4.31 The bid interval is to be strictly enforced. WebPurchasing (new purchases only) These instructions are only for new purchases. 3.12.1 Proposals must be in writing but may be transmitted by fax or emailed in PDF format (only electronic formats that prohibit the recipient from being able to make changes are allowed). AVP, Procurement Services The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. 1.33 Facilities Groups will provide the vendor qualification requirements related to work and professional services to be performed as well as suggest vendors for qualification. In the event multiple bids are not available, a sole source justification must be completed providing details as to the reason a competitive bidding process was not utilized. Visit Procurement for instructions. OMB Circular A-110, at .40- .48, sets forth the specific procurement standards the University must follow when purchasing supplies and other expendable property, equipment, real property, and services with Federal funds. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. The Senior Columbia University Officer present at the bid opening will sign/approve this document. If a firm is selected to proceed as a qualified vendor with the University, the procurement team for supplier information with Facilities and Operations will send a series of requests for additional information, such as a W9, financial history, references, contact information, and more. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. then the lowest priced supplier must be awarded the contract. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. Verbal bids are not accepted under any circumstances. WebMajor Elements of the OCP Process. Competitive Task Order proposals can be solicited to one or more qualified non-Task Order Vendors providing there is at least one Task Order vendor participating in providing a proposal. 2.17 A qualified firm should be given an opportunity to participate in each bid list prepared for work within the areas of appropriate trade and specialty as determined in the qualification process. To maintain strong business practices, ensure compliance with various regulations, promote the best possible value, service and pricing in the sourcing of goods and services at the University, competitive sourcing should be used whenever possible. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) RFIs can request information relating to: Products or services that can be obtained from only one person for firm, Competition is precluded because of the existence of patents, copyrights, confidential processes, the proprietary information, or other such condition, When competitive bids are solicited and no responsive bid is received, Continuation of work within the same fiscal year and bidding or placing work with another vendor would disrupt business, Need for specially designed replacement parts or specialized technology, Due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison of previously proposed/purchased prices for the same or similar items. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. We provide support through ourPurchasing Teams. Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. WebProcurement Services. 11.10 Facilities Project Managers responsible for work will complete a Vendor Report card on a quarterly basis for all vendors utilized and submit it to Purchasing. This policy ensures that confidential information is safeguarded and prevents any potential conflict. In order to upload documents to Procurement, or to check the status of a current order or VisitPurchase Using the Pay Card (Human Subjects)to learn more. 4.10.1 The bid forms shall be used to describe the project and request for bids. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. 1.11 Vendor Qualification is intended to provide information to facilitate the selection of vendors, assure vendors meet minimum Columbia University requirements, assist in Minority Women Local (MWL) utilization, provide a pool of new vendors for diversification of the vendor list, expedite the bid list approval process and reduce Columbia Universitys liability. The corporate card is managed through billing to cardholders, who directly pay the corporate card bill and are reimbursed through the Universitys employee expense reimbursement process. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. Identification of qualified suppliers is a key component of the RFP process to ensure that there is competitiveness as well as a determination of the supplier's capacity to perform in accordance with their proposal submission. To view the full job description, please click link Finance and WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. Complete the vendor modification form. All information and correspondence should be documented in writing and maintained in the contract file. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 Vendor Management receives approximately 200 requests each day to create or modify vendor/payee profiles. 1.23 Task Order Agreement Vendors will be pre-qualified and will execute contracts with Columbia University for a stated term and stated rate structure. WebUniversity Procurement. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. This senior officer is acknowledging their support of the exception request and through their signature is attesting that the request is appropriate and complies with the policy. Confidentiality of Bids/Quotations/Proposals. This average GPA means Columbia University in the City of New York is brutally selective - the most competitive applicants in the world are already applying to the school, in hopes of taking up residence in New York, and, All contracts require that a cost or price analysis be performed in conjunction with the bid review process. WebPresident Bollinger announced that Columbia University along with many other academic institutions (sixteen, including all Ivy League universities) filed an amicus brief in the U.S. District Court for the Eastern District of New York challenging the Executive Order regarding immigrants from seven designated countries and refugees. pricings found in published journals, advertisements, internet sites and auctions, multiple solutions are available that will fit the need, multiple suppliers can provide the same solution, there is a requirement to determine the best value of the suppliers available solutions, products/services for the project cannot be clearly specified, different skills, expertise and technical capabilities are required from the suppliers, lowest price is not the determining criterion for awarding the contract, final pricing is negotiated with the supplier. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. Executive Director of Accounts Payable Appendix A to OMB Circular A-110 contains mandatory procurement provisionsalso known as flow down clausesfor contracts, including small purchases that do not meet the simplified acquisition threshold, awarded by recipients of Federal grants and cooperative agreements. Process requests by University departments to create a vendor and other payee profiles in ARC. 403 (11) shall contain suitable provisions for termination by the recipient, including the manner by which termination shall be effected and the basis for settlement. A copy of the Purchasing Checklist and Bid Summary Form Sponsoredis available through the link listed in Additional Resources below. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. Scroll to explore Featured In Focus Previous Next 1 / 4 This program Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. Ron Moraski 11.30 Purchasing will compile the bid results provided by Facilities Groups and provide activity reports to the Vendor Qualification Committee on a quarterly basis for the review of vendor utilization. P-Card Setup and It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. Task Order Vendors will exist in an environment of dynamic competition. For all bids estimated to result in projects $100,000 or greater, the Facilities Departments will notify Purchasing so that a Purchasing representative can be present at the bid opening. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. Bids submitted to Facilities are to be sent to a designated individual, Bid Coordinator, within the facilities organization who keeps them in a secure location until the bid deadline / opening. 1.41 Firms that act in violation of the term of their contract, Columbia University policy or guidelines and / or outside the guidelines of the Purchasing and Facility departments can be terminated or suspended from participation in any University work for a time frame to be determined by Purchasing and the Vendor Qualification Committee. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. A University buyer making a purchase with funds from a Federal grant or cooperative agreement must comply with the sponsoring agencys regulations that implement OMB Circular A-110. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. 47) Roof Restoration. Networking with the University community may provide suitable options, but might still require vetting based on the criteria outlined in either the RFQ or RFP. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. The specific requirements are dependent on the type of contract being sourced and are detailed below. An RFP should include both standard University requirements and requirements specific to the product/service being sought. Department Administrators and other department staff. Start here to learn the basics. Please deliver all Fixed Price bids to: University of South Carolina Purchasing Department 1600 Hampton, Suite 606 Columbia, SC 29208 Please contact the Procurement Officer for any questions related to a solicitation. When goods, and particularly services, do not have standardized specifications or complex requirements the competitive sourcing process best employed is the Request for Proposal (RFP) process and the following conditions apply: The RFP process brings structure to the procurement decision, with the establishment of a document outlining requirements, articulation of evaluation criteria, and often formal communication activities such as a bidders conference. 2.27 Project Managers and Directors are to develop the bidders list for each project based on these policy goals in a manner that is consistent with their understanding of the projects sensitivities and complexities and for which projects it would be appropriate to introduce new firms. WebFacilities Management's Office of Design and Construction, and the Office of Institutional Real Estate on the Morningside Campus, or the Office of Facilities, Medical Center Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. WebPosted 6:53:56 PM. Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 6.10 The Recommendation to Award work or a contract should be made by the responsible Project Manager and include a copy of the Bid Summary, and any supporting documents that might be required. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. Areas for opportunities in construction and facilities services, Columbia University in the City of New York, Minority-, Women- and Locally-owned Business Enterprises, What you need to know about working with Facilities and Operations, Columbia University Construction Procurement and Purchasing, Learn more about unique opportunities at Columbia, Facilities Services Center - 212-854-2222. 2.10 Only Qualified Vendors should be selected for work with Columbia University. (See Section. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, WebCompetitive Procurement. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: All price quotations received are to be evaluated on the basis of compliance to provided specifications/requirements, other communicated factors such as quality of goods/services and customer service support, and, ultimately, cost. LDEO Purchasing Staff determines best source of supply using University -wide Purchasing Agreement, (UwPA), competitive bidding process or sole -source procurement in accordance with Columbia University Purchasing P olicy as described below: Policy for Competitive Bids o $1-$2,500: Minimum of one oral or written bid, quote, or proposal Need to modify your own information in our database? This feedback will be utilized in the Qualification and Task Order Agreement selection process. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. After proposals are received, evaluated and negotiated the contract(s) can be awarded to the supplier(s) presenting the best combination of price, delivery, compliance to specifications, capacity to perform, and quality of service. 2.43.2 All vendors will be encouraged to utilize Columbia University qualified vendors as sub-contractors for work performed for the University regardless of value and to provide opportunities to Minority Women Local firms to participate in bidding for sub-contracted work. 2.29 Some considerations for selection are: 2.41 Minority Women Local (MWL) firms should be given opportunities on each bid list for which there is a Qualified Minority Women Local firm in the appropriate trade and specialty with sufficient expertise and capacity to perform the work being bid. To order Staples office supplies, McKesson medical/surgical supplies, or Fisher Scientific research supplies, please use the following links: Are you new to buying and paying at Columbia University? (212) 851-7271[emailprotected], Columbia University in the City of New York, Sponsored Projects: Post-Award Financial Administration, Advisory Committee on Socially Responsible Investing, EVP of Finance and Information Technology. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. If all factors are equal (i.e. A payment bond on the part of the contractor for 100 percent of the contract price. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. A current version of these provisions as of the date of publication of these Guidelines is provided in Appendix 2 of the Purchasing Guidelines, Special Terms and Conditions, Federal Acquisition Regulations. delivery schedule, freight costs, return policies, warranties, etc.) This would also include the unit cost, extended cost, and other associated costs such as delivery costs. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. 1.13 Vendor Qualification is intended to establish: the value of work a vendor is capable of performing for the University, insurability, performance with Columbia University and that the vendor agrees to the terms and conditions of Columbia Universitys contractual agreements and obligations. RFI/Supplier Pre-Qualification an RFI (Request for Information) method is generally used during an RFP process to collect information about suppliers in determining a supplier's capabilities and if they are able to meet the requirements of the bid process. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). 4.62 In no case shall one or more bidders be provided with information that will give them a competitive advantage over the other bidders. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 careerdesignlab@columbia.edu Learn more about how we work with vendors. 3.90 A summary report of bidding and work that deviates from the policy will be generated by Purchasing and made to the Vendor Qualification Committee for their review and consideration. Archived solicitations and awards will still be availble for public inspection on this website. When goods or services have standard or easily compared specifications and pricing is the main component, the competitive sourcing process best employed is a Request for Quote (RFQ) process. 2.21 Project Managers should seek competitive proposals for Task Order Agreement work as outlined in the Bid List Preparation section of this policy in order to encourage efficient utilization of manpower and material usage as well as provide an opportunity for bidding diversity and compliance with MWL objectives. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next Vice President, Procurement Services The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. Purchasing The Purchasing Department Columbia University in the City of New York does require GPA. When the value of the goods or services sponsored award purchased is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. options for renewal upon satisfactory review with competitive bidding / negotiation. (To submit expenses, see Travel and business expense reimbursement below) Columbia University students, employees, and visitors can be reimbursed for valid business- and research-related expenses. 6.20 A Recommendation of Award being prepared for the lowest qualified and responsive bidders should be signed/approved by an officer at the same management level as required by the bid list, based on the total anticipated dollar value of the award. To view the full job description, please click link Finance and Termination may occur due to: failure to adhere to the Task Orders and conditions of their contract, unsatisfactory performance, repeatedly unsuccessful or un-competitive bidding, unlawful conduct, federal disbarment, the act of subjecting individuals to unsafe practices or conditions or any activity or condition deemed unacceptable by Columbia Universitys Purchasing or Facilities Departments. 3.11.3 Competitive Task Order proposals may be used for any work performed within the Task Order limits, $20,000 per individual trade and $50,000 for general contractors. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. Visit theARC Vendor/Payee Request Web Form. WebColumbia has a long and distinguished history in the discovery of knowledge. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. Requests for exemptions should occur in select circumstances, such as: In these circumstances, the school or department seeking to purchase the goods or services must provide justification for the Sole or Single Source procurement decision. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. As competitive sourcing provides a basis for determining price reasonableness, when competitive sourcing does not occur, it is necessary for a sole/single source process to also include documentation for price reasonableness. Stated rate structure you work, you and your family get exclusive with. 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