RFQ - HVAC Cleaning Services

REQUEST FOR QUOTATION (RFQ)
Department: Facilities / Crossville Research Center
Description: HVAC Cleaning Services
Deliver Completed Bid to:
Tennessee Tech University Date: March 20, 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 14, 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 requests bids from qualified companies to provide HVAC duct and air handler
unit cleaning services for the Tennessee Tech Crossville Research Center located at 174 4th Street, Crossville, TN
38555.
This location is a three-story office building with an air handler on each floor and ductwork above the drop ceiling.
Scope of Services
* Isolating the area of the building being cleaned and blocking all registers during duct cleaning
* Cleaning each register
* Cleaning the interior of each air handler unit
* Removing all debris from floors, cabinets, walls, desks, and other affected areas
* Inspecting occupied spaces 48 hours after duct cleaning is complete and the system is returned to service
to determine if additional cleaning is required
* Providing photos or video footage of ductwork before and after cleaning

REQUEST FOR QUOTATION (RFQ)
Department: Facilities / Crossville Research Center
Description: HVAC Cleaning Services
Contractor Requirements
* Contractor must provide a minimum OSHA-compliant two-person crew, plus supervisor
* Crew members must be trained in HVAC duct cleaning using a negative pressure whip system
* Contractor must be properly licensed and insured
* Contractor shall provide all equipment necessary to complete the work
* Contractor is responsible for proper disposal of all materials associated with the job
A Tennessee Tech Facilities representative will be on-site to conduct a final inspection with Contractor upon
completion of the work.
Pre-Bid Meeting
An on-site pre-bid meeting is scheduled for April 9, 2026, at 1:00 pm at 174 4th Street, Crossville, TN 38555.
Attendance is not mandatory but is highly recommended. Bidders will have the opportunity to inspect the site
and ask questions.
Pricing
Bidders shall provide a total project cost, inclusive of all labor and materials.
$_______________________ Total Cost
RFQ Communications
All communication regarding this RFQ must be submitted via email to the RFQ Coordinator listed above, who is
Tennessee Tech's sole point of contact. Unauthorized contact with other Tennessee Tech employees or officials
may result in disqualification.
Travel Compensation
The bid price shall include all costs associated with providing the services described herein, including but not
limited to travel, meals, lodging, tools, overhead, and equipment, unless otherwise specified.
Contractor Check In
The Contractor must contact the designated Tennessee Tech point of contact (POC) daily to discuss work status
and staffing levels. The Contractor must also coordinate in advance with the POC for any work performed outside
normal business hours.
Note: Normal business hours are defined as 7:00 am to 4:00 pm, Monday through Friday.
Termination for Convenience
Tennessee Tech may terminate this Contract without cause by providing at least thirty (30) days' written notice.
The Contractor shall be compensated only for satisfactorily completed and authorized services rendered prior to
the termination date.
Page 2 of 3

REQUEST FOR QUOTATION (RFQ)
Department: Facilities / Crossville Research Center
Description: HVAC Cleaning Services
Illegal Immigrants
The successful Bidder attests that it will not knowingly utilize the services of illegal immigrants in the performance
of the Contract and will not knowingly utilize subcontractors who do so.
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 by any State or Federal
agency.
Insurance
The successful Bidder shall maintain adequate public liability insurance and other appropriate insurance coverage,
naming Tennessee Tech and the Tennessee Tech Foundation as additional insured and certificate holders. The
Contractor shall also pay all applicable taxes. Tennessee Tech reserves the right to establish insurance
requirements as deemed appropriate.
Tennessee Tech reserves the right to initiate negotiations with the next ranked Bidder should Tennessee Tech
cease doing business with the Bidder selected via this RFQ process.
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.
Page 3 of 3