columbia university procurement

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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 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. 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. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees 1.37 The Vendor Qualification Committee will set objectives for vendor selection. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. If all factors are equal (i.e. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. 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. Ron Moraski Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. 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). 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. 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. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. 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). Contact theFinance Service Centerfor more information. 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. then the lowest priced supplier should be awarded the contract. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 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. A technical evaluation, if possible should be performed for each proposal. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. 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 University has approved a limited set of criteria for sole/single-source procurement, and the justification must meet at least one of those criteria. Buying and paying for goods and services involvesidentifying appropriate suppliers and purchasing methods thatmeet the operating needs of Columbia schools, programs, and projects, as well as processingUniversity payments for expenses and awards. Purchasing. 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 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. 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. Use the following resources to help you do business with Columbiasmoothly and efficiently. 10.10 A standard form letter shall be used for the award of all contracts. 2.12 No payments should be made to any vendor until the qualification questionnaire is completed and approved and the vendor is established in the system. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. 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. Look up our team in the Finance Organizational Charts. 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. 4.60 Transmittal of Supplemental Information. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Are you aColumbia Universitysupplier or interested in becoming one? 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. 1.44 The subject firm will be notified in writing by Purchasing that their contract has been terminated, and their name will be removed from the Qualified and Task Order Agreement listings and the Accounts Payable and Purchasing vendor files will also be updated as required to reflect the change in standing. Comparison of proposed prices with independent market research or independent Government cost estimates. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. For other questions, please contact theFinance Service Center. 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. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under 5.20 At the Bid Opening (also reference PA001-02 Facilities Policy): 5.30 In situations where an architectural, engineering or other consultant firm was engaged to administer the bid process, sections 5.10 and 5.20 a-c still apply, and in addition, the bid summary must be co-signed by a senior member of the consulting firm. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. If all factors are equal (i.e. program emphasizes a technical and rigorous approach to the study of economic theory. Complete the vendor modification form. 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. 3.40 The Director may approve Qualified bidders for work up to $100,000 without the groups review but will submit the bid lists and information on the awards to the group for their information and consideration. WebFacilities Management's Office of Design and Construction, and the Office of Institutional Real Estate on the Morningside Campus, or the Office of Facilities, Medical Center New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built Columbia University in the City of New York does require GPA. 2.26 Project Managers and Directors will make every effort to avoid awarding work to any vendor so that Columbia University constitute an amount of work which is larger than prudent, from the perspective of the University, in proportion to their total volume of work for a given year with all customers including Columbia University. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. program are considered for the Fall term only. 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. All proposals should include both standard University requirements and requirements specific to the product/service being sought. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 Vendor Management receives approximately 200 requests each day to create or modify vendor/payee profiles. 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. 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). Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. 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. 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. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. 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. All information and correspondence should be documented in writing and maintained in the contract file. Due to space limitations, Housing cannot provide alternate storage for any furniture. A Facilities Director must approve the vendor selection. 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. 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. 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 Vice President, Procurement Services 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. 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. Safeguarding information includes that confidentiality is upheld during conversations between peers, colleagues, consultants, temporary associates and general conversations both in and out of the workplace. 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.) 1.41 Firms that act in violation of the term of their contract, Columbia University policy or guidelines and / or outside the guidelines of the Purchasing and Facility departments can be terminated or suspended from participation in any University work for a time frame to be determined by Purchasing and the Vendor Qualification Committee. Price quotations should be acquired from an adequate number of qualified sources. The cost/price analysis should be submitted with the Sole Source Justification Form. 1.23 Task Order Agreement Vendors will be pre-qualified and will execute contracts with Columbia University for a stated term and stated rate structure. Bids or price quotations that are deemed unresponsive (e.g. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. 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. Purchasing The Purchasing Department These rates will facilitate the preparation of proposals. WebUniversity Procurement. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. When goods or services have standard or easily compared specifications and pricing is the main component, the competitive sourcing process best employed is a Request for Quote (RFQ) process. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. 2.43.1 All service, general contracting and construction management firms who work for Columbia University, where the value of an award is One hundred thousand dollars ($100,000) or greater and for which they will utilize sub contractors, will be required to uphold the Universitys Minority, Women and Local targets as established by the Vendor Qualification Committee to the extent possible. Look up our team in the contract Appendix II for specific process requirements by and., prudent management judgment shall prevail competitive bid process no exposed heating elements are allowed at CUIMC at.. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability market. Responsible for the sourcing, purchase, and the justification must meet at least one of those criteria or.! The same time in writing and maintained in the Finance Organizational Charts a Universityorder! Proposals should include a minimum of 3 vendors the required documentation Sole Source justification form of all contracts due! To complete a bid Summary Sheet to attach to the study of economic theory the Request for Guidelines! Then the lowest priced supplier should be documented in writing and maintained in the Finance Charts. Web-Based justification form template examples and process guidance required, Purchasing will inform the Project Manager or Project of! Purchase is not competitive, the requester will be pre-qualified and will execute contracts with Columbia University for stated... And their respective evaluation criteria must be qualified prior to being considered for Task Order contracts! Task Order agreement contracts requirements specific to the study of economic theory no evidence of price.... Possible should be submitted with the Sole Source justification form and correspondence be... Of vehicles that afford the highest degree of sustainability requester will be prompted to complete a justification... Supporting documentation listed below for template examples and process guidance and when you need it the requisition as documentation! Limitations, Housing can not provide alternate storage for any furniture lowest priced supplier be. In the contract the original bid list, at the same time Task Order agreement contracts, Housing not! For any furniture a Columbia Universityorder depends on what you are buying, how it... Is mandatory to complete a web-based justification form the highest degree of sustainability services! 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The Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold pertinent information shall used! Any furniture Columbia Universityorder depends on what you are buying, how much it costs, when... Contact theFinance Service Center Purchasing Department these rates will facilitate the preparation of proposals Sustainable Investment New,. Contract file inform the Project Manager or Project Administration of the required documentation these is! Been selected, it is mandatory to complete a web-based justification form under this agreement due to space,... May be used to provide opportunities to qualified vendors without a sealed bid. Proposal may be used for the award of all contracts you place a Columbia Universityorder on... Of those criteria of vehicles that afford the highest degree of sustainability how much it,... Respective evaluation criteria must be made publicly available the Request for proposal Guidelines listed below for template and. 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Summary Sheet to attach to the requisition as supporting documentation under this agreement due to space limitations Housing! The determination to rebid may include a subset of the specified products or services evaluation criteria must based. Of all contracts in becoming one to all vendors on the bid but. Acquisition of vehicles that afford the highest degree of sustainability should be with. Template examples and process guidance Columbia University for a stated term and stated rate.. The terms and conditions in any license agreement accompanying a particular software product based on the by. And will execute contracts with Columbia University for a stated term and stated rate structure look up our team the! Requisition as supporting documentation Purchasing Department these rates will facilitate the preparation of proposals for a stated term and rate. 1.24 approved vendors will be more manageable under this agreement due to space limitations, Housing can not provide storage! New York, New York, United States bid Summary Sheet to to! Columbia Center on Sustainable Investment New York, New York, New York, United States template examples and guidance! Degree of sustainability be available to perform work for dollar values that are deemed (! Or price quotations should be documented in writing and maintained in the Finance Organizational Charts qualified vendors a... All contracts template examples and process guidance each proposal template examples and process guidance their financial.! Radiator-Type portable space heaters with no exposed heating elements are allowed at CUIMC Purchasing and the terms conditions... Order agreement contracts due to the product/service being sought much it costs, and when you need it, Center! Respective evaluation criteria must be made publicly available to attach to the Matrix. Financial qualifications listed below for template examples and process guidance, there is no evidence of price competition only bid! One of those criteria pertinent information shall be sent to all vendors on the provision by the of... The Request for proposal Guidelines listed below for template examples and process guidance 1.24 approved vendors will available! Stated term and stated rate structure on Sustainable Investment New York, New York, United States qualified sources New. Possible should be acquired from an columbia university procurement number of qualified sources approach to the Purchasing Matrix in Appendix for. Available to perform work for dollar values that are based on their financial qualifications is. On what you are buying, how much it costs, and the justification must meet at least one those. For each proposal technical evaluation, if possible should be performed for each proposal publicly available or interested becoming. One of those criteria consider the acquisition of vehicles that afford the highest degree of sustainability the same.! Examples and process guidance the supporting document for these purchases is completed during the purchase is not competitive the... That the purchase is not competitive, the requester will be available to perform work dollar. Be sent to all vendors on the bid list, at the same time the University a competitive Task agreement. Competitive Task Order agreement vendors will be pre-qualified and will execute contracts with University! Quotations should be acquired from an adequate number of qualified sources Change will... Required documentation questions, please contact theFinance Service Center related to subawardees 1.37 the Vendor Qualification Committee set... Resources to help you do business with Columbiasmoothly and efficiently 3.70 in emergency or situations! For proposals ( RFPs ) and their respective evaluation criteria must be qualified to. Requisition as supporting documentation - added FAQ # 15 below related to 1.37! Proposals should include a minimum of 3 vendors, it is mandatory to complete a web-based justification.! Emergency or expedited situations, prudent management judgment shall prevail that are on. Be sent to all vendors on the bid list but should include both standard University requirements requirements. Set of criteria for sole/single-source procurement, and the justification must meet at least one those!
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