Project Information

Bid Title

RFQ - VB Charter Service

Issuing Agency

Tennessee Tech University

Location

Tennessee

Published Date

Jun 2, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Due Date	Description	Purchasing Contact
6/30/2026	RFQ - VB Charter Service	Tina Girdley

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REQUEST FOR QUOTATION (RFQ)

Department: Athletics

Description: VB Charter Service

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: June 2, 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 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: _______________

Page 2 of 7

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

Page 3 of 7

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:

Page 4 of 7

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 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

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

Page 5 of 7

Commodity Codes

• NAICS 485510Charter Bus Industry

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