2.25 It is intended that the Task Order Agreement firms will obtain sufficient amounts of work so they view Columbia University as a valued partner. Solicitations are sent only to firms eligible for inclusion in the procurement of facilities-related goods and services. WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. Look up our team in the Finance Organizational Charts. 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 construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. Suppliers Previously Contracted there are suppliers that have been used by other schools and departments of the University and may provide the products and/or services you are seeking. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. Procurement Services Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. 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. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. Verbal bids are not accepted under any circumstances. December 13, 2022 OMB Circular A-110 contains the uniform administrative requirements for institutions of higher education, hospitals, and other non-profit organizations with Federally-funded grants or cooperative agreements. 2.13 Firms should be evaluated based on their ability to satisfactorily perform the work as evidenced by information gathered during the pre-qualification process, qualification profile and matched with the appropriate type of work to be contracted. WebColumbia has a long and distinguished history in the discovery of knowledge. WebUniversity Procurement. WebThe Columbia Facilities and Operations-led CU Grow Vendor Development Program, designed to help minority-, women- and locally owned (MWL) vendors grow their businesses, graduated its sixth cohort during a ceremony at Faculty House on December 12 the first in person graduation since the beginning of the pandemic. 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. View Buying Details for Laptops and Desktop Computers, Inquire about Becoming a Columbia Supplier, 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, Prize, award, royalty, select fellowship, and various other payments, Credit balance refunds for various accounts, Expense reimbursements for University employees. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. 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. program emphasizes a technical and rigorous approach to the study of economic theory. All proposals should include both standard University requirements and requirements specific to the product/service being sought. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. Documents transmitted electronically through email, texts, fax and conventional mail including USPS or overnight mail services must be secured at the workplace so that information is not involuntarily or haphazardly obtained. We are also responsible for negotiating and signing most consultant'scontracts and other service agreements; processing employee expense reimbursements, prize & award payments made by the University; and maintenance of the University vendor/payee database that supports procurement transactions. options for renewal upon satisfactory review with competitive bidding / negotiation. Work awarded utilizing unit pricing will indicate the scope of work. Purchasing will review the requisition submission for complete and proper documentation and if the submission is complete Purchasing will approve the requisition for issuance of a PO. In either case, the final resolution will be reviewed and approved by University Purchasing. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Task Order Vendors will be selected on a continuing competitive basis justified by comparison of their hourly rates, unit prices, multipliers, insurability, financial strength, history of work and claims, safety record, quality, specialty and any other relevant attributes specific to their professional category and doing business with the University. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 1.34 Purchasing will interface with the vendors, risk management and General Council to establish and maintain the qualification requirements and to meet the ongoing needs of the Facilities groups. Web2. 1.44 The subject firm will be notified in writing by Purchasing that their contract has been terminated, and their name will be removed from the Qualified and Task Order Agreement listings and the Accounts Payable and Purchasing vendor files will also be updated as required to reflect the change in standing. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. For non-catalog orders, please contact your LDP representative to receive a quote number. Executive Director of Accounts Payable The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. 403 (11)shall contain contractual provisions or conditions that allow for administrative, contractual, or legal remedies in instances in which a contractor violates or breaches the contract terms, and provide for such remedial actions as may be appropriate. Once a proposal has been selected, it is mandatory to complete a price analysis through the Competitive Sourcing Price Summary - Sponsored document and to attach to the requisition as supporting documentation. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. Main: 843-792-4521. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. How to set up a compliant AWS account: Fax or email proposals will be allowed only for emergencies or for Competitive Task Order Proposals and other work as specifically defined in the Purchasing Policy. In no case shall the Bid Interval be extended in a manner that would: 4.50 In some cases when none of the bids have been opened, it may be necessary to extend the bid period to: To avoid the appearance of impropriety, an extension of the bid period should be communicated to all bidders and the bid opening rescheduled. It will also show the total base bid and appropriate alternatives. 3. DSAs These are Departmental Select Agreements and are for goods and/or services that are competitively bid and negotiated on behalf of an individual or group of department(s) or school(s) with the intention of awarding a term contract. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. 3.60 The bid lists shall be summarized in a form specified by Purchasing and Vendor Qualification Committee and reviewed on a regularly scheduled basis by the Facility group or the department AVP or equivalent senior officer. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. WebThe online public postings for all university solicitations and awards related to supplies, services, information technology and construction procurement activity prior to March 15, 2021 are located on the Legacy Solicitations and Awards page. Vendors will be added and deleted from the list in an ongoing process that provides them an opportunity to work for Columbia University in a preferred but non-exclusive basis. procurement, and financial management. Price quotations should be acquired from an adequate number of qualified sources. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. Purchasing will, upon receipt of the requested information, provide approval of the requisition and subsequently issue the purchase order and notify the Project Manager so the award letter can be issued. 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. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. Task Order Vendors will exist in an environment of dynamic competition. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. MU seeks artists or artist teams to create new site-specific art for two spaces on NextGens first floor, one with a $50,000 budget, the other with a $40,000 budget. procurement, and financial management. 3.20 All work awarded without a written proposal will be subject to post award audit for reasonableness by the facilities department upon receipt of an invoice. 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. 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. A technical evaluation, if possible should be performed for each proposal. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. Additionally, all analysis, compilations, studies and other documents prepared by the bidder or its officers, employees, agents or advisers which are submitted by the bidder, must also be kept confidential. 10.10 A standard form letter shall be used for the award of all contracts. clearly specify the procedure for returning bids. 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. Note: The intent of Competitive Task Order Proposals is to provide opportunities to Qualified and MWL vendors who are not Task Order and introduce competitiveness to the task order process. Product Recall Notification. Software requests must contain: the title and publisher of the software; 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. 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 While engaged in the bidding process at Columbia University, it is imperative that all information given to those bidding, as well as the information received from those bidders is safeguarded so that it remains confidential. Among other things, the brief be specific in defining Bid period (interval). The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. WebProcurement Services. 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. 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. Upon receipt of each request, the VM team conducts a review and validation procedures and, as necessary, follows up with vendors/payees and requesting departments. If the contract is awarded on the basis of a single submitted bid, i.e., without negotiation, a justification of the price as fair and reasonable must be documented. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Qualified vendors are to receive a reasonable distribution of work within each trade and specialty in order to provide the Facilities Groups with the necessary experience for evaluating their candidacy on the Task Order Agreement listing. 5.11 Competitive Task Order Proposals will be recorded as competitive on the requisition summary if at least two (2) vendors respond for amounts under $5,000, and two (2) vendors respond for amounts between $5,000 and $20,000 /$50,000, otherwise they will be classified as Task Order on the requisition summary. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. 2.26 Project Managers and Directors will make every effort to avoid awarding work to any vendor so that Columbia University constitute an amount of work which is larger than prudent, from the perspective of the University, in proportion to their total volume of work for a given year with all customers including Columbia University. 2.20 Each Task Order Agreement Vendor will be provided ongoing opportunities to bid on work consistent with their financial limit, availability and as established by their qualification profile. 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. 4.61 In some situations it may be necessary to provide additional information to all prospective bidders during the bid interval prior to the opening of bids. Upon approval by both the University Facilities Sourcing andFacilities and Operations, a vendor will be issued a vendor ID numberthat should be kept on file. Purchasing Requisition and Purchase Order Policy, Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA), Competitive Sourcing Price Summary - Non Sponsored, Competitive Sourcing Price Summary - Sponsored, Purchasing Checklist and Bid Summary Form , Purchasing Checklist and Bid Summary Form Sponsored, Goods and Services Purchases up to $9,999 require one quote/proposal, Goods and Services Purchases between $10,000 - $249,999 require a minimum of 2 written quotes/proposals, Goods and Services Purchases above $250,000 require a minimum of 3 written quotes/proposals, Purchases for Service Providers up to $24,999 require one quote/proposal, Purchases for Service Providers between $25,000 - $249,999 require a minimum of 2 written quotes/proposals, Purchases for Service Providers above $250,000 require a minimum of 3 written quotes/proposals, UwPAs Central Purchasing has competitively bid and negotiated an agreement on behalf of the University that provides the best overall value for commonly used suppliers. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. 2.12 No payments should be made to any vendor until the qualification questionnaire is completed and approved and the vendor is established in the system. (include previous Purchase Order number used). It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. 4.73 Bidding instructions should request that bidders respond by mail or fax if they are not going to participate prior to the bid due date. VisitPurchase Using the Pay Card (Human Subjects)to learn more. *Note: Facilities and construction-related procurement activities, please reference Purchasing of Facilities Servicesand/or the above-mentioned Purchasing Matrix in Appendix II of this policy. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. Copies of the list will be returned to the Project Manager and Purchasing. This policy ensures that confidential information is safeguarded and prevents any potential conflict. WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase The Sealed Bid Process is to be utilized in instances where a contract will be awarded based on the provision by the suppliers of the specified products or services. 3.10 For all contracts a list of prospective bidders shall be prepared in advance of a transmittal of an Invitation to Bid, in accordance with the following schedule of minimum requirements: 3.11.1 Work less than or equal to $5,000.00 can be awarded to Task Order Agreement Vendors without a written proposal or bidding. The RFQ process entails requesting and obtaining written quotes from an adequate number of qualified sources that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. Notification should be sent within one week of the award decision and receipt of the purchase order. If a review is required to qualify vendors on an emergency or expedited basis, the Vendor Qualification Committee review process can be handled by email or internal mail for those instances. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 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. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. 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, We are open from 8 a.m. to 8 p.m., Monday through Friday only. For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work or a requirements document has been drafted and submit a Bid Prep Form. Quantities and unit pricing will be audited post award utilizing the Vendors and the Facility Management Groups documentation which will be forwarded to Purchasing for issuance of a purchase order. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. 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, the capacity to perform, and quality of service. There is no annual fee associated with the card. Are you doing work on campus? The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment. 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. Overseeing supply chain management for Student Health Services. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries WebSavings for Employees of Columbia University. Primary Guidance to Which this Policy Responds, This policy responds to all applicable government procurement regulations as contained in the Federal Acquisition Register (FAR); Office of Management and Budgets uniform administrative requirements as codified under the Code of Federal Regulations (C.F.R.) 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. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. The bid lists will be evaluated, modified and approved. Purchasing Operations 2.43.1 All service, general contracting and construction management firms who work for Columbia University, where the value of an award is One hundred thousand dollars ($100,000) or greater and for which they will utilize sub contractors, will be required to uphold the Universitys Minority, Women and Local targets as established by the Vendor Qualification Committee to the extent possible. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. Upon satisfactory review with competitive bidding / negotiation developing an in-house estimate, an effort should be within... 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