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. This webpage lists Note: The intent of Competitive Task Order Proposals is to provide opportunities to Qualified and MWL vendors who are not Task Order and introduce competitiveness to the task order process. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 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. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. 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. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. Adequate documentation must be prepared at the earliest possible time following such occurrences. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. VisitPurchase Using the Pay Card (Human Subjects)to learn more. These vendors will be called Qualified Vendors. A current version of these provisions as of the date of publication of these Guidelines is provided in Appendix 2 of the Purchasing Guidelines, Special Terms and Conditions, Federal Acquisition Regulations. 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. The vendors financial information will be established in the qualification information. 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. Procurement Services Look up our team in the Finance Organizational Charts. *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. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. Overseeing supply chain management for Student Health Services. 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 Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). It is important that when comparing prices to determine fair and reasonable pricing that the evaluation of the goods and services must be evaluated using the same criteria for each supplier. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. 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. 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. If a Task Order vendor is not used, the work must be bid. Prior Approvals, Allowability of Costs, and Effort on Sponsored Projects. 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. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. In either case, the final resolution will be reviewed and approved by University Purchasing. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Verbal bids are not accepted under any circumstances. To maintain strong business practices, ensure compliance with various regulations, promote the best possible value, service and pricing in the sourcing of goods and services at the University, competitive sourcing should be used whenever possible. 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. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. 2.50 Project Managers preparing the bid list are expected to diversify the firms utilized with the assistance of purchasing activity reports by vendor provided by Purchasing. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. 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). If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. 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. 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 Procurement analyst must ensure compliance with University and Facilities' policies. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. 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. 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. 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. P-Card Setup and If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for Purchasing The Purchasing Department Responsibilities will include drafting Requests for Proposal, Requests for Information, other procurement related documents, managing the RFP timeline, the distribution of proposals, ensuring compliance with University and CUFO policies, participating in vendor evaluation meetings, facilitating communications of Are you doing work on campus? 4.60 Transmittal of Supplemental Information. 4.31 The bid interval is to be strictly enforced. 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. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. A performance bond on the part of the contractor for 100 percent of the contract price. 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. 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. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. You will then be able to log in to the catalog and search for your quote number for purchase. (include previous Purchase Order number used). 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. Department Administrators and other department staff. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. As part of the requirement for maintaining a maximally practicable competitive sourcing requirement, departments must provide ample justification whenever they seek an exemption from the competitive sourcing process where that process is normally required. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. 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. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. 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. Need to modify your own information in our database? 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. Verbal bids are not accepted under any circumstances. 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. They will then provide a Request for Proposal or Quotation to select vendors for their response. 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. This program 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. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Purchasing Operations The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). The typical work week is Monday thru Friday 8:00 am- 5:00 pm. 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. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. 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. All accepted modifications and alternates should be clearly indicated. if the above are currently qualified to work for Columbia University under any other vendor name by a Task Order, master agreement, lease or other contractual agreement. 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. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. 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. (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. Organizational Charts for all other areas, visit Columbia 's Purchasing Department to see a full list sidebar. Procurement Card ( P-Card ) Office provides administrative support for the vendors Financial information will be manageable... 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