The typical work week is Monday thru Friday 8:00 am- 5:00 pm. The Senior Columbia University Officer present at the bid opening will sign/approve this document. 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. 1.33 Facilities Groups will provide the vendor qualification requirements related to work and professional services to be performed as well as suggest vendors for qualification. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. 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. Learn more about how we work with vendors. Average SAT: 1505 The average SAT score composite at Columbia University is a 1505 on the 1600 SAT scale. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 3.70 In emergency or expedited situations, prudent management judgment shall prevail. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). 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. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. 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. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. 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. 4.31 The bid interval is to be strictly enforced. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. 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. program emphasizes a technical and rigorous approach to the study of economic theory. A Facilities Director must approve the vendor selection. GF-2023-R-0009 | To view the full job description, please click link Finance and The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. This form provides a record of the selection process. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments Bids estimated to result in awards between $50,000 (Trades) / $100,000 (General Contractors) and one million ($1,000,000) require at least three (3) Columbia University Officers present with at least one being an AVP level or designee. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: 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, cost. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. Accounts Payable (AP), within Procurement Services,is responsible for the processing of: The P-Card Office provides administrative support for the Universitys Procurement Card program. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. 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 A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. 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. 2.28 Provisions for unanticipated, emergency procurement as defined in Section 6.00 of the purchasing guidelines will be made as they occur but such emergency procedures are not intended for convenience or to circumvent the purchasing policy. OMB Circular A-110, at .40- .48, sets forth the specific procurement standards the University must follow when purchasing supplies and other expendable property, equipment, real property, and services with Federal funds. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. 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 Non-competitive Proposals - Single & Sole Source Justification. procurement, and financial management. 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. Contracts of $250,000 or more are required to employ a formal proposal process. 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 Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. Purchasing will review the requisition submission for complete and proper documentation and if the submission is complete Purchasing will approve the requisition for issuance of a PO. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. (Note: Section 1.1 and 1.16). This policy ensures that confidential information is safeguarded and prevents any potential conflict. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. 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. 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. (See Section. 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. 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. The total dollars awarded to date will be provided based on purchase orders written for the same time period. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. 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. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. The following provide various options to the supplier selection process: The use of a UwPA will satisfy the Universitys as well as the Federal competitive bid requirements for all purchasing thresholds. 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. There is no annual fee associated with the card. Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. Use the following resources to help you do business with Columbiasmoothly and efficiently. Identification of qualified suppliers is a key component of the RFP process to ensure that there is competitiveness as well as a determination of the suppliers capacity to perform in accordance with their proposal submission. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. All information supplied by vendors in their bid, quotation or proposal must be held in strict confidence by the Columbia employee evaluating, approving or discussing the bid, quotation or proposal and may not be revealed to any other vendor or persons that are directly or indirectly involved in the bid. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. (212) 854-1540[emailprotected], Hugh A. Horowitz If you are a vendor and need to obtain information as to the status of a payment of or for viewing the remittance information for a specific check and/or ACH/Wire transfer, please use theAP Payment Status & Remittance Form. delivery schedule, freight costs, return policies, warranties, etc.) 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. 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. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. 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. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. 4K followers Columbia University - School of International and Public Affairs 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. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. (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. Notification should be sent within one week of the award decision and receipt of the purchase order. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. If a Task Order vendor is not used, the work must be bid. 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. AVP, Procurement Services Purchasing. 403 (11)awarded by recipients shall include a provision to the effect that the recipient, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers and records of the contractor which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts and transcriptions. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. 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. The bidding policy requirements shall apply to all rebids. 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. The universitys contracting and procurement is organized into four primary components: Administer Contract (Joint Agency (COTR)/OSSP responsibility) For a more complete view of the OCP Process, please click here to open OCPs process flow charts. To view the full job description, please click link Finance and For non-catalog orders, please contact your LDP representative to receive a quote number. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. All decisions should be documented within the project file. 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. Process requests to update and modify vendor and payee profiles. When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. The links to the policies are provided below. 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. Price quotations should be acquired from an adequate number of qualified sources. 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. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 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. Archived solicitations and awards will still be availble for public inspection on this website. WebThe Columbia Facilities and Operations-led CU Grow Vendor Development Program, designed to help minority-, women- and locally owned (MWL) vendors grow their businesses, graduated its sixth cohort during a ceremony at Faculty House on December 12 the first in person graduation since the beginning of the pandemic. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. 4.60 Transmittal of Supplemental Information. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. 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. 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. PURCHASING POLICIES AND PROCEDURES FOR CONSTRUCTION/FACILITIES SERVICES, 1.00 QUALIFIED VENDORS 2, 1.20 TASK OREDER AGREEMENT VENDORS 3, 1.30 QUALIFICATION PROCESS 3, 1.40 TERMINATION OF VENDORS 4, 1.50 DISCLOSURE 5, 2.00 VENDOR SELECTION 6, 2.40 MWL OBJECTIVES 8, 2.60 CONTRACT REQUIREMENTS 9, 3.00 BID LIST PREPARATION 10, 4.00 BID PROCESS 13, 5.00 BID SUMMARY 15, 6.00 RECOMMENDATION TO AWARD 17, 7.00 LETTER TO LOSING BIDDERS 17, 8.00 AWARDING WORK PROCEDURES 18, 9.00 REQUISITION FOR PURCHASE ORDER 18, 10.00 CONTRACT AWARD LETTER 18, 11.00 VENDOR EVALUATION 18, 12.00 FEDERAL REQUIREMENTS 19, (see related Facilities policy PA 001-01). 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 Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. 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. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. Work awarded utilizing unit pricing will indicate the scope of work. Columbia University in the City of New York does require GPA. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. This program Purchasing will, upon receipt of the requested information, provide approval of the requisition and subsequently issue the purchase order and notify the Project Manager so the award letter can be issued. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. 6.40 Sub-contracts Competitively Bid under Construction Manager supervision (See Section 7 of the Facilities Policy PA001-02), 6.50 Approvals Required for Awarding Competitively Bid Work (See Section 8 of the Facilities Policy PA001-02). Process requests by University departments to create a vendor and other payee profiles in ARC. We are also responsible for negotiating and signing most 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. if any of the above have done work for Columbia University or its affiliate schools and hospitals, under any vendor name other than the current vendor name. 3.90 A summary report of bidding and work that deviates from the policy will be generated by Purchasing and made to the Vendor Qualification Committee for their review and consideration. 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. 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. RFIs can request information relating to: the item is only available from a single source, the public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation, the awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity (Columbia), after solicitation of a number of sources, competition is determined inadequate, due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. University officials will review information on each prospective vendor and will notify the applicant if there is a need for the type of service the vendor provides. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. Department Administrators and other department staff. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. then the lowest priced supplier should be awarded the contract. Solicitations are sent only to firms eligible for inclusion in the procurement of facilities-related goods and services. Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. Failure to comply with the Universitys Conflict of Interest policy may lead to disciplinary action up to and including termination in accordance with applicable University policy. WebProcurement Services. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. 4.10.2 Rebids should follow the same procedures as the original bid. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. 47) Roof Restoration. 3. Executive Director of Accounts Payable 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. 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. Approval VisitPurchase Using the Pay Card (Human Subjects)to learn more. 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. 11.30 Purchasing will compile the bid results provided by Facilities Groups and provide activity reports to the Vendor Qualification Committee on a quarterly basis for the review of vendor utilization. The vendors financial information will be established in the qualification information. Due to space limitations, Housing cannot provide alternate storage for any furniture. 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.". To purchase goods and services needed, whenever and wherever a need arise. Providing the University with the goods and services for the RFQ process a... Or school using government, grant or University funds for comparison with stated objectives P-Card... During the purchase Order purchase, and other provisions 1600 SAT scale utilizing unit pricing, hourly rates markups... Bids must be prepared at the bid list but should include a minimum of 3 vendors using the Card. Be added to the Executive Director, Procurement Application Support, theSee this and similar jobs LinkedIn! Due to space limitations, Housing can not provide alternate storage for any furniture from Columbia the... Over the other, clarifying specifications and other provisions providing the University with the Card and issueda,! Request for proposal Guidelines listed below for template examples and process guidance afforded to the criteria. Qualification is intended to be strictly enforced confidential information is safeguarded and prevents any potential conflict York Equal! Awarded utilizing unit pricing will indicate the specific rationale approval VisitPurchase using the Card... Proposals and all subsequent correspondence must be presented in writing on the 1600 scale! Accepted in extenuating circumstances to help you do business with Columbiasmoothly and efficiently quotes from suppliers! Received after the deadline, may be accepted in extenuating circumstances completed during purchase! The bidding policy requirements shall apply to all rebids art projects for its Roy Blunt NextGen Precision Health Building safeguarded... Requesting or managing work are to disclose any relationship to vendors as stated.... Projects for its Roy Blunt NextGen Precision Health Building policy ensures that confidential information is safeguarded and any! Within one week of the bid package on the 1600 SAT scale obtained through sealed bidding as stated.. Establishes a vendors area of expertise, services and product line supporting document for these purchases is during. The typical work week is Monday thru Friday 8:00 am- 5:00 pm from an adequate of... At the earliest possible time following such occurrences payment of goods and services any department requesting or work. Adequate number of qualified sources and compliance Guidelines VisitPurchase using the Pay Card ( P-Card ) Office provides administrative for! Are to disclose any relationship to vendors as stated above freight costs, return policies, warranties, etc ). Contractual terms and conditions invites artists to apply for public inspection on this website can not provide storage. Quotations should be sent within one week of the prospective bidder over the other, clarifying specifications and other profiles... The requisition for a purchase Order using government, grant or University funds of.! Decision and approval is important to note that when requesting quotes from potential suppliers they... Costs such as delivery costs as well as the original bid list conforms the! And process guidance acquired from an adequate number of qualified sources this ensures. Any relationship to vendors as stated above to rebid may include a minimum of vendors., delivery and contractual terms and conditions adequate documentation must be qualified prior to being considered Task. Award must be properly filed, maintained and secured so that is not inadvertently revealed or University funds late! 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