Information from the proposals is not to be shared with competing vendors and shall remain confidential. 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. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. Prior approval must be obtained from the professor or Need to modify your own information in our database? Vendor Management receives approximately 200 requests each day to create or modify vendor/payee profiles. In either case, the final resolution will be reviewed and approved by University Purchasing. 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. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. (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. 4.20 Bid Packages should contain the following information. 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. If vendors other than Task Order Vendors are utilized the work must be competitively bid. Copies of the list will be returned to the Project Manager and Purchasing. Product Recall Notification. 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. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. Facilities 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 Division, develop technical specifications; prepare and assemble all bid and contract documents; conduct contract negotiations, qualification and evaluation meetings; manages bid/proposal solicitations, receipts, and openings; and manage post award contract administration including negotiation of amendments and supplemental agreements. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. Verbal bids are not accepted under any circumstances. Moreover, OMB Circular A-110 .48 requires the University to include additional provisions in contracts when certaincircumstances are met. clearly specify the procedure for returning bids. 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. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Residents must keep all furnishings in their room, including bed frames and mattresses. Process requests by University departments to create a vendor and other payee profiles in ARC. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. 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. The links to the policies are provided below. Are you interested in doing business with Columbia University? We work to foster the continuation of those creative endeavors and to promote an environment that sustains the highest standards of scholarship, learning, and safety. Get Directions. In the event the goods and/or services procurement does not require the issuance of a Purchase Order in accordance with the University Requisition and PO Policy, the school or department is still required to provide the appropriate non-competitive documentation in support of the transaction per the terms of the Sponsored award and Uniform Guidance (CFR 200). Acceptable forms of documentation include: As, by definition in a non-competitive procurement there is no direct price competition, if possible a cost or price analysis based on a breakdown of costs should be performed for all contracts in excess of $250,000 to determine if the estimated cost is reasonable prior to awarding the contract. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 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. This policy ensures that confidential information is safeguarded and prevents any potential conflict. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. 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. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the contract, submitting request for purchase order and assessing all associated change orders. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. delivery schedule, freight costs, return policies, warrantys, etc.) 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. Bids must be unsealed in a manner consistent with the specifications included in the proposal and contract(s) awarded to the qualified supplier(s) with the lowest price. procurement, and financial management. 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? 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. 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. The P-Card Office also manages the Universitys Corporate Card Program. Procurement Services How to set up a compliant AWS account: 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. WebProcurement Services. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. 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. To view the full job description, please click link Finance and Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase 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. Confidentiality of Bids/Quotations/Proposals. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. The Purchasing Office is A Facilities Director must approve the vendor selection. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. The following provide various options to the supplier selection process: The use of a UwPA will satisfy the Universitys as well as the Federal competitive bid requirements for all purchasing thresholds. 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. 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. 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. 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. Competitive Bidding Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. Responsibilities. 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. 3.81 Expedited and emergency projects will require the Director and AVP review and signed approval of the bid list or directed source as indicated above. The specific requirements are dependent on the type of contract being sourced and are detailed below. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees 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. For more info, see the Follow Up on or Track a Payment page. 4.10.2 Rebids should follow the same procedures as the original bid. 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. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. These provisions, which also must be applied to subcontracts, are listed below. 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. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. Due to space limitations, Housing cannot provide alternate storage for any furniture. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). Safeguarding information includes that confidentiality is upheld during conversations between peers, colleagues, consultants, temporary associates and general conversations both in and out of the workplace. 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). Task Order Vendors will exist in an environment of dynamic competition. When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. For construction, operations, and maintenance projects (see full list in sidebar), email 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. 4.60 Transmittal of Supplemental Information. WebProcurement Services. WebColumbia University Irving Medical Center Hospitals and Health Care New York, New York 51,794 followers Leading the way in scientific research, health and medical education, and patient care. (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. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late 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. 4.10.1 The bid forms shall be used to describe the project and request for bids. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. 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. (212) 854-4111[emailprotected], Donna Ulijn The total dollars awarded to date will be provided based on purchase orders written for the same time period. There should not be any variability in the product or service offering from suppliers in their proposal submission. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. GSA, NYS Contracts, etc. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. Residents must keep all furnishings in their room, including bed frames and mattresses. 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. Small Dollar Purchase (Micro-Purchase Threshold). These vendors will be called Qualified Vendors. 4.31 The bid interval is to be strictly enforced. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. All proposals should include both standard University requirements and requirements specific to the product/service being sought. 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. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. Need to update any information on your vendor account? Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. Contact theFinance Service Centerfor more information. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. 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 bidder. A Facilities Director must approve the vendor selection. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, 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. Members of the Facilities Management and Campus Services team frequently work with outside vendors and contractors to provide key services to the Columbia University Irving Medical Center community. 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. Bids or price quotations that are deemed unresponsive (e.g. Capital Solicitations. 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. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. The completed form must be signed and submitted to Purchasing along with any other required documentation without the completion of the Sole/Single Source Justification, the Purchasing Department will not process the requisition. Vice President, Procurement Services 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. A "payment bond" is one executed in connection with a contract to assure payment as required by statute of all persons supplying labor and material in the execution of the work provided for in the contract. 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. 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