3-1. General Information and Instructions-Athletic Field Maintenance.pdf
PDF 740 KB Posted
- Attached to
- Campus Athletic Turf Maintenance
- Solicitation number
- 27RFP028
- Issued by
- Texas
About this file
This is a Request for Proposals (RFP 27RFP028) issued by Southwestern University in Texas for Campus Athletic Field Maintenance services. Southwestern University seeks qualified athletic field maintenance providers to supply all labor, equipment, and materials necessary to maintain competition and practice surfaces for varsity programs and intramural activities. Proposals must be submitted online through the Euna Procurement Online Solicitation Platform at https://southwestern.bonfirehub.com/ no later than August 31st, 2026 at 5:00 PM CDT. Questions regarding the solicitation must be submitted by August 21st, 2026 at 5:00 PM CDT, with answers posted as addendums on the Euna Procurement project page. The University anticipates reviewing submissions in September 2026. Respondents' proposals must remain valid for a minimum of 150 days following the submission opening date to allow adequate time for evaluation, approval, and award notification. Hard-copy submissions will not be accepted; all responses must be submitted in the specified format through the online platform.
The RFP does not specify pricing terms, award amounts, or funding sources in the provided documentation. No information regarding set-asides, incumbent contractors, site visits, or bidders' conferences is detailed in this general information and instructions document. The University reserves the right to reject any or all responses, accept responses deemed most advantageous, waive irregularities, award to a single vendor or split awards among multiple vendors, or make no award, all at its sole discretion. Respondents must be authorized individuals able to bind their submission contractually and demonstrate responsibility. The contact for this solicitation is Erica Smith, Director of Contracts & Procurement, at Smith60@southwestern.edu.
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Text version
REQUEST FOR PROPOSALS
27RFP028
Campus Athletic Field Maintenance: Information and Instructions
CONTACT:
Erica Smith Director of Contracts & Procurement Smith60@southwestern.edu mailto:Smith60@southwestern.edu
General Information and Instructions
1.1 Overview
Southwestern University is seeking proposals from qualified athletic field maintenance providers. The contractor will be required to provide all labor, equipment, and materials necessary to perform the stated work and ensure the highest quality competition and practice surfaces for the varsity programs, and intramural activities, at Southwestern University (SU).
A. Response Instructions: All responses will be received online prior to the date and time specified below for the project titled Insurance Benefits Broker to the Euna Procurement Online Solicitation Platform which can be accessed online at https://southwestern.bonfirehub.com/
B. Requested Information: All requested documents must be submitted in the format specified, all fields must be completed as specified and the documents must be submitted in the Requested Information section in Euna Procurement. Hard-copy responses will not be accepted. The vendor’s responsible for familiarizing themselves with the Euna Procurement online solicitation platform and the online submission process and requirements.
C. Required Response Date: Vendor’s who wish to be considered for this project should submit their response per the instructions above to Southwestern via the Euna Procurement Online Solicitation Platform prior to the date and time specified below.
Submissions are due on or before August 31st , 2026 @ 5pm CDT.
D. Official Date and Time: A submission will not be considered delivered unless the submission has been received online by the Euna Procurement Online Solicitation Platform which can be accessed at https://southwestern.bonfirehub.com/ prior to the date and time specified in the documents. The official date and time shall be the date and time shown online at https://southwestern.bonfirehub.com/.
E. Questions and University POC: Any clarification of requirements or requests for additional information by proposers must be submitted in Bonfire, no later than August 21st , 2026 at 5:00 pm CDT. Answers to all questions will be made in writing and posted online as an addendum to the Euna Procurement project page which can be accessed online at https://southwestern.bonfirehub.com/.
F. Updates: Monitor Euna Procurement for the most up-to-date information and any addendums.
G. Effectiveness: Your company’s submission must remain in effect for a minimum period of one hundred fifty (150) days following the submissions opening date in order to allow sufficient time for evaluation, approval, and issuance of award notice (if an award is made).
H. Acknowledgement: By submitting a response to this solicitation, the Respondent acknowledges the specifications and requirements herein. The terms and conditions of the solicitation shall govern unless specifically provided for otherwise in a separate agreement or on the face of a purchase order. It is the sole responsibility of respondents to stay apprised of changes or addendums to the solicitation via Euna Procurement Public Notices.
I. Authorization and Responsibility: Respondent shall be an individual who is authorized to bind the submission contractually. It is expected that a prospective Respondent will be able to affirmatively demonstrate responsibility.
J. Rejection or Acceptance: The University reserves the right to reject any or all responses, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest at the sole discretion of the University.
K. Evaluation: The University reserves the right to use all pertinent information that might affect the University's judgment as to the appropriateness of an award to the lowest and best-evaluated solicitation. To ensure the proper and fair evaluation of a solicitation, unsolicited communication between respondents and persons evaluating responses may be grounds for disqualifying the offending respondent from consideration or award of the solicitation, or any future solicitation.
L. Award: The University reserves the right to enter into an Agreement or a Purchase Order with a single award, split awards, non-award, or use any combination that best serves the interest and at the sole discretion of the University.
1.2 Timeline
ACTION DATE
Issue Date August 5th, 2026 Questions Due August 21st , 2026 @ 5:00 PM CDT Submissions Due August 31st, 2026 @ 5:00 PM CDT Anticipated Review of Submissions September
*Southwestern University reserves the right to revise the Timeline at its sole discretion
| General Information and Instructions |
| 1.2 Timeline |
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