How to do Business with Southwestern

Contracts and Procurement

This page is designed to support both current and prospective suppliers interested in conducting business with Southwestern University. Whether you are a first time supplier or you have a longstanding partnership with the university our goal is to provide clarity on how Procurement functions.

Contact

Erica Smith

Director of Contracts and Procurement

smith60@southwestern.edu

Phone

512.863.1477

Erica Smith

Director of Contracts and Procurement

Email Call

Open Opportunities

Reference #: 25RFP016. Name: Campus Turf and Landscaping Services

Department: Facilites Maintenance. Description: Southwestern University (“Southwestern”) is requesting proposals for regular grass cutting, weeding and grounds upkeeping services from a qualified, experienced and adequately resourced grounds maintenance service provider. Project closes Dec 13, 2024 5:00 PM CST.

Reference #: 25RFP015. Name: Custodial Services

Department: Facilites Maintenance. Description: Southwestern University is seeking proposals from qualified vendors to provide custodial services for special events held on our campus or at our facilities. These events may include, but are not limited to, concerts, athletic events, conferences, ceremonies, and other large gatherings. The selected contractor will be responsible for ensuring cleanliness, sanitation, and trash removal before, during, and after each event to maintain a clean and safe environment for attendees, staff, and participants. From time to time the University may request additional ad hoc custodial services as needed. Project closes Dec 06, 2024 5:00 PM CST.

Competitive Sourcing

Southwestern University purchases a wide variety of goods and services through Requests for Quotes (RFQs), Invitation for Bids (IFBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Cooperative Contracts, and Sole Source designations.

Quotes and Solicitations

The University uses a competitive process to solicit goods and services based on the level of anticipated expenditure. Requests for Quotes are communicated through email, phone, or Bonfire, the university’s purchasing portal. IFBs, RFPs, and Requests for Statements of Qualifications are all handled through a sealed submittal process and administered through Bonfire.

The University advertises formal solicitations through Bonfire. Vendors may register within Bonfire for free to receive notifications. Instructions for registrations are contained herein.

Cooperative Procurement

The University participates in cooperative purchasing programs to increase efficiency in the procurement process, generate cost savings through aggregated purchasing volume, and reduce administrative costs. Vendors are encouraged to participate in approved cooperatives.

Purchasing Cooperatives currently approved and utilized by Southwestern University:

Texas Association of School Boards (BuyBoard)
Omnia National Partners
Sourcewell Cooperative Purchasing
Texas Interlocal Purchasing System (TIPS)
E&I Cooperative Services
HESS Consortium
Consortium of Liberal Arts Colleges (CLAC)

Electronic Bid and Proposal Registration

Vendors are encouraged to register with Bonfire, our online solicitation platform. Vendor Registration is free and only takes a few minutes to complete.

A Three-Way Partnership

Requesting Departments: Requesting departments know what they need to effectively run their departments.
Contracts and Procurement: Contracts and Procurement supports departments by assisting in sourcing suppliers through either vendor research, request for quotes, invitation for bids, request for proposals, or request for qualifications. Contracts and Procurement also reviews contracts prior to approval.
Vendors: Vendors work with both the Requesting Department and Contracts and Procurement to submit responses.

Invoicing and Payment

Please visit the University’s Business Office website for information regarding invoicing and payment.

Stay Up To Date

Suppliers are encouraged to register with the Bonfire solicitation portal and create a complete profile to be notified of solicitation opportunities. The profile can be set-up with notifications that alert suppliers when solicitations are released.

Additionally, suppliers are encouraged to familiarize themselves with solicitation requirements in advance of a response due date to assure adequate time to prepare a submittal.

Lastly, vendors may consider visiting the solicitation portal regularly to assure they have line of site to the notifications being posted.

Contact Information

Director of Contracts and Procurement
Erica Smith
smith60@southwestern.edu
512-863-1477