RFQ - Interpreting Services Questions and Answers

Request for Quotations
TENNESSEE TECHNOLOGICAL UNIVERSITY
Purchasing Office
1 William L Jones Dr
PO Box 5144
Cookeville, TN 38505
RFQ Title: Interpreting Services
Issue Date: June 3, 2026
RFQ Due Date & Time: June 24, 2026, at 3:00pm Central Time
RFQ Coordinator: Peni Austin
Email: paustin@tntech.edu
Phone: (931) 372-3491
Fax: (931-372-3727
Bid is subject to the RFQ - Standard Terms and Conditions at
https://www.tntech.edu/purchasing/pdf/RFQ_Std_Terms_and_Conditions_rev_6-26-24.pdf. By submitting
a bid, bidder certifies its agreement to these terms and conditions.
This is not an order. This solicitation is issued to obtain pricing for evaluation purposes. The
University reserves the right to award based on lease or purchase.

1 INTRODUCTION
1.1 Background
Tennessee Technological University is a four-year comprehensive university located in Cookeville,
Tennessee. Tennessee Tech is the state's only technological university and currently enrolls more than
10,000 students. Tennessee Tech offers more than 40 undergraduate degree programs, 120
concentrations and 20 graduate degree programs from its eight academic divisions - the College of
Agriculture and Human Ecology, College of Arts and Sciences, College of Business, College of Education,
College of Engineering, College of Fine Arts, the School of Interdisciplinary Studies, and the School of
Nursing. Long recognized for academic excellence, Tennessee Tech ranks as one of the Best Public
Universities in the country by U.S. News and World Report (2017, 2018, 2019 and 2020 "Best National
University"), by Payscale.com (2017, 2018 and 2019 third overall for highest return on investment), and by
The Princeton Review (among the "Best in the Southeast" for twelve of the last thirteen years). Founded in
1915, Tennessee Tech is governed by its own Board of Trustees.
1.2 Statement of Purpose
Tennessee Tech intends to secure a contract for Real-Time Interpreting Services for the Deaf/Hard of
Hearing. Real-Time interpreting includes both on-site and remote services.
Tennessee Technological University has issued this Request for Quotation (RFQ) to define the minimum
service requirements; solicit Bids; detail Bid requirements; and, outline Tennessee Tech's process for
evaluating Bids and selecting the contractor.
Through this RFQ, Tennessee Tech seeks to buy the best 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 Tennessee Tech as contractors and subcontractors. Vendors must
complete the Contractor Requirements form (See Attachment A for form and classification definitions)
1.3 Scope of Service, Contract Period, and Required Terms and Conditions
The RFQ Attachment B, Pro Forma Contract, details Tennessee Tech's required:
1. Scope of Services and Deliverables in Section A;
2. Contract Period in Section B;
3. Payment Terms in Section C;
4. Contractor Responsibilities in Section D; and,
5. Terms and Conditions in Section E.
6. The Pro Forma Contract substantially represents the contract document that the Bidder selected
by Tennessee Tech MUST agree to and sign. A Bid that limits or changes any of the terms or
conditions contained in the Pro Forma Contract may be considered non-responsive.
1.4 Coverage and Participation
It is acknowledged that Tennessee Technological University is issuing this Bid on behalf of all TBR
Members Institutions, other Tennessee public universities, and the University of Tennessee System of
Higher Education that desire to purchase under a resulting Agreement. Does Bidder agree to extend?
Yes No

1.5 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 the University or in the employment
practices of Tennessee Tech'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.
Gregory Holt, Compliance Officer
P.O. Box 5037
Cookeville, TN 38505
Phone: 931-372-6062
1.6 Assistance to Bidders with a Disability
A Bidder with a disability may receive accommodation regarding the means of communicating this RFQ
and participating in this RFQ process. A Bidder with a disability should contact the RFQ Coordinator to
request reasonable accommodation no later than the Disability Accommodation Request Deadline in the
RFQ Section 2, Schedule of Events.
1.7 RFQ Communications
1.7.1 Unauthorized contact regarding this RFQ with employees or officials of the University other than
the RFQ Coordinator named below may result in disqualification from this procurement process.
Interested Parties must direct all communications regarding this RFQ to the following RFQ
Coordinator, who is the University's only official point of contact for this RFQ.
Peni Austin
Tennessee Technological University
1 William L Jones Drive, Suite 301
P.O. Box 5144
Cookeville, TN 38505
Phone: 931-372-3491
Fax: 931-372-3727
Email: paustin@tntech.edu
1.7.2 Tennessee Tech has assigned the following RFQ identification that must be referenced in all
communications regarding the RFQ:
RFQ - INTERPRETING SERVICES
1.7.3 Any oral communications shall be considered unofficial and non-binding regarding this RFQ.

1.7.4 Each Bidder shall assume the risk of the method of dispatching any communication or Bid to the
University. Tennessee Tech assumes no responsibility for delays or delivery failures resulting from the
method of dispatch. Actual or electronic "postmarking" of a communication or Bid to Tennessee Tech by a
deadline date shall not substitute for actual receipt of a communication or Bid by Tennessee Tech.
1.7.5 The RFQ Coordinator must receive all written comments, including questions and requests for
clarification, no later than the Written Comments Deadline in the RFQ Section 2, Schedule of Events.
1.7.6 Tennessee Tech reserves the right to determine, at its sole discretion, the appropriate and
adequate responses to written comments, questions, and requests for clarification. Tennessee Tech's
official responses and other official communications pursuant to this RFQ shall constitute an amendment
of this RFQ.
1.7.7 Tennessee Tech will convey all official responses and communications pursuant to this RFQ to the
potential Bidders to whom the University mailed a Request for Quotation. Responses to
questions/comments will be posted via Addendum to the Purchasing webpage at Tennessee Tech
Purchasing Bid Opportunities
1.7.8 Only Tennessee Tech's official, written responses and communications shall be considered
binding with regard to this RFQ.
1.7.9 Tennessee Tech reserves the right to determine, at its sole discretion, the method of conveying
official responses and communications pursuant to this RFQ (e.g., written, facsimile, electronic mail, or
Internet posting). All relevant communications will be posted to the Purchasing webpage at Tennessee
Tech Purchasing Bid Awards
1.7.10 Any data or factual information provided by Tennessee Tech in this RFQ or an official response or
communication, shall be deemed for informational purposes only, and if a Bidder relies on such data or
factual information, the Bidder should either: (1) independently verify the information; or, (2) obtain
Tennessee Tech's written consent to rely thereon.
1.8 Bid Deadline
Bids must be submitted no later than the Bid Deadline time and date detailed in the RFQ Section 2,
Schedule of Events. A Bid must respond to the written RFQ and any RFQ exhibits, attachments, or
amendments. A late Bid shall not be accepted, and a Bidder's failure to submit a Bid before the deadline
shall cause the Bid to be disqualified.

2 RFQ SCHEDULE OF EVENTS
The following Schedule of Events represents the University'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., CST.
NOTICE: The University reserves the right, at its sole discretion, to adjust this schedule as it deems
necessary. The University will communicate any adjustment to the Schedule of Events to the potential
Bidders
Event Time Date
University Issues RFQ 6/3/2026
Disability Accommodation 6/9/2026
Request Deadline
Question and Answer Period Noon 6/10/2026
- Questions Due
Answers to Questions Posted 4:30pm 6/12/2026
Bid Deadline 3:00pm 6/24/2026
Tennessee Tech Issues Intent 6/26/2026
to Award Letter and Opens
RFQ File for Public Inspection
Contract Effective Date 7/6/2026

3 BID REQUIREMENTS
Each Bidder must submit a quotation in response to this RFQ with the most favorable terms that the Bidder
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 Bidder subsequent to award recommendation but prior
to contract execution if deemed necessary by Tennessee Tech. Tennessee Tech may initiate negotiations
which serve to alter the bid/Bid 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 Bid
such that the apparent successful Bidder no longer offers the best Bid.
3.1 Tennessee Tech must receive all Bids in response to this RFQ, at the following address, no later
than the Bid Deadline time and date in the RFQ Section 2, Schedule of Events. Bid may also be
electronically signed and submitted to the RFQ coordinator listed on the Cover Page. Late Bids will not be
considered and will remain unopened and filed in the RFQ file.
Tennessee Tech University - Department of Purchasing and Contracts
1 William L. Jones Drive, Suite 301
Cookeville, TN 38505
paustin@tntech.edu
3.2 A Bid must be typewritten or hand-written in ink. A Bidder may not deliver a Bid orally. Bid must be
signed.
3.3 Each Bid should be concisely prepared, with emphasis on completeness and clarity of content. A
Bid, 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 Bid pages must be numbered.
4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION
4.1 Bidder Required Review and Waiver of Objections
Each Bidder must carefully review this RFQ and all attachments, including but not limited to the Pro Forma
Contract, for defects, objections, or any other matter requiring clarification or correction (collectively
called "comments"). All such Comments must be made in writing and received by the University no later
than the Written Comments Deadline in the RFQ Section 2, Schedule of Events. This will allow issuance of
any necessary amendments and help prevent the necessity of cancelling the RFQ.
A Protest shall be considered waived if the subject matter of the Protest was known or should have been
known to the Protester before the Written Comments Deadline and the Protester did not raise the issue in
a Written Comment.
4.2 RFQ Amendment and Cancellation
Tennessee Tech reserves the unilateral right to amend this RFQ in writing at any time. If an RFQ
amendment is issued, the University will communicate such amendment to the potential Bidders who
were mailed the original RFQ. Each Bid must respond to the final written RFQ and any exhibits,

attachments, and amendments. Any Amendments and/or Addendums will be posted to Tennessee Tech
Purchasing Bid Opportunities .
Tennessee Tech reserves the right, at its sole discretion, to cancel and reissue this RFQ or to cancel this
RFQ in its entirety in accordance with applicable laws and regulations.
4.3 Bid Prohibitions and Right of Rejection
4.3.1 Tennessee Tech reserves the right, at its sole discretion, to reject any and all Bids in accordance
with applicable laws and regulations.
4.3.2 Each Bid must comply with all the terms of this RFQ and all applicable state laws and regulations.
Tennessee Tech may reject any Bid that does not comply with all the terms, conditions, and performance
requirements of this RFQ. Tennessee Tech may consider any Bid that does not meet the requirements of
this RFQ to be non-responsive, and Tennessee Tech may reject such a Bid.
4.3.3 A Bid of alternate services (i.e., a Bid that offers services different from those requested by this
RFQ) shall be considered non-responsive and rejected.
4.3.4 A Bidder may not restrict the rights of Tennessee Tech or otherwise qualify a Bid. Tennessee Tech
may determine such a Bid to be a non-responsive counteroffer, and the Bid may be rejected. A link to the
impermissible clauses or copies of impermissible provisions is available from RFQ Coordinator upon
request.
4.3.5 A Bidder may not submit Bidder's own contract terms and conditions in a response to this RFQ. If a
Bid contains such terms and conditions, Tennessee Tech may determine, at its sole discretion, the Bid to
be a non-responsive counteroffer, and the Bid may be rejected.
4.3.6 A Bidder shall not submit more than one Bid. Submitting more than one Bid shall result in the
disqualification of the Bidder unless specifically provided for in this RFQ.
4.3.7 A Bidder shall not submit multiple Bids in different capacities. This prohibited action shall be
defined as a Bidder submitting one Bid as a prime contractor and permitting a second Bidder to submit
another Bid with the first Bidder offered as a subcontractor. This restriction does not prohibit different
Bidders from offering the same subcontractor as a part of their Bids, provided that the subcontractor does
not also submit a Bid as a prime contractor. Submitting multiple Bids in different capacities may result in
the disqualification of all Bidders knowingly involved.
4.3.8 Tennessee Tech shall reject a Bid if the Cost Bid was not arrived at independently without
collusion, consultation, communication, or agreement as to any matter relating to such prices with any
other Bidder. Regardless of the time of detection, Tennessee Tech shall consider any of the foregoing
prohibited actions to be grounds for Bid rejection or contract termination.
4.3.9 Tennessee Tech shall not contract with or consider a Bid 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;
4.3.9.4 any individual, company, or other entity involved in assisting the University in the development,
formulation, or drafting of this RFQ or its scope of services shall be considered to have been given
information that would afford an unfair advantage over other Bidders, and such individual, company, or
other entity may not submit a Bid in response to this RFQ.
4.3.10 The University reserves the right, at its sole discretion, to waive a Bid's variance from full
compliance with this RFQ. If the University waives minor variances in a Bid, such waiver shall not modify
the RFQ requirements or excuse the Bidder from full compliance with the RFQ.
4.4 Incorrect Bid Information
If Tennessee Tech determines that a Bidder has provided, for consideration in this RFQ process or
subsequent contract negotiations, incorrect information that the Bidder knew or should have known was
materially incorrect, that Bid shall be determined non-responsive and shall be rejected.
4.5 Bid of Additional Services
If a Bid offers services in addition to those required by and described in this RFQ, the additional services
may be added to the Contract before contract signing at the sole discretion of Tennessee Tech. Costs
associated with additional services must be provided on a separate attachment in the cost Bid. Please
note that proposed additional services will not be used in evaluating the Bid.
4.6 Assignment and Subcontracting
4.6.1 The Bidder awarded a contract pursuant to this RFQ may not subcontract, transfer, or assign any
portion of the Contract without Tennessee Tech's prior, written approval.
4.6.2 A subcontractor may only be substituted for a proposed subcontractor at the discretion of
Tennessee Tech and with Tennessee Tech's prior, written approval.
4.6.3 At its sole discretion, Tennessee Tech reserves the right to refuse approval of any subcontract,
transfer, or assignment.
4.6.4 Notwithstanding Tennessee Tech's approval of each subcontractor, the Bidder, if awarded a
contract pursuant to this RFQ, shall be the prime contractor and shall be responsible for all work
performed.

4.7 Right to Refuse Personnel
At its sole discretion, Tennessee Tech reserves the right to refuse any personnel, of the prime contractor or
a subcontractor, for use in the performance of a contract pursuant to this RFQ.
4.8 Insurance
Successful Bidder will be required to carry adequate public liability and other appropriate forms of
insurance, to pay all taxes incurred in performance of the contract, and otherwise protect and hold
Tennessee Tech harmless from any and all liability arising as a result of this contract which does not result
from Tennessee Tech's own negligence.
4.9 Sales and Use Tax
Before the Contract resulting from this RFQ is signed, the apparent successful Bidder must be registered
with the Tennessee Department of Revenue for the collection of Tennessee sales and use tax. The State
shall not award a contract unless the Respondent provides proof of such registration or provides
documentation from the Department of Revenue that the Contractor is exempt from this registration
requirement. The foregoing is a mandatory requirement of an award of a contract pursuant to this
solicitation. For purposes of this registration requirement, the Department of Revenue may be contacted
at: TN.Revenue@tn.gov.
4.10 Financial Stability
The successful Bidder may be required to provide information to Tennessee Tech to demonstrate financial
stability and capability prior to award of contract.
4.11 Bid Withdrawal
A Bidder may withdraw a submitted Bid at any time up to the Bid Deadline time and date in the RFQ Section
2, Schedule of Events. To do so, a Bidder must submit a written request, signed by a Bidder's authorized
representative to withdraw a Bid. After withdrawing a previously submitted Bid, a Bidder may submit
another Bid at any time up to the Bid Deadline.
4.12 Bid Errors and Amendments
At the option of Tennessee Tech, a Bidder may be bound by all Bid errors or omissions. A Bidder will not be
allowed to alter or amend Bid documents after the Bid Deadline time and date in the RFQ Section 2,
Schedule of Events unless formally requested, in writing, by the University.
4.13 Bid Preparation Costs
Tennessee Tech will not pay any costs associated with the preparation, submittal, or presentation of any
Bid.

4.14 Continued Validity of Bids
All Bids shall state that the offer contained therein is valid for a minimum of one hundred twenty (120) days
from the date of opening. This assures that Bidders' offers are valid for a period of time sufficient for
thorough consideration. Bids which do not so state will be presumed valid for one hundred twenty (120)
days.
4.15 Disclosure of Bid Contents
Each Bid and all materials submitted to Tennessee Tech in response to this RFQ shall become the property
of Tennessee Tech. Selection or rejection of a Bid does not affect this right. All Bid information, including
detailed price and cost information, shall be held in confidence during the evaluation process.
Upon the completion of the evaluation of Bids, indicated by public release of a Letter of Intent to Award,
the Bids and associated materials shall be open for review by the public in accordance with Tennessee
Code Annotated, Section 10-7-504(a)(7). By submitting a Bid, the Bidder acknowledges and accepts that
the full Bid contents and associated documents shall become open to public inspection.
If an RFQ is re-advertised, all prior offers and/or Bids shall remain closed to inspection by the Bidders
and/or public until evaluation of the responses to the re-advertisement is complete.
4.16 Contractor Registration
All Bidders should complete the vendor registration process with Tennessee Tech and become a registered
vendor. When applicable, Tennessee Tech shall work with Bidders and the Governor's Office of Diversity
Business Enterprise (Go-DBE) for Bidders to obtain official state certification. However, registration with
Tennessee Tech is not required to submit a Bid (any unregistered service provider must simply register as
required prior to the final contract approval).
Refer to the following Internet URL to begin the registration process: Doing Business with Tennessee Tech
4.17 Contract Approval
The RFQ and the contractor selection processes do not obligate Tennessee Tech and do not create rights,
interests, or claims of entitlement by either the Bidder with the apparent best-evaluated Bid or any other
Bidder. Contract award and Tennessee Tech's obligations pursuant thereto shall commence only after the
contract is signed by the Contractor and all other Tennessee Tech officials as required by state laws and
regulations.
4.18 Contract Cancellation
Either party reserves the right to cancel the contract with a sixty (60) day written notice.
4.19 Contract Term
Tennessee Tech intends to enter into a contract with an expected effective period beginning on July 6,
2026, and ending one year thereafter. Contract may thereafter be extended up to four (4) additional years