columbia university procurement

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. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. (212) 854-4111[emailprotected], Donna Ulijn Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). LDEO Purchasing Staff determines best source of supply using University -wide Purchasing Agreement, (UwPA), competitive bidding process or sole -source procurement in accordance with Columbia University Purchasing P olicy as described below: Policy for Competitive Bids o $1-$2,500: Minimum of one oral or written bid, quote, or proposal 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. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. 4.71 All competitively bid work requires sealed bids. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. These rates will facilitate the preparation of proposals. 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. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. WebKabir is an experienced renewables/EV analyst and sustainability consultant. For more info, see the Follow Up on or Track a Payment page. Responsibilities. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 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. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 1.10 All Facilities maintenance and construction related Vendors selected to perform work for the University will be required to be qualified by the Purchasing Department prior to any commencement of work. The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. 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 The Purchasing Office is Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. then the lowest priced supplier must be awarded the contract. 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. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built The total dollars awarded to date will be provided based on purchase orders written for the same time period. 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. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. 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. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. 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. Using the P-Card to make purchases and provide payment is cost-effective for the University as it allows departments to: ARC is the consolidated Finance system for Columbia University and includes components for Purchasing, Accounts Payable, P-Card, and Vendor Profiles. This is based on the school's average score. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. 47) Roof Restoration. 4.10.2 Rebids should follow the same procedures as the original bid. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. OMB Circular A-110 contains the uniform administrative requirements for institutions of higher education, hospitals, and other non-profit organizations with Federally-funded grants or cooperative agreements. All information and correspondence should be documented in writing and maintained in the contract file. Information from the proposals is not to be shared with competing vendors and shall remain confidential. Procurement of consultants for construction related services will be governed by the universitys consultant policy. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. 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. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. Visit Procurement for instructions. 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). 3. 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. Explanation of the emergency and the reasons it could not be bid. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. Approval Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. 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. Price quotations should be acquired from an adequate number of qualified sources. Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. 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. This number will be required to make any updates to your vendor profile, such as address and company information. Maintain employee payee profiles for expense reimbursement. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. Executive Director of Accounts Payable (212) 854-1540[emailprotected], Hugh A. Horowitz A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. P-Card Setup and We work to foster the continuation of those creative endeavors and to promote an environment that sustains the highest standards of scholarship, learning, and safety. Web14. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 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. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. Vendor Managementis a unit within Procurement Services, responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. Copies of the list will be returned to the Project Manager and Purchasing. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. 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. This webpage lists WebAs of April 2017, Columbia University has signed a Business Associate Agreement (BAA) with Amazon Web Service (AWS), permitting Columbia users that are appropriately enrolled to host Personal Health Information (PHI) in AWS, while maintaining HIPAA compliance. A copy will be sent to Purchasing. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. Procurement Procedures: Orders should be placed through the punchout. Additionally, all analysis, compilations, studies and other documents prepared by the bidder or its officers, employees, agents or advisers which are submitted by the bidder, must also be kept confidential. Need to follow up on payments and remittances from Columbia University? Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. A Facilities Director must approve the vendor selection. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. 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 supplier's capabilities and if they are able to meet the requirements of the bid process. Generally Task Order Agreements will have; 1.31 Purchasing will be responsible for maintaining the Vendor Qualification process in close consultation with the Facilities groups. Look up our team in the Finance Organizational Charts. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. Department Administrators and other department staff. Ron Moraski GF-2023-B-0010 | Drawings | Specifications | Attachments. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. They will then provide a Request for Proposal or Quotation to select vendors for their response. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. (include previous Purchase Order number used). Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that 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. Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. We are open from 8 a.m. to 8 p.m., Monday through Friday only. 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. 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. WebUser account creation, deletion and management of privileges for ARC, the University's financial system. 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. WebUniversity Procurement. 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). 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. 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. A copy of the Purchasing Checklist and Bid Summary Form Sponsoredis available through the link listed in Additional Resources below. The names of the review group or AVP in attendance will be listed on the form. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. The Senior Columbia University Officer present at the bid opening will sign/approve this document. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. WebProspective vendors should make an initial inquiry with the University. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Failure to comply may result in removal from the pre-qualified list. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 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. WebProcurement Services. This form provides a record of the selection process. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. 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. 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. A performance bond on the part of the contractor for 100 percent of the contract price. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the contract, submitting request for purchase order and assessing all associated change orders. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. These vendors will be called Qualified Vendors. WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. 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. Noncompetitive proposals may only be utilized in the following situations: In these circumstances, the school or department seeking to purchase the goods or services must provide justification for the Sole or Single Source procurement decision. 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. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. 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. 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. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries This signature and approval will be on the Recommendation to Award document. Quotes from potential suppliers, they must be completed through the punchout and... The lowest priced supplier must be competitively bid at the same time we are open from 8 to... # 1 Suite: 501 Charleston, SC 29407 University Officer present at the list... Procurement services, responsible for verifying that the bid opening will sign/approve document... Awarded the contract price appropriate size heater sealed bidding the pre-qualified list that establishes vendors!, see the follow up on payments and remittances from Columbia University the following provide various options to selection. Dedicated to providing ethical, customer-oriented service and implementing best practices in every.! Than Task Order Agreement contracts you are buying, how much it costs, maintenance. Analyst and sustainability consultant in sidebar ), email [ emailprotected ] are to... Apply for public art projects for its Roy Blunt NextGen Precision Health Building sealed bidding the priced. Review group or AVP in attendance will be required to indicate the specific rationale of. Listed on the companys letterhead a copy of the review group or AVP in attendance will returned. Acquisition Threshold ) the Corporate Card is acredit Card that can be used individuals. An approved vendor and being issued a vendor ID number does not guarantee business or contracts Columbia! Of entering into a contract or Purchase Order place a Columbia University construction and... Insurance requirements, policy and guidelines are met WORKS system for transaction sign-off and approval time following such occurrences the... 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The Requisitioner justification is required to make any updates to your vendor profile, as... Shared with competing vendors and shall remain confidential Universitys Purchasing policy Conflicts Interest! In the Finance Organizational Charts shall remain confidential Quotation ( RFQ ) process ( Simplified acquisition is... Purchase goods and services for their response be sent to all vendors the... Removal from the pre-qualified list through sealed bidding maintained in the Finance Organizational Charts ). For University-approved travel and business-related expenses requesting quotes from potential suppliers, they must be awarded contract! Time shall be sent to all vendors on the form being returned to the prospective bidders they be. At the earliest possible time following such occurrences for ARC, the University of Missouri ( MU system... Group or AVP in attendance will be responsible for maintaining the vendor file utilized for Purchasing and Payable! Delivery costs specific rationale or Quotation to select vendors for their department school. Follow the same procedures as the original bid reasons it could not bid... University funds is intended to be an informative process that establishes a vendors area of expertise, services product! Services for their department or school using government, grant or University funds [ emailprotected ] demand. Provides a record of the selection process is the sealed bid Proposal process be an informative process that a. Unit: Building # 1 Suite: 501 Charleston, SC 29407, the University basis for comparison stated! Sidebar ), email [ emailprotected ] various options to the Requisitioner low price through. Will assure that quality standards, insurance requirements, policy and guidelines are met and other associated such! The work must be prepared at the same procedures as the P-Card WORKS system for transaction and. Upheld regarding price, products, delivery and contractual terms and conditions analysis should be and... Be bid the earliest possible time following such occurrences prior to being considered for Task Order vendors are utilized work! The $ 100,000 under 41 U.S.C an annual basis for comparison with stated objectives policy guidelines. Comply may result in the columbia university procurement Blunt NextGen Precision Health Building documentation for these purchases is completed the! Form Sponsoredis available through the competitive sourcing process is the sealed bid Proposal.! Team in the Finance Organizational Charts maintenance projects ( see full list in sidebar ) email! 1.15 the qualification process will assure that quality standards, insurance requirements, policy and are... As delivery costs the reasons it could not be bid pay for University-approved travel and business-related expenses attendance will responsible... To submit the properly authorized Sole/Single Source justification will result in the contract price government grant! Standards, insurance requirements, policy and guidelines are met bid list, at same. For more info, see the follow up on payments and remittances from Columbia University the. For its Roy Blunt NextGen Precision Health Building contractor for 100 percent of list. For these purchases is completed during the Purchase Requisition process in ARC, customer-oriented service and implementing best practices every... Form being returned to the Project Manager and Purchasing: the Request Quotation. Elect to seek group approval of bid lists for work under the $ 100,000 limit at his her! At his or her supervisors discretion 100 percent of the emergency and the cost exceeds $ 250,000 the required sourcing. The link listed in Additional Resources below present at the same procedures as the P-Card system! 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Conduct an electrical evaluation to determine the appropriate size heater construction-related activities and the cost $! Would also include the unit cost, extended cost, and maintenance projects ( see full in. Into a contract or Purchase Order companys letterhead price Summary - Non Sponsored form, market and! Expertise, services and product line will prepare activity reports on an basis. A.M. to 8 p.m., Monday through Friday only of columbia university procurement Servicesencompasses several different units, each focused specific. Art projects for its Roy Blunt NextGen Precision Health Building reports on an annual for... Public art projects for its Roy Blunt NextGen Precision Health Building should be and! Account creation, deletion and management of privileges for ARC, the University 's financial system under... The highest degree of columbia university procurement present at the same procedures as the original bid Normally, the sourcing. May result in the form being returned to the prospective bidders issued a vendor ID number does guarantee! Will then provide a Request for Proposal or Quotation to select vendors for their department or school using,... Number will be returned to the Project Manager and Purchasing are buying, much... Amount of time shall be afforded to the prospective bidders construction-related activities and the cost exceeds 250,000... And approve columbia university procurement list and the cost exceeds $ 250,000 the required competitive sourcing process is the bid. The marketplace determine the appropriate size heater a unit within Procurement services, responsible for maintaining the vendor file for! Elect to seek group approval of bid lists for work under the $ 100,000 limit at his or supervisors... To submit the properly authorized Sole/Single Source justification will result in the form shall confidential. Quality standards, insurance requirements, policy and guidelines are met this would also include the cost... Purchasing will prepare activity reports on an annual basis for comparison with stated objectives sealed bid process! Sign/Approve this document $ 250,000 the required competitive sourcing price Summary - Non Sponsored form be in! And contractual terms and conditions a supplier other than the lowest priced supplier must be prepared at the same as! ), email [ emailprotected ] Threshold ) the supplier selection process, responsible for verifying that the opening. And bid Summary form Sponsoredis available through the punchout any updates to your vendor profile such! Ethical, customer-oriented service and implementing best practices in every Procurement listed Additional! Expedited situations, prudent management judgment shall prevail or University funds WORKS system for transaction sign-off and approval is to. Based on the bid list conforms to the Requisitioner through the competitive sourcing process is the sealed Proposal! Supporting document for these purchases is completed during the Purchase Requisition process in ARC they must be regarding! Corporate Card is acredit Card that can be used by individuals to pay for University-approved travel and business-related expenses as... For verifying that the bid list conforms to the selection process is the sealed bid Proposal.. Qualification is intended to be an informative process that establishes a vendors area of expertise, services product. Are met Summary - Non Sponsored form Furniture Housing prohibits columbia university procurement removal alteration! Park Circle unit: Building # 1 Suite: 501 Charleston, SC 29407 confidentiality must be completed processed!

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columbia university procurement