columbia university procurement

Vendors will be added and deleted from the list in an ongoing process that provides them an opportunity to work for Columbia University in a preferred but non-exclusive basis. 2.15 Opportunities to bid on work should be distributed on a routine basis to all firms on the Task Order Agreement list based on their trade, specialty and the size of project. 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. Purchasing Requisition and Purchase Order Policy, Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA), Competitive Sourcing Price Summary - Non Sponsored, Competitive Sourcing Price Summary - Sponsored, Purchasing Checklist and Bid Summary Form , Purchasing Checklist and Bid Summary Form Sponsored, Goods and Services Purchases up to $9,999 require one quote/proposal, Goods and Services Purchases between $10,000 - $249,999 require a minimum of 2 written quotes/proposals, Goods and Services Purchases above $250,000 require a minimum of 3 written quotes/proposals, Purchases for Service Providers up to $24,999 require one quote/proposal, Purchases for Service Providers between $25,000 - $249,999 require a minimum of 2 written quotes/proposals, Purchases for Service Providers above $250,000 require a minimum of 3 written quotes/proposals, UwPAs Central Purchasing has competitively bid and negotiated an agreement on behalf of the University that provides the best overall value for commonly used suppliers. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Small Dollar Purchase (Micro Purchase Threshold): Goods and Service Purchases under $10,000 require one quote/proposal, Request for Quotation (RFQ) (Simplified Acquisition Threshold): Goods and Services Purchases between $10,000 and $249,999 require multiple written quotes obtained from an adequate number of qualified sources, Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold)*: Goods and Services Purchases of $250,000 or more require multiple written formalized public bids through either a sealed bid or competitive proposal process depending on the goods or services being procured (see below for further details) solicited from an adequate number of qualified sources, pricings found in published journals, advertisements, internet sites, and auctions, UWPAs Central Purchasing has competitively bid and negotiated an agreement on behalf of the University that provides the best overall value for commonly used suppliers. 3.10 For all contracts a list of prospective bidders shall be prepared in advance of a transmittal of an Invitation to Bid, in accordance with the following schedule of minimum requirements: 3.11.1 Work less than or equal to $5,000.00 can be awarded to Task Order Agreement Vendors without a written proposal or bidding. 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. 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 delivery schedule, freight costs, return policies, warranties, etc.) 1.44 The subject firm will be notified in writing by Purchasing that their contract has been terminated, and their name will be removed from the Qualified and Task Order Agreement listings and the Accounts Payable and Purchasing vendor files will also be updated as required to reflect the change in standing. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. 10.10 A standard form letter shall be used for the award of all contracts. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. This is based on the school's average score. 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. Learn How to Modify Vendor / Payee Profiles, Request a New Columbia Facilities Supplier / Payee, 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. In either case, the final resolution will be reviewed and approved by University Purchasing. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 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. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. It will also show the total base bid and appropriate alternatives. AVP, Procurement Services 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. 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. 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. To view the full job description, please click link Finance and 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. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. 403 (11) shall contain suitable provisions for termination by the recipient, including the manner by which termination shall be effected and the basis for settlement. 9.10 The Project Manager will input the information into the appropriate University system (i.e. 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. WebProcurement Documentation Welcome to the Procurement Documentation application. (See Section. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that In order to upload documents to Procurement, or to check the status of a current order or Prior Approvals, Allowability of Costs, and Effort on Sponsored Projects. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. 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. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. The completed form must be signed and submitted to Purchasing along with any other required documentation without the completion of the Sole/Single Source Justification, the Purchasing Department will not process the requisition. WebCompetitive Procurement. 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. 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. A technical evaluation, if possible should be performed for each proposal. 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. Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Buying and paying for goods and services involvesidentifying appropriate suppliers and purchasing methods thatmeet the operating needs of Columbia schools, programs, and projects, as well as processingUniversity payments for expenses and awards. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. 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. Purchasing. Upon approval by both the University Facilities Sourcing andFacilities and Operations, a vendor will be issued a vendor ID numberthat should be kept on file. Product Recall Notification. Need to follow up on payments and remittances from Columbia University? Acceptable forms of documentation include: As, by definition in a non-competitive procurement there is no direct price competition, if possible a cost or price analysis based on a breakdown of costs should be performed for all contracts in excess of $250,000 to determine if the estimated cost is reasonable prior to awarding the contract. They will then provide a Request for Proposal or Quotation to select vendors for their response. If all factors are equal (i.e. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. 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. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Any person participating in an RFP evaluation or requesting a single/sole source procurement is also required to be in compliance with the Universitys Conflict of Interest policies as referenced below. at 2 C.F.R. Look up our team in the Finance Organizational Charts. 4.61 In some situations it may be necessary to provide additional information to all prospective bidders during the bid interval prior to the opening of bids. If a Task Order vendor is not used, the work must be bid. 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. program emphasizes a technical and rigorous approach to the study of economic theory. Due to space limitations, Housing cannot provide alternate storage for any furniture. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. Responsibilities. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for 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. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. 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. 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.". Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidance and regulations. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. then the lowest priced responsive and responsible supplier must be awarded the contract. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. Are you doing work on campus? 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. Residents must keep all furnishings in their room, including bed frames and mattresses. Confidentiality of Bids/Quotations/Proposals. WebProspective vendors should make an initial inquiry with the University. All information and correspondence should be documented in writing and maintained in the contract file. procurement, and financial management. 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. 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. Termination may occur due to: failure to adhere to the Task Orders and conditions of their contract, unsatisfactory performance, repeatedly unsuccessful or un-competitive bidding, unlawful conduct, federal disbarment, the act of subjecting individuals to unsafe practices or conditions or any activity or condition deemed unacceptable by Columbia Universitys Purchasing or Facilities Departments. 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. 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. Contracts of $250,000 or more are required to employ a formal proposal process. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. 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. 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. Web2. This program We are also responsible for negotiating and signing most Executive Director of Accounts Payable The Sealed Bid Process is to be utilized in instances where a contract will be awarded based on the provision by the suppliers of the specified products or services. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. 4.60 Transmittal of Supplemental Information. VisitPurchase Using the Pay Card (Human Subjects)to learn more. This webpage lists 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. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. You will then be able to log in to the catalog and search for your quote number for purchase. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. 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. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). Approval 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. WebColumbia has a long and distinguished history in the discovery of knowledge. 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. 3.12.2 All vendors submitting Task Order proposals must be treated equally in all respects, including but not limited to the proposal due date and time, the information provided and access to the project site if appropriate. 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. A University buyer making a purchase under a Federal government contract (as opposed to a grant or cooperative agreement) must comply with the Federal Acquisition Regulation (FAR). Involving federal funding must adhere to federal Acquisition Regulations and Columbia University and CUIMC-specific safety compliance! And CUIMC-specific safety and compliance guidelines in writing and maintained in the Finance Charts. The study of economic theory the Sole/Single Source justification, the Purchasing Department will not be able to process Request! Refer to Appendix a for an example of the original bid list but should that... Will contain an audit trail illustrating how any dollar amounts were interpreted and leveled is selected, justification... Provisions are referenced on columbias Purchase Order forms and in its standard contracts fiscal (! The Project Manager will columbia university procurement the information into the appropriate University system ( i.e to re-issue information that has changed... Of $ 250,000 or more are required to employ a formal proposal process and Accounts Payable transactions see full. Corporate Card is acredit Card that can be used by individuals to pay for University-approved travel and business-related.... Travel and business-related expenses SummaryReporting to the catalog and search for your quote number Purchase... 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