This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. 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. 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. 4.60 Transmittal of Supplemental Information. OMB Circular A-110, at .40- .48, sets forth the specific procurement standards the University must follow when purchasing supplies and other expendable property, equipment, real property, and services with Federal funds. Manage or Change a Purchase Order. This signature and approval will be on the Recommendation to Award document. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. You will then be able to log in to the catalog and search for your quote number for purchase. 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. 10.10 A standard form letter shall be used for the award of all contracts. Non-competitive Proposals - Single & Sole Source Justification. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. 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. Bids or price quotations that are deemed unresponsive (e.g. In addition, upholding confidentiality of bids/quotations/proposals ensures that no vendor is given an unfair advantage in submitting bids; and no vendor is negatively impacted by disclosure of information. procurement, and financial management. With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. WebProcurement Services. Look up our team in the Finance Organizational Charts. 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. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) To order Staples office supplies, McKesson medical/surgical supplies, or Fisher Scientific research supplies, please use the following links: Are you new to buying and paying at Columbia University? 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. 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. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 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 December 13, 2022 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 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. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. Vendor Management receives approximately 200 requests each day to create or modify vendor/payee profiles. 2.23 Task Order Agreement Vendors performance on bidding and work will be an important factor in determining whether they remain on the Task Order Agreement list. WebColumbia University in the City of New Yorks average GPA is 3.91. 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). The requestor should consult the. Skire), and prepare a requisition as is required. 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. Maintain employee payee profiles for expense reimbursement. 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 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. A payment bond on the part of the contractor for 100 percent of the contract price. 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 supplier. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 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. In either case, the final resolution will be reviewed and approved by University Purchasing. 4.10.2 Rebids should follow the same procedures as the original bid. AVP, Procurement Services In order to upload documents to Procurement, or to check the status of a current order or MU seeks artists or artist teams to create new site-specific art for two spaces on NextGens first floor, one with a $50,000 budget, the other with a $40,000 budget. 1.36 There will be a periodic review as determined by the Vendor Qualification Committee to assess projected demand for qualified vendors defined by trade and specialty where the need for additional vendors will be reviewed. 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. 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. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). 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. Process requests to update and modify vendor and payee profiles. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. The Purchasing Office is 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. WebColumbia has a long and distinguished history in the discovery of knowledge. 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. 1.52 Failure to disclose this information may result in suspension or disqualification of the vendor. 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. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for 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. 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. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. 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 A Facilities Director must approve the vendor selection. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. This program 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. 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). 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 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. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries 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. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. If, in the instance of a single proposal received through a formal bid process, the formal bid process can be cancelled and a contract price is negotiated directly with the sole bidder, a cost breakdown must be obtained and a cost or price analysis performed. This policy ensures that confidential information is safeguarded and prevents any potential conflict. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. It will also show the total base bid and appropriate alternatives. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. Please reference the Request for Proposal Guidelines below for template examples and process guidance. Price quotations should be acquired from an adequate number of qualified sources. 3.12.2 All vendors submitting Task Order proposals must be treated equally in all respects, including but not limited to the proposal due date and time, the information provided and access to the project site if appropriate. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 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. RFI/Supplier Pre-Qualification an RFI (Request for Information) method is generally used during an RFP process to collect information about suppliers in determining a suppliers capabilities and if they are able to meet the requirements of the bid process. The 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. Approval Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. Bids estimated to result in awards over $1 Million, require that four (4) Columbia University Officers must be present with at least one being AVP or designee. (i.e. 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. 4.71 All competitively bid work requires sealed bids. 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. 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. 3.81 Expedited and emergency projects will require the Director and AVP review and signed approval of the bid list or directed source as indicated above. 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 WebUser account creation, deletion and management of privileges for ARC, the University's financial system. 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. Verbal bids are not accepted under any circumstances. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. then the lowest priced supplier must be awarded the contract. A Facilities Director must approve the vendor selection. 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. The rationale for the award decision must be well documented. 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. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. 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. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under 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. Prospective vendors should make an initial inquiry with the University. Visit theARC Vendor/Payee Request Web Form. Adequate documentation must be prepared at the earliest possible time following such occurrences. For non-catalog orders, please contact your LDP representative to receive a quote number. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. The cost/price analysis should be submitted with the Sole Source Justification Form. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. 2.11If a vendors services are required and they are not qualified the requesting manager is to contact Purchasing Department or Project Administration who can assist the manager to find an appropriate substitute who is qualified or take action to qualify a suitable vendor for the area of work not available on the current list. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built (See Section. WebUniversity Procurement. Department Administrators and other department staff. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. 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. Look up our team in the Finance Organizational Charts. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. 2.10 Only Qualified Vendors should be selected for work with Columbia University. Look up our team in the Finance Organizational Charts. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. 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. The completed form must be signed and submitted to Purchasing along with any other required documentation without the completion of the Sole/Single Source Justification, the Purchasing Department will not process the requisition. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. 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. There should not be any variability in the product or service offering from suppliers in their proposal submission. 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 Qualified Vendor list will provide an opportunity to work with new vendors, obtain experience with vendors for consideration as a Task Order Agreement Vendor and as a source of bidders for all other work. All decisions should be documented within the project file. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 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. 1.43 The termination recommendation will be submitted to or by Purchasing and presented to the Vendor Qualification Committee for review and action by the most expeditious process appropriate. 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. All bidders are to receive equal information and treatment. 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. 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. Due to space limitations, Housing cannot provide alternate storage for any furniture. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, 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. 6.30 When the Facilities Manager responsible for the bid summary and recommendation is indicating that a bidder other than the low bidder is to be selected, the reasons are to be documented in the Recommendation to Award memo. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory 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. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. Task Order Vendors will exist in an environment of dynamic competition. 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. 4.10.1 The bid forms shall be used to describe the project and request for bids. Purchasing The Purchasing Department 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. 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, Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. Requests for exemptions should occur in select circumstances, such as: 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. 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.