3.70 In emergency or expedited situations, prudent management judgment shall prevail. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. 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. Purchasing will review the requisition submission for complete and proper documentation and if the submission is complete Purchasing will approve the requisition for issuance of a PO. WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase 2.12 No payments should be made to any vendor until the qualification questionnaire is completed and approved and the vendor is established in the system. 5.20 At the Bid Opening (also reference PA001-02 Facilities Policy): 5.30 In situations where an architectural, engineering or other consultant firm was engaged to administer the bid process, sections 5.10 and 5.20 a-c still apply, and in addition, the bid summary must be co-signed by a senior member of the consulting firm. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Explanation of the emergency and the reasons it could not be bid. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. 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. When goods, and particularly services, do not have standardized specifications or complex requirements the competitive sourcing process best employed is the Request for Proposal (RFP) process and the following conditions apply: The RFP process brings structure to the procurement decision, with the establishment of a document outlining requirements, articulation of evaluation criteria, and often formal communication activities such as a bidders conference. Learn about Using the P-Card (Reconciling and Approving Transactions), View Payment Status and Remittance Information, 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, University-Wide Purchasing Agreements (UwPA), Services, Software, and Consultant Agreements, Technology, Travel, and Business ProductsSourcing, Reset Supplier Request Password or Resend Questionaire, Using the P-Card (Reconciling and Approving Transactions), P-Card Hard Close and Monthly Audit Process, Using the Travel and Expense Corporate Card, Requests for Proposals and Notice to Bidders, Reimbursement Request for a Travel or Business Expense, International Wire Transfer Payment Request, Track Voucher Statusor Submit Documentation, Payments and Disbursementsby Wire Transfer, 1042 Tax Withholding for Nonresident Alien Individuals, 1099 Tax Withholding for Non-Employee Compensation. 3.50 All bidders who are not listed as Qualified or Task Order Agreement Vendors must be reviewed and approved by the funding department AVP where applicable and the Facilities department AVP or higher regardless of the dollar value and group review requirements. 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 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. Prior approval must be obtained from the professor or 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. This policy ensures that confidential information is safeguarded and prevents any potential conflict. 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. 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. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. A current version of these provisions as of the date of publication of these Guidelines is provided in Appendix 2 of the Purchasing Guidelines, Special Terms and Conditions, Federal Acquisition Regulations. 4.10.1 The bid forms shall be used to describe the project and request for bids. Look up our team in the Finance Organizational Charts. 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. 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. 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. Information from the proposals is not to be shared with competing vendors and shall remain confidential. University Review The appropriate requirements must be adhered to in all instances. Responsibilities. 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. 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. Residents must keep all furnishings in their room, including bed frames and mattresses. 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. Bids that are not responsive may be disqualified. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. DSAs These are Departmental Select Agreements and are for goods and/or services that are competitively bid and negotiated on behalf of an individual or group of department(s) or school(s) with the intention of awarding a term contract. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. WebProcurement Services. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 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. 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. procurement, and financial management. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. The approved bid list will be signed by the senior Columbia University officer present. The names of the review group or AVP in attendance will be listed on the form. RFI/Supplier Pre-Qualification an RFI (Request for Information) method is generally used during an RFP process to collect information about suppliers in determining a suppliers capabilities and if they are able to meet the requirements of the bid process. Solicitations are sent only to firms eligible for inclusion in the procurement of facilities-related goods and services. 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. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. 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. Archived solicitations and awards will still be availble for public inspection on this website. 2.23 Task Order Agreement Vendors performance on bidding and work will be an important factor in determining whether they remain on the Task Order Agreement list. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. 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. 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). For most scopes of work, Facilities and Operations will initiate a competitive procurement process. It is important that when comparing prices to determine fair and reasonable pricing that the evaluation of the goods and services must be evaluated using the same criteria for each bidder. 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.". 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. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. 2.13 Firms should be evaluated based on their ability to satisfactorily perform the work as evidenced by information gathered during the pre-qualification process, qualification profile and matched with the appropriate type of work to be contracted. 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. 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. Vice President, Procurement Services 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. 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. then the lowest priced supplier should be awarded the contract. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. 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. 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. This average GPA means Columbia University in the City of New York is brutally selective - the most competitive applicants in the world are already applying to the school, in hopes of taking up residence in New York, and, 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. 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. 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. 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. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. (212) 854-4111[emailprotected], Donna Ulijn 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. Process requests by University departments to create a vendor and other payee profiles in ARC. 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. 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. University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit cards compensation. Group or AVP in attendance will be signed by the suppliers of the vendor Qualification Committee review prevents any conflict! 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