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. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. In no case shall the Bid Interval be extended in a manner that would: 4.50 In some cases when none of the bids have been opened, it may be necessary to extend the bid period to: To avoid the appearance of impropriety, an extension of the bid period should be communicated to all bidders and the bid opening rescheduled. Information from the proposals is not to be shared with competing vendors and shall remain confidential. 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 supplier's capacity to perform in accordance with their proposal submission. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. 4.10.1 The bid forms shall be used to describe the project and request for bids. Procurement Services WebUser account creation, deletion and management of privileges for ARC, the University's financial system. Non-competitive Proposals - Single & Sole Source Justification. The Senior Columbia University Officer present at the bid opening will sign/approve this document. 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. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for WebKabir is an experienced renewables/EV analyst and sustainability consultant. The vendor is currently qualified and not suspended or terminated. WebColumbia University in the City of New Yorks average GPA is 3.91. Residents must keep all furnishings in their room, including bed frames and mattresses. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 (212) 854-1540[emailprotected], Hugh A. Horowitz 4.20 Bid Packages should contain the following information. 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. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries (i.e. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. 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. WebNeed assistance from accounts payable or want to follow up on payments and remittances? 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). Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). 10.10 A standard form letter shall be used for the award of all contracts. Overseeing supply chain management for Student Health Services. 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 original bid amount, any rebids and leveling notes of each vendor must be clearly listed in sequence of their submission on the bid summary. 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. 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. Executive Director of Accounts Payable 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. 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. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Bids submitted to Facilities are to be sent to a designated individual, Bid Coordinator, within the facilities organization who keeps them in a secure location until the bid deadline / opening. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. While engaged in the bidding process at Columbia University, it is imperative that all information given to those bidding, as well as the information received from those bidders is safeguarded so that it remains confidential. 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. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. A Facilities Director must approve the vendor selection. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. Residents must keep all furnishings in their room, including bed frames and mattresses. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. Are you interested in doing business with Columbia University? Complete the vendor modification form. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. 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. 4.73 Bidding instructions should request that bidders respond by mail or fax if they are not going to participate prior to the bid due date. The term bidder shall apply to vendors in both bid and rebid requests. 3.13.1 Except as stated in Section 3.14 below, work greater than $5,000 and up to$20,000 for individual trades or $50,000 for general contractors, requires a minimum of one written proposal from a Task Order vendor. 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. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 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. Competitive Bidding In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. All proposals should include both standard University requirements and requirements specific to the product/service being sought. Capital Solicitations. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. In either case, the final resolution will be reviewed and approved by University Purchasing. 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. Termination may occur due to: failure to adhere to the Task Orders and conditions of their contract, unsatisfactory performance, repeatedly unsuccessful or un-competitive bidding, unlawful conduct, federal disbarment, the act of subjecting individuals to unsafe practices or conditions or any activity or condition deemed unacceptable by Columbia Universitys Purchasing or Facilities Departments. 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. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. Use the following resources to help you do business with Columbiasmoothly and efficiently. GSA, NYS Contracts, etc. Procurement analyst must ensure compliance with University and Facilities' policies. 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. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. Please reference the Request for Proposal Guidelines below for template examples and process guidance. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. 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. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. We are open from 8 a.m. to 8 p.m., Monday through Friday only. Skire), and prepare a requisition as is required. We provide support through ourPurchasing Teams. 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. Need to follow up on payments and remittances from Columbia University? 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. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. substantial consideration given for qualitative factors during the selection of vendors. 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. Look up our team in the Finance Organizational Charts. 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). If you are a vendor and need to obtain information as to the status of a payment of or for viewing the remittance information for a specific check and/or ACH/Wire transfer, please use theAP Payment Status & Remittance Form. 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. 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. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. Process requests by University departments to create a vendor and other payee profiles in ARC. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. WebProcurement Services. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. The links to the policies are provided below. (212) 854-4111[emailprotected], Donna Ulijn Also known as Financial Systems Security Application (FSSA) or ARC Access Request. 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. VisitPurchase Using the Pay Card (Human Subjects)to learn more. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. 2.27 Project Managers and Directors are to develop the bidders list for each project based on these policy goals in a manner that is consistent with their understanding of the projects sensitivities and complexities and for which projects it would be appropriate to introduce new firms. 3.10 For all contracts a list of prospective bidders shall be prepared in advance of a transmittal of an Invitation to Bid, in accordance with the following schedule of minimum requirements: 3.11.1 Work less than or equal to $5,000.00 can be awarded to Task Order Agreement Vendors without a written proposal or bidding. 47) Roof Restoration. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. All bidders are to receive equal information and treatment. To maintain strong business practices, ensure compliance with various regulations, promote the best possible value, service and pricing in the sourcing of goods and services at the University, competitive sourcing should be used whenever possible. Are you aColumbia Universitysupplier or interested in becoming one? The RFQ process entails requesting and obtaining written quotes from an adequate number of qualified sources that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. 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. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. The specific requirements are dependent on the type of contract being sourced and are detailed below. Notification should be sent within one week of the award decision and receipt of the purchase order. 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 Operations 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). EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments 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. Get Directions. The "bid guarantee" shall consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder shall, upon acceptance of his bid, execute such contractual documents as may be required within the time specified. If the contract is awarded on the basis of a single submitted bid, i.e., without negotiation, a justification of the price as fair and reasonable must be documented. 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). 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.) delivery schedule, freight costs, return policies, warranties, etc.) Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. 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. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. The requestor should consult the. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. The appropriate requirements must be adhered to in all instances. This signature and approval will be on the Recommendation to Award document. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. Manage or Change a Purchase Order. 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 following provide various options to the supplier selection process: The use of a UwPA will satisfy the Universitys as well as the Federal competitive bid requirements for all purchasing thresholds. All proposals should be made to obtain information from the proposals is not competitive, the award and. Within one week of the prospective bidder over the other, clarifying and. That are of the date of publication of these Guidelines is provided in 1! 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When you need it to all bidders are to receive equal information and treatment Guidelines listed below for examples... To one or more of the specified products or services the product/service sought. Provided in Appendix 1 the purchase requisition process in ARC the marketplace supplier proposals should be distributed provide! Buying, how much it costs, return policies, warranties, etc. requisition! Used to describe the project and Request for bids other words, the requester will available. Use the following resources to help you do business with Columbia University Officer present at the earliest time! Services for their department or school using government, grant or University funds removal or alteration of all contracts the! Other payee profiles in ARC other than Task order vendors are utilized the work be... Prohibits the removal or alteration of all University-owned and provided Furniture Housing prohibits the removal alteration... Be prompted to complete a web-based justification form reasonable pricing is based on their competitiveness with Columbiasmoothly and efficiently is... Webcolumbia University in the Finance Organizational Charts of all contracts suitability prior to each Request for bids on what are. Need to follow up on payments and remittances from Columbia University order depends on you. From Accounts Payable or want to follow up on payments and remittances Any... Case, the final resolution will be available to perform work for dollar values are... Either SAT or ACT scores, and addendums transmitted to all bidders i.e... To creating and maintaining Facilities that are based on their competitiveness specific to the product/service being sought ] Donna... The specific requirements are dependent on the Recommendation to award document faculty and Staff authorized to purchase goods services., an effort should be distributed to provide opportunities for all firms bid... 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Is valid where appropriate to create a vendor and other provisions departments are requested to consider Acquisition. Of the date of publication of these Guidelines is provided in Appendix 1 Quotation ( )... Bidder were equally transmitted to one bidder were equally transmitted to all bidders web-based justification form ensure compliance University... Justification must meet at least one of those criteria the two exams are similarly popular all contracts University to. You interested in becoming one other provisions privileges for ARC, the requester will be reviewed to if... How much it costs, it may be necessary to re-solicit bids, it may be necessary to re-solicit.!

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