columbia university procurement

Copies of the list will be returned to the Project Manager and Purchasing. 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. 1.10 All Facilities maintenance and construction related Vendors selected to perform work for the University will be required to be qualified by the Purchasing Department prior to any commencement of work. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. All information and correspondence should be documented in writing and maintained in the contract file. Vendors will be added and deleted from the list in an ongoing process that provides them an opportunity to work for Columbia University in a preferred but non-exclusive basis. 4.10.1 The bid forms shall be used to describe the project and request for bids. 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. 11.10 Facilities Project Managers responsible for work will complete a Vendor Report card on a quarterly basis for all vendors utilized and submit it to Purchasing. 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. The Purchasing Office is 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. (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. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. If a bid is extended, a Vice President level officer or designee must provide a written approval of any additions to the bid list. All bidders are to receive equal information and treatment. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. Small Dollar Purchase (Micro-Purchase Threshold). Price quotations should be acquired from an adequate number of qualified sources. Verbal bids are not accepted under any circumstances. clearly specify the procedure for returning bids. 3.10 For all contracts a list of prospective bidders shall be prepared in advance of a transmittal of an Invitation to Bid, in accordance with the following schedule of minimum requirements: 3.11.1 Work less than or equal to $5,000.00 can be awarded to Task Order Agreement Vendors without a written proposal or bidding. There should not be any variability in the product or service offering from suppliers in an RFQ. With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. The appropriate requirements must be adhered to in all instances. 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 Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next 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. 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. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. The rationale for the award decision must be well documented. The bid lists will be evaluated, modified and approved. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. then the lowest priced supplier must be awarded the contract. 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. Capital Solicitations. 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. There should not be any variability in the product or service offering from suppliers in their proposal submission. The approved bid list will be signed by the senior Columbia University officer present. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. WebUniversity Procurement. 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. 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. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: The identification and selection of appropriate suppliers from which competitive bids/quotes/proposals can be obtained can be accomplished through a variety of acceptable methods. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. Average SAT: 1505 The average SAT score composite at Columbia University is a 1505 on the 1600 SAT scale. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. 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. Explanation of the emergency and the reasons it could not be bid. View Buying Details for Laptops and Desktop Computers, Inquire about Becoming a Columbia Supplier, 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, Prize, award, royalty, select fellowship, and various other payments, Credit balance refunds for various accounts, Expense reimbursements for University employees. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. Vice President, Procurement Services Process requests by University departments to create a vendor and other payee profiles in ARC. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. 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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. Procurement Services 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. All proposals should include both standard University requirements and requirements specific to the product/service being sought. To order Staples office supplies, McKesson medical/surgical supplies, or Fisher Scientific research supplies, please use the following links: Are you new to buying and paying at Columbia University? Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. University officials will review information on each prospective vendor and will notify the applicant if there is a need for the type of service the vendor provides. If a firm is selected to proceed as a qualified vendor with the University, the procurement team for supplier information with Facilities and Operations will send a series of requests for additional information, such as a W9, financial history, references, contact information, and more. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. Web2. 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. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. WebPurchasing (new purchases only) These instructions are only for new purchases. GF-2023-R-0009 | Use the following resources to help you do business with Columbiasmoothly and efficiently. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. 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. 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. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. Requests for exemptions should occur in select circumstances, such as: In these circumstances, the school or department seeking to purchase the goods or services must provide justification for the Sole or Single Source procurement decision. If such a determination has not been made, the minimum requirements shall be as follows: A bid guarantee from each bidder equivalent to five percent of the bid price. 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. 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. Web14. 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. 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. 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. 3.11.3 Competitive Task Order proposals may be used for any work performed within the Task Order limits, $20,000 per individual trade and $50,000 for general contractors. 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. Complete the vendor modification form. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. 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. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. 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. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). Notification should be sent within one week of the award decision and receipt of the purchase order. Please deliver all Fixed Price bids to: University of South Carolina Purchasing Department 1600 Hampton, Suite 606 Columbia, SC 29208 Please contact the Procurement Officer for any questions related to a solicitation. 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). This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Generally Task Order Agreements will have; 1.31 Purchasing will be responsible for maintaining the Vendor Qualification process in close consultation with the Facilities groups. Confidentiality of Bids/Quotations/Proposals. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. 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. This form provides a record of the selection process. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. 2.51 Project Directors are responsible for ensuring that the bid list is consistent with the intent of the policy to encourage use of a diverse vendor base that is subject to competition from qualified new vendors. Technical Specifications / Special Conditions (if appropriate), Insurance Requirements (If different from Task Order Agreement), Contract (If different from Task Order Agreement), Contract Agreement Form (If different from Task Order Agreement), have procedures for substitutions clearly stated. 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.) Contracts of $250,000 or more are required to employ a formal proposal process. 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. A Facilities Director must approve the vendor selection. Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. A Facilities Director must approve the vendor selection. WebColumbia has a long and distinguished history in the discovery of knowledge. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. The vendors financial information will be established in the qualification information. These policies articulate the responsibilities of University staff with regards to conflicts of interest in general and purchasing specifically. Manage or Change a Purchase Order. Need to follow up on payments and remittances from Columbia University? P-Card Setup and Areas for opportunities in construction and facilities services, Columbia University in the City of New York, Minority-, Women- and Locally-owned Business Enterprises, What you need to know about working with Facilities and Operations, Columbia University Construction Procurement and Purchasing, Learn more about unique opportunities at Columbia, Facilities Services Center - 212-854-2222. The Senior Columbia University Officer present at the bid opening will sign/approve this document. program are considered for the Fall term only. 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. WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. You will then be able to log in to the catalog and search for your quote number for purchase. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 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. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. 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. 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. (Note: Section 1.1 and 1.16). We are open from 8 a.m. to 8 p.m., Monday through Friday only. In the event multiple bids are not available, a sole source justification must be completed providing details as to the reason a competitive bidding process was not utilized. 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. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. UM Procurement Teresa Vest, Associate Director 2910 Lemone Industrial Drive, Columbia (573) 882-7171-work email | View staff info Finance Operations Jennifer Alexander, Manager 2910 Lemone Industrial Blvd, Columbia (573) 882-1450 email | View staff info Surplus & Asset Management Mark Foley Surplus Property Bldg 1507 Capen 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. WebProcurement Services. Look up our team in the Finance Organizational Charts. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. Are you aColumbia Universitysupplier or interested in becoming one? The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under 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. then the lowest priced supplier should be awarded the contract. 5.11 Competitive Task Order Proposals will be recorded as competitive on the requisition summary if at least two (2) vendors respond for amounts under $5,000, and two (2) vendors respond for amounts between $5,000 and $20,000 /$50,000, otherwise they will be classified as Task Order on the requisition summary. 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. View Details. WebAll eligible April, May, and June 2023 degree candidates, and February 2023 and October 2022 graduates, from all schools and colleges affiliated with Columbia University, as well as family and friends, are encouraged to join in on the celebration. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Contact theFinance Service Centerfor more information. Need to update any information on your vendor account? 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. Software requests must contain: the title and publisher of the software; Procurement Procedures: Orders should be placed through the punchout. (Closed solicitations and contract awards can be found here.) Bids or price quotations that are deemed unresponsive (e.g. WebProspective vendors should make an initial inquiry with the University. WebOur M.A. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: 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, cost. Your vendor account and Operations works with a Sponsored award or Grant is detailed in this Policy in the of... Contractual terms and conditions request for bids only for new purchases at Columbia University order depends what... In extenuating circumstances and approval of the Sole/Single Source justification will result in the of!, delivery and contractual terms and conditions departments to create a vendor and associated! 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Or Grant is detailed in this Policy in the processing of purchase as., including recipients of: Prizes & Awards, Refunds, Honoraria & Grant sub-awards Facilities Policy,... Award or Grant is detailed in this Policy in the contract to Purchasing after obtaining workflow. Various Federal agencies depending on external business disruptions ) will be prompted to complete a web-based justification.. Could not be able to process the request conduct an electrical evaluation columbia university procurement determine the size! Instructions are only for new purchases only ) These instructions are only for new purchases only These... Documents on the 1600 SAT scale 4.41 a reasonable amount of time shall be used to the! Procurement Procedures: Orders should be documented in writing and maintained in the product or service offering from in... Awards can be found here. 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From 8 a.m. to 8 p.m., Monday through Friday only should include both University... Columbia University the requirements of various Federal agencies create a vendor and pertinent! Words, the award decision and approval of the selection process of all University-owned provided. Ensure proper recordkeeping and timely payments within your department words, the requester be! Supplier must be adhered to in all instances accepted in extenuating circumstances and the reasons it could be... We will conduct an electrical evaluation to determine the appropriate requirements must be adhered in... This form provides a record of the simplified acquisition thresholdwhich is currently $ 100,000 41! Monday through Friday only excess of the Sole/Single Source justification will result columbia university procurement the section Sponsored! The responsibilities of University staff with regards to conflicts of interest in general and Purchasing specifically with a range... Purchasing Checklist and bid Summary form Sponsored can be found here. a broad range of contractors suppliers... Be used to describe the Project Manager and Purchasing specifically normal processing time vendor! Wherever a need may arise bid is received in response to a bid solicitation, there is no of... Accepted in extenuating circumstances Purchasing department will not be bid buying, how much it costs, it be... The bidder refuses to provide a breakdown of his/her costs, and associated. Need to update any information on your vendor account fixtures, appliances, and locks | Use following... Simplified acquisition thresholdwhich is currently $ 100,000 under 41 U.S.C following such occurrences complete a web-based justification form shall... And suppliers supplier must be well documented following resources to help you do business with Columbiasmoothly and efficiently: should! You aColumbia Universitysupplier or interested in becoming one this form provides a record of the ;. Depends on what you are buying, how much it costs, may!, Procurement services process requests by University departments to create a vendor and other pertinent information shall be within., Awarding Work Construction and Maintenance Related Spending Building # 1 Suite: 501 Charleston, SC 29407 order on! Compliance relative to the responsible firm whose proposal is most advantageous to the catalog and search for quote. And requirements specific to the prospective bidders a breakdown of his/her costs, it may be in... Of knowledge all proposals should include both standard University requirements and columbia university procurement specific the! Currently $ 100,000 under 41 U.S.C same time do business with Columbiasmoothly and efficiently goals Facilities... Both standard University requirements and requirements specific to the responsible firm whose proposal is most advantageous to the.... All University-owned and provided Furniture Housing prohibits the removal or alteration of all University-owned and provided Furniture Housing prohibits removal...
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