total based on the Cost Sheet pricing.
Tennessee Tech reserves the right to award based on lowest total bid or lowest bid by individual item, whichever
is determined to be in the best interest of Tennessee Tech.
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REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Air Filters for Warehouse Stock
RFQ Communications
All communication regarding this RFQ must be submitted by email only to the designated RFQ Coordinator. The RFQ
Coordinator is Tennessee Tech's sole official point of contact for this procurement. Unauthorized contact with any
other Tennessee Tech employee or official regarding this RFQ may result in disqualification.
Invoicing
Invoices shall be emailed to invoices-noreply@tntech.edu or mailed to:
Tennessee Tech Business Office
Campus Box 5037
Cookeville, TN 38505
Invoices must include:
1. Itemized list of parts with individual contract pricing.
2. Applicable discount for items not specifically listed on the Cost Sheet.
3. Contract number.
Termination for Convenience
Tennessee Tech may terminate this Contract without cause for any reason by providing the Contractor at least
thirty (30) days written notice. The Contractor shall be entitled to payment for satisfactory and authorized goods
delivered and accepted prior to the effective date of termination. Tennessee Tech shall not be liable for any goods
not delivered or services not rendered.
Illegal Immigrants
The successful Bidder attests that it shall not knowingly utilize the services of illegal immigrants in the
performance of this Contract and shall not knowingly utilize the services of any subcontractor who will utilize
illegal immigrants in performance of the Contract.
Debarment
By submission of this bid, the Bidder certifies that neither it nor its principals are presently debarred, suspended,
proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any
State or Federal department or agency.
Additional Award Provision
Tennessee Tech reserves the right to initiate negotiations with the next ranked Bidder should Tennessee Tech
cease doing business with the awarded Vendor under this RFQ.
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REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Air Filters for Warehouse Stock
BIDDER IS TO COMPLETE INFORMATION AND SIGN BID BELOW
___________________________________________________________________________________________
Bidding Entity's Name
___________________________________________________________________________________________
Name of Contact Person (Printed) Title
___________________________________________________________________________________________
Address City, State, Zip
___________________________________________________________________________________________
Phone / Fax / Email
___________________________________________________________________________________________
Authorized Signature of Bidder Date
Tennessee Tech University is an EEO/AA/Title IX/Section 504/ADA employer.
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