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. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. For construction, operations, and maintenance projects (see full list in sidebar), email If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 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. These vendors will be called Qualified Vendors. Part 200 (Uniform Guidance), as well as any additional regulations or procedural formalities required by the contracting agency, as specified in the Notice of Award. There should not be any variability in the product or service offering from suppliers in their proposal submission. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. 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. WebUser account creation, deletion and management of privileges for ARC, the University's financial system. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. This is based on the school's average score. WebSavings for Employees of Columbia University. 3.50 All bidders who are not listed as Qualified or Task Order Agreement Vendors must be reviewed and approved by the funding department AVP where applicable and the Facilities department AVP or higher regardless of the dollar value and group review requirements. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. The project is being implemented as Average SAT: 1505 The average SAT score composite at Columbia University is a 1505 on the 1600 SAT scale. The bid lists will be evaluated, modified and approved. 4.10.2 Rebids should follow the same procedures as the original bid. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. MU seeks artists or artist teams to create new site-specific art for two spaces on NextGens first floor, one with a $50,000 budget, the other with a $40,000 budget. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. Responsibilities. 5.11 Competitive Task Order Proposals will be recorded as competitive on the requisition summary if at least two (2) vendors respond for amounts under $5,000, and two (2) vendors respond for amounts between $5,000 and $20,000 /$50,000, otherwise they will be classified as Task Order on the requisition summary. 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. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. 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. Scroll to explore Featured In Focus Previous Next 1 / 4 Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. 9.10 The Project Manager will input the information into the appropriate University system (i.e. 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. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. Are you interested in doing business with Columbia University? 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. 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.". The vendor is currently qualified and not suspended or terminated. 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.) WebMajor Elements of the OCP Process. An RFP should include both standard University requirements and requirements specific to the product/service being sought. All decisions should be documented within the project file. 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. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 4.71 All competitively bid work requires sealed bids. 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. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. 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. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. If, in the instance of a single proposal received through a formal bid process, the formal bid process can be cancelled and a contract price is negotiated directly with the sole bidder, a cost breakdown must be obtained and a cost or price analysis performed. 6.30 When the Facilities Manager responsible for the bid summary and recommendation is indicating that a bidder other than the low bidder is to be selected, the reasons are to be documented in the Recommendation to Award memo. 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. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. The original bid amount, any rebids and leveling notes of each vendor must be clearly listed in sequence of their submission on the bid summary. Work awarded utilizing unit pricing will indicate the scope of work. If all factors are equal (i.e. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. 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. These provisions, which also must be applied to subcontracts, are listed below. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. 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. 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). (See Section. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. The requestor should consult the. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). 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. 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. 1.37 The Vendor Qualification Committee will set objectives for vendor selection. They will then provide a Request for Proposal or Quotation to select vendors for their response. BID LIST PREPARATION - see in next section. Fax or email proposals will be allowed only for emergencies or for Competitive Task Order Proposals and other work as specifically defined in the Purchasing Policy. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. For all bids estimated to result in projects $100,000 or greater, the Facilities Departments will notify Purchasing so that a Purchasing representative can be present at the bid opening. 1.25 Task Order Agreement Contract Terms and Conditions will be specifically for work under $20,000 for individual trades and $50,000 for general contractors on a per project basis. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. Process requests to update and modify vendor and payee profiles. 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 University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. Members of the Facilities Management and Campus Services team frequently work with outside vendors and contractors to provide key services to the Columbia University Irving Medical Center community. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. 1.13 Vendor Qualification is intended to establish: the value of work a vendor is capable of performing for the University, insurability, performance with Columbia University and that the vendor agrees to the terms and conditions of Columbia Universitys contractual agreements and obligations. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. There should not be any variability in the product or service offering from suppliers in an RFQ. 5.40 At the time of bid opening, the initial preparation of the bid summary shall be considered preliminary, until the bids can be verified or leveled. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. To order Staples office supplies, McKesson medical/surgical supplies, or Fisher Scientific research supplies, please use the following links: Are you new to buying and paying at Columbia University? Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. WebColumbia University in the City of New Yorks average GPA is 3.91. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. The bidding policy requirements shall apply to all rebids. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. (i.e. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments A payment bond on the part of the contractor for 100 percent of the contract price. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. Overseeing supply chain management for Student Health Services. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for 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. 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. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. 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. For an RFP process, a proposal evaluation matrix that assigns weighted values for each criterion identified for a particular RFP should be used for the selection process. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. Product Recall Notification. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. The specific thresholds related to these competitive sourcing efforts are as follows: *Note: For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work and Bid Prep form has been drafted. 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. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. You will then be able to log in to the catalog and search for your quote number for purchase. (Note: Section 1.1 and 1.16). The Qualified Vendor list will provide an opportunity to work with new vendors, obtain experience with vendors for consideration as a Task Order Agreement Vendor and as a source of bidders for all other work. Facilities Management's Office of Design and Construction, and the Office of Institutional Real Estate on the Morningside Campus, or the Office of Facilities, Medical Center Division, develop technical specifications; prepare and assemble all bid and contract documents; conduct contract negotiations, qualification and evaluation meetings; manages bid/proposal solicitations, receipts, and openings; and manage post award contract administration including negotiation of amendments and supplemental agreements. 4.20 Bid Packages should contain the following information. 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. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. 11.10 Facilities Project Managers responsible for work will complete a Vendor Report card on a quarterly basis for all vendors utilized and submit it to Purchasing. Purchasing. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. 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. This policy promotes access for suppliers to competitive opportunities by requiring that either bids be obtained for goods and services or that appropriate justification is provided when a competitive process is not followed. View Details. 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. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. 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