Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. 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. WebBefore you buy or use a space heater at CUIMC, call Facilities Management at 212-305-HELP (4357), option 3, to request a heating assessment. Notification should be sent within one week of the award decision and receipt of the purchase order. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. 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. be specific in defining Bid period (interval). WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). Approval 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, price. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. options for renewal upon satisfactory review with competitive bidding / negotiation. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 [email protected] These provisions, which also must be applied to subcontracts, are listed below. 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. Bids estimated to result in awards under $50,000 require a minimum of two (2) Columbia University Officers must be present with at least one being Director level. 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. 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? 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. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. 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. WebKabir is an experienced renewables/EV analyst and sustainability consultant. 2.23 Task Order Agreement Vendors performance on bidding and work will be an important factor in determining whether they remain on the Task Order Agreement list. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. The links to the policies are provided below. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. The bid lists will be evaluated, modified and approved. Process requests by University departments to create a vendor and other payee profiles in ARC. Prior approval must be obtained from the professor or The Qualified Vendor list will provide an opportunity to work with new vendors, obtain experience with vendors for consideration as a Task Order Agreement Vendor and as a source of bidders for all other work. University Review This would also include the unit cost, extended cost, and other associated costs such as delivery costs. 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. (Closed solicitations and contract awards can be found here.) Failure to comply may result in removal from the pre-qualified list. Applications for admission to the M.A. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. PURCHASING POLICIES AND PROCEDURES FOR CONSTRUCTION/FACILITIES SERVICES, 1.00 QUALIFIED VENDORS 2, 1.20 TASK OREDER AGREEMENT VENDORS 3, 1.30 QUALIFICATION PROCESS 3, 1.40 TERMINATION OF VENDORS 4, 1.50 DISCLOSURE 5, 2.00 VENDOR SELECTION 6, 2.40 MWL OBJECTIVES 8, 2.60 CONTRACT REQUIREMENTS 9, 3.00 BID LIST PREPARATION 10, 4.00 BID PROCESS 13, 5.00 BID SUMMARY 15, 6.00 RECOMMENDATION TO AWARD 17, 7.00 LETTER TO LOSING BIDDERS 17, 8.00 AWARDING WORK PROCEDURES 18, 9.00 REQUISITION FOR PURCHASE ORDER 18, 10.00 CONTRACT AWARD LETTER 18, 11.00 VENDOR EVALUATION 18, 12.00 FEDERAL REQUIREMENTS 19, (see related Facilities policy PA 001-01). 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. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. 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. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. At a minimum, the bid price should be compared to in-house estimates or past prices paid for the same or substantially similar item(s). This webpage lists The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). 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. Overseeing supply chain management for Student Health Services. Explanation of the emergency and the reasons it could not be bid. 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. Confidentiality of Bids/Quotations/Proposals. 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). 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. 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. 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. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. 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. Noncompetitive proposals may only be utilized in the following situations: 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. 1.35 Purchasing will present the Vendor Qualification Committee with the names of candidates for qualification for comment and review prior to vendor placement on the list for use. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under The original bid amount, any rebids and leveling notes of each vendor must be clearly listed in sequence of their submission on the bid summary. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. 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. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. 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. You will then be able to log in to the catalog and search for your quote number for purchase. (i.e. We provide support through ourPurchasing Teams. 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. 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. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. at 2 C.F.R. Small Dollar Purchase (Micro-Purchase Threshold). Get Directions. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for 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. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 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. 4.71 All competitively bid work requires sealed bids. These policies articulate the responsibilities of University staff with regards to conflicts of interest in general and purchasing specifically. All information and correspondence should be documented in writing and maintained in the contract file. The universitys contracting and procurement is organized into four primary components: Administer Contract (Joint Agency (COTR)/OSSP responsibility) For a more complete view of the OCP Process, please click here to open OCPs process flow charts. All bidders are to receive equal information and treatment. Scroll to explore Featured In Focus Previous Next 1 / 4 These vendors will be called Qualified Vendors. 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. Verbal bids are not accepted under any circumstances. It is the policy of Columbia University to obtain competitive proposals, bids or price quotations, as reasonably practical, on products and services used by the University. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. 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. This form provides a record of the selection process. 2.25.1. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. WebMajor Elements of the OCP Process. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. Accounts Payable (AP), within Procurement Services,is responsible for the processing of: The P-Card Office provides administrative support for the Universitys Procurement Card program. Learn about Using the P-Card (Reconciling and Approving Transactions), Learn about P-Card Setup and Modification, Purchase Using the Pay Card (Human Subjects), Purchase Using the Travel and Expense Corporate Card, 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, Reduce the transaction cost of processing the purchase and the payment. WebAll eligible April, May, and June 2023 degree candidates, and February 2023 and October 2022 graduates, from all schools and colleges affiliated with Columbia University, as well as family and friends, are encouraged to join in on the celebration. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. WebProcurement Documentation Welcome to the Procurement Documentation application. A Facilities Director must approve the vendor selection. 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. 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. delivery schedule, freight costs, return policies, warrantys, etc.) 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. 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