If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. procurement, and financial management. 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. 3.50 All bidders who are not listed as Qualified or Task Order Agreement Vendors must be reviewed and approved by the funding department AVP where applicable and the Facilities department AVP or higher regardless of the dollar value and group review requirements. 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. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). Purchasing Operations Capital Solicitations. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. 4.60 Transmittal of Supplemental Information. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 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. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. Process requests by University departments to create a vendor and other payee profiles in ARC. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. It is important that when comparing prices to determine fair and reasonable pricing that the evaluation of the goods and services must be evaluated using the same criteria for each bidder. All information and correspondence should be documented in writing and maintained in the contract file. Procurement Services Moreover, OMB Circular A-110 .48 requires the University to include additional provisions in contracts when certaincircumstances are met. at 2 C.F.R. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory GF-2023-B-0010 | Drawings | Specifications | Attachments. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. 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. 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. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. The Purchasing Office is 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. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. In either case, the final resolution will be reviewed and approved by University Purchasing. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. (See Section. The vendors financial information will be established in the qualification information. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. 3.14.1 All work greater than $20,000 for individual trades and $50,000 for general contractors and up to $100,000 for both categories, require a minimum of three written bids. The cost/price analysis should be submitted with the Sole Source Justification Form. 1.21 Task Order Agreement Vendors will be chosen from the qualified list of vendors that have performed successfully with the University on individual jobs and who can sustain a regular volume of work and maintain service, quality and cost effectiveness. This signature and approval will be on the Recommendation to Award document. Where bonds are required in the situations described herein, the bonds shall be obtained from companies holding certificates of authority as acceptable sureties pursuant to 31 CFR part 223, "Surety Companies Doing Business with the United States.". 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 The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. AVP, Procurement 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. WebColumbia University in the City of New Yorks average GPA is 3.91. 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 Complete the vendor modification form. Residents must keep all furnishings in their room, including bed frames and mattresses. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. 10.10 A standard form letter shall be used for the award of all contracts. Web2. Maintain employee payee profiles for expense reimbursement. 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. University officials will review information on each prospective vendor and will notify the applicant if there is a need for the type of service the vendor provides. 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. 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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. substantial consideration given for qualitative factors during the selection of vendors. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). (To submit expenses, see Travel and business expense reimbursement below) Columbia University students, employees, and visitors can be reimbursed for valid business- and research-related expenses. The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. This form provides a record of the selection process. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. All bidders are to receive equal information and treatment. Noncompetitive proposals may only be utilized in the following situations: In these circumstances, the school or department seeking to purchase the goods or services must provide justification for the Sole or Single Source procurement decision. 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. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. Vendor Managementis a unit within Procurement Services, responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 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. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. Web14. 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. 3.60 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. 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. Once a proposal has been selected, the Purchasing Checklist and Bid Summary Form Sponsored, which provides for the price analysis, must be completed and submitted with the requisition as supporting documentation. Generally Task Order Agreements will have; 1.31 Purchasing will be responsible for maintaining the Vendor Qualification process in close consultation with the Facilities groups. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. Bids that are not responsive may be disqualified. 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. 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. 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. Visit Procurement for instructions. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. Information from the proposals is not to be shared with competing vendors and shall remain confidential. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. The requestor should consult the. There should not be any variability in the product or service offering from suppliers in their proposal submission. Software requests must contain: the title and publisher of the software; Product Recall Notification. 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. Purchasing will, upon receipt of the requested information, provide approval of the requisition and subsequently issue the purchase order and notify the Project Manager so the award letter can be issued. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. 2.15 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. Work awarded utilizing unit pricing will indicate the scope of work. An RFP should include both standard University requirements and requirements specific to the product/service being sought. 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). WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. The requestor should consult the. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. Vice President, Procurement Services 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. 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). 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. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 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. WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial Price quotations should be acquired from an adequate number of qualified sources. A payment bond on the part of the contractor for 100 percent of the contract price. 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. Skire), and prepare a requisition as is required. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. 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. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. 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. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. (212) 854-1540[emailprotected], Hugh A. Horowitz 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 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. If all factors are equal (i.e. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. Confidentiality of Bids/Quotations/Proposals. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. Applications for admission to the M.A. program are considered for the Fall term only. Overseeing supply chain management for Student Health Services. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. If all factors are equal (i.e. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. WebMajor Elements of the OCP Process. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. WebUniversity 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. 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. WebProcurement Services. 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. 4.61 In some situations it may be necessary to provide additional information to all prospective bidders during the bid interval prior to the opening of bids. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. 2.21 Project Managers should seek competitive proposals for Task Order Agreement work as outlined in the Bid List Preparation section of this policy in order to encourage efficient utilization of manpower and material usage as well as provide an opportunity for bidding diversity and compliance with MWL objectives. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. 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. A Facilities Director must approve the vendor selection. Residents must keep all furnishings in their room, including bed frames and mattresses. 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. Need to modify your own information in our database? 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. 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. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. 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. Acceptable forms of documentation include: As, by definition in a non-competitive procurement there is no direct price competition, if possible a cost or price analysis based on a breakdown of costs should be performed for all contracts in excess of $250,000 to determine if the estimated cost is reasonable prior to awarding the contract. 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. 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 When only one bid is received in response to a bid solicitation, there is no evidence of price competition. Thisprogramutilizes a Visa card to make purchases of goods and some services (limited by policy) of $2,500.00 or less. The total dollars awarded to date will be provided based on purchase orders written for the same time period. 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. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that Using the P-Card to make purchases and provide payment is cost-effective for the University as it allows departments to: ARC is the consolidated Finance system for Columbia University and includes components for Purchasing, Accounts Payable, P-Card, and Vendor Profiles. A copy will be sent to Purchasing. (Note: Section 1.1 and 1.16). Identification of qualified suppliers is a key component of the RFP process to ensure that there is competitiveness as well as a determination of the suppliers capacity to perform in accordance with their proposal submission. 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. Comparison of proposed prices with independent market research or independent Government cost estimates. Small Dollar Purchase (Micro Purchase Threshold): Goods and Service Purchases under $10,000 require one quote/proposal, Request for Quotation (RFQ) (Simplified Acquisition Threshold): Goods and Services Purchases between $10,000 and $249,999 require multiple written quotes obtained from an adequate number of qualified sources, Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold)*: Goods and Services Purchases of $250,000 or more require multiple written formalized public bids through either a sealed bid or competitive proposal process depending on the goods or services being procured (see below for further details) solicited from an adequate number of qualified sources, pricings found in published journals, advertisements, internet sites, and auctions, 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. 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