columbia university procurement

Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. 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. 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. then the lowest priced responsive and responsible supplier must be awarded the contract. To become an ARC (Accounting and Reporting at Columbia) application user or to make a change your existing role (and corresponding accesses) in ARC, All proposals should include both standard University requirements and requirements specific to the product/service being sought. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 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 Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. then the lowest priced supplier should be awarded the contract. If all factors are equal (i.e. (include previous Purchase Order number used). This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. Residents must keep all furnishings in their room, including bed frames and mattresses. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. 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. Learn How to Modify Vendor / Payee Profiles, Request a New Columbia Facilities Supplier / Payee, 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. 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. 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. procurement, and financial management. 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. Columbia University in the City of New York does require GPA. A Facilities Director must approve the vendor selection. 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. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. Start here to learn the basics. Ron Moraski Capital Solicitations. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 1.25 Task Order Agreement Contract Terms and Conditions will be specifically for work under $20,000 for individual trades and $50,000 for general contractors on a per project basis. WebCompetitive Procurement. Due to space limitations, Housing cannot provide alternate storage for any furniture. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. To view the full job description, please click link Finance and They will then provide a Request for Proposal or Quotation to select vendors for their response. 10.10 A standard form letter shall be used for the award of all contracts. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. BID LIST PREPARATION - see in next section. 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. 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. Procurement analyst must ensure compliance with University and Facilities' policies. 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. 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. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. Software requests must contain: the title and publisher of the software; 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. 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments program are considered for the Fall term only. 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. 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. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: 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. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. 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. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. 5.40 At the time of bid opening, the initial preparation of the bid summary shall be considered preliminary, until the bids can be verified or leveled. 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. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. 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, 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. There should not be any variability in the product or service offering from suppliers in their proposal submission. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 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. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Confidentiality of Bids/Quotations/Proposals. 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 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. The cost/price analysis should be submitted with the Sole Source Justification Form. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 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. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. For those contracts or subcontracts exceeding $100,000, the Federal awarding agency may accept the bonding policy and requirements of the recipient, provided the Federal awarding agency has made a determination that the Federal Government's interest is adequately protected. 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. 2.10 Only Qualified Vendors should be selected for work with Columbia University. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. 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 current version of this document as of the date of publication of these guidelines is provided in Appendix 1. All bidders are to receive equal information and treatment. *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. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). If such a determination has not been made, the minimum requirements shall be as follows: A bid guarantee from each bidder equivalent to five percent of the bid price. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. You will then be able to log in to the catalog and search for your quote number for purchase. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. 1.37 The Vendor Qualification Committee will set objectives for vendor selection. Are you doing work on campus? The bidding policy requirements shall apply to all rebids. 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. 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. (i.e. 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. Learn about Using the P-Card (Reconciling and Approving Transactions), View Payment Status and Remittance Information, 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, University-Wide Purchasing Agreements (UwPA), Services, Software, and Consultant Agreements, Technology, Travel, and Business ProductsSourcing, Reset Supplier Request Password or Resend Questionaire, Using the P-Card (Reconciling and Approving Transactions), P-Card Hard Close and Monthly Audit Process, Using the Travel and Expense Corporate Card, Requests for Proposals and Notice to Bidders, Reimbursement Request for a Travel or Business Expense, International Wire Transfer Payment Request, Track Voucher Statusor Submit Documentation, Payments and Disbursementsby Wire Transfer, 1042 Tax Withholding for Nonresident Alien Individuals, 1099 Tax Withholding for Non-Employee Compensation. An RFP should include both standard University requirements and requirements specific to the product/service being sought. 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. Non-competitive Proposals - Single & Sole Source Justification. 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). 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. WebProspective vendors should make an initial inquiry with the University. 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. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. The sealed bid proposal process is used for firm fixed price contracts where the contract will be awarded on a lowest price basis and is the preferred process for supplies, equipment and construction awards. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. 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. 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. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. GSA, NYS Contracts, etc. 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. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. (See Section. 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 Responsibilities will include drafting Requests for Proposal, Requests for Information, other procurement related documents, managing the RFP timeline, the distribution of proposals, ensuring compliance with University and CUFO policies, participating in vendor evaluation meetings, facilitating communications of The Purchasing Office is also responsible for soliciting and awarding all Task Order Contracts in consultation with the Construction Departments, Policies and Procedures for Vendor Qualification and Purchasing of Facilities Services for the purchase of Construction/Facilities Services. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. These rates will facilitate the preparation of proposals. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). The P-Card Office also manages the Universitys Corporate Card Program. 3. 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. 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. program emphasizes a technical and rigorous approach to the study of economic theory. 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. Prior approval must be obtained from the professor or GF-2023-R-0009 | 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. (Note: Section 1.1 and 1.16). Price quotations should be acquired from an adequate number of qualified sources. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. The bid lists will be evaluated, modified and approved. Need to follow up on payments and remittances from Columbia University? 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. Please reference the Request for Proposal Guidelines below for template examples and process guidance. Bids that are not responsive may be disqualified. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. Technical Specifications / Special Conditions (if appropriate), Insurance Requirements (If different from Task Order Agreement), Contract (If different from Task Order Agreement), Contract Agreement Form (If different from Task Order Agreement), have procedures for substitutions clearly stated. A technical evaluation, if possible should be performed for each proposal. A Facilities Director must approve the vendor selection. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. 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 original bid amount, any rebids and leveling notes of each vendor must be clearly listed in sequence of their submission on the bid summary. 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). The Purchasing Office is Notification should be sent within one week of the award decision and receipt of the purchase order. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. 1.17 Utilization of vendors prior to qualification will result in non-compliance with CU Purchasing Policy and each such instance will be reviewed by Purchasing and the Vendor Qualification Committee for appropriate action. Contracts of $250,000 or more are required to employ a formal proposal process. Small Dollar Purchase (Micro-Purchase Threshold). 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. Form letter shall be used for Purchasing and Accounts Payable transactions is completed during the purchase requisition in... 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