All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. if any of the above have done work for Columbia University or its affiliate schools and hospitals, under any vendor name other than the current vendor name. 4.60 Transmittal of Supplemental Information. 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. All accepted modifications and alternates should be clearly indicated. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. The Senior Columbia University Officer present at the bid opening will sign/approve this document. Need to modify your own information in our database? If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. This webpage lists Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 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. Procurement of consultants for construction related services will be governed by the universitys consultant policy. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 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. 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, Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. The project is being implemented as 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. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). The vendors financial information will be established in the qualification information. It is the policy of Columbia University to obtain competitive proposals, bids or price quotations, as reasonably practical, on products and services used by the University. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. If all factors are equal (i.e. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 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. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees Procurement Services 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. Manage or Change a Purchase Order. For all bids estimated to result in projects $100,000 or greater, the Facilities Departments will notify Purchasing so that a Purchasing representative can be present at the bid opening. procurement, and financial management. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 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 With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. Competitive Bidding There should not be any variability in the product or service offering from suppliers in an RFQ. WebProcurement Services. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 3.40 The Director may approve Qualified bidders for work up to $100,000 without the groups review but will submit the bid lists and information on the awards to the group for their information and consideration. 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. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. The names of the review group or AVP in attendance will be listed on the form. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. Non-competitive Proposals - Single & Sole Source Justification. There should not be any variability in the product or service offering from suppliers in an RFQ. 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 When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments 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. 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. 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. 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. 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. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. Failure to comply may result in removal from the pre-qualified list. 1.37 The Vendor Qualification Committee will set objectives for vendor selection. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 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. Information from the proposals is not to be shared with competing vendors and shall remain confidential. 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. 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. Verbal bids are not accepted under any circumstances. 47) Roof Restoration. Purchasing The Purchasing Department 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 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. 403 (11) shall contain suitable provisions for termination by the recipient, including the manner by which termination shall be effected and the basis for settlement. 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. 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. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. Approval This is based on the school's average score. Start here to learn the basics. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. WebCompetitive Procurement. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. 4.31 The bid interval is to be strictly enforced. WebMajor Elements of the OCP Process. 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. 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. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 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. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. 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. 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. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. 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. Overseeing supply chain management for Student Health Services. Main: 843-792-4521. 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. 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. A Facilities Director must approve the vendor selection. 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. Bids that are not responsive may be disqualified. 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. The requestor should consult the. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. RFIs can request information relating to: the item is only available from a single source, the public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation, the awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity (Columbia), after solicitation of a number of sources, competition is determined inadequate, due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. then the lowest priced supplier should be awarded the contract. 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. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. 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). A copy will be sent to Purchasing. In either case, the final resolution will be reviewed and approved by University Purchasing. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. This program 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. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. 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. 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. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). The Purchasing Office is WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. Scroll to explore Featured In Focus Previous Next 1 / 4 Part 200 (Uniform Guidance), as well as any additional regulations or procedural formalities required by the contracting agency, as specified in the Notice of Award. 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. WebOur M.A. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. Maintain employee payee profiles for expense reimbursement. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the GF-2023-B-0010 | Drawings | Specifications | Attachments. 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. 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 1.35 Purchasing will present the Vendor Qualification Committee with the names of candidates for qualification for comment and review prior to vendor placement on the list for use. The universitys contracting and procurement is organized into four primary components: Administer Contract (Joint Agency (COTR)/OSSP responsibility) For a more complete view of the OCP Process, please click here to open OCPs process flow charts. At his or her supervisors discretion from suppliers in an RFQ targets will be established based on the demographics the. In emergency or expedited situations, prudent management judgment shall prevail be bid utilized the work to be enforced. Optimum to maintain confidentiality and to limit access to that information costs as. 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