RFQ - Baseball Charter

REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Deliver Completed Bid to: Tennessee Tech University Date: November 14, 2022 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 www.tntech.edu/planning-and-finance/purchasing/ 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 December 12, 2022. Bid is subject to the RFQ – Standard Terms and Conditions. By submittal of a bid, bidder certifies its agreement to these terms and conditions, which cannot be waived. Special Bid Instructions: 1. Indicate any cash/time discounts offered: ______________________________________________ 2.

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. 3. Bid may be electronically signed and submitted. THIS IS NOT AN ORDER REQUEST FOR QUOTATION Please bid to furnish any or all of the following: one (1) fifty-six (56) passenger bus and driver, to Tennessee Tech’s Baseball team, for the following trips. NOTE: Some departure times and game times are yet to be determined. Departures from Cookeville are Central Daylight Time or Central Standard Time. Return times may go into early morning hours. Trip 1: UNIVERSITY OF ALABAMA – Tuscaloosa, AL Departure: Monday, 2/20 from Cookeville, TN (1:30 p.m.) Arrive: Monday, 2/20 in Tuscaloosa, AL Return: Tuesday, 2/21 to Cookeville, TN Total Cost: ___________________ Trip 2: GEORGIA TECH – Atlanta, GA Depart : Thursday, 2/23 from Cookeville, TN (1:30 p.m.) Arrive: Thursday, 2/23 in Atlanta, TN Return: Sunday, 2/26 to Cookeville Total Cost: ___________________ https://www.tntech.edu/purchasing/pdf/RFQ_Standard_Terms_and_Conditions_rev_7-16-18.pdf https://www.tntech.edu/purchasing/bidawards.php REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Page 2 of 8 Trip 3: QUEENS UNIVERSITY OF CHARLOTTE – Charlotte, NC Depart: Thursday, 3/2 from Cookeville, TN (11:30 a.m.) Arrive: Thursday, 3/2 in Charlotte, NC Return: Sunday, 3/5 to Cookeville, TN Total Cost: ___________________ Trip 4: VANDERBILT UNIVERSITY – Nashville, TN (day trip) Depart: Tuesday, 3/7 from Cookeville, TN (12:30 p.m.) Arrive: Tuesday, 3/7 in Nashville, TN Return: Tuesday, 3/7 to Cookeville, TN Total Cost: ___________________ Trip 5: DAVIDSON COLLEGE – Davidson, NC Depart: Thursday, 3/23 from Cookeville, TN (11:30 a.m.) Arrive: Thursday, 3/23 in Davidson, NC Return: Sunday, 3/26 to Cookeville, TN Total Cost: ___________________ Trip 6: MOREHEAD STATE UNIVERSITY – Morehead, KY Depart: Thursday, 3/30 from Cookeville, TN (11:30 a.m.) Arrive: Thursday, 3/30 in Morehead, KY Return: Sunday, 4/2 to Cookeville, TN Total Cost: ___________________ Trip 7: BELMONT UNIVERSITY – Nashville, TN (one day) Depart: Tuesday, 4/4 from Cookeville, TN (2:00 p.m.) Arrive: Tuesday, 4/4 in Nashville, TN Return: Tuesday, 4/4 to Cookeville, TN Total Cost: ___________________ Trip 8: LIPSCOMB UNIVERSITY – Nashville, TN (one day) Depart: Tuesday, 4/11 from Cookeville, TN (noon) Arrive: Tuesday, 4/11 in Nashville, TN Return: Tuesday, 4/11 to Cookeville, TN Total Cost: ___________________ Trip 9: SOUTHEAST MISSOURI – Cape Girardeau, MO Depart: Thursday, 4/13 from Cookeville, TN (11:30 p.m.) Arrive: Thursday, 4/13 in Cape Girardeau, MO Return: Thursday, 4/16 to Cookeville, TN Total Cost: ___________________ REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Page 3 of 8 Trip 10: UT KNOXVILLE – Knoxville, TN (one day) Depart: Tuesday, 4/18 from Cookeville, TN (11:30 a.m.) Arrive: Tuesday, 4/18 in Knoxville, TN Return: Tuesday, 4/18 to Cookeville, TN Total Cost: ___________________ Trip 11: ALABAMA A&M – Huntsville, AL (one day) Depart: Tuesday, 4/25 from Cookeville, TN (8:00 a.m.) Arrive: Tuesday, 4/25 in Huntsville, TN Return: Tuesday, 4/25 to Cookeville, TN Total Cost: ___________________ Trip 12: EASTERN ILLINOIS UNIVERSITY – Charleston, IL Depart: Thursday, 4/27 from Cookeville, TN (9:45 a.m.) Arrive: Thursday, 4/27 in Charleston, IL Return: Sunday, 4/30 to Cookeville, TN Total Cost: ___________________ Trip 13: UNIVERSITY OF KENTUCKY – Lexington, KY (one day) Depart: Tuesday, 5/9 from Cookeville, TN (11:00 a.m.) Arrive: Tuesday, 5/9 in Lexington, KY Return: Tuesday, 5/9 to Cookeville, TN Total Cost: ___________________ Trip 14: UNIVERSITY OF ARKANSAS LITTLE ROCK – Little Rock, AR Depart: Thursday, 5/11 from Cookeville, TN (11:00 a.m.) Arrive: Thursday, 5/11 in Little Rock, AR Return: Sunday, 5/14 to Cookeville, TN Total Cost: ___________________ Note: Trip listed below is for OVC Tournament Games. Team must be playing in the OVC Tournament in order for the bus to be needed on the dates listed below. Departure Time, Game Times, & Return Time TBD. For evaluation purposes only, we will average the cost per day and assume the longest possible stay. TRIP 15– OVC TOURNAMENT – HOST CITY: Marion, Illinois (Venue: Rent One Park) / May 24-27, 2023 Depart: May 24, 2023 – Cookeville, TN May 24 – May 27, 2023 / practice, game, transportation Return: May 27, 2023 – Cookeville, TN **Depending on game results, return will be no later than May 27, 2023. COST PER DAY: $ __________** REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Page 4 of 8 **Cost per day is to include travel, driver, layover, deadhead charge (if any), and all cost associated with use of bus. 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 BEST PRACTICES - DUE TO COVID (read carefully!) 1. Panel separating driver from passengers __________ Yes __________ No 2. Passenger limits __________ Yes __________ No _________ Max Limit 3. Restrooms open __________ Yes __________No 4. How often are buses sanitized ________________ (Please include with bid; sanitizing procedures you follow before and during trip) 5. What product(s) are used to sanitize buses _______________________________________________ 6. Working and number of 110-volt outlet(s) on bus / TTU Athletics will be traveling with air purifier(s) ______Yes __________No __________Number of outlets CONDITIONS / REQUIREMENTS 1. An itemized invoice in duplicate referencing contract number assigned is to be mailed to the Business Office (Box 5037) 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: One (1) fifty-six (56) Passenger Buses and one (1) driver 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, Tennessee Tech 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 prior to departure. - DVD Player - Wireless Internet - Satellite TV REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Page 5 of 8 - 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. REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Page 6 of 8 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’s 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/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 1⁄2 trip fare, if buses do not meet or exceed the specifications listed above. Please initial here to signify agreement. __________ **Failure to agree 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. Tennessee Tech reserves the right to initiate negotiations with the next ranked Bidder should University cease doing business with the Bidder selected via this RFQ process. NOTE: Failure to provide all requested 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. 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 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. REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Page 7 of 8 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. 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 Tennessee Tech 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. REQUEST FOR QUOTATION (RFQ) Department: Athletics Requisition No.: 164982042 Page 8 of 8 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. 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.