(See Section. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. (212) 854-1540[emailprotected], Hugh A. Horowitz 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. 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. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. procurement, and financial management. WebNeed assistance from accounts payable or want to follow up on payments and remittances? With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. Look up our team in the Finance Organizational Charts. Identification of qualified suppliers is a key component of the RFP process to ensure that there is competitiveness as well as a determination of the suppliers capacity to perform in accordance with their proposal submission. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 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. Comparison of proposed prices with independent market research or independent Government cost estimates. 4.71 All competitively bid work requires sealed bids. then the lowest priced supplier must be awarded the contract. 1.21 Task Order Agreement Vendors will be chosen from the qualified list of vendors that have performed successfully with the University on individual jobs and who can sustain a regular volume of work and maintain service, quality and cost effectiveness. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. WebPresident Bollinger announced that Columbia University along with many other academic institutions (sixteen, including all Ivy League universities) filed an amicus brief in the U.S. District Court for the Eastern District of New York challenging the Executive Order regarding immigrants from seven designated countries and refugees. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. This feedback will be utilized in the Qualification and Task Order Agreement selection process. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). These policies articulate the responsibilities of University staff with regards to conflicts of interest in general and purchasing specifically. The bidding policy requirements shall apply to all rebids. 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. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. at 2 C.F.R. All information and correspondence should be documented in writing and maintained in the contract file. The University has approved a limited set of criteria for sole/single-source procurement, and the justification must meet at least one of those criteria. 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. Verbal bids are not accepted under any circumstances. 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. If all factors are equal (i.e. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. program are considered for the Fall term only. 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. 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. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. 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. Ron Moraski We are also responsible for negotiating and signing most 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. 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. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. This policy promotes access for suppliers to competitive opportunities by requiring that either bids be obtained for goods and services or that appropriate justification is provided when a competitive process is not followed. Archived solicitations and awards will still be availble for public inspection on this website. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. pricings found in published journals, advertisements, internet sites and auctions, multiple solutions are available that will fit the need, multiple suppliers can provide the same solution, there is a requirement to determine the best value of the suppliers available solutions, products/services for the project cannot be clearly specified, different skills, expertise and technical capabilities are required from the suppliers, lowest price is not the determining criterion for awarding the contract, final pricing is negotiated with the supplier. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. The following represents the competitive sourcing process employed by the University for those goods and services that are directly funded by a sponsored funding source. We are also responsible for negotiating and signing most consultant'scontracts and other service agreements; processing employee expense reimbursements, prize & award payments made by the University; and maintenance of the University vendor/payee database that supports procurement transactions. UM Procurement Teresa Vest, Associate Director 2910 Lemone Industrial Drive, Columbia (573) 882-7171-work email | View staff info Finance Operations Jennifer Alexander, Manager 2910 Lemone Industrial Blvd, Columbia (573) 882-1450 email | View staff info Surplus & Asset Management Mark Foley Surplus Property Bldg 1507 Capen 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. We provide support through ourPurchasing Teams. 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. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. Analysis of pricing information provided by the vendor. 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. WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. 2.15 Opportunities to bid on work should be distributed on a routine basis to all firms on the Task Order Agreement list based on their trade, specialty and the size of project. Need to follow up on payments and remittances from Columbia University? (Closed solicitations and contract awards can be found here.) 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. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. Procurement Procedures: Orders should be placed through the punchout. Manage or Change a Purchase Order. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. E&I, VHA Novation, etc.). 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. Bids estimated to result in awards between $50,000 (Trades) / $100,000 (General Contractors) and one million ($1,000,000) require at least three (3) Columbia University Officers present with at least one being an AVP level or designee. Visit Procurement for instructions. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. 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. 6.20 A Recommendation of Award being prepared for the lowest qualified and responsive bidders should be signed/approved by an officer at the same management level as required by the bid list, based on the total anticipated dollar value of the award. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. 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. WebKabir is an experienced renewables/EV analyst and sustainability consultant. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 Look up our team in the Finance Organizational Charts. These vendors will be called Qualified Vendors. As part of the requirement for maintaining a maximally practicable competitive sourcing requirement, departments must provide ample justification whenever they seek an exemption from the competitive sourcing process where that process is normally required. 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. 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). Work awarded utilizing unit pricing will indicate the scope of work. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 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 ), Completed through an accepted cooperative agreement. (i.e. These rates will facilitate the preparation of proposals. Due to space limitations, Housing cannot provide alternate storage for any furniture. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. WebThe mission of the Supply Chain Shared Service Center is to support the educational, research, and patient care missions of the Johns Hopkins Institutions by providing effective and efficient supply chain management services in a customer focused manner. Purchasing will review the requisition submission for complete and proper documentation and if the submission is complete Purchasing will approve the requisition for issuance of a PO. 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. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. delivery schedule, freight costs, return policies, warranties, etc.) 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. Acceptable forms of documentation include: When the value of the goods or services of a non-sponsored purchase is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory if the above are currently qualified to work for Columbia University under any other vendor name by a Task Order, master agreement, lease or other contractual agreement. To view the full job description, please click link Finance and 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. How to set up a compliant AWS account: The Senior Columbia University Officer present at the bid opening will sign/approve this document. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. (212) 854-4111[emailprotected], Donna Ulijn Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. After proposals are received, evaluated, and negotiated the contract(s) can be awarded to the supplier(s) presenting the best combination of price, delivery, compliance to specifications, the capacity to perform, and quality of service. 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. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. Notification should be sent within one week of the award decision and receipt of the purchase order. 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. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. 4K followers Columbia University - School of International and Public Affairs If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. A performance bond on the part of the contractor for 100 percent of the contract price. 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. Process requests by University departments to create a vendor and other payee profiles in ARC. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. 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. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. A University buyer making a purchase under a Federal government contract (as opposed to a grant or cooperative agreement) must comply with the Federal Acquisition Regulation (FAR). The links to the policies are provided below. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. 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. 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 supporting document for these purchases is completed during the Purchase Requisition process in ARC. 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. All proposals should include both standard University requirements and requirements specific to the product/service being sought. Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidance and regulations. 5.11 Competitive Task Order Proposals will be recorded as competitive on the requisition summary if at least two (2) vendors respond for amounts under $5,000, and two (2) vendors respond for amounts between $5,000 and $20,000 /$50,000, otherwise they will be classified as Task Order on the requisition summary. 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. 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. Scroll to explore Featured In Focus Previous Next 1 / 4 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. 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). delivery schedule, freight costs, return policies, warranties, etc.) Once a proposal has been selected, the Purchasing Checklist and Bid Summary Form Sponsored, which provides for the price analysis, must be completed and submitted with the requisition as supporting documentation. 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. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). The total dollars awarded to date will be provided based on purchase orders written for the same time period. WebPosted 6:53:56 PM. Residents must keep all furnishings in their room, including bed frames and mattresses. Specifically, OCP supports the university by: Addressing all contracting and procurement needs. Purchasing The Purchasing Department WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. 1.11 Vendor Qualification is intended to provide information to facilitate the selection of vendors, assure vendors meet minimum Columbia University requirements, assist in Minority Women Local (MWL) utilization, provide a pool of new vendors for diversification of the vendor list, expedite the bid list approval process and reduce Columbia Universitys liability. All decisions should be documented within the project file. Competitive Bidding Thisprogramutilizes a Visa card to make purchases of goods and some services (limited by policy) of $2,500.00 or less. Product Recall Notification. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. They will then provide a Request for Proposal or Quotation to select vendors for their response. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. Maintain employee payee profiles for expense reimbursement. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). 10.10 A standard form letter shall be used for the award of all contracts. 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. If a firm is selected to proceed as a qualified vendor with the University, the procurement team for supplier information with Facilities and Operations will send a series of requests for additional information, such as a W9, financial history, references, contact information, and more. Applications for admission to the M.A. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. Executive Director of Accounts Payable then the lowest priced responsive and responsible supplier must be awarded the contract. Prior approval must be obtained from the professor or If a bid is extended, a Vice President level officer or designee must provide a written approval of any additions to the bid list. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. Approval WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. The term bidder shall apply to vendors in both bid and rebid requests. Upon approval by both the University Facilities Sourcing andFacilities and Operations, a vendor will be issued a vendor ID numberthat should be kept on file. 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. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. The Purchasing Office is Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). 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. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. 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. Bids that are not responsive may be disqualified. The requestor should consult the. If a Task Order vendor is not used, the work must be bid. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. Updated 4/7/2021; 1:45pm - added new FAQ on the allowability of directly charging telecommunication and video conferencing services (such as Zoom and Skype) during the pandemic. When a direct expenditure of Federal funds is involved and healing the typical work week is Monday thru Friday am-. 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