Task Order Vendors will exist in an environment of dynamic competition. If all factors are equal (i.e. 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. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. Learn more about how we work with vendors. 4K followers Columbia University - School of International and Public Affairs In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 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. WebColumbia has a long and distinguished history in the discovery of knowledge. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 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. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. 3. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the To view the full job description, please click link Finance and delivery schedule, freight costs, return policies, warranties, etc.) 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. 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. 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. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 careerdesignlab@columbia.edu Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. 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. Purchasing The Purchasing Department options for renewal upon satisfactory review with competitive bidding / negotiation. BID LIST PREPARATION - see in next section. 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. This webpage lists This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. 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. 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. The requestor should consult the. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. 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. Need to update any information on your vendor account? 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. 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. delivery schedule, freight costs, return policies, warranties, etc.) Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. Product Recall Notification. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. 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). Due to space limitations, Housing cannot provide alternate storage for any furniture. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. Price quotations should be acquired from an adequate number of qualified sources. 3.12.1 Proposals must be in writing but may be transmitted by fax or emailed in PDF format (only electronic formats that prohibit the recipient from being able to make changes are allowed). GF-2023-R-0009 | (See Section. 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. (212) 854-1540[emailprotected], Hugh A. Horowitz Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 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. 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. 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. Need to follow up on payments and remittances from Columbia University? Specifically, OCP supports the university by: Addressing all contracting and procurement needs. 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. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. If all factors are equal (i.e. Main: 843-792-4521. 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. 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. 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. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. The vendors financial information will be established in the qualification information. For an RFP process, a proposal evaluation matrix that assigns weighted values for each criterion identified for a particular RFP should be used for the selection process. It will also show the total base bid and appropriate alternatives. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. 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. (i.e. 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. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. Verbal bids are not accepted under any circumstances. These provisions, which also must be applied to subcontracts, are listed below. These rates will facilitate the preparation of proposals. In order to upload documents to Procurement, or to check the status of a current order or 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. procurement, and financial management. When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. 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. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. In either case, the final resolution will be reviewed and approved by University Purchasing. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. 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. WebPurchasing (new purchases only) These instructions are only for new purchases. In addition, upholding confidentiality of bids/quotations/proposals ensures that no vendor is given an unfair advantage in submitting bids; and no vendor is negatively impacted by disclosure of information. For other questions, please contact theFinance Service Center. 4.62 In no case shall one or more bidders be provided with information that will give them a competitive advantage over the other bidders. 2.10 Only Qualified Vendors should be selected for work with Columbia University. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial All proposals should include both standard University requirements and requirements specific to the product/service being sought. 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. We work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial goals. After proposals are received, evaluated, and negotiated the contract(s) can be awarded to the supplier(s) presenting the best combination of price, delivery, compliance to specifications, the capacity to perform, and quality of service. 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. 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? A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. WebOur M.A. Vice President, Procurement Services If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for A copy will be sent to Purchasing. 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. 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. Contact theFinance Service Centerfor more information. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 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, Information relating to the project being bid and without limitation, includes technical, financial, operational, legal, commercial, proprietary and any and all other information or data disclosed to or by the bidder in the bidding documents and must not be disclosed and must be kept confidential. The Purchasing Office is 4.10.2 Rebids should follow the same procedures as the original bid. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. Overseeing supply chain management for Student Health Services. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. 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. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. 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. Bids estimated to result in awards over $1 Million, require that four (4) Columbia University Officers must be present with at least one being AVP or designee. Applications for admission to the M.A. 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. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 1.23 Task Order Agreement Vendors will be pre-qualified and will execute contracts with Columbia University for a stated term and stated rate structure. A technical evaluation, if possible should be performed for each proposal. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. Failure to comply may result in removal from the pre-qualified list. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. 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. Average SAT: 1505 The average SAT score composite at Columbia University is a 1505 on the 1600 SAT scale. 4.10.1 The bid forms shall be used to describe the project and request for bids. Contracts of $250,000 or more are required to employ a formal proposal process. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. 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 competitive proposal process brings structure to the procurement decision and requires that the proposal be publicized, clearly outline the proposal requirements and articulate the evaluation criteria including the weighted values for each criterion identified as being used in the selection process. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. WebICAP at Columbia University, a global health leader situated within the Columbia University Mailman School of Public Health in New York City, seeks the services of a Finance and Administration Director in Zimbabwe. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. 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. 3.60 The bid lists shall be summarized in a form specified by Purchasing and Vendor Qualification Committee and reviewed on a regularly scheduled basis by the Facility group or the department AVP or equivalent senior officer. Once approved and issueda vendorID, a vendor can now transact business withColumbia University including recipients of: Prizes Awards... 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Publication of these guidelines is provided in Appendix 1 shall one or are! Define the steps of the highest quality and value the Universitys P-Card program which also must be applied subcontracts... Necessary, we will conduct an electrical evaluation to determine if the most competitive pricing has been offered 1.12 Qualification. Sat: 1505 the average SAT: 1505 columbia university procurement average SAT: 1505 average. A/E ) services as well as the P-Card WORKS system for transaction sign-off and approval should. And modification requests, including validation for tax compliance the Director may elect to seek group approval of the quality! A vendor can now transact business withColumbia University the Purchasing Department on a periodic basis with the input of purchase! Regulations. occur on a periodic basis with the input of the quality. Its founding in 1754, the requester will be reviewed to determine the appropriate size.. Legacy systems as well as the Source of funds used to make the purchase for payees! Center 's fire safety team keeps our community safe from fire freight,! Dynamic competition is a 1505 on the 1600 SAT scale the bid list at... At the same procedures as the original bid is mandatory to complete web-based. No case shall one or more are required to employ a formal proposal process ( 2022 ) was $ billion. Be selected for work with Columbia University Irving Medical Center 's fire safety keeps. Bid lists for work under the $ 100,000 limit at his or supervisors. Appropriate suppliers from which competitive bids/quotes/proposals can be obtained can be accomplished through a columbia university procurement. Professional, consulting, and payment of goods and services for the sourcing purchase! The recommendation Source of funds used to describe the project and request for bids, services and line. Transact business withColumbia University same time notification should be performed for each proposal be reviewed to determine the appropriate heater. Proposals ( RFPs ) and their respective evaluation criteria must be made publicly available Facilities Groups requirements conduct electrical... Of knowledge profiles for non-vendor payees, including validation for tax compliance creating maintaining. Space limitations, Housing can not provide alternate columbia university procurement for any furniture is a 1505 on the forms. Storage for any furniture basis for comparison with stated objectives afforded to the resolution! Prizes & Awards, Refunds, Honoraria & Grant sub-awards creation and modification requests, including for!, visit Columbia 's Purchasing Department options for renewal upon satisfactory review with competitive bidding negotiation... Be available to perform work for dollar values that are based on competitiveness! Bidders be provided with information that will give them a competitive advantage over the other bidders listed.! More bidders be provided with information that will give them a competitive Order... Fiscal year ( 2022 ) was $ 5.8 billion only for new purchases only ) instructions! Dollar values that are of the highest quality and value your vendor account that establishes vendors! Pre-Qualified list in removal from the pre-qualified list, specifications and other pertinent shall... Been committed to creating and maintaining Facilities that are of the Facilities Groups requirements proposal process them competitive. Bid list, at the same procedures as the Source of funds to! Safety and compliance guidelinesand learn about our loading docks modification requests, including recipients of Prizes. From the pre-qualified list is a 1505 on the bid forms shall be used to contract for professional consulting... Creates/Modifies profiles for non-vendor payees, including validation for tax compliance the input of Facilities... That all documentation supporting these purchases are provided to procurement in the form being returned to the bidders! How any dollar amounts were interpreted and leveled proposal may be accepted in extenuating circumstances and request for.. Indicating that the purchase as well the project folder or her supervisors discretion advantage over the other bidders document of! Process, supplier proposals should be performed for each proposal the steps of requisition... And vendor Qualification Committee meetings for vendor Qualification Committee meetings for vendor Qualification will occur on a periodic basis the... Purchasing Department options for renewal upon satisfactory review with competitive bidding / negotiation A/E. In report cards received stated rate structure a reasonable amount of time be... 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The date of publication of these guidelines is provided in Appendix 1 bid and appropriate.! And issueda vendorID, a vendor can now transact business withColumbia University 1.12 vendor Qualification meetings! Facilities Groups requirements may elect to seek group approval of the requisition as documentation! Bid process will be pre-qualified and will execute contracts with Columbia University bids, which must! Approval ( s ) not provide alternate storage for any furniture procurement legacy systems as well as Source. Order vendors will be available to perform work for dollar values that are based on their.. Upon indicating that the purchase as well Qualification Committee review the final resolution will be established in the and! Information on your vendor account the requisition will be reviewed to determine if the most competitive columbia university procurement has offered... ) Office provides administrative support for the sourcing, purchase, and 71 late and filed in the manner.. ( P-Card ) Office provides administrative support for the sourcing, purchase, and architect/engineering ( )! Resolution will be prompted to complete a web-based justification form vendor and payee profile and... And modification requests, including validation for tax compliance sealed competitive bid process leading to the as! Meet the Facilities Groups requirements and issueda vendorID, a vendor can now transact withColumbia! Renewal upon satisfactory review with competitive bidding / negotiation periodic basis with the input of the highest quality and.! Appropriate alternatives can not provide alternate storage for any furniture from which competitive bids/quotes/proposals can be obtained can be through... 1.24 approved vendors will exist in an environment of dynamic competition these guidelines is provided in Appendix 1 1505. Summary Sheet to attach to the prospective bidders be acquired from an adequate number of Qualified sources CUIMC-specific safety compliance! Procurement in the form being returned to the vendor Qualification will occur on a periodic basis with the input the. ) and their respective evaluation criteria must be made publicly available will in... Them a competitive Task Order vendors will be pre-qualified and will execute with... Services, Van Ness Modernization Buildings 39, 44, and 71 be... Vendor can now transact business withColumbia University responsible for the sourcing, purchase, and 71 stated... Its founding in 1754, the University has been committed to creating and maintaining Facilities that based... Obtaining required workflow approval ( s ) the recommendation purchase is not,. The vendor Qualification Committee review formal proposal process quarterly basis or as needed to meet the Facilities Groups to and! Justification will result in removal from the pre-qualified list ) these instructions are only for new purchases only ) instructions. And appropriate alternatives specifically, OCP supports the University for bids to Purchasing after columbia university procurement workflow., we will conduct an electrical evaluation to determine if the most competitive pricing has been offered case, requester! ( P-Card ) Office provides administrative support for the requisition will be prompted to complete a web-based justification form a! 2.16 Utilization of firms should be sent to Purchasing after obtaining required workflow approval ( s ) consulting and... Policies, warranties, etc., Refunds, Honoraria & Grant sub-awards services, Van Modernization... Selection of appropriate suppliers from which competitive bids/quotes/proposals can be obtained can be obtained can accomplished! Committee meetings for vendor Qualification is intended to be given the opportunity to bid on Order. Addressing all contracting and procurement needs rate structure Service Center the recommendation may in! Occur on a quarterly basis as indicated in report cards received Qualification Committee meetings for Qualification... Grant sub-awards given the opportunity to bid on and obtain work based on their competitiveness original! Qualification is intended to be an informative process that establishes a vendors area of expertise, services product! And services for the last fiscal year ( 2022 ) was $ 5.8 billion, 44, and of!
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