If a Task Order vendor is not used, the work must be bid. WebAll eligible April, May, and June 2023 degree candidates, and February 2023 and October 2022 graduates, from all schools and colleges affiliated with Columbia University, as well as family and friends, are encouraged to join in on the celebration. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. When the value of the goods or services sponsored award purchased is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. 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. Are you doing work on campus? A University buyer making a purchase with funds from a Federal grant or cooperative agreement must comply with the sponsoring agencys regulations that implement OMB Circular A-110. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. 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. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. You will then be able to log in to the catalog and search for your quote number for purchase. 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. If a review is required to qualify vendors on an emergency or expedited basis, the Vendor Qualification Committee review process can be handled by email or internal mail for those instances. Department Administrators and other department staff. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. (Note: Section 1.1 and 1.16). Columbia University in the City of New York does require GPA. WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase 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. 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. 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. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. 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. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. Competitive Task Order proposals can be solicited to one or more qualified non-Task Order Vendors providing there is at least one Task Order vendor participating in providing a proposal. 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. (To submit expenses, see Travel and business expense reimbursement below) Columbia University students, employees, and visitors can be reimbursed for valid business- and research-related expenses. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. 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 In developing an in-house estimate, an effort should be made to obtain information from the marketplace. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. AVP, Procurement Services For the purchase of goods and/or services whose aggregate dollar threshold does not exceed the $10,000 competitive sourcing threshold, multiple quotes are not required but the customer should seek to ensure that the price obtained for the good or service is considered to be fair and reasonable. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. 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 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. Process requests by University departments to create a vendor and other payee profiles in ARC. There should not be any variability in the product or service offering from suppliers in an RFQ. *Note: Facilities and construction-related procurement activities, please reference Purchasing of Facilities Servicesand/or the above-mentioned Purchasing Matrix in Appendix II of this policy. 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 cost/price analysis should be submitted with the Sole Source Justification Form. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. Upon receipt of each request, the VM team conducts a review and validation procedures and, as necessary, follows up with vendors/payees and requesting departments. 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. Work awarded utilizing unit pricing will indicate the scope of work. Verbal bids are not accepted under any circumstances. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. Vendor Managementis a unit within Procurement Services, responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 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. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. 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. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. Start here to learn the basics. 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. 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. This number will be required to make any updates to your vendor profile, such as address and company information. 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. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. A payment bond on the part of the contractor for 100 percent of the contract price. 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. 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. Web2. A copy will be sent to Purchasing. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. 47) Roof Restoration. WebCompetitive Procurement. When goods or services have standard or easily compared specifications and pricing is the main component, the competitive sourcing process best employed is a Request for Quote (RFQ) process. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 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. Acceptable forms of documentation include: When the value of the goods or services of a non-sponsored purchase is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. 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. Qualified vendors are to receive a reasonable distribution of work within each trade and specialty in order to provide the Facilities Groups with the necessary experience for evaluating their candidacy on the Task Order Agreement listing. Purchasing. This form provides a record of the selection process. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. Due to space limitations, Housing cannot provide alternate storage for any furniture. Need to modify your own information in our database? 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. The vendor is currently qualified and not suspended or terminated. The links to the policies are provided below. Center on Global Energy Policy at Columbia University | SIPA Research to Power the Future of Energy The premier hub and policy lab for global energy thought leadership, led by the Center on Global Energy Policy at Columbia University School of International and Public Affairs. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. Safeguarding information includes that confidentiality is upheld during conversations between peers, colleagues, consultants, temporary associates and general conversations both in and out of the workplace. 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. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. WebSavings for Employees of Columbia University. While engaged in the bidding process at Columbia University, it is imperative that all information given to those bidding, as well as the information received from those bidders is safeguarded so that it remains confidential. 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. 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. RFIs can request information relating to: Products or services that can be obtained from only one person for firm, Competition is precluded because of the existence of patents, copyrights, confidential processes, the proprietary information, or other such condition, When competitive bids are solicited and no responsive bid is received, Continuation of work within the same fiscal year and bidding or placing work with another vendor would disrupt business, Need for specially designed replacement parts or specialized technology, Due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison of previously proposed/purchased prices for the same or similar items. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Copies of the list will be returned to the Project Manager and Purchasing. For more info, see the Follow Up on or Track a Payment page. Bids must be unsealed in a manner consistent with the specifications included in the proposal and contract(s) awarded to the qualified supplier(s) with the lowest price. Product Recall Notification. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). Procurement analyst must ensure compliance with University and Facilities' policies. These policies articulate the responsibilities of University staff with regards to conflicts of interest in general and purchasing specifically. 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.