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. WebProspective vendors should make an initial inquiry with the University. WebOur M.A. 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.". WebPosted 6:53:56 PM. 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. They will then provide a Request for Proposal or Quotation to select vendors for their response. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. VisitPurchase Using the Pay Card (Human Subjects)to learn more. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. If all factors are equal (i.e. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. 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. 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, price. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 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). 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. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. There should not be any variability in the product or service offering from suppliers in their proposal submission. The names of the review group or AVP in attendance will be listed on the form. 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. 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. 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. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. 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 supplier. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. 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. If all factors are equal (i.e. 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. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. 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. The links to the policies are provided below. Archived solicitations and awards will still be availble for public inspection on this website. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, Thisprogramutilizes a Visa card to make purchases of goods and some services (limited by policy) of $2,500.00 or less. Prior approval must be obtained from the professor or (i.e. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. 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. (i.e. 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. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. 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. 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. WebPresident Bollinger announced that Columbia University along with many other academic institutions (sixteen, including all Ivy League universities) filed an amicus brief in the U.S. District Court for the Eastern District of New York challenging the Executive Order regarding immigrants from seven designated countries and refugees. Process requests to update and modify vendor and payee profiles. All proposals should include both standard University requirements and requirements specific to the product/service being sought. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. be specific in defining Bid period (interval). Acceptable forms of documentation include: As, by definition in a non-competitive procurement there is no direct price competition, if possible a cost or price analysis based on a breakdown of costs should be performed for all contracts in excess of $250,000 to determine if the estimated cost is reasonable prior to awarding the contract. 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. 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. This feedback will be utilized in the Qualification and Task Order Agreement selection process. Due to space limitations, Housing cannot provide alternate storage for any furniture. WebThis policy responds to all applicable Federal procurement laws and regulations, including but not limited to Uniform Guidance CFR 200.320 - 200.326 and the Federal Acquisition The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. The Purchasing Office is WebColumbia awards more than $204 million annually in scholarships and grants from all sources. 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. 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. Look up our team in the Finance Organizational Charts. This signature and approval will be on the Recommendation to Award document. 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. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. 6.20 A Recommendation of Award being prepared for the lowest qualified and responsive bidders should be signed/approved by an officer at the same management level as required by the bid list, based on the total anticipated dollar value of the award. Buying and paying for goods and services involvesidentifying appropriate suppliers and purchasing methods thatmeet the operating needs of Columbia schools, programs, and projects, as well as processingUniversity payments for expenses and awards. The bidding policy requirements shall apply to all rebids. 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. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid 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. WebMajor Elements of the OCP Process. A technical evaluation, if possible should be performed for each proposal. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 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 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. 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. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. 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. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. Copies of the list will be returned to the Project Manager and Purchasing. 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. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. The specific thresholds related to these competitive sourcing efforts are as follows: *Note: For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work and Bid Prep form has been drafted. 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. Look up our team in the Finance Organizational Charts. 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. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. 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. 47) Roof Restoration. 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. 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. Small Dollar Purchase (Micro-Purchase Threshold). program emphasizes a technical and rigorous approach to the study of economic theory. Manage or Change a Purchase Order. 2.50 Project Managers preparing the bid list are expected to diversify the firms utilized with the assistance of purchasing activity reports by vendor provided by Purchasing. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. 10.10 A standard form letter shall be used for the award of all contracts. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. Purchasing Operations WebFacilities 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 Capital Solicitations. 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. The sealed bid proposal process is used for firm fixed price contracts where the contract will be awarded on a lowest price basis and is the preferred process for supplies, equipment and construction awards. then the lowest priced supplier must be awarded the contract. at 2 C.F.R. 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. Failure to comply may result in removal from the pre-qualified list. (212) 854-1540[emailprotected], Hugh A. Horowitz The University has approved a limited set of criteria for sole/single-source procurement, and the justification must meet at least one of those criteria. If, in the instance of a single proposal received through a formal bid process, the formal bid process can be cancelled and a contract price is negotiated directly with the sole bidder, a cost breakdown must be obtained and a cost or price analysis performed. 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. Approval In no case shall the Bid Interval be extended in a manner that would: 4.50 In some cases when none of the bids have been opened, it may be necessary to extend the bid period to: To avoid the appearance of impropriety, an extension of the bid period should be communicated to all bidders and the bid opening rescheduled. 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. How to set up a compliant AWS account: 1.35 Purchasing will present the Vendor Qualification Committee with the names of candidates for qualification for comment and review prior to vendor placement on the list for use. Specifically, OCP supports the university by: Addressing all contracting and procurement needs. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. 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. Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. Work awarded utilizing unit pricing will indicate the scope of work. 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 Analysis of pricing information provided by the vendor. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. Department Administrators and other department staff. 2.43.2 All vendors will be encouraged to utilize Columbia University qualified vendors as sub-contractors for work performed for the University regardless of value and to provide opportunities to Minority Women Local firms to participate in bidding for sub-contracted work. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. 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. 2.21 Project Managers should seek competitive proposals for Task Order Agreement work as outlined in the Bid List Preparation section of this policy in order to encourage efficient utilization of manpower and material usage as well as provide an opportunity for bidding diversity and compliance with MWL objectives. Task Order Vendors will exist in an environment of dynamic competition. Price quotations should be acquired from an adequate number of qualified sources. 4.10.2 Rebids should follow the same procedures as the original bid. WebProcurement Services. We are also responsible for negotiating and signing most 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. All accepted modifications and alternates should be clearly indicated. 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. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. Residents must keep all furnishings in their room, including bed frames and mattresses. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. delivery schedule, freight costs, return policies, warranties, etc.) substantial consideration given for qualitative factors during the selection of vendors. This program 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. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Documents transmitted electronically through email, texts, fax and conventional mail including USPS or overnight mail services must be secured at the workplace so that information is not involuntarily or haphazardly obtained. This policy promotes access for suppliers to competitive opportunities by requiring that either bids be obtained for goods and services or that appropriate justification is provided when a competitive process is not followed. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. ), Completed through an accepted cooperative agreement. GF-2023-R-0009 | The rationale for the award decision must be well documented. 4.10.1 The bid forms shall be used to describe the project and request for bids. 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 Competitive Task Order Proposals must be sent to the Bid Coordinator who will log them in prior to distribution to the appropriate Facilities manager after the due date and time. 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. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. E&I, VHA Novation, etc.). Ron Moraski WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. Skire), and prepare a requisition as is required. 3. An RFP should include both standard University requirements and requirements specific to the product/service being sought. 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