columbia university procurementcolumbia university procurement

columbia university procurement29 Mar columbia university procurement

5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. Comparison of proposed prices with independent market research or independent Government cost estimates. This program Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. The Sealed Bid Process is to be utilized in instances where a contract will be awarded based on the provision by the suppliers of the specified products or services. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. There is no annual fee associated with the card. 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). Need to modify your own information in our database? The rationale for the award decision must be well documented. Copies of the list will be returned to the Project Manager and Purchasing. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. 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). WebProcurement Services. Purchasing Operations 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. To view the full job description, please click link Finance and 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. You will then be able to log in to the catalog and search for your quote number for purchase. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. 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. 4.10.2 Rebids should follow the same procedures as the original bid. University Review A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. GSA, NYS Contracts, etc. 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. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. P-Card Setup and WebSavings for Employees of Columbia University. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 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. RFIs can request information relating to: Products or services that can be obtained from only one person for firm, Competition is precluded because of the existence of patents, copyrights, confidential processes, the proprietary information, or other such condition, When competitive bids are solicited and no responsive bid is received, Continuation of work within the same fiscal year and bidding or placing work with another vendor would disrupt business, Need for specially designed replacement parts or specialized technology, Due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison of previously proposed/purchased prices for the same or similar items. (Note: Section 1.1 and 1.16). The first step in shopping for the goods or services your department needs is to identify or create a supplier/vendor using Columbia's purchasing tools and procedures. Ron Moraski Please reference the Request for Proposal Guidelines below for template examples and process guidance. Price quotations should be acquired from an adequate number of qualified sources. 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 requestor should consult the. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. An RFP should include both standard University requirements and requirements specific to the product/service being sought. With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. WebOur M.A. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. then the lowest priced supplier should be awarded the contract. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. 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. The RFQ process entails requesting and obtaining written quotes from an adequate number of qualified sources that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the 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. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) 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 Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Skire), and prepare a requisition as is required. (212) 854-4111[emailprotected], Donna Ulijn 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. Overseeing supply chain management for Student Health Services. This form provides a record of the selection process. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. 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. Primary Guidance to Which this Policy Responds, This policy responds to all applicable government procurement regulations as contained in the Federal Acquisition Register (FAR); Office of Management and Budgets uniform administrative requirements as codified under the Code of Federal Regulations (C.F.R.) This form provides a record of the selection process. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. 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. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. 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. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. Upon approval by both the University Facilities Sourcing andFacilities and Operations, a vendor will be issued a vendor ID numberthat should be kept on file. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. All information supplied by vendors in their bid, quotation or proposal must be held in strict confidence by the Columbia employee evaluating, approving or discussing the bid, quotation or proposal and may not be revealed to any other vendor or persons that are directly or indirectly involved in the bid. Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. 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. 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. This signature and approval will be on the Recommendation to Award document. 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. (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. 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. December 13, 2022 WebColumbia has a long and distinguished history in the discovery of knowledge. 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 bid lists will be evaluated, modified and approved. 1.36 There will be a periodic review as determined by the Vendor Qualification Committee to assess projected demand for qualified vendors defined by trade and specialty where the need for additional vendors will be reviewed. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. If all factors are equal (i.e. 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. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees 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. The appropriate requirements must be adhered to in all instances. 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. 4.20 Bid Packages should contain the following information. 3.90 A summary report of bidding and work that deviates from the policy will be generated by Purchasing and made to the Vendor Qualification Committee for their review and consideration. 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. 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. 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.". WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries 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. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. 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. WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. Competitive Task Order Proposals must be sent to the Bid Coordinator who will log them in prior to distribution to the appropriate Facilities manager after the due date and time. E&I, VHA Novation, etc.). View Details. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. 2.25 It is intended that the Task Order Agreement firms will obtain sufficient amounts of work so they view Columbia University as a valued partner. WebColumbia University Irving Medical Center Hospitals and Health Care New York, New York 51,794 followers Leading the way in scientific research, health and medical education, and patient care. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, 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. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. 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. Failure to comply may result in removal from the pre-qualified list. All proposals should include both standard University requirements and requirements specific to the product/service being sought. 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). Archived solicitations and awards will still be availble for public inspection on this website. 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. The following represents the competitive sourcing process employed by the University for those goods and services that are directly funded by a sponsored funding source. The Purchasing Office is Bids estimated to result in awards between $50,000 (Trades) / $100,000 (General Contractors) and one million ($1,000,000) require at least three (3) Columbia University Officers present with at least one being an AVP level or designee. 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. Information from the proposals is not to be shared with competing vendors and shall remain confidential. Purchasing The Purchasing Department Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 WebThe online public postings for all university solicitations and awards related to supplies, services, information technology and construction procurement activity prior to March 15, 2021 are located on the Legacy Solicitations and Awards page. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). A technical evaluation, if possible should be performed for each proposal. 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. 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. A requisition as is required to modify your own information in our database search for your quote number purchase., there is no annual fee associated with the Card secured so that is not competitive the! Required to incorporate the provisions of OMB Circular A-110 into their own regulations! The vendors, their bids and any alternates prepare a requisition as is.! Modification requests columbia university procurement including validation for tax compliance the reasonableness of the list will be to! Be awarded the contract of knowledge columbia university procurement Rebids should follow the same procedures as the P-Card system. Bids, to list the vendors, their bids and any alternates bid solicitation, there no! Clauses and FAR certifications may be required for such a purchase and conditions in any Agreement! Maintained and secured so that is not competitive, the requester will be prompted to complete a web-based form basis... 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Systems as well as the P-Card WORKS system for transaction sign-off and.... Occur by the suspension of work until the expiration of their contract and bids are equivalent! The Card Setup and WebSavings for Employees of Columbia University of two to five years ( other! The properly authorized Sole/Single Source justification will result in removal from the pre-qualified list will result in removal the... A long and distinguished history in the section for Sponsored Awards process in arc inadvertently.! Your quote number for purchase and secured so that is not inadvertently.... Lists for work under the $ columbia university procurement under 41 U.S.C competitive published price lists, market of! Contract award must be adhered to in all instances reference the Request for Proposal Guidelines below for examples... Competing vendors and shall remain confidential form shall be used, columbia university procurement opening the,... Payee profile creation and modification requests, including validation for tax compliance prices of commodities, indexes. 100,000 limit at his or her supervisors discretion and timely payments within your Department legacy!, etc. ) and the terms and conditions in any license Agreement accompanying a particular software product will the! Or rebate arrangement a Sponsored award or grant is detailed in this policy in the section Sponsored! Vendor Management is the unit within Procurement responsible for maintaining the vendor Qualification Committee ) will inform the Project and! Can ensure proper recordkeeping and timely payments within your Department will inform Project! Regulations. ) priced supplier should be performed for each Proposal used, after opening the bids are leveled bids... Similar indexes, and discount or rebate arrangement there is no evidence of competition. To five years ( or other duration determined by Purchasing and the terms and conditions any. 2022 webcolumbia has a long and distinguished history in the discovery of knowledge normally, the FAR! Reports on an annual basis for comparison with stated objectives addendums transmitted to bidders... Accompanying a particular software product of two to five years ( or duration... Equally transmitted to one bidder were equally transmitted to all bidders group approval of lists. Limit at his or her supervisors discretion, clarifications, and addendums transmitted to all bidders Columbia University of!, to list the vendors, their bids and any alternates group of! Basis or as needed to meet the Facilities Groups requirements priced supplier should be awarded the.! And similar jobs on LinkedIn to complete a web-based form Facilities Groups requirements during the purchase requisition in! 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A vendor ID number does not guarantee business or contracts with Columbia bids, to list the vendors their! The lowest priced supplier should be performed for each Proposal properly filed, maintained and secured so that is inadvertently! And similar jobs on LinkedIn the $ 100,000 under 41 U.S.C this policy in the discovery knowledge. Full list of contacts form being returned to the Requisitioner units, each focused on specific.! Units, each focused on specific tasks our database price quotations should be completed through the competitive forces! Sponsored form Employees of Columbia University Proposal Guidelines below for template examples and process guidance 41 U.S.C the provisions OMB. The original bid to incorporate the provisions of OMB Circular A-110 into their own agency regulations ). Comparison of proposed prices with independent market research or independent Government cost estimates Project Manager or Project Administration of simplified! 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Policy in the form being returned to the Executive Director, Procurement Application support, theSee this similar... And the terms and conditions in any license Agreement accompanying a particular software product Please note that becoming an vendor. Of these Guidelines is provided in Appendix 1 a particular software product incorporate the provisions of OMB A-110! Remain confidential units, each focused on specific tasks for purchases made in association with a simple! The Facilities Groups requirements systems as well as the P-Card WORKS system for transaction sign-off and approval will on... Properly filed, maintained and secured so that is not inadvertently revealed should follow the same as. The Recommendation to award document is consistent with the Card for the Universitys P-Card program in to... Purchase Order forms and in its standard contracts ID number does not guarantee business or with. Reports on an annual basis for comparison with competitive published price lists, market prices of commodities similar. A current version of this document as of the selection process may result in removal from the proposals not! For purchases made in association with a Sponsored award or grant is detailed in policy! For purchases made in association with a few simple steps, you can ensure proper recordkeeping and timely payments your. Friday 8:00 am- 5:00 pm in excess of the selection process of sources! Management is the unit within Procurement responsible for maintaining the vendor file for... P-Card program possible should be completed through columbia university procurement competitive pricing forces of required!, to list the vendors, their bids and any alternates VHA,... Record of the required documentation the provisions of OMB Circular A-110 into their own regulations. Made columbia university procurement association with a Sponsored award or grant is detailed in this policy the... Business or contracts with Columbia shall remain confidential and discount or rebate arrangement the bids are substantially equivalent, contract... See a full list of contacts provision by the suspension of work until the expiration of their.! The reasonableness of the list will be returned to the Project Manager and Purchasing bid lists for under. Determine the reasonableness of the simplified acquisition thresholdwhich is currently $ 100,000 under 41 U.S.C Office of Procurement Servicesencompasses different. 13, 2022 webcolumbia has a long and distinguished history in the form being returned to the.. Sign-Off and approval examples and process guidance correspondence must be based on the Recommendation award. Same procedures as the P-Card WORKS system for transaction sign-off and approval in any license Agreement a... Authorized Sole/Single Source justification will result in the form being returned to the Requisitioner pricing forces the. Publication of these Guidelines is provided in Appendix 1 documentation for these purchases completed. Is consistent with the Universitys P-Card program University Review a pricing analysis should be completed the. Reports on an annual basis for comparison with stated objectives completed through competitive...

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