columbia university procurementcolumbia university procurement

The vendor is currently qualified and not suspended or terminated. 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. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. 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. 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. Look up our team in the Finance Organizational Charts. 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. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. To view the full job description, please click link Finance and The total dollars awarded to date will be provided based on purchase orders written for the same time period. 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. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. (212) 851-7271[emailprotected], 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. DSAs These are Departmental Select Agreements and are for goods and/or services that are competitively bid and negotiated on behalf of an individual or group of department(s) or school(s) with the intention of awarding a term contract. P-Card Setup and 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. 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 awards more than $204 million annually in scholarships and grants from all sources. A copy of the Purchasing Checklist and Bid Summary Form Sponsoredis available through the link listed in Additional Resources below. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. 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. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. 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. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. Bids that are not responsive may be disqualified. Visit Procurement for instructions. 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. Look up our team in the Finance Organizational Charts. WebNeed assistance from accounts payable or want to follow up on payments and remittances? 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. 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). Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 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. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. 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. procurement, and financial management. 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. The names of the review group or AVP in attendance will be listed on the form. Moreover, OMB Circular A-110 .48 requires the University to include additional provisions in contracts when certaincircumstances are met. 2.25.1. 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. 1.17 Utilization of vendors prior to qualification will result in non-compliance with CU Purchasing Policy and each such instance will be reviewed by Purchasing and the Vendor Qualification Committee for appropriate action. 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. 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. 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. 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. 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. 2.51 Project Directors are responsible for ensuring that the bid list is consistent with the intent of the policy to encourage use of a diverse vendor base that is subject to competition from qualified new vendors. Skire), and prepare a requisition as is required. 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. 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. 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. 4.62 In no case shall one or more bidders be provided with information that will give them a competitive advantage over the other bidders. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). It is the policy of Columbia University to obtain competitive proposals, bids or price quotations, as reasonably practical, on products and services used by the University. The project is being implemented as 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 "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. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. delivery schedule, freight costs, return policies, warranties, etc.) We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 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. Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. View Buying Details for Laptops and Desktop Computers, Inquire about Becoming a Columbia Supplier, Columbia University in the City of New York, Sponsored Projects: Post-Award Financial Administration, Advisory Committee on Socially Responsible Investing, EVP of Finance and Information Technology, Prize, award, royalty, select fellowship, and various other payments, Credit balance refunds for various accounts, Expense reimbursements for University employees. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. 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. 4.10.2 Rebids should follow the same procedures as the original bid. 1.43 The termination recommendation will be submitted to or by Purchasing and presented to the Vendor Qualification Committee for review and action by the most expeditious process appropriate. We are open from 8 a.m. to 8 p.m., Monday through Friday only. All RFPs should include both standard University requirements and requirements specific to the product/service being sought. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. WebPurchasing (new purchases only) These instructions are only for new purchases. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Product Recall Notification. 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. There is no annual fee associated with the card. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. WebColumbia University in the City of New Yorks average GPA is 3.91. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory In the event the goods and/or services procurement does not require the issuance of a Purchase Order in accordance with the University Requisition and PO Policy, the school or department is still required to provide the appropriate non-competitive documentation in support of the transaction per the terms of the Sponsored award and Uniform Guidance (CFR 200). A Facilities Director must approve the vendor selection. A payment bond on the part of the contractor for 100 percent of the contract price. 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. 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. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. The requestor should consult the. The links to the policies are provided below. Primary Guidance to Which this Policy Responds, This policy responds to all applicable government procurement regulations as contained in the Federal Acquisition Register (FAR); Office of Management and Budgets uniform administrative requirements as codified under the Code of Federal Regulations (C.F.R.) 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. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, 2.27 Project Managers and Directors are to develop the bidders list for each project based on these policy goals in a manner that is consistent with their understanding of the projects sensitivities and complexities and for which projects it would be appropriate to introduce new firms. 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. WebMajor Elements of the OCP Process. Comparison of proposed prices with independent market research or independent Government cost estimates. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. 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 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. substantial consideration given for qualitative factors during the selection of vendors. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. Product/Service being sought ) These instructions are only for new purchases only ) These instructions are for. 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