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. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. Small Dollar Purchase (Micro-Purchase Threshold). Copies of the list will be returned to the Project Manager and Purchasing. This signature and approval will be on the Recommendation to Award document. Scroll to explore Featured In Focus Previous Next 1 / 4 If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. The term bidder shall apply to vendors in both bid and rebid requests. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. Overseeing supply chain management for Student Health Services. 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. 1.52 Failure to disclose this information may result in suspension or disqualification of the vendor. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. 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. 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. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 The specific requirements are dependent on the type of contract being sourced and are detailed below. All information and correspondence should be documented in writing and maintained in the contract file. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. 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.) 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. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. 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. 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. A copy will be sent to Purchasing. 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). We provide support through ourPurchasing Teams. 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. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. 3.60 The bid lists shall be summarized in a form specified by Purchasing and Vendor Qualification Committee and reviewed on a regularly scheduled basis by the Facility group or the department AVP or equivalent senior officer. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. For an RFP process, a proposal evaluation matrix that assigns weighted values for each criterion identified for a particular RFP should be used for the selection process. then the lowest priced supplier must be awarded the contract. 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. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. 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. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 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. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. 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. December 13, 2022 (Closed solicitations and contract awards can be found here.) The vendors financial information will be established in the qualification information. 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 The bidding policy requirements shall apply to all rebids. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. Start here to learn the basics. 1.13 Vendor Qualification is intended to establish: the value of work a vendor is capable of performing for the University, insurability, performance with Columbia University and that the vendor agrees to the terms and conditions of Columbia Universitys contractual agreements and obligations. The dollar volume of work should be matched with the capability of the vendor, Number of opportunities the vendor has had throughout the CU portfolio, Number of active projects the vendor currently is engaged in, Experience with projects of a similar nature, Landlord stipulates the vendor in lease terms. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. WebMajor Elements of the OCP Process. If a Task Order vendor is not used, the work must be bid. 4.10.2 Rebids should follow the same procedures as the original bid. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. We work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial goals. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. (i.e. E&I, VHA Novation, etc.). (include previous Purchase Order number used). It will also show the total base bid and appropriate alternatives. 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. substantial consideration given for qualitative factors during the selection of vendors. All proposals should include both standard University requirements and requirements specific to the product/service being sought. 2.25.1. Product Recall Notification. WebThe online public postings for all university solicitations and awards related to supplies, services, information technology and construction procurement activity prior to March 15, 2021 are located on the Legacy Solicitations and Awards page. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 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. 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). Purchasing The Purchasing Department 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. 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. 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. 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. 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. WebColumbia University in the City of New Yorks average GPA is 3.91. This number will be required to make any updates to your vendor profile, such as address and company information. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. 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. Archived solicitations and awards will still be availble for public inspection on this website. Need to modify your own information in our database? 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. 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. Prior approval must be obtained from the professor or If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. WebSavings for Employees of Columbia University. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. then the lowest priced responsive and responsible supplier must be awarded the contract. 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. Learn about Using the P-Card (Reconciling and Approving Transactions), Learn about P-Card Setup and Modification, Purchase Using the Pay Card (Human Subjects), Purchase Using the Travel and Expense Corporate Card, 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, Reduce the transaction cost of processing the purchase and the payment. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. Main: 843-792-4521. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex 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. Technical Specifications / Special Conditions (if appropriate), Insurance Requirements (If different from Task Order Agreement), Contract (If different from Task Order Agreement), Contract Agreement Form (If different from Task Order Agreement), have procedures for substitutions clearly stated. 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. 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. 2.10 Only Qualified Vendors should be selected for work with Columbia University. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 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. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. WebUniversity Procurement. 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. Price quotations should be acquired from an adequate number of qualified sources. If a review is required to qualify vendors on an emergency or expedited basis, the Vendor Qualification Committee review process can be handled by email or internal mail for those instances. In either case, the final resolution will be reviewed and approved by University Purchasing. 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. 2.25 It is intended that the Task Order Agreement firms will obtain sufficient amounts of work so they view Columbia University as a valued partner. 4.71 All competitively bid work requires sealed bids. 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. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. Competitive Bidding 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 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. 4.20 Bid Packages should contain the following information. Get Directions. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) Overseeing supply chain management for Student Health Services. 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. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 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. 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. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. The RFQ process entails requesting and obtaining written quotes from potential suppliers that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. Software requests must contain: the title and publisher of the software; Networking with the University community may provide suitable options, but might still require vetting based on the criteria outlined in either the RFQ or RFP. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. Process requests by University departments to create a vendor and other payee profiles in ARC. WebOur M.A. There should not be any variability in the product or service offering from suppliers in an RFQ. The competitive proposal process brings structure to the procurement decision and requires that the proposal be publicized, clearly outline the proposal requirements and articulate the evaluation criteria including the weighted values for each criterion identified as being used in the selection process. LDEO Purchasing Staff determines best source of supply using University -wide Purchasing Agreement, (UwPA), competitive bidding process or sole -source procurement in accordance with Columbia University Purchasing P olicy as described below: Policy for Competitive Bids o $1-$2,500: Minimum of one oral or written bid, quote, or proposal 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. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. 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). Task Order Vendors will exist in an environment of dynamic competition. 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 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 Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. This form provides a record of the selection process. The Purchasing Office is also responsible for soliciting and awarding all Task Order Contracts in consultation with the Construction Departments, Policies and Procedures for Vendor Qualification and Purchasing of Facilities Services for the purchase of Construction/Facilities Services. 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. 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. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. ), Completed through an accepted cooperative agreement. Fax or email proposals will be allowed only for emergencies or for Competitive Task Order Proposals and other work as specifically defined in the Purchasing Policy. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. The Purchasing Office is Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. We are also responsible for negotiating and signing most 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. 2.13 Firms should be evaluated based on their ability to satisfactorily perform the work as evidenced by information gathered during the pre-qualification process, qualification profile and matched with the appropriate type of work to be contracted. WebCompetitive Procurement. 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. 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. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. 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 specific thresholds related to these competitive sourcing efforts are as follows: *Note: For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work and Bid Prep form has been drafted. The requestor should consult the. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. This form provides a record of the selection process. procurement, and financial management. Confidentiality of Bids/Quotations/Proposals. 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. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. Learn more about how we work with vendors. (Note: Section 1.1 and 1.16). 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. A Facilities Director must approve the vendor selection. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. (212) 851-7271[emailprotected], Columbia University in the City of New York, Sponsored Projects: Post-Award Financial Administration, Advisory Committee on Socially Responsible Investing, EVP of Finance and Information Technology. Look up our team in the Finance Organizational Charts. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). Prepare activity reports on an annual basis for comparison with stated objectives Agreement will! An in-house estimate, an effort should be documented in writing and maintained in the file. Sourcing price Summary - Sponsored document is available through the link below submit. 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