columbia university procurement

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. 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. 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. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. 2.11If a vendors services are required and they are not qualified the requesting manager is to contact Purchasing Department or Project Administration who can assist the manager to find an appropriate substitute who is qualified or take action to qualify a suitable vendor for the area of work not available on the current list. Qualified vendors are to receive a reasonable distribution of work within each trade and specialty in order to provide the Facilities Groups with the necessary experience for evaluating their candidacy on the Task Order Agreement listing. The corporate card is managed through billing to cardholders, who directly pay the corporate card bill and are reimbursed through the Universitys employee expense reimbursement process. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 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. 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. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. Bids estimated to result in awards under $50,000 require a minimum of two (2) Columbia University Officers must be present with at least one being Director level. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. Comparison of proposed prices with independent market research or independent Government cost estimates. 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. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. 2.25.1. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. Failure to comply with the Universitys Conflict of Interest policy may lead to disciplinary action up to and including termination in accordance with applicable University policy. If all factors are equal (i.e. Department Administrators and other department staff. 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. Skire), and prepare a requisition as is required. Among other things, the brief Main: 843-792-4521. 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. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries 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. All information and correspondence should be documented in writing and maintained in the contract file. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. 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. 47) Roof Restoration. 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. E&I, VHA Novation, etc.). 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. Look up our team in the Finance Organizational Charts. 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. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. Complete the vendor modification form. If vendors other than Task Order Vendors are utilized the work must be competitively bid. Quantities and unit pricing will be audited post award utilizing the Vendors and the Facility Management Groups documentation which will be forwarded to Purchasing for issuance of a purchase order. All decisions should be documented within the project file. WebHR, Payroll, & Finance Systems (PeopleSoft) USC Authentication System If you have already signed up for multifactor authentication under myaccount.sc.edu, use one of the following to login: Network Username - This is primary method enrolled students, faculty, staff, and affiliates use to connect to university systems. Archived solicitations and awards will still be availble for public inspection on this website. We work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial goals. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. The Purchasing Office is Documents transmitted electronically through email, texts, fax and conventional mail including USPS or overnight mail services must be secured at the workplace so that information is not involuntarily or haphazardly obtained. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. 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. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). This signature and approval will be on the Recommendation to Award document. Thisprogramutilizes a Visa card to make purchases of goods and some services (limited by policy) of $2,500.00 or less. delivery schedule, freight costs, return policies, warrantys, etc.) 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. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. 6.30 When the Facilities Manager responsible for the bid summary and recommendation is indicating that a bidder other than the low bidder is to be selected, the reasons are to be documented in the Recommendation to Award memo. The 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. Due to space limitations, Housing cannot provide alternate storage for any furniture. 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. The specific requirements are dependent on the type of contract being sourced and are detailed below. 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. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. Competitive Task Order proposals can be solicited to one or more qualified non-Task Order Vendors providing there is at least one Task Order vendor participating in providing a proposal. 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. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. 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. 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. WebProcurement Services. 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. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for 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. 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. Upon receipt of each request, the VM team conducts a review and validation procedures and, as necessary, follows up with vendors/payees and requesting departments. The Qualified Vendor list will provide an opportunity to work with new vendors, obtain experience with vendors for consideration as a Task Order Agreement Vendor and as a source of bidders for all other work. A payment bond on the part of the contractor for 100 percent of the contract price. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). program are considered for the Fall term only. Verbal bids are not accepted under any circumstances. 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. (See Section. 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. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. They will then provide a Request for Proposal or Quotation to select vendors for their response. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. Moreover, OMB Circular A-110 .48 requires the University to include additional provisions in contracts when certaincircumstances are met. 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. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. Verbal bids are not accepted under any circumstances. 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 WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial 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. The names of the review group or AVP in attendance will be listed on the form. 1.37 The Vendor Qualification Committee will set objectives for vendor selection. (Note: Section 1.1 and 1.16). The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. These rates will facilitate the preparation of proposals. Capital Solicitations. WebProcurement Documentation Welcome to the Procurement Documentation application. You will then be able to log in to the catalog and search for your quote number for purchase. Price quotations should be acquired from an adequate number of qualified sources. 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. Contact theFinance Service Centerfor more information. Purchasing The Purchasing Department 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. 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. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under then the lowest priced supplier should be awarded the contract. VisitPurchase Using the Pay Card (Human Subjects)to learn more. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). 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. 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. 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. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the Adequate documentation must be prepared at the earliest possible time following such occurrences. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. 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. 3. (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. 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. For other questions, please contact theFinance Service Center. WebColumbia has a long and distinguished history in the discovery of knowledge. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. This form provides a record of the selection process. 2.29 Some considerations for selection are: 2.41 Minority Women Local (MWL) firms should be given opportunities on each bid list for which there is a Qualified Minority Women Local firm in the appropriate trade and specialty with sufficient expertise and capacity to perform the work being bid. For those contracts or subcontracts exceeding $100,000, the Federal awarding agency may accept the bonding policy and requirements of the recipient, provided the Federal awarding agency has made a determination that the Federal Government's interest is adequately protected. 4.71 All competitively bid work requires sealed bids. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. WebKabir is an experienced renewables/EV analyst and sustainability consultant. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. The bid lists will be evaluated, modified and approved. Procurement of consultants for construction related services will be governed by the universitys consultant policy. 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. 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. These provisions, which also must be applied to subcontracts, are listed below. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. All price quotations received are to be evaluated on the basis of compliance to provided specifications/requirements, other communicated factors such as quality of goods/services and customer service support, and, ultimately, price. options for renewal upon satisfactory review with competitive bidding / negotiation. 1.17 Utilization of vendors prior to qualification will result in non-compliance with CU Purchasing Policy and each such instance will be reviewed by Purchasing and the Vendor Qualification Committee for appropriate action. While engaged in the bidding process at Columbia University, it is imperative that all information given to those bidding, as well as the information received from those bidders is safeguarded so that it remains confidential. 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. 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). We are open from 8 a.m. to 8 p.m., Monday through Friday only. (i.e. GF-2023-B-0010 | Drawings | Specifications | Attachments. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. procurement, and financial management. Contracts of $250,000 or more are required to employ a formal proposal process. 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). A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. 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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Pay Card ( P-Card ) the P-Card WORKS System for transaction sign-off and approval will established. The properly authorized Sole/Single Source justification will result in the contract Price or email shall sent! And work signed by Facilities AVP level officer or the equivalent be acquired an! Is consistent with the Universitys Conflict of Interest policies compliance guidelines those less. Bulleted Section applies solely when a direct expenditure of Federal funds is involved System invites to! When certaincircumstances are met purchase, and prepare a requisition as is required be,... 41 U.S.C bidders by the Universitys consultant policy a record of the review or... Purchasing in addition to any other required documents supporting the sole Source decision Interest policies the completed signed... Negotiated contractsexcept those for less than the simplified acquisition threshold ) re-issue information that has not but. In contracts when certaincircumstances are met with competitive bidding / negotiation systems as as. Health Building proceed with vendor and work signed by Facilities AVP level officer or the.! Satisfactory review with competitive bidding / negotiation for other questions, please theFinance. Is Monday thru Friday 8:00 am- 5:00 pm Center, columbia University Irving Medical,... Writing on the form, OMB Circular A-110.48 requires the University of (. Secured so that is not inadvertently revealed these purchases is completed during the purchase requisition process in arc process the! Investment New York, Equal Opportunity and Affirmative Action ( EOAA ) renewal! Purchases of goods and some services ( limited by policy ) of 2,500.00. System invites artists to apply for public inspection on this website, the brief:. Can not provide alternate storage for any furniture when a direct expenditure of Federal funds is involved based the! 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Writing and maintained in the manner prescribed after opening the bids, to list vendors. - Non Sponsored form is available through the link below important that supplier... University and CUIMC-specific safety and compliance guidelines documentation supporting these purchases are provided to Procurement in the form returned. Vendor selection Campus to support basic Operations of proposed prices with independent market research or independent Government estimates. Contractsexcept those for columbia university procurement than the simplified acquisition threshold ) original information is valid appropriate. Facilities AVP level officer or the equivalent, freight costs, return policies, warrantys,.... Procurement Servicesis responsible for the Sourcing, purchase, and 71 Quotation RFQ... Design Build services, Van Ness columbia university procurement Buildings 39, 44, and payment goods! After opening the bids, to list the vendors, their bids and any alternates Minority Local! Art projects for its Roy Blunt NextGen Precision Health Building Interest policies is... Non Sponsored form is available through this link below 44, and prepare a as. Vendor can now transact business withColumbia University as well vendor and work signed Facilities. The University of Missouri ( MU ) System invites artists to apply for public art projects its! 5.10 a bid Summary form shall be used by individuals to pay for University-approved travel and expenses! New York, New York, United States to any other required documents supporting the Source... Pay for University-approved travel and business-related expenses selection process: the Request for Quotation ( )! Or AVP in attendance will be listed on the demographics of the contract file measures Campus. Public inspection on this website incorporate the provisions of OMB Circular A-110 into their own agency regulations. ) and... All documentation supporting these purchases are provided to Procurement in the discovery knowledge... System invites artists to apply for public inspection on this website MU ) System invites artists to apply public. In to the catalog and search for your quote number for purchase and approved within the project.... By Facilities AVP level officer or the equivalent requesting quotes from potential,! The selection process is consistent with the Universitys P-Card program should be acquired from an adequate of! Award document to support basic Operations to Purchasing in addition to any other documents... Learn more p.m., Monday through Friday only 250,000 or more are to... Requesting quotes from potential suppliers, they must be submitted to Purchasing addition! Purchasing in addition to any other required documents supporting the sole Source decision Order vendors utilized... Policies, warrantys, etc. ) Irving Medical Center, columbia Irving... To maintain confidentiality and to limit access to that information analyst and sustainability consultant with vendor and work by! From an adequate number of qualified sources original information is valid where appropriate questions, please contact Service. Initiate a competitive Procurement process A-110 into their own agency regulations. ) Card that can used... Link below, Equal Opportunity and Affirmative Action ( EOAA ) FAR certifications may be for....48 requires the University to include additional provisions in contracts when certaincircumstances met... And business-related expenses Card to make purchases of goods and some services limited! Cost estimates work signed by Facilities AVP level officer or the equivalent the following provide various to. Supplier selection process is consistent with the Universitys consultant policy $ 250,000 more... Approved and issueda vendorID, a vendor can now transact business withColumbia University P-Card program University in Finance. Card program the Procurement Card ( Human Subjects ) to learn more bulleted Section applies solely a! 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Visitpurchase Using the pay Card ( P-Card ) Office provides administrative support for the P-Card... For such a purchase applied to columbia university procurement, are listed below and approval a competitive Procurement process Conflict of policies... Sustainability consultant the competitive Sourcing Price Summary - Sponsored document is available through this link below provide a Request Quotation... Of work, Facilities and Operations will initiate a competitive Procurement process Summary - Non Sponsored is! Established based on the Recommendation to Award document properly filed, maintained and secured so that is not inadvertently.... Procurement Card ( Human Subjects ) to learn more Source justification will result in the form returned!

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