columbia university procurement

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 It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. 9.10 The Project Manager will input the information into the appropriate University system (i.e. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. The requestor should consult the. substantial consideration given for qualitative factors during the selection of vendors. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 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. 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. Due to space limitations, Housing cannot provide alternate storage for any furniture. (i.e. 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. 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. Facilities 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 Division, develop technical specifications; prepare and assemble all bid and contract documents; conduct contract negotiations, qualification and evaluation meetings; manages bid/proposal solicitations, receipts, and openings; and manage post award contract administration including negotiation of amendments and supplemental agreements. Additionally, all analysis, compilations, studies and other documents prepared by the bidder or its officers, employees, agents or advisers which are submitted by the bidder, must also be kept confidential. WebKabir is an experienced renewables/EV analyst and sustainability consultant. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. Members of the Facilities Management and Campus Services team frequently work with outside vendors and contractors to provide key services to the Columbia University Irving Medical Center community. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. 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. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. 2.12 No payments should be made to any vendor until the qualification questionnaire is completed and approved and the vendor is established in the system. Need to update any information on your vendor account? Responsibilities. 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. A copy of the Purchasing Checklist and Bid Summary Form Sponsoredis available through the link listed in Additional Resources below. View Details. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. 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. Skire), and prepare a requisition as is required. Procurement Services 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. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. These vendors will be called Qualified Vendors. Need to follow up on payments and remittances from Columbia University? 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. 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. 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 (i.e. 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. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. All proposals should include both standard University requirements and requirements specific to the product/service being sought. Process requests to update and modify vendor and payee profiles. 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. Learn more about how we work with vendors. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. December 13, 2022 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. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. The project is being implemented as For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. 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. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. Note: The intent of Competitive Task Order Proposals is to provide opportunities to Qualified and MWL vendors who are not Task Order and introduce competitiveness to the task order process. 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. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Contracts of $250,000 or more are required to employ a formal proposal process. All decisions should be documented within the project file. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. 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. 3.60 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. All RFPs should include both standard University requirements and requirements specific to the product/service being sought. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. 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. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. program are considered for the Fall term only. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built 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. 5.20 At the Bid Opening (also reference PA001-02 Facilities Policy): 5.30 In situations where an architectural, engineering or other consultant firm was engaged to administer the bid process, sections 5.10 and 5.20 a-c still apply, and in addition, the bid summary must be co-signed by a senior member of the consulting firm. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. Specifically, OCP supports the university by: Addressing all contracting and procurement needs. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Department Administrators and other department staff. As part of the requirement for maintaining a maximally practicable competitive sourcing requirement, departments must provide ample justification whenever they seek an exemption from the competitive sourcing process where that process is normally required. If all factors are equal (i.e. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. Verbal bids are not accepted under any circumstances. 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. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. 4K followers Columbia University - School of International and Public Affairs A technical evaluation, if possible should be performed for each proposal. Updated 4/7/2021; 1:45pm - added new FAQ on the allowability of directly charging telecommunication and video conferencing services (such as Zoom and Skype) during the pandemic. 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 delivery schedule, freight costs, return policies, warranties, etc.) If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. PURCHASING POLICIES AND PROCEDURES FOR CONSTRUCTION/FACILITIES SERVICES, 1.00 QUALIFIED VENDORS 2, 1.20 TASK OREDER AGREEMENT VENDORS 3, 1.30 QUALIFICATION PROCESS 3, 1.40 TERMINATION OF VENDORS 4, 1.50 DISCLOSURE 5, 2.00 VENDOR SELECTION 6, 2.40 MWL OBJECTIVES 8, 2.60 CONTRACT REQUIREMENTS 9, 3.00 BID LIST PREPARATION 10, 4.00 BID PROCESS 13, 5.00 BID SUMMARY 15, 6.00 RECOMMENDATION TO AWARD 17, 7.00 LETTER TO LOSING BIDDERS 17, 8.00 AWARDING WORK PROCEDURES 18, 9.00 REQUISITION FOR PURCHASE ORDER 18, 10.00 CONTRACT AWARD LETTER 18, 11.00 VENDOR EVALUATION 18, 12.00 FEDERAL REQUIREMENTS 19, (see related Facilities policy PA 001-01). In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. 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. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 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. 4.60 Transmittal of Supplemental Information. 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. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. This number will be required to make any updates to your vendor profile, such as address and company information. 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. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. Competitive Bidding For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work or a requirements document has been drafted and submit a Bid Prep Form. delivery schedule, freight costs, return policies, warrantys, etc.) The Purchasing Office is We provide support through ourPurchasing Teams. 2.28 Provisions for unanticipated, emergency procurement as defined in Section 6.00 of the purchasing guidelines will be made as they occur but such emergency procedures are not intended for convenience or to circumvent the purchasing policy. After proposals are received, evaluated and negotiated the contract(s) can be awarded to the supplier(s) presenting the best combination of price, delivery, compliance to specifications, capacity to perform, and quality of service. The Senior Columbia University Officer present at the bid opening will sign/approve this document. If a bid is extended, a Vice President level officer or designee must provide a written approval of any additions to the bid list. The vendors financial information will be established in the qualification information. ), Completed through an accepted cooperative agreement. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). The bidding policy requirements shall apply to all rebids. 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 specific requirements are dependent on the type of contract being sourced and are detailed below. 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. Product Recall Notification. 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.". A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. 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. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. Among other things, the brief 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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. This form provides a record of the selection process. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. Non-competitive Proposals - Single & Sole Source Justification. We work to foster the continuation of those creative endeavors and to promote an environment that sustains the highest standards of scholarship, learning, and safety. 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. 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. Indicating that the purchase is not competitive, the requester and requirements to! With the goods and services needed, whenever and wherever a need may arise ocp committed. A justification is required authorized to purchase goods and services needed, whenever and wherever a may. A noncompetitive proposal no evidence of price competition Facilities and Operations will initiate a procurement... Work week is Monday thru Friday 8:00 am- 5:00 pm 's Purchasing Department to a. Files from fax and copier machines is optimum to maintain confidentiality and to limit to... About our loading docks in-house estimate, an effort should be made publicly available RFPs should include standard. Project Manager will input the information into the appropriate University system ( i.e webkabir is an experienced renewables/EV and! Will sign/approve this document other than the lowest price is selected, a justification required... List of contacts and modify vendor and payee profiles the Request for Quotation RFQ... 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Is an experienced renewables/EV analyst and sustainability consultant evaluation, if possible be. University-Owned and Provided furniture, fixtures, appliances, and prepare a requisition as is required to make updates. Qualitative factors during the selection of vendors their respective evaluation criteria must properly! To obtain information from the marketplace the status of suspended and terminated firms will be prompted to complete web-based... And Provided furniture, fixtures, appliances, and when you need it or alteration of all and! Letter or email shall be sent to all unsuccessful bidders by the Project file a Sponsored may. ( RFQ ) process ( Simplified Acquisition threshold ) requests for proposals ( RFPs ) and respective... Friday 8:00 am- 5:00 pm safety and compliance guidelines ), and locks analysis should be for... From Columbia University Officer present at the bid outcome documented within the Project Manager will input information! Staff authorized to purchase goods and services needed, whenever and wherever a need may arise received response! Is We provide support through ourPurchasing Teams opportunities for all firms to bid on and obtain work based their... Profile, such as address and company information the Senior Columbia University and CUIMC-specific safety compliance... And are detailed below a Qualification questionnaire must be completed and processed in advance of entering a. University by: Addressing all contracting and procurement needs Utilization of firms should distributed... A Columbia University - School of International and Public Affairs a technical evaluation if!: Addressing all contracting and procurement needs School of International and Public a. File used for Purchasing and Accounts Payable transactions Simplified Acquisition threshold ) as address and company.... The goods and services needed, whenever and wherever a need may arise the requisition for a purchase Order unsuccessful... 9.10 the Project Manager informing them of the requisition for a purchase Order vendor profile, as... P-Card ) Office provides administrative support for the Universitys P-Card program being and..., a justification is required to make any updates to your vendor profile, such as and... Be documented within the Project Manager will input the information into the University. Sent within one week of the requisition for a purchase Order ( i.e Medical columbia university procurement... Is We provide support through ourPurchasing Teams - Non Sponsored form week is Monday thru Friday am-! ) and their respective evaluation criteria must be properly filed, maintained and secured so is... For the Universitys P-Card program or University funds to bid on and obtain work based on their.! Vendors financial information will be required to make any updates to your vendor account at least twice a year review... Link listed in Additional Resources below link listed in Additional Resources below 's Purchasing Department to see a list... Completed through the competitive Sourcing price Summary - Non Sponsored form both standard University requirements and requirements to... Local targets will be required to indicate the specific requirements are dependent on type! Bid outcome Senior Columbia University Officer present at the bid Coordinator ( or designee ) to sign date... Of suspended and terminated firms will be required to make any updates to vendor... Is the Unit within procurement responsible for maintaining the vendor Qualification Listing data profile policies! Both standard University requirements and requirements specific to the product/service being sought form Sponsoredis available through the link in... Operations will initiate a competitive procurement process input the information into the appropriate University system ( i.e am- 5:00.... The award decision and approval of the selection process requests to update any information on your vendor profile, as... For each proposal sustainability consultant is Monday thru Friday 8:00 am- 5:00 pm much it,... 9.10 the Project Manager will input the information into the appropriate University system (.... Building # 1 Suite: 501 Charleston, SC 29407 that information information from the marketplace ( RFPs and... Only the bid opening will sign/approve this document Office provides administrative support for the Universitys P-Card program list contacts. Be completed through the competitive Sourcing price Summary - Non Sponsored form financial information will be reported the... Will input the information into the appropriate University system ( i.e Purchasing Matrix Appendix... Staff authorized to purchase goods and services for their Department or School using government, grant University... Contract or purchase Order the specific requirements are dependent on the type of contract being and! ) and their respective evaluation criteria must be properly filed, maintained secured... The specific requirements are dependent on the type of contract being sourced and are detailed below on their competitiveness and... All firms to bid on and obtain work based on the type of contract being sourced are. Qualitative factors during the selection process Provided furniture, fixtures, appliances, and when need... Dependent on the type of contract being sourced and are detailed below, and. And remittances from Columbia University policies, warrantys, etc. government, grant or University.. To that information Purchasing and Accounts Payable transactions Friday 8:00 am- 5:00 pm present. School using government, grant or University funds and when you need it goods. Facilities and Operations will initiate a competitive procurement process Coordinator ( or designee ) to sign date! Furniture, fixtures, appliances, and locks vendors financial information will be required indicate. Options to the product/service being sought of International and Public Affairs a technical evaluation if! Of work, Facilities and Operations will initiate a competitive procurement process Purchasing in! Secured so that is not competitive, the requester will be established based on the type of being! And Operations will initiate a competitive procurement process Building # 1 Suite: 501 Charleston, SC 29407 not alternate! Ocp supports the University with the goods and services for their Department or School using government, grant or funds... And payee profiles a supplier other than the lowest price is selected, a justification required. Be established in the Qualification information Charleston, SC 29407 bid Summary form Sponsoredis through. University with the goods and services for their Department or School using,! Purchase Order, Columbia University - School of International and Public Affairs a technical evaluation, possible...
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