RFQ - VB Charter Service

REQUEST FOR QUOTATION (RFQ)
Department: Athletics
Description: VB Charter Service
Deliver Completed Bid to:
Tennessee Tech University Date: June 2, 2026
Purchasing and Contracts Office
Derryberry Hall, Suite 301 RFQ Coordinator: Tina Girdley
P. O. Box 5144, 1 William L. Jones Dr. Phone: 931-372-6350
Cookeville, TN 38505-0001 Email: tgirdley@tntech.edu
Ph: (931) 372-3491 / Fax: (931) 372-3727
Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on June 30, 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.
Special Bid Instructions:
1. Indicate any cash/time discounts offered: _______________________________________________________
2. Bid may be electronically signed and submitted.
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.
Scope/Purpose of Bid:
Tennessee Tech University request bids from qualified charter companies to provide charter service for its Volleyball
team and related personnel in accordance with the terms and specifications, as outlined herein.
Note: All Bid Responses shall state that the offer is valid for a minimum of seven (7) days from date of opening. This
ensures that the Bidder's offer is valid for a period of time sufficiently to make bid award. Bids that do not state will be
presumed valid for seven (7) days from the date of opening.
Please bid to furnish one (1) fifty-six (56) charter and driver as specified below for each trip. Departures from Cookeville
are Central Daylight Time or Central Standard Time. Departure and return times are estimates only; exact times will be
determined later. Return times may go into early morning hours.

REQUEST FOR QUOTATION (RFQ)
Department: Athletics
Description: VB Charter Service
Trip 1: Tulane University - New Orleans, LA
Depart: Friday, August 28, 2026 - Cookeville, TN (VERY EARLY morning)
Arrive: Friday, August 28, 2026 - New Orleans, LA
Depart: Sunday, August 30, 2026 - New Orleans, LA
Return: Sunday, August 30, 2026 - Cookeville, TN
Total Cost: _______________
Trip 2: Pick up @ Nashville Airport - Nashville, TN (Trip is optional - dependent on quote)
Depart: Saturday, September 12, 2026 - BNA, Nashville, TN
Arrive: Saturday, September 12, 2026 - Cookeville, TN
Total Cost: _______________
Trip 3: Eastern Kentucky University - Richmond, KY
Departure: Thursday, September 17, 2026 - Cookeville, TN (morning)
Arrive: Thursday, September 17, 2026 - Richmond, KY
Depart: Saturday, September 19, 2026 - Richmond, KY
Return: Saturday, September 19, 2026 - Cookeville, TN
Total Cost: _______________
Trip 4: Lipscomb University - Nashville, TN (DAY TRIP)
Depart: Tuesday, September 22, 2026 - Cookeville, TN (morning)
Arrive: Tuesday, September 22, 2026 - Nashville, TN
Depart: Tuesday, September 22, 2026 - Nashville, TN
Return: Tuesday, September 22, 2026 - Cookeville, TN
Total Cost: _______________
Trip 5: Pick up @ Nashville Airport - Nashville, TN (Trip is optional - dependent on quote)
Depart: Saturday, October 3, 2026 - BNA, Nashville, TN
Arrive: Saturday, October 3, 2026 - Cookeville, TN
Total Cost: _______________
Trip 6: Mercer University - Macon, GA
Depart: Thursday, October 8, 2026 - Cookeville, TN (morning)
Arrive: Thursday, October 8, 2026 - Macon, GA
Depart: Saturday, October 10, 2026 - Macon, GA
Return: Saturday, October 10, 2026 - Cookeville, TN
Total Cost: _______________
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REQUEST FOR QUOTATION (RFQ)
Department: Athletics
Description: VB Charter Service
Trip 7: Samford University - Birmingham, AL
Depart: Thursday, October 22, 2026 - Cookeville, TN (morning)
Arrive: Thursday, October 22, 2026 - Birmingham, AL
Depart: Saturday, October 24, 2026 - Birmingham, AL
Return: Saturday, October 24, 2026 - Cookeville, TN
Total Cost: _______________
Trip 8: UT-Chattanooga - Chattanooga, TN
Depart: Monday, October 26, 2026 - Cookeville, TN (afternoon)
Arrive: Monday, October 26, 2026 - Chattanooga, TN
Depart: Tuesday, October 27, 2026 - Chattanooga, TN
Return: Tuesday, October 27, 2026 - Cookeville, TN
Total Cost: _______________
Trip 9: Wofford College - Spartanburg, SC
Depart: Wednesday, November 11, 2026 - Cookeville, TN (morning)
Arrive: Wednesday, November 11, 2026 - Spartanburg, SC
Depart: Friday, November 13, 2026 - Spartanburg, SC
Return: Friday, November 13, 2026 - Cookeville, TN
Total Cost: _______________
Trip listed below is for the SoCon Tournament. Team must be playing in the tournament for charter to be needed on
the dates listed below. Game times TBD.
For evaluation purposes only, we will average the cost per day and assume the longest possible stay (5 days).
Trip 10: Potential SoCon Tournament - Asheville, NC
Depart: Either Tuesday, November 17, 2026, or Wednesday, November 18, 2026 - Cookeville, TN
Details are still being worked out by the conference
Return: No later than Sunday, November 22, 2026 - Cookeville, TN
Cost Per Day: _______________
All Bids are to include travel, drivers, fuel, layover, deadhead charge (if any), and all cost associated with use of bus.
All Bids submitted are valid for seven (7) days from date of opening. _______Yes _______No
Tennessee Tech reserves the right to award Contract based on LOW BID BY TRIP or LOW TOTAL BID.
Does bidder agree to accept individual trips if awarded by low bid by trip? _______Yes _______No
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REQUEST FOR QUOTATION (RFQ)
Department: Athletics
Description: VB Charter Service
Requirements
1. An itemized invoice referencing contract number is to be emailed to the TTU Business Office at invoices-
noreply@tntech.edu after each trip. Please bill no later than 30 days after completed trip.
2. Each destination: Bus and Driver may be utilized for transportation to practices, games and/or meals.
3. Number of Buses: One (1) fifty-six (56) passenger bus and driver, as specified.
4. Maximum two (2) hour replacement time for breakdowns is preferred for each trip. If different, specify:
_______________. If breakdown of bus(s) occurs, Contractor shall be responsible for prompt replacement of
buses to not interfere with schedule of trip. Contractor shall provide replacement(s) without any additional cost to
Tennessee Tech. If Contractor is unable to provide replacement(s) within a reasonable time period, the University
may secure necessary transportation, and Contractor will be responsible for any additional cost(s) above trip cost
quoted.
5. The following equipment is required and will be in working order for each charter, prior to departure.
- Restroom
- DVD Player
- Wireless Internet
- Satellite TV
- TV's
- 110 Volt Outlet
6. Age of bus: 5 years or less - Specify make/model/year of buses to be used:
Make: ______________________
Model: ______________________
Year: ______________________
7. Tennessee Tech to furnish lodging for driver.
8. Maintenance records of all buses to be used must be available for inspection upon request by Tennessee Tech.
9. Bus Driver(s) and Company as a whole must adhere to all ICC and DOT regulations regarding driving safety,
safety regulations, etc.
Please list ICC / DOT license number and date of licensing.
* License Number ___________________
* Date of Issuance ___________________
10. Provide proof FMCSR Carrier Safety Rating is satisfactory. Attach separate documentation with bid.
11. Provide valid certificate of insurance with the following minimum limits and coverage:
$5,000,000 Automobile Liability Combined Single Limit and $2,000,000 General Liability (Commercial General
Liability General Aggregate).
12. Please list all traffic violations and accidents for previous 3 years. Attach a separate documentation with bid or
certify "none to report" by initialing below:
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REQUEST FOR QUOTATION (RFQ)
Department: Athletics
Description: VB Charter Service
_____ I certify no traffic violations or accidents in the previous 3 years.
13. Certify below that drivers to be used meet all applicable licensure and training requirements for the buses to be
operated in fulfillment of this contract. Driver(s) has/have received adequate driver training.
_____ By initialing here, I certify that drivers to be used meet all applicable licensure and training
requirements for the buses to be operated in fulfillment of this contract, and that the driver(s) has/have
received adequate driver training.
14. The following required amenities will be functional, clean and maintained prior to departure:
* Functional emergency exit(s)
* Restroom(s) required
* Underneath storage
* Working and maintained HVAC (AC and Heat)
15. Vendor certifies and guarantees the availability of required buses by signing this bid.
16. All buses must be non-smoking.
17. Certify financial responsibility.
18. Rainout/cancel trip notification of ___________ hours. Makeup trip shall be the same price. Tennessee Tech
otherwise reserves the right to cancel any trip or trips with no makeup trip and without penalty with written notice.
19. Tennessee Tech may, in its sole discretion, cancel a trip or contract without notice or penalty due to reasons
including, but not limited to, health concerns, pandemic, or other similar conditions.
20. The safety of Tennessee Tech student athletes and employees is of primary concern to Tennessee Tech.
Tennessee Tech reserves the right to request safety information from a contractor at any time during the contract
term. Contractor will have five (5) working days in which to respond to such requests to remain in good standing.
Failure of any contractor to satisfactorily comply with all applicable safety standards and/or regulations will result
in rejection of bid and/or cancellation of contract.
21. Tennessee Tech reserves the right to impose a monetary penalty of up to 12 trip fare, if buses do not meet or
exceed the specifications listed above. _______ Please initial here to signify agreement.
NOTE: Failure to provide any required signatures, initials, references, certifications, licenses, records, or other
information OR providing records deemed to be unsatisfactory, at Tennessee Tech's sole discretion, could result in
rejection of bid.
RFQ Communications
Interested parties must direct all communication regarding this RFQ to the RFQ Coordinator named above, who is
Tennessee Tech's only official point of contact for this RFQ. Unauthorized contact regarding this RFQ with
employees or officials of Tennessee Tech other than the RFQ Coordinator named above may result in
disqualification from this procurement process.
OTHER CONSIDERATIONS:
Conflict of Interest. The Contractor warrants that no part of the total contract amount provided herein shall be paid directly or
indirectly to any officer, agent, employee, sub-contractor or consultant in connection with any work contemplated or performed
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REQUEST FOR QUOTATION (RFQ)
Department: Athletics
Description: VB Charter Service
relative to this request for quotations and any resulting contract and/or purchase order. If the Contractor is an individual, the
Contractor warrants that within the past six (6) months he/she has not been and during the term of any resulting contract and/or
purchase order will not become an employee of the State of Tennessee.
Subcontracting. Subcontracting under any resulting contract from this Request for Quotation (RFQ) is prohibited, unless requested
by Tennessee Tech in the event of Contractor's equipment failure. The Contractor must perform all work and services outlined in the
contract directly and may not delegate or assign any portion of the work to third parties or subcontractors without Tennessee Tech's
prior approval. Failure to comply with this provision may result in immediate termination of the contract.
Non-Discrimination. The parties agree to comply with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education
Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Executive Order 11,246, American Disabilities Act of 1990 and
the related regulations to each. Each party assures that it will not discriminate against any individual including, but not limited to,
employees or applicants for employment and/or students because of race, religion, creed, color, sex, age, disability, veteran status
or national origin.
The parties also agree to take affirmative action to ensure that applicants are employed and that employees are treated during their
employment without regard to their race, religion creed, color, sex, age, disability, veteran status or national origin. Such demotion or
transfer, recruitment or recruitment advertising, layoffs or termination, rates of pay or other forms of compensation, and selection
available to employees and applicants for employment.
Liability. The Contractor, being an independent contractor and not an employee of Tennessee Tech, agrees to hold harmless the
University from any and all liability not specifically provided for in this contract.
Termination for Cause. If the Contractor fails to fulfill in a timely and proper manner its obligations under any resulting contract
and/or purchase order, or if the Contractor shall violate any of the terms of any resulting contract and/or purchase order, Tennessee
Tech shall have the right to immediately terminate any resulting contract and/or purchase order and withhold payments in excess of
fair compensation for work completed. Notwithstanding the above, the Contractor shall not be relieved of liability to the University for
damages sustained by virtue of any breach of any resulting contract and/or purchase order by the Contractor.
Amendment. Any resulting contract and/or purchase order may only be modified by written amendment executed by all parties
hereto.
Assignment. The Contractor shall not assign any resulting contract and/or purchase order or enter into sub- contracts for any of the
work described herein without obtaining the prior written approval of Tennessee Tech. Approval shall not be given if the proposed
sub-contractor was or is currently ineligible to bid on the resulting contract and/or purchase order.
Governing Law. This request for quotations and any resulting contract and/or purchase order shall be construed in accordance with
the laws and Constitution of the State of Tennessee.
Terms and Conditions. The terms and conditions of this request for quotations and any resulting contract and/or purchase order
and any duly authorized change orders shall be the sole terms and conditions that apply to this purchase.
Any subsequent terms and conditions set forth by the vendor on invoices or in any other manner, shall not apply unless expressly
agreed to in writing by Tennessee Tech.
NCAA Clause. Contractor agrees to comply with relevant National Collegiate Athletic Association ("NCAA") legislation,
interpretations and policies, located on the NCAA website at http://www.ncaa.org/ and as amended from time to time, on the use of a
student-athlete's name or likeness. This duty to comply includes, but is not limited to, the requirements found in the relevant NCAA
Division Manual, such as NCAA Rule 12.5.2 "Use of Student Athlete Name or Likeness." Contractor further agrees that it will
immediately report any actual or suspected violations of the NCAA legislation, interpretations, and/or policies to the Institution in the
manner prescribed by this contract for communicating with the Institution. Contractor also acknowledges that this provision is a
material term of this contract.
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REQUEST FOR QUOTATION (RFQ)
Department: Athletics
Description: VB Charter Service
Debarment Certification. The Bidder certifies, by signature below and submission of this bid, that neither I nor my 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.
Sales and Use Tax. Before the Purchase Order/Contract resulting from this RFQ is signed, the apparent successful bidder must be
registered or exempted from registration with the Department of Revenue for the collection of Tennessee sales and use tax. The
State shall not approve a contract unless the Proposer provides proof of such registration or exemption. The foregoing is a
mandatory requirement of an award of a contract pursuant to this solicitation.
Illegal Immigrants. The Contractor, identified above, does hereby attest, certify, warrant, and assure that the Contractor shall not
knowingly utilize the services of an illegal immigrant in the performance of this Contract and shall not knowingly utilize the services
of any subcontractor who will utilize the services of an illegal immigrant in the performance of this Contract.
COMPLETE INFORMATION AND SIGN BID BELOW.
___________________________________________ ____________________________________
Bidding Entity's Name Name of Contact Person (Printed)
___________________________________________ ____________________________________
Address Phone/Fax
___________________________________________ ____________________________________
City, State, Zip Email
__________________________________________ __________________________________
Authorized Signature of Bidder Date
Name & Title of Signatory (printed): _________________________________________________
Tennessee Tech University is an EEO/AA/Title IX/Section 504/ADA employer.
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