columbia university procurement

A Facilities Director must approve the vendor selection. 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. program are considered for the Fall term only. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 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. AVP, Procurement Services A Facilities Director must approve the vendor selection. 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. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Department Administrators and other department staff. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. This policy ensures that confidential information is safeguarded and prevents any potential conflict. Copies of the list will be returned to the Project Manager and Purchasing. A copy will be sent to Purchasing. 4K followers Columbia University - School of International and Public Affairs GF-2023-R-0009 | 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. (212) 854-1540[emailprotected], Hugh A. Horowitz With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. Comparison of proposed prices with independent market research or independent Government cost estimates. For the purchase of goods and/or services whose aggregate dollar threshold does not exceed the $10,000 competitive sourcing threshold, multiple quotes are not required but the customer should seek to ensure that the price obtained for the good or service is considered to be fair and reasonable. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, Responsibilities. If all factors are equal (i.e. 2.20 Each Task Order Agreement Vendor will be provided ongoing opportunities to bid on work consistent with their financial limit, availability and as established by their qualification profile. A copy of the Purchasing Checklist and Bid Summary Form Sponsoredis available through the link listed in Additional Resources below. All information and correspondence should be documented in writing and maintained in the contract file. If all factors are equal (i.e. This feedback will be utilized in the Qualification and Task Order Agreement selection process. program emphasizes a technical and rigorous approach to the study of economic theory. Process requests by University departments to create a vendor and other payee profiles in ARC. *Note: Facilities and construction-related procurement activities, please reference Purchasing of Facilities Servicesand/or the above-mentioned Purchasing Matrix in Appendix II of this policy. 10.10 A standard form letter shall be used for the award of all contracts. 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. Are you aColumbia Universitysupplier or interested in becoming one? 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. 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. WebUser account creation, deletion and management of privileges for ARC, the University's financial system. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. 2.25.1. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. Procurement of consultants for construction related services will be governed by the universitys consultant policy. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. 3.14.1 All work greater than $20,000 for individual trades and $50,000 for general contractors and up to $100,000 for both categories, require a minimum of three written bids. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. 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. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. 4.20 Bid Packages should contain the following information. Thisprogramutilizes a Visa card to make purchases of goods and some services (limited by policy) of $2,500.00 or less. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. Learn How to Modify Vendor / Payee Profiles, Request a New Columbia Facilities Supplier / Payee, 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. 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 bidding policy requirements shall apply to all rebids. 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. 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. pricings found in published journals, advertisements, internet sites and auctions, multiple solutions are available that will fit the need, multiple suppliers can provide the same solution, there is a requirement to determine the best value of the suppliers available solutions, products/services for the project cannot be clearly specified, different skills, expertise and technical capabilities are required from the suppliers, lowest price is not the determining criterion for awarding the contract, final pricing is negotiated with the supplier. 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. LDEO Purchasing Staff determines best source of supply using University -wide Purchasing Agreement, (UwPA), competitive bidding process or sole -source procurement in accordance with Columbia University Purchasing P olicy as described below: Policy for Competitive Bids o $1-$2,500: Minimum of one oral or written bid, quote, or proposal We are open from 8 a.m. to 8 p.m., Monday through Friday only. Visit theARC Vendor/Payee Request Web Form. When goods or services have standard or easily compared specifications and pricing is the main component, the competitive sourcing process best employed is a Request for Quote (RFQ) process. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. Confidentiality of Bids/Quotations/Proposals. WebPurchasing (new purchases only) These instructions are only for new purchases. 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. Ron Moraski There should not be any variability in the product or service offering from suppliers in their proposal submission. if the above are currently qualified to work for Columbia University under any other vendor name by a Task Order, master agreement, lease or other contractual agreement. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. 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. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. These rates will facilitate the preparation of proposals. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). Bids that are not responsive may be disqualified. 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. 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. The bid lists will be evaluated, modified and approved. 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. Web2. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. This number will be required to make any updates to your vendor profile, such as address and company information. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. procurement, and financial management. Need to follow up on payments and remittances from Columbia University? Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Residents must keep all furnishings in their room, including bed frames and mattresses. WebOur M.A. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. 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. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. In the event the goods and/or services procurement does not require the issuance of a Purchase Order in accordance with the University Requisition and PO Policy, the school or department is still required to provide the appropriate non-competitive documentation in support of the transaction per the terms of the Sponsored award and Uniform Guidance (CFR 200). You will then be able to log in to the catalog and search for your quote number for purchase. P-Card Setup and Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. All proposals should include both standard University requirements and requirements specific to the product/service being sought. How to set up a compliant AWS account: Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. Noncompetitive proposals may only be utilized in the following situations: 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. 1.37 The Vendor Qualification Committee will set objectives for vendor selection. 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. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. The Purchasing Office is responsible for reviewing construction procurements for compliance with purchasing procedures and for issuing the Purchase Order or Change Order for the procurement. The 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. To view the full job description, please click link Finance and Accounts Payable (AP), within Procurement Services,is responsible for the processing of: The P-Card Office provides administrative support for the Universitys Procurement Card program. We work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial goals. 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). Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. December 13, 2022 Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. 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. 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). Assure that quality standards, insurance requirements, policy and guidelines are met of shall. 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Process will assure that quality standards, insurance requirements, policy and guidelines are met the Purchasing and... Writing and maintained in the Qualification and Task Order Proposal may be used to provide opportunities to vendors. Committed to providing the University 's financial system for non-vendor payees, including recipients of Prizes... There should not be any variability in the product or service offering suppliers... Updates to your vendor profile, such as address and company information on payments and remittances Columbia... Profiles for non-vendor payees, including recipients of: Prizes & Awards, Refunds, &! Need may arise, market indices and general market conditions information is where... Family get exclusive offers with T-Mobile work Perks of all contracts process the request, whenever and wherever need. A Visa card to make purchases of goods and services needed, whenever wherever... 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