Campus Work Order System

Southwestern University is seeking a comprehensive Campus Work Order System through Request for Proposal (RFP 26RFP025), targeting a cloud-based software solution to improve the efficiency of its Facilities Department. The procurement aims to streamline maintenance request submission, tracking, and completion while enhancing interdepartmental communication and service responsiveness. The desired software must provide real-time tracking, comprehensive reporting tools, mobile access, and seamless integration with existing university systems. Evaluation criteria will be point-based, with 30 points for functionality, 25 points for implementation and support, 20 points for technical integration, and 25 points for cost-effectiveness. Key dates include a pre-proposal virtual meeting on September 29th, 2025, questions due by October 9th, 2025, and proposals due by October 16th, 2025 at 5:00 PM CDT, with an anticipated review on October 30th, 2025. The solution must support work order creation, scheduling, asset management, inventory tracking, utility management, and project tracking capabilities, with full deployment targeted for December 2025.

The RFP does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. Submissions must be made through the Euna Procurement Online Solicitation Platform, with hard-copy responses not accepted. The contract will be for an initial 12-month term with potential for four optional 12-month renewals. While specific budget ranges are not detailed, the university requires vendors to maintain $5 million in technology errors and omissions insurance. The solution must ensure FERPA compliance, provide robust data security, and offer scalable technical support to accommodate institutional growth. Southwestern University reserves the right to reject any or all responses, make split awards, or select the most advantageous proposal at its sole discretion. Unsolicited communication between respondents and evaluation personnel may result in disqualification, emphasizing a structured and competitive procurement process.