Project Information

Bid Title

FB Charter Service

Issuing Agency

Tennessee Tech University

Location

Tennessee

Published Date

Feb 11, 2026

Closing Date

Mar 3, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

FB Charter Service

Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on March 3, 2026. Bids may be mailed, faxed, or electronically submitted via email to the RFQ Coordinator (as noted above).

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REQUEST FOR QUOTATION (RFQ)

Department: Athletics

Requisition No.: FB Charter – Fall 2026

Deliver Completed Bid to:

Tennessee Tech University

Purchasing and Contracts Office

Derryberry Hall, Suite 301

P. O. Box 5144, 1 William L. Jones Dr.

Cookeville, TN 38505-0001

Ph: (931) 372-3491 / Fax: (931) 372-3727

Date: February 4, 2026

RFQ Coordinator: Tina Girdley

Phone: 931-372-6350

Email: tgirdley@tntech.edu

Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on March 3, 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 submittal of 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 Football

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 assures that the Bidder’s offer is valid for a period of time sufficient 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 charters as specified below for each trip and drivers for the following trips. Departure and

return times are estimates only; exact times will be determined at a later time. Afternoon games will have a start

time 1:00 pm and 4:00 pm. Night games will have a start time between 6:00 pm and 7:00 pm.

REQUEST FOR QUOTATION (RFQ)

Department: Athletics

Requisition No.: FB Charter – Fall 2026

Trip 1: UT Chattanooga – Chattanooga, TN

4 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

Depart:

September 4, 2026 - Cookeville, TN – (afternoon)

Arrive:

September 4, 2026 - Chattanooga, TN

Return:

September 5, 2026 - Cookeville, TN - following game

Total Trip Cost:_______________

Trip 2: Wofford University – Spartanburg, SC

4 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

Depart:

September 25, 2026 - Cookeville, TN (morning)

Arrive:

September 25, 2026 - Greenville, SC

Return:

September 26, 2026 - Cookeville, TN - following game

Total Trip Cost:_______________

Trip 3: Western Carolina University – Cullowhee, NC

4 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

Depart:

October 2, 2026 - Cookeville, TN (noon)

Arrive:

October 2, 2026 - Cherokee, NC

Return:

October 3, 2026 - Cookeville, TN - following game

Total Trip Cost:_______________

Trip 4: Drop off at BNA – Nashville, TN

4 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

Depart:

October 23, 2026 - Cookeville, TN – (morning)

Arrive:

October 23, 2026 - BNA, Nashville, TN

Total Trip Cost:_______________

Trip 5: Pick up from BNA – Nashville, TN

4 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

Depart:

October 24, 2026 - BNA, Nashville, TN – (evening)

Arrive:

October 24, 2026 - Cookeville, TN

Total Trip Cost:_______________

Trip 6: ETSU – Johnson City, TN

4 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

Depart:

October 30, 2026 - Cookeville, TN – (noon)

Arrive:

October 30, 2026 - Kingsport, TN

Return:

October 31, 2026 - Cookeville, TN - following game

Total Trip Cost:_______________

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REQUEST FOR QUOTATION (RFQ)

Department: Athletics

Requisition No.: FB Charter – Fall 2026

Trip 7: Mississippi State University – Starkville, MS

5 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

Depart:

November 20, 2026 - Cookeville, TN – (noon)

Arrive:

November 20, 2026 - Tupelo, MS

Return:

November 21, 2026 - Cookeville, TN - following game

Total Trip Cost:_______________

Note: Trip listed below is for Playoff games. Team must be playing for the buses to be needed on the dates listed

below.

For evaluation purposes only, we will average the cost per day and assume the longest possible stay (2 days).

Trip 8: November 27, 2026 – November 28, 2026 - Playoffs (Location TBD)

4 - FIFTY-SIX (56) PASSENGER BUSES & DRIVERS

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

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 us 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 / Capacity: four (4) to five (5) fifty-six (56) passenger buses and drivers, as specified.

4. Maximum two (2) hour replacement time for breakdowns preferred for each trip. If different, specify:

_______________. If breakdown of bus(s) occurs, Contractor shall be responsible for prompt replacement of

buses in order 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

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REQUEST FOR QUOTATION (RFQ)

Department: Athletics

Requisition No.: FB Charter – Fall 2026

- 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(s).

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 coverages:

$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:

_____ 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.

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REQUEST FOR QUOTATION (RFQ)

Department: Athletics

Requisition No.: FB Charter – Fall 2026

16. Required that all buses to 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 condition.

20. The safety of Tennessee Tech student athletes and employees is of primary concern to the University.

Tennessee Tech reserves the right to request safety information from a contractor at any time during the

contract term. Contractor/bidder shall have five (5) working days in which to respond to such requests to

remain in good standing. Failure of any contractor/bidder 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 ½ 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. 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

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

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, layoff or termination, rates of pay or other forms of compensation,

and selection available to employees and applicants for employment.

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Commodity Codes

• NAICS 485510Charter Bus Industry

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