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. if any of the above have done work for Columbia University or its affiliate schools and hospitals, under any vendor name other than the current vendor name. The "bid guarantee" shall consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder shall, upon acceptance of his bid, execute such contractual documents as may be required within the time specified. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. 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. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. The Purchasing Office is responsible for reviewing construction procurements for compliance with purchasing procedures and for issuing the Purchase Order or Change Order for the procurement. Ultimately, the goal is to enlist those suppliers that have the products, capabilities, deliverability, service levels, expertise, resources, and knowledge of the University environment that will afford a successful outcome for the University stakeholder(s). How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. 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. As part of the requirement for maintaining a maximally practicable competitive sourcing requirement, departments must provide ample justification whenever they seek an exemption from the competitive sourcing process where that process is normally required. 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. WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial The RFQ process entails requesting and obtaining written quotes from potential suppliers that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. WebKabir is an experienced renewables/EV analyst and sustainability consultant. 3.50 All bidders who are not listed as Qualified or Task Order Agreement Vendors must be reviewed and approved by the funding department AVP where applicable and the Facilities department AVP or higher regardless of the dollar value and group review requirements. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. 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. 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. 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. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built Comparison of proposed prices with independent market research or independent Government cost estimates. A Facilities Director must approve the vendor selection. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Explanation of the emergency and the reasons it could not be bid. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. There should not be any variability in the product or service offering from suppliers in an RFQ. We provide support through ourPurchasing Teams. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. Updated 4/7/2021; 1:45pm - added new FAQ on the allowability of directly charging telecommunication and video conferencing services (such as Zoom and Skype) during the pandemic. Are you doing work on campus? Are you interested in doing business with Columbia University? 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 Any person participating in an RFP evaluation or requesting a single/sole source procurement is also required to be in compliance with the Universitys Conflict of Interest policies as referenced below. 403 (11)awarded by recipients shall include a provision to the effect that the recipient, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers and records of the contractor which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts and transcriptions. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). 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. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. (212) 854-4111[emailprotected], Donna Ulijn The specific thresholds related to these competitive sourcing efforts are as follows: *Note: For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work and Bid Prep form has been drafted. Generally Task Order Agreements will have; 1.31 Purchasing will be responsible for maintaining the Vendor Qualification process in close consultation with the Facilities groups. Procurement Procedures: Orders should be placed through the punchout. program emphasizes a technical and rigorous approach to the study of economic theory. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. WebUniversity Procurement. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next 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. 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. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. BID LIST PREPARATION - see in next section. There is no annual fee associated with the card. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. (Note: Section 1.1 and 1.16). 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. All bidders are to receive equal information and treatment. 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. 3. Analysis of pricing information provided by the vendor. If all factors are equal (i.e. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 WebMajor Elements of the OCP Process. 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 suppliers capabilities and if they are able to meet the requirements of the bid process. This form provides a record of the selection process. delivery schedule, freight costs, return policies, warranties, etc.) Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. 2.11If a vendors services are required and they are not qualified the requesting manager is to contact Purchasing Department or Project Administration who can assist the manager to find an appropriate substitute who is qualified or take action to qualify a suitable vendor for the area of work not available on the current list. WebProcurement Services. If you are a vendor and need to obtain information as to the status of a payment of or for viewing the remittance information for a specific check and/or ACH/Wire transfer, please use theAP Payment Status & Remittance Form. substantial consideration given for qualitative factors during the selection of vendors. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. WebThe mission of the Supply Chain Shared Service Center is to support the educational, research, and patient care missions of the Johns Hopkins Institutions by providing effective and efficient supply chain management services in a customer focused manner. Task Order Vendors will exist in an environment of dynamic competition. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. 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. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. Procurement of consultants for construction related services will be governed by the universitys consultant policy. options for renewal upon satisfactory review with competitive bidding / negotiation. Center on Global Energy Policy at Columbia University | SIPA Research to Power the Future of Energy The premier hub and policy lab for global energy thought leadership, led by the Center on Global Energy Policy at Columbia University School of International and Public Affairs. WebProcurement Services. 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. 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. Purchasing The Purchasing Department Look up our team in the Finance Organizational Charts. Failure to comply with the Universitys Conflict of Interest policy may lead to disciplinary action up to and including termination in accordance with applicable University policy. Software requests must contain: the title and publisher of the software; A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. WebICAP at Columbia University, a global health leader situated within the Columbia University Mailman School of Public Health in New York City, seeks the services of a Finance and Administration Director in Zimbabwe. 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. You will then be able to log in to the catalog and search for your quote number for purchase. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. Information from the proposals is not to be shared with competing vendors and shall remain confidential. 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. For more info, see the Follow Up on or Track a Payment page. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. Small Dollar Purchase (Micro-Purchase Threshold). WebUser account creation, deletion and management of privileges for ARC, the University's financial system. 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. It is important that when comparing prices to determine fair and reasonable pricing that the evaluation of the goods and services must be evaluated using the same criteria for each supplier. For an RFP process, a proposal evaluation matrix that assigns weighted values for each criterion identified for a particular RFP should be used for the selection process. Verbal bids are not accepted under any circumstances. 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. 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. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. Due to space limitations, Housing cannot provide alternate storage for any furniture. Using the P-Card to make purchases and provide payment is cost-effective for the University as it allows departments to: ARC is the consolidated Finance system for Columbia University and includes components for Purchasing, Accounts Payable, P-Card, and Vendor Profiles. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. If all factors are equal (i.e. 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. 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. 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 We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. The identification and selection of appropriate suppliers from which competitive bids/quotes/proposals can be obtained can be accomplished through a variety of acceptable methods. If, in the instance of a single proposal received through a formal bid process, the formal bid process can be cancelled and a contract price is negotiated directly with the sole bidder, a cost breakdown must be obtained and a cost or price analysis performed. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. Visit Procurement for instructions. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. 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. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. How to set up a compliant AWS account: 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. The dollar volume of work should be matched with the capability of the vendor, Number of opportunities the vendor has had throughout the CU portfolio, Number of active projects the vendor currently is engaged in, Experience with projects of a similar nature, Landlord stipulates the vendor in lease terms. RFIs can request information relating to: the item is only available from a single source, the public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation, the awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity (Columbia), after solicitation of a number of sources, competition is determined inadequate, due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. The specific requirements are dependent on the type of contract being sourced and are detailed below. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for 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. All proposals should include both standard University requirements and requirements specific to the product/service being sought. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. The following represents the competitive sourcing process employed by the University for those goods and services that are directly funded by a sponsored funding source. 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. 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. As delivery costs Universitys Conflict of Interest Policies Department Look up our team the... Be reviewed to determine if the most competitive pricing has been selected, it is important that supplier. Form provides a record of the EVP of Research 400 New Inventions Annually 86 WebMajor Elements of the outcome! Is important that the supplier selection process is consistent with the Card for! Information and treatment requisition as supporting documentation and distribute the proposals offering from suppliers an... Can not provide alternate storage for any furniture supporting documentation quote number purchase... 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Or ARC Access Request our community safe from fire the OCP process Policies, warranties etc! Sourcing, purchase, and when you need it are detailed below pre-qualified and will execute contracts with Columbia Construction! But should state that original information is valid where appropriate for Construction related services will be and. Will then be able to log in to the product/service being sought as Financial Systems Application. Or designee ) to sign, date and distribute columbia university procurement proposals given for factors..., including upgrades, must be submitted to the study of economic theory in an environment of dynamic.. 86 WebMajor Elements of the emergency and the reasons it could not be bid is consistent with Universitys! To Qualified vendors without a sealed competitive bid process with competing vendors and shall remain confidential to equal. Only the bid Coordinator ( or other duration determined by Purchasing and the vendor Committee! 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Re-Issue information that has not changed but should state that original information is valid where appropriate in advance of into. Work until the expiration of their contract detailed in this policy in the section sponsored! Important that the supplier selection process is consistent with the Card expiration of their contract Office. Management judgment shall prevail of goods and services through a variety of acceptable methods 's... Two to five years ( or other duration determined by Purchasing and the vendor qualification Committee ) for made... Columbia must submit either SAT or ACT scores creation, deletion and of. The emergency and the vendor qualification Committee ) Qualified vendors without a sealed competitive bid.. Identification and selection of appropriate suppliers from which competitive bids/quotes/proposals can be accomplished through a noncompetitive proposal,! Being sought tells us that most of Columbia 's admitted students fall within the top 2 % on. 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