Project Information

Bid Title

RFP - Mail & Print Services RFP - Amendment #4

Issuing Agency

Tennessee Tech University

Location

Tennessee

Published Date

Jul 9, 2026

Closing Date

Jul 20, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Due Date	Description	Purchasing Contact
7/20/2026	RFP - Mail & Print Services RFP - Mail & Print Services Amendment #1 RFP - Mail & Print Services Amendment #2 RFP - Mail & Print Services Q&A - Amendment #3 RFP - Mail & Print Services Q&A - Amendment #3 - Attachment A RFP - Mail & Print Services Q&A - Amendment #3 - Attachment B RFP - Mail & Print Services Q&A - Amendment #3 - Attachment C RFP - Mail & Print Services Q&A - Amendment #3 - Mail Floor Plan RFP - Mail & Print Services Q&A - Amendment #3 - Print Floor Plan RFP - Mail & Print Services Supplemental Q&A - Amendment #4	Janice Scarlett

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TENNESSEE TECH UNIVERSITY

Request for Proposal

MAIL & PRINT SERVICES

Proposal Due Date/Time:

Monday, July 20, 2026 @ 3:00 CST

Electronic copies of this Request for Proposal available at www.tntech.edu/purchasing. Click on the “Upcoming Bid

Opportunities” link and then on the appropriate document link(s) or by contracting Janice Scarlett at

jscarlett@tntech.edu

CONTENTS

SECTION

1

2

3

4

5

6

DESCRIPTION

Introduction

RFP Schedule of Events

Proposal Requirements

General Requirements & Contracting Information

Proposal Evaluation & Contract Award

RFP Attachments

6.1 Contractor Requirements Form

6.2 Pro Forma Contract

6.3 Proposal Transmittal/Statement of Certifications & Assurances

6.4 Project Narrative

a. 6.4M – Mail Services

b. 6.4P – Print Services

6.5 Technical Proposals & Evaluation Guides

6.6 Cost Proposals & Scoring Guides

6.7 Proposal Score Summary Matrix

6.8 Listing of State Universities, TBR System Institutions, the UT

System of Higher Education, and State of Tennessee

6.9 Vendor Checklist for Prevention of Common RFP Mistakes that

lead to Proposal Rejection

1 INTRODUCTION

1.1 Background

1.1.1

Tennessee Tech University is a four-year comprehensive university located in Cookeville,

Tennessee, and is the state’s only technological university, currently enrolling more than 10,000

students. Tennessee Tech offers more than 200 academic programs through its various academic

divisions – the College of Agriculture and Human Ecology, College of Arts and Sciences, College

of Business, College of Education and Human Sciences, College of Emerging and Integrative

Studies, College of Engineering, College of Fine Arts, College of Graduate Studies, and the

Whitson-Hester School of Nursing. Tennessee Tech also offers the PhD in education,

engineering, and environmental science and maintains seven research centers, including three

Centers of Excellence, (the Center for Energy Systems Research; the Center for Manufacturing

Research; and the Center for the Management, Utilization and Protection of Water Resources).

The Appalachian Center for Craft, a Tennessee Tech satellite campus and an academic program

offered through the College of Fine Arts, is a nationally accredited School of Art, Craft and

Design, offering a Bachelor of Fine Arts degree with concentrations in clay, fibers, glass, metals

and woods. Tennessee Tech has consistently achieved high rankings for academic excellence

and affordability.

1.2 Statement of Procurement Purpose

1.2.1 Tennessee Tech is seeking proposals for an experienced and qualified Contractor to provide Mail

Services, Print Services, or Mail plus Print Services.

1.2.2

Through this RFP, Tennessee Tech seeks to procure necessary services at the most favorable,

competitive prices and to give ALL qualified businesses, including those that are small, minority,

women, and service-disabled veteran owned, the opportunity to do business with Tennessee

Tech. Vendors must complete the Contractor Requirements Form (See Attachment 6.1 for form

and classification definitions). In addition, all small, minority, women and service-disabled

veteran owned businesses are strongly encouraged to register with the Governor’s Office of

Diversity Business Enterprise (Go-DBE) to attain official certification. Tennessee Tech shall work

with the successful Proposer and the Go-DBE Office regarding registration/certification.

1.2.3 The vendor shall provide all necessary personnel and supervision to:

• Departmental Mail Services: Collect, process, store, and deliver mail on the main campus of

Tennessee Tech and local extension offices.

• Student Postal & Retail Mail Services: Provide daily mail services to students, faculty and

staff.

1.2.4 The vendor shall provide all necessary personnel and supervision to:

• Print Center Services: Staff and equip with a full-service retail Print Center operation on

campus for Tennessee Tech.

• Bulk Mail & Fulfillment Services: Produce high volume print, fold, insert and mail mailers for

Tennessee Tech departments.

1.3 Scope of Service, Contract Period, and Required Terms and Conditions

The RFP Attachment 6.2, Pro Forma Contract details Tennessee Tech’s required:

• Scope of Goods and/or Services in Section A & B;

• Contract Term in Section C;

• Payment Terms and Conditions in Section D;

• Contractor Responsibilities in Section E & F;

• Terms and Conditions in Section G; and

• Special Terms and Conditions in Section H.

The Pro Forma Contract substantially represents the contract document that the successful

Proposer MUST agree to and sign. A Proposal that limits or changes any of the terms or

conditions contained in the Pro Forma Contract may be considered non-responsive.

1.4 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

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 Tennessee Tech or in the employment practices of the university’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.

Greg Holt, Compliance Officer

Box 5037

Cookeville, TN 38505

Phone: 931-372-6062

gholt@tntech.edu

1.5 Assistance to Proposers with Disability

A Proposer with a disability may receive accommodation relating to communicating this RFP and

participating in this RFP process. A Proposer may contract the RFP Coordinator to request

reasonable accommodation no later than the Disability Accommodation Request Deadline in

RFP Section 2, Schedule of Events.

1.6 RFP Communications

1.6.1

Unauthorized contact regarding this RFP with employees or officials of Tennessee Tech other

than the RFP Coordinator names below may result in disqualification from this procurement

process. Interested Parties must direct all communications regarding this RFP to the following

RFP Coordinator, who is Tennessee Tech’s only official point of contract for this RFP.

Janice Scarlett, Interim Director for Purchasing & Contracts

Derryberry Hall, 1 William L. Jones Drive, Suite 301

Cookeville, TN 38505

Phone: 931-372-3464

Jscarlett@tntech.edu

1.6.2 Tennessee Tech has assigned the following RFP identification that must be referenced in all

communications regarding the RFP: RFP – MAIL & PRINT SERVICES

1.6.3

Any oral communications are considered unofficial and non-binding regarding this RFP. Only

Tennessee Tech’s official responses and communications, as defined in Section 1.6.7 below,

shall be considered binding regarding this RFP. Tennessee Tech’s official responses and other

official communications pursuant to this RFP shall constitute an amendment of this RFP.

1.6.4 The RFP Coordinator must receive all written comments, including questions and requests for

clarification no later than the Written Questions/Comments Deadline in the RFP Section 2,

Schedule of Events.

1.6.5

Each Proposer shall assume the risk of the method of dispatching any communication or

proposal to Tennessee Tech, Tennessee Tech assumes no responsibility for delays or delivery

failures resulting from the method of dispatch, Actual or digital “postmarking” of a

communication or proposal to Tennessee Tech by the specified deadline date shall not substitute

for actual receipt of a communication or proposal by Tennessee Tech.

1.6.6 Tennessee Tech reserves the right to determine, at its sole discretion, the appropriate and

adequate responses to written comments, questions, and requests for clarification.

1.6.7

Tennessee Tech will convey all official responses and pursuant to this RFP via Internet posting at

https://www.tntech.edu/purchasing/bidopportunities.php, It is the proposers’ responsibility to

monitor this website for additional information regarding the RFP and to submit a response with

the most current information issued by Tennessee Tech.

1.6.8

Any data provided by Tennessee Tech (in this RFP, an RFP Amendment or any other

communication relating to this RFP) is for informational purposes only, Tennessee Tech will make

reasonable efforts to ensure the accuracy of such data or information; however, it is the

Proposer’s obligation to independently verify any data or information provided by Tennessee

Tech, Tennessee Tech expressly disclaims the accuracy or adequacy of any information or data

that it provides to prospective Proposers.

1.7 Proposal Deadline

Proposals must be received in Tennessee Tech’s Purchasing Office no later than the Proposal

Deadline time and date detailed in RFP Section 2, Schedule of Events. A proposal must respond

to the written RFP and any RFP exhibits, attachments, or amendments. A late proposal shall not

be accepted, and a Proposer's failure to submit a proposal before the deadline shall cause the

proposal to be disqualified. It is the responsibility of the Proposer to ascertain any additional

requirements with respect to packaging and delivery to Tennessee Tech. Proposers should be

mindful of any potential delays whether foreseeable or unforeseeable.

1.8 Written Question-and-Answer Period

The question-and-answer period deadline is in RFP Section 2, Schedule of Events. The purpose

of the written question-and-answer period is to allow Proposers to submit any questions they

may have regarding the scope of services requested. To ensure accurate, consistent responses to

all known potential Proposers, the official responses to questions will be issued by Tennessee

Tech as described in RFP Sections 1.6, et seq., above and on the date in RFP Section 2, Schedule

of Events.

Commodity Codes

• NAICS 541860Direct Mail Advertising

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