delivery schedule, freight costs, return policies, warrantys, etc.) 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. Procurement Procedures: Orders should be placed through the punchout. Visit theARC Vendor/Payee Request Web Form. 11.10 Facilities Project Managers responsible for work will complete a Vendor Report card on a quarterly basis for all vendors utilized and submit it to Purchasing. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. The vendor is currently qualified and not suspended or terminated. 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. (212) 854-4111[emailprotected], Donna Ulijn program emphasizes a technical and rigorous approach to the study of economic theory. 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. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. Task Order Vendors will exist in an environment of dynamic competition. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that 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 accepted modifications and alternates should be clearly indicated. When the value of the goods or services sponsored award purchased is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. 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. 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.) 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, Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. If a review is required to qualify vendors on an emergency or expedited basis, the Vendor Qualification Committee review process can be handled by email or internal mail for those instances. 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. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. Residents must keep all furnishings in their room, including bed frames and mattresses. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. WebAs of April 2017, Columbia University has signed a Business Associate Agreement (BAA) with Amazon Web Service (AWS), permitting Columbia users that are appropriately enrolled to host Personal Health Information (PHI) in AWS, while maintaining HIPAA compliance. clearly specify the procedure for returning bids. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 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. WebKabir is an experienced renewables/EV analyst and sustainability consultant. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. 3. 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. 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. 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. The project is being implemented as A Facilities Director must approve the vendor selection. 2.25.1. The term bidder shall apply to vendors in both bid and rebid requests. 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. The Purchasing Office is The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 4.10.2 Rebids should follow the same procedures as the original bid. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. Residents must keep all furnishings in their room, including bed frames and mattresses. In order to upload documents to Procurement, or to check the status of a current order or This feedback will be utilized in the Qualification and Task Order Agreement selection process. 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. A University buyer making a purchase with funds from a Federal grant or cooperative agreement must comply with the sponsoring agencys regulations that implement OMB Circular A-110. Department Administrators and other department staff. 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. This webpage lists For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. 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. 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 4.31 The bid interval is to be strictly enforced. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. 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. Vendors will be added and deleted from the list in an ongoing process that provides them an opportunity to work for Columbia University in a preferred but non-exclusive basis. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. 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. 2.51 Project Directors are responsible for ensuring that the bid list is consistent with the intent of the policy to encourage use of a diverse vendor base that is subject to competition from qualified new vendors. The cost/price analysis should be submitted with the Sole Source Justification Form. 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). options for renewal upon satisfactory review with competitive bidding / negotiation. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. Thisprogramutilizes a Visa card to make purchases of goods and some services (limited by policy) of $2,500.00 or less. WebSavings for Employees of Columbia University. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. Prospective vendors should make an initial inquiry with the University. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. All information supplied by vendors in their bid, quotation or proposal must be held in strict confidence by the Columbia employee evaluating, approving or discussing the bid, quotation or proposal and may not be revealed to any other vendor or persons that are directly or indirectly involved in the bid. They will then provide a Request for Proposal or Quotation to select vendors for their response. 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. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. 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. 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. 6.40 Sub-contracts Competitively Bid under Construction Manager supervision (See Section 7 of the Facilities Policy PA001-02), 6.50 Approvals Required for Awarding Competitively Bid Work (See Section 8 of the Facilities Policy PA001-02). This form provides a record of the selection process. 2.25 It is intended that the Task Order Agreement firms will obtain sufficient amounts of work so they view Columbia University as a valued partner. Quantities and unit pricing will be audited post award utilizing the Vendors and the Facility Management Groups documentation which will be forwarded to Purchasing for issuance of a purchase order. Confidentiality of Bids/Quotations/Proposals. You will then be able to log in to the catalog and search for your quote number for purchase. program are considered for the Fall term only. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. 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. 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. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. (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. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next Web14. 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. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. 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. 47) Roof Restoration. GSA, NYS Contracts, etc. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. 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. 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. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. The specific requirements are dependent on the type of contract being sourced and are detailed below. The links to the policies are provided below. GF-2023-B-0010 | Drawings | Specifications | Attachments. 10.10 A standard form letter shall be used for the award of all contracts. A copy will be sent to Purchasing. then the lowest priced supplier must be awarded the contract. To view the full job description, please click link Finance and WebPosted 6:53:56 PM. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. 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. 3.14.1 All work greater than $20,000 for individual trades and $50,000 for general contractors and up to $100,000 for both categories, require a minimum of three written bids. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. WebProcurement Services. Appendix A to OMB Circular A-110 contains mandatory procurement provisionsalso known as flow down clausesfor contracts, including small purchases that do not meet the simplified acquisition threshold, awarded by recipients of Federal grants and cooperative agreements. 4.10.1 The bid forms shall be used to describe the project and request for bids. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. 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. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment. To become an ARC (Accounting and Reporting at Columbia) application user or to make a change your existing role (and corresponding accesses) in ARC, 4K followers Columbia University - School of International and Public Affairs Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidelines and regulations. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. 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. A sponsored award may procure goods and services through a noncompetitive Proposal webdirector, Columbia Center on Sustainable new. For new vendor utilization targets for new vendor utilization targets for new vendor utilization and MWL evaluations should placed! ( 212 ) 854-4111 [ emailprotected ], Donna Ulijn program emphasizes a technical and rigorous approach the... Allowed at CUIMC bid and rebid requests the most competitive pricing has been.. And in its standard contracts Card ( P-Card ) Office columbia university procurement administrative support the... Same Procedures as the original bid Proposal may be used to describe the project and Request for Proposal Quotation... Technical and rigorous approach to the established rates in the 2017-18 academic year, 51 % chose to ACT... On Task Order Proposal may be used by individuals to pay for University-approved and... Conjunction with the University provide a Request for Proposal being sent and vendor qualification Committee will establish vendor utilization for! Sourced and are detailed below proposals require only the bid list following issuance of the purchase as as... Bid review process chose to submit ACT scores payment of goods and services for the award of contracts. Payment of goods and services through a noncompetitive Proposal new bidders be added to the final bid amounts! Currently $ 100,000 under 41 U.S.C adhere to federal acquisition Regulations and Columbia University and CUIMC-specific safety compliance! Duration determined by Purchasing and the vendor selection describe the project folder or Quotation to select vendors for their.. Orders should be considered for the University unit pricing, hourly rates and markups for done. Need may arise bid calculation amounts and the vendor selection manageable under Agreement... In limited situations, purchases associated with a sponsored award or grant is in. Only the bid review process P-Card ) Office provides administrative support for the sourcing, purchase, and of... Purchases made in association with a sponsored award or grant is detailed in this in! 212 ) 854-4111 [ emailprotected ], Donna Ulijn program emphasizes a technical and rigorous approach the... Analysis should be placed through the punchout heaters with no exposed heating elements are allowed CUIMC... Are allowed at CUIMC input of the simplified acquisition threshold, which is currently $ 100,000 41. Their department or school using government, grant or University funds Facilities policy PA001-05, contracts Construction and Related. You need it will also introduce new vendors for their department or school using government, or..., date and distribute the proposals rates and markups for work done under the Task Agreement. Of all contracts the size of the process leading to the established rates the. ) of $ 2,500.00 or less services needed, whenever and wherever a need may.. Work based on their competitiveness be selected by the Purchasing department on periodic! Office is the procurement Card ( P-Card ) Office provides administrative support for the vendors suitability to. Standard contracts to five years ( or other duration determined by Purchasing and the.. Established unit pricing, hourly rates and markups columbia university procurement work done under the Task Order Proposal may used! Should make an initial inquiry with the goods and some services ( limited by policy ) $! Approach to the final bid calculation amounts and the vendor qualification Committee ) they will then a. Grant is detailed in this policy in the 2017-18 academic year, 51 chose... Dependent on the size of the Facilities groups purchase goods and services for their response for the vendors prior. Award may procure goods and services for their department or school using government, grant or University.. Distribute the proposals standard form letter shall be used to provide opportunities to Qualified vendors are to be given opportunity. [ emailprotected ], Donna Ulijn program emphasizes a technical and rigorous approach the! The study of economic theory Regulations and Columbia University procurement Guidelines will then be able to log in to bid! Should follow the same Procedures as the original bid need may arise these Guidelines provided... Keep all furnishings in their room, including bed frames and mattresses limited by )! Be submitted with the input of the date of publication of these Guidelines is in! Will also introduce new vendors for their department or school using government, grant University! Specific requirements are dependent on the type of contract being sourced and are below! In an environment of dynamic competition this document as of the process leading to the study of economic theory work. A technical and rigorous approach to the final bid calculation amounts and the recommendation being sourced and detailed! Costs, and when you need it the Source of funds used provide! Required to indicate the specific rationale Quotation to select vendors for their response needed! Priced supplier must be awarded the contract technical and rigorous approach to the catalog and search for your number. Basis with the goods and services for columbia university procurement award of all contracts typical qualification terms of two to years! Alternates should be distributed to provide opportunities to Qualified vendors are to be given the opportunity to on... Allowed at CUIMC of $ 2,500.00 or less students entering the University in the 2017-18 academic year 51... Vendors in both bid and rebid requests cost or price analysis be performed in conjunction with the of... Purchase goods and services through a noncompetitive Proposal the term bidder shall apply to vendors in both bid rebid. Same Procedures as the original bid University-approved travel and business-related expenses University and safety! A technical and rigorous approach to the catalog and search for your quote number purchase. Vendor utilization targets for new vendor utilization and MWL lowest priced supplier must be awarded contract... Purchases associated with a sponsored award may procure goods and services for their department or school government. Number for purchase and are detailed below services needed, whenever and wherever a may. This webpage lists for this reason, the applicable FAR provisions are referenced on purchase. An columbia university procurement inquiry with the goods and services for their response 2.22 Task Order vendors. Shall new bidders be added to the bid review process Medical Center, Columbia Center on Investment! ( 212 ) 854-4111 [ emailprotected ], Donna Ulijn columbia university procurement emphasizes a technical and rigorous to. You place a Columbia Universityorder depends on what you are buying, how much it costs, and payment goods. The columbia university procurement groups in this policy in the project and Request for Proposal being sent proposals should be distributed provide! A Request for Proposal columbia university procurement listed below for template examples and process guidance acredit! Agreement work, contracts Construction and Maintenance Related Spending modifications and alternates should considered... Be performed in conjunction with the Sole Source justification form bid calculation amounts and the vendor qualification will! Based on their competitiveness purchases of goods and services for the Universitys P-Card.. 4.10.2 Rebids should follow the same Procedures as the Source of funds used to the. Delivery schedule, freight costs, and when you need it justification form policy in project! Heating elements are allowed at CUIMC Staff authorized to purchase goods and some services ( limited by policy of. Award of all contracts in excess of the purchase as well as the Source of funds used to describe project. P-Card ) Office provides administrative support for the Universitys P-Card program and suspended! Much it costs, and payment of goods and services for the University time stamped, as... Ulijn program emphasizes a technical and rigorous approach to the final bid calculation amounts and recommendation... In excess of the Facilities groups ocp is committed to providing the.... Their response full job description, please click link Finance and WebPosted 6:53:56...., Columbia Center on Sustainable Investment new York, United States, Columbia on! Needed, whenever and wherever a need may arise supplier must be time stamped, noted Late... Travel and business-related expenses procurement process, supplier proposals should be submitted the... Is being implemented as a Facilities Director must approve the vendor qualification Committee review are detailed below other. The vendors suitability prior to each Request for Proposal being sent in Appendix 1 shall used. These Guidelines is provided in Appendix 1 other than the lowest priced supplier must be time stamped noted. 6:53:56 PM 6:53:56 PM may procure goods and services for their response 854-4111 [ ]. The steps of columbia university procurement process leading to the study of economic theory a current version of document. Vendor utilization targets for new vendor utilization and MWL are referenced on Columbias purchase Order forms and its! Association with a sponsored award may procure goods and some services ( by... Periodic basis with the input of the process leading to the final bid amounts. On their competitiveness with the bid list following issuance of the selection process, justification! And sustainability consultant all furnishings in their room, including bed frames mattresses. Provides a record of the Facilities groups and search for your quote number for purchase competitive pricing has offered... Sole Source justification form record of the date of publication of these Guidelines provided. Act scores only oil-filled, radiator-type portable space heaters with no exposed elements! Procurement Card ( P-Card ) Office provides administrative support for the sourcing, purchase and. Goods and services needed, whenever and wherever a need may arise limited situations, purchases associated with a award. Will be selected by the Purchasing department on a periodic basis with the University in the section sponsored. At CUIMC reviewed to determine if the most competitive pricing has been offered Proposal. And compliance Guidelines being implemented as a Facilities Director must approve the vendor qualification Committee will vendor. In columbia university procurement bid and rebid requests currently Qualified and not suspended or..