Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. 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. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. Learn about Using the P-Card (Reconciling and Approving Transactions), Learn about P-Card Setup and Modification, Purchase Using the Pay Card (Human Subjects), Purchase Using the Travel and Expense Corporate Card, 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, Reduce the transaction cost of processing the purchase and the payment. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. 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. Appendix A to OMB Circular A-110 contains mandatory procurement provisionsalso known as flow down clausesfor contracts, including small purchases that do not meet the simplified acquisition threshold, awarded by recipients of Federal grants and cooperative agreements. 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). A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. 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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 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. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. 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. Learn more about how we work with vendors. *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. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. Main: 843-792-4521. 3.12.1 Proposals must be in writing but may be transmitted by fax or emailed in PDF format (only electronic formats that prohibit the recipient from being able to make changes are allowed). 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. The links to the policies are provided below. P-Card Setup and 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. 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. We are also responsible for negotiating and signing most consultant'scontracts and other service agreements; processing employee expense reimbursements, prize & award payments made by the University; and maintenance of the University vendor/payee database that supports procurement transactions. 2.20 Each Task Order Agreement Vendor will be provided ongoing opportunities to bid on work consistent with their financial limit, availability and as established by their qualification profile. This webpage lists The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. BID LIST PREPARATION - see in next section. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. Use the following resources to help you do business with Columbiasmoothly and efficiently. ), Completed through an accepted cooperative agreement. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. 2.14 The qualification profile as well as ongoing evaluations should be considered for the vendors suitability prior to each request for proposal being sent. options for renewal upon satisfactory review with competitive bidding / negotiation. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). 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. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. WebCompetitive Procurement. Bids submitted to Facilities are to be sent to a designated individual, Bid Coordinator, within the facilities organization who keeps them in a secure location until the bid deadline / opening. 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 supplier's capacity to perform in accordance with their proposal submission. The following represents the competitive sourcing process employed by the University for those goods and services that are directly funded by a sponsored funding source. 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. GF-2023-B-0010 | Drawings | Specifications | Attachments. VisitPurchase Using the Pay Card (Human Subjects)to learn more. 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. WebProcurement Services. 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. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. Failure to comply may result in removal from the pre-qualified list. 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. The requestor should consult the. Please reference the Request for Proposal Guidelines below for template examples and process guidance. WebPosted 6:53:56 PM. 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. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). There should not be any variability in the product or service offering from suppliers in an RFQ. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 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. 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. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. The approved bid list will be signed by the senior Columbia University officer present. 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. 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. 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. 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. 3.11.3 Competitive Task Order proposals may be used for any work performed within the Task Order limits, $20,000 per individual trade and $50,000 for general contractors. WebColumbia University in the City of New Yorks average GPA is 3.91. 2.25.1. 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. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. WebFacilities 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 For more info, see the Follow Up on or Track a Payment page. Get Directions. 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. (i.e. 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. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. 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. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next 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. 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. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: The identification and selection of appropriate suppliers from which competitive bids/quotes/proposals can be obtained can be accomplished through a variety of acceptable methods. These rates will facilitate the preparation of proposals. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. Ron Moraski 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. Bids or price quotations that are deemed unresponsive (e.g. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. Overseeing supply chain management for Student Health Services. The project is being implemented as Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. This feedback will be utilized in the Qualification and Task Order Agreement selection process. LDEO Purchasing Staff determines best source of supply using University -wide Purchasing Agreement, (UwPA), competitive bidding process or sole -source procurement in accordance with Columbia University Purchasing P olicy as described below: Policy for Competitive Bids o $1-$2,500: Minimum of one oral or written bid, quote, or proposal Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. Non-competitive Proposals - Single & Sole Source Justification. 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. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. If all factors are equal (i.e. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. 2.10 Only Qualified Vendors should be selected for work with Columbia University. 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 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). This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. 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. Purchasing The Purchasing Department WebOur M.A. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. How to set up a compliant AWS account: Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. WebNeed assistance from accounts payable or want to follow up on payments and remittances? (212) 854-4111[emailprotected], Donna Ulijn 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. This signature and approval will be on the Recommendation to Award document. 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. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. 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). If a bid is extended, a Vice President level officer or designee must provide a written approval of any additions to the bid list. 10.10 A standard form letter shall be used for the award of all contracts. 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