RFQ - Overhead Doors Maintenance & Repair Services

REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Overhead Doors Maintenance
Deliver Completed Bid to:
Tennessee Tech University Date: September 17, 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 October 6, 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. To do business with TTU register as a supplier/contractor: https://www.tntech.edu/purchasing/howto.php
2. 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
3. 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
Please bid to provide maintenance and repair services for overhead doors located throughout Tennessee
Technological University ("Tennessee Tech") as needed.
The resulting Contract shall commence upon date of final signature by all required parties and shall remain in
effect for a period of five (5) years thereafter.
Prices submitted by Contractor shall remain firm for a one (1) year period. Thereafter, Contractor may request a
price increase annually. Any requested increase must be submitted in writing and supported by documentation
substantiating the Contractor's actual increase in costs. Tennessee Tech may approve or reject any requested
increase or choose to rebid, at its sole discretion.
PLEASE BID THE FOLLOWING HOURLY RATES
$ __________ hourly rate for Skilled Labor
$ __________ hourly rate for Unskilled Labor
The hourly labor rates must include all trip charges and service-call charges. No separate trip charge, dispatch
fee, service-call fee, mileage charge, or similar travel-related charge will be permitted.

REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Overhead Doors Maintenance
Evaluation
For purposes of evaluation, equal weight will be given to each hourly rate above. Please note that this
percentage/weight is for evaluation purposes only and is subject to change due to the actual performance of
projects. An example evaluation follows: (this is an example only and is not indicative of any actual bid).
1. Assume a bid is returned proposing Skilled Labor at $20.00 hour and Helper/Laborers at $12.00 hour.
2. These two rates shall then be added together to give a weighted average of the hourly rates ($20.00 +
$12.00 = $32.00.
3. Thus, $32.00 would be the final evaluation number in this example.
4. The lowest cost bidder shall be the bidder with the lowest Total Weighted Average-Labor Rate.
Materials Mark Up
Materials and supplies shall be invoiced at cost plus fifteen percent (15%). Cost is defined as Contractor's
invoiced cost before tax. Any Contractor invoices requesting reimbursement must be accompanied by an
invoice showing purchase price of parts or material. Reimbursements will not be made from quotes or estimates.
Bid prices are to include all necessary shipping/handling charges to make delivery F.O.B. Cookeville, TN 38505.
Tennessee Tech reserves the right to review material pricing during contract administration to ensure costs
charged are reasonable and consistent with prevailing market conditions.
Delivery
Bid prices shall include all shipping, handling, and delivery charges necessary to provide goods F.O.B. Destination,
Cookeville, Tennessee 38505.
Contractor Responsibilities
The hourly labor rates shall include all costs associated with providing the services outlined herein to Tennessee
Tech, including, but not limited to, trip charges, service-call charges, travel, meals, lodging, mileage, tools,
overhead, equipment, supervision, administration, administrative expenses, and similar costs, unless otherwise
expressly provided herein.
Contractor shall be capable of dispatching qualified personnel to Tennessee Tech's campus in Cookeville,
Tennessee, within a reasonable timeframe following a request for service.
RFQ Communications
All communication regarding this RFQ must be submitted by email only to the RFQ Coordinator listed above, who
is Tennessee Tech's only official point of contact for this RFQ. Unauthorized contact with any other Tennessee Tech
employees or officials regarding this RFQ may result in disqualification from the procurement process.
Rental Reimbursement
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REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Overhead Doors Maintenance
Rental charges on machinery and equipment not customarily provided by contractors performing work of this
type shall be a reimbursable expense. Cost is defined as the actual invoiced amount from the rental agency. No
markup shall be allowed on rental equipment. Rental equipment shall be utilized only when commercially
reasonable and when equivalent Contractor-owned equipment is unavailable or unsuitable for the required
work. Tennessee Tech's reimbursement for rental equipment is contingent upon Tennessee Tech's prior written
approval.
Rental charges shall not be allowed for:
* Equipment owned by Contractor;
* Tools or equipment typically owned or provided by a contractor performing work covered under this
Contract; or
* Equipment rented without Tennessee Tech's prior written approval.
Any invoice requesting reimbursement for rental equipment must include:
* The rental invoice showing the payment amount and dates of use; and
* Tennessee Tech's written pre-approval.
Reimbursements will not be made from quotes or estimates and will not be made until satisfactory completion
of the work for which the rental equipment was utilized.
Travel Compensation
Labor rate charges shall begin at the time Contractor signs in to the job site. Travel time to and from the job site
shall be at Contractor's expense unless otherwise provided for herein.
EXCEPTION: When work is performed at the Craft Center (off Highway 56 at Hurricane Bridge near Smithville,
Tennessee), Oakley Farm near Livingston, Tennessee, or the CRC Building in Crossville, Tennessee, Tennessee
Tech agrees to allow Contractor to charge one (1) additional labor hour per day per person, in accordance with
each person's labor classification, to cover travel-related expenses.
Contractor Check In
Contractor must contact the designated Tennessee Tech Point of Contact ("POC") each day to discuss work
status and staffing levels. Contractor shall also coordinate with the Tennessee Tech POC in advance before
performing any work outside regular business hours.
Inspection and Acceptance
Tennessee Tech reserves the right to inspect all work performed and materials supplied under this Contract. Any
work or materials determined by Tennessee Tech to be defective, nonconforming, incomplete, or otherwise
unacceptable shall not constitute acceptance of defective or nonconforming work.
Invoicing
Invoices may be emailed to invoices-noreply@tntech.edu or mailed to:
Tennessee Tech University Business Office
Campus Box 5037
Cookeville, TN 38505
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REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Overhead Doors Maintenance
Invoices must include, as applicable:
1. Dates of service and a breakdown of daily labor hours performed by each worker;
2. Detailed description of all labor services provided;
3. Detailed list of parts and materials invoiced;
4. Building or area where work was performed and the name of the Tennessee Tech employee who
requested the work;
5. Any discounts provided; and
6. 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 prior to the effective termination date. Upon receipt of such notice, Contractor
shall cease performance except as otherwise directed by Tennessee Tech. Contractor shall be entitled to
payment only for satisfactory authorized services performed through the effective termination date. Under no
circumstances shall Tennessee Tech be liable for services not rendered or for anticipated profits, overhead, or
other consequential damage resulting from termination.
Illegal Immigrants
Successful Bidder attests that the Bidder will not knowingly utilize the services of illegal immigrants in the
performance of the Contract and will not knowingly utilize the services of any subcontractor who will utilize the
services of illegal immigrants in the performance of the Contract.
Debarment
Bidder certifies, by signature below and submission of this bid, that neither Bidder 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.
Insurance
Successful Bidder shall maintain insurance coverage in types and amounts acceptable to Tennessee Tech
throughout the term of the Contract. Prior to contract execution, Tennessee Tech may require certificates of
insurance, evidencing such coverage and naming Tennessee Tech and the Tennessee Tech Foundation as
additional insured and certificate holders, where applicable. Tennessee Tech reserves the right to establish and
modify insurance requirements as deemed necessary to protect Tennessee Tech's interests.
Contract Administration
Contractor's performance under this Contract shall be subject to monitoring by Tennessee Tech. Failure to
perform in accordance with the requirements of the Contract may result in corrective action, termination, or
other remedies available to Tennessee Tech.
Tennessee Tech Rights
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REQUEST FOR QUOTATION (RFQ)
Department: Facilities
Requisition: Overhead Doors Maintenance
Tennessee Tech reserves the right to reject any or all quotations; waive minor informalities or technicalities;
request clarification of quotations; and make an award determined to be in the best interest of Tennessee Tech.
Tennessee Tech further reserves the right to initiate negotiations with the next ranked responsive and
responsible bidder should Tennessee Tech cease doing business with the awarded Contractor.
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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