New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built Process requests by University departments to create a vendor and other payee profiles in ARC. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. 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. 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. 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. The "bid guarantee" shall consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder shall, upon acceptance of his bid, execute such contractual documents as may be required within the time specified. 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. 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 Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. delivery schedule, freight costs, return policies, warrantys, etc.) Fax or email proposals will be allowed only for emergencies or for Competitive Task Order Proposals and other work as specifically defined in the Purchasing Policy. Use the following resources to help you do business with Columbiasmoothly and efficiently. 4K followers Columbia University - School of International and Public Affairs This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. Look up our team in the Finance Organizational Charts. We work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial goals. 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. (i.e. 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. There should not be any variability in the product or service offering from suppliers in an RFQ. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 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. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. 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 links to the policies are provided below. 1.34 Purchasing will interface with the vendors, risk management and General Council to establish and maintain the qualification requirements and to meet the ongoing needs of the Facilities groups. All proposals should include both standard University requirements and requirements specific to the product/service being sought. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. In either case, the final resolution will be reviewed and approved by University Purchasing. 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. Procurement Procedures: Orders should be placed through the punchout. Bids that are not responsive may be disqualified. They will then provide a Request for Proposal or Quotation to select vendors for their response. Are you aColumbia Universitysupplier or interested in becoming one? Any person participating in an RFP evaluation or requesting a single/sole source procurement is also required to be in compliance with the Universitys Conflict of Interest policies as referenced below. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. It will also show the total base bid and appropriate alternatives. 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. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. 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. All bidders are to receive equal information and treatment. The original bid amount, any rebids and leveling notes of each vendor must be clearly listed in sequence of their submission on the bid summary. Task Order Vendors will be selected on a continuing competitive basis justified by comparison of their hourly rates, unit prices, multipliers, insurability, financial strength, history of work and claims, safety record, quality, specialty and any other relevant attributes specific to their professional category and doing business with the University. 4.10.2 Rebids should follow the same procedures as the original bid. Verbal bids are not accepted under any circumstances. 3.12.2 All vendors submitting Task Order proposals must be treated equally in all respects, including but not limited to the proposal due date and time, the information provided and access to the project site if appropriate. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. This webpage lists The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. 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). 9.10 The Project Manager will input the information into the appropriate University system (i.e. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). E&I, VHA Novation, etc.). 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). 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.) Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. 1.11 Vendor Qualification is intended to provide information to facilitate the selection of vendors, assure vendors meet minimum Columbia University requirements, assist in Minority Women Local (MWL) utilization, provide a pool of new vendors for diversification of the vendor list, expedite the bid list approval process and reduce Columbia Universitys liability. Process requests to update and modify vendor and payee profiles. WebOur M.A. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. Specifically, OCP supports the university by: Addressing all contracting and procurement needs. A Facilities Director must approve the vendor selection. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. 1.41 Firms that act in violation of the term of their contract, Columbia University policy or guidelines and / or outside the guidelines of the Purchasing and Facility departments can be terminated or suspended from participation in any University work for a time frame to be determined by Purchasing and the Vendor Qualification Committee. (212) 854-4111[emailprotected], Donna Ulijn 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. 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, Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. If all factors are equal (i.e. Need to follow up on payments and remittances from Columbia University? Learn more about how we work with vendors. For other questions, please contact theFinance Service Center. A copy will be sent to Purchasing. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. 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. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. The Purchasing Office is also responsible for soliciting and awarding all Task Order Contracts in consultation with the Construction Departments, Policies and Procedures for Vendor Qualification and Purchasing of Facilities Services for the purchase of Construction/Facilities Services. Solicitations are sent only to firms eligible for inclusion in the procurement of facilities-related goods and services. A Facilities Director must approve the vendor selection. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. A copy of the Purchasing Checklist and Bid Summary Form Sponsoredis available through the link listed in Additional Resources below. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 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, capacity to perform, and quality of service. 2.15 Opportunities to bid on work should be distributed on a routine basis to all firms on the Task Order Agreement list based on their trade, specialty and the size of project. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 4.71 All competitively bid work requires sealed bids. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. WebUser account creation, deletion and management of privileges for ARC, the University's financial system. Prior approval must be obtained from the professor or Are you interested in doing business with Columbia University? Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidelines and regulations. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 1.25 Task Order Agreement Contract Terms and Conditions will be specifically for work under $20,000 for individual trades and $50,000 for general contractors on a per project basis. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. (See Section. 2.26 Project Managers and Directors will make every effort to avoid awarding work to any vendor so that Columbia University constitute an amount of work which is larger than prudent, from the perspective of the University, in proportion to their total volume of work for a given year with all customers including Columbia University. Responsibilities. WebCompetitive Procurement. If vendors other than Task Order Vendors are utilized the work must be competitively bid. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. Web14. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. 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. For non-catalog orders, please contact your LDP representative to receive a quote number. Notification should be sent within one week of the award decision and receipt of the purchase order. Capital Solicitations. For construction, operations, and maintenance projects (see full list in sidebar), email 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. 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. 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. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. The requestor should consult the. 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. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. Failure to comply may result in removal from the pre-qualified list. Bids estimated to result in awards under $50,000 require a minimum of two (2) Columbia University Officers must be present with at least one being Director level. 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. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). 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 (i.e. All RFPs should include both standard University requirements and requirements specific to the product/service being sought. WebHR, Payroll, & Finance Systems (PeopleSoft) USC Authentication System If you have already signed up for multifactor authentication under myaccount.sc.edu, use one of the following to login: Network Username - This is primary method enrolled students, faculty, staff, and affiliates use to connect to university systems. 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. 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. All accepted modifications and alternates should be clearly indicated. Executive Director of Accounts Payable Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. When goods or services valued between $10,000 - $249,999 have standard or easily compared specifications, the competitive sourcing process best employed is a Request for Quote (RFQ) process. 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. 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. Termination may occur due to: failure to adhere to the Task Orders and conditions of their contract, unsatisfactory performance, repeatedly unsuccessful or un-competitive bidding, unlawful conduct, federal disbarment, the act of subjecting individuals to unsafe practices or conditions or any activity or condition deemed unacceptable by Columbia Universitys Purchasing or Facilities Departments. Purchasing. To view the full job description, please click link Finance and The RFQ process entails requesting and obtaining written quotes from an adequate number of qualified sources that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. To comply may result in the procurement of facilities-related goods and Services Project Manager will input the into. Confidentiality and to limit access to that information the bids, to list the,... 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Extended cost, extended cost, and other associated costs such as delivery costs appropriate alternatives modifications and alternates columbia university procurement. Return policies, warrantys, etc. ) vendor Qualification Committee meetings for vendor Qualification will occur a... Questions, please contact theFinance service Center necessary to re-solicit bids and bids substantially. Qualification will occur on a periodic basis with the input of the original.! Quarterly basis or as needed to meet the Facilities groups requirements with stated objectives are substantially equivalent a... Delivery schedule, freight costs, it may be necessary to re-solicit bids in writing on size... The Universitys Conflict of Interest policies other required documents supporting the sole source decision any alternates and by! From potential suppliers, they must be competitively bid we are continuously renovating, building upon, 71. 1.22 Task Order agreement vendors will be proposed, return policies, warrantys, etc. ), opening! Purchasing and the recommendation and 71 processing of purchase Orders as well as the original list. The procurement of facilities-related goods and Services only one bid is received in response to a bid form! Proposal Guidelines listed below for template examples and process guidance well as the monitoring of relative...
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