It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. 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. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. Look up our team in the Finance Organizational Charts. It will also show the total base bid and appropriate alternatives. 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. All bidders are to receive equal information and treatment. 3. Failure to comply may result in removal from the pre-qualified list. WebCompetitive Procurement. 1.10 All Facilities maintenance and construction related Vendors selected to perform work for the University will be required to be qualified by the Purchasing Department prior to any commencement of work. There should not be any variability in the product or service offering from suppliers in an RFQ. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 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). (Closed solicitations and contract awards can be found here.) Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. All RFPs should include both standard University requirements and requirements specific to the product/service being sought. In either case, the final resolution will be reviewed and approved by University Purchasing. 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? Contact theFinance Service Centerfor more information. 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. The rationale for the award decision must be well documented. Skire), and prepare a requisition as is required. University officials will review information on each prospective vendor and will notify the applicant if there is a need for the type of service the vendor provides. 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. 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. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. Part 200 (Uniform Guidance), as well as any additional regulations or procedural formalities required by the contracting agency, as specified in the Notice of Award. Due to space limitations, Housing cannot provide alternate storage for any furniture. 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. WebProcurement Services. 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. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. 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 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. The approved bid list will be signed by the senior Columbia University officer present. 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. 2.29 Some considerations for selection are: 2.41 Minority Women Local (MWL) firms should be given opportunities on each bid list for which there is a Qualified Minority Women Local firm in the appropriate trade and specialty with sufficient expertise and capacity to perform the work being bid. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. Prospective vendors should make an initial inquiry with the University. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. This feedback will be utilized in the Qualification and Task Order Agreement selection process. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. 4K followers Columbia University - School of International and Public Affairs Numerous FAR contract clauses and FAR certifications may be required for such a purchase. If a Task Order vendor is not used, the work must be bid. 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. 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. WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase WebPurchasing (new purchases only) These instructions are only for new purchases. Competitive Task Order Proposals must be sent to the Bid Coordinator who will log them in prior to distribution to the appropriate Facilities manager after the due date and time. WebOur M.A. Department Administrators and other department staff. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. Executive Director of Accounts Payable 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. There is no annual fee associated with the card. 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. In the event multiple bids are not available, a sole source justification must be completed providing details as to the reason a competitive bidding process was not utilized. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) 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. 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. Average SAT: 1505 The average SAT score composite at Columbia University is a 1505 on the 1600 SAT scale. 4.60 Transmittal of Supplemental Information. Scroll to explore Featured In Focus Previous Next 1 / 4 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. (include previous Purchase Order number used). 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). It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. Are you aColumbia Universitysupplier or interested in becoming one? ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. 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 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.) If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. then the lowest priced supplier should be awarded the contract. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments Look up our team in the Finance Organizational Charts. 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. The project is being implemented as 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. Verbal bids are not accepted under any circumstances. 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. Information relating to the project being bid and without limitation, includes technical, financial, operational, legal, commercial, proprietary and any and all other information or data disclosed to or by the bidder in the bidding documents and must not be disclosed and must be kept confidential. 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. Task Order Vendors will exist in an environment of dynamic competition. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. 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). The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. 2.14 The qualification profile as well as ongoing evaluations should be considered for the vendors suitability prior to each request for proposal being sent. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the The vendor is currently qualified and not suspended or terminated. 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. 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. 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. 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. 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. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. then the lowest priced responsive and responsible supplier must be awarded the contract. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. Get Directions. 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. 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. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. This policy ensures that confidential information is safeguarded and prevents any potential conflict. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. 4.20 Bid Packages should contain the following information. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. 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. 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. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. When goods or services valued between $10,000 - $249,999 have standard or easily compared specifications, the competitive sourcing process best employed is a Request for Quote (RFQ) process. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. All proposals should include both standard University requirements and requirements specific to the product/service being sought. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. Need to follow up on payments and remittances from Columbia University? For non-catalog orders, please contact your LDP representative to receive a quote number. 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. 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. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory delivery schedule, freight costs, return policies, warranties, etc.) 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. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. In order to upload documents to Procurement, or to check the status of a current order or 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, capacity to perform, and quality of service. 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. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. To become an ARC (Accounting and Reporting at Columbia) application user or to make a change your existing role (and corresponding accesses) in ARC, If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 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 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. 3.12.2 All vendors submitting Task Order proposals must be treated equally in all respects, including but not limited to the proposal due date and time, the information provided and access to the project site if appropriate. *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. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. 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. , maintained and secured so that is not inadvertently revealed be conducted in accordance the! Housing can not provide alternate storage for any furniture the sole source decision being sought a basis... The suppliers of the award must be provided to the product/service being sought any furniture activity reports an... 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