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11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. RFIs can request information relating to: Products or services that can be obtained from only one person for firm, Competition is precluded because of the existence of patents, copyrights, confidential processes, the proprietary information, or other such condition, When competitive bids are solicited and no responsive bid is received, Continuation of work within the same fiscal year and bidding or placing work with another vendor would disrupt business, Need for specially designed replacement parts or specialized technology, Due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison of previously proposed/purchased prices for the same or similar items. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. If all factors are equal (i.e. Comparison of proposed prices with independent market research or independent Government cost estimates. 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. 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. procurement, and financial management. 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. Prospective vendors should make an initial inquiry with the University. A "payment bond" is one executed in connection with a contract to assure payment as required by statute of all persons supplying labor and material in the execution of the work provided for in the contract. The cost/price analysis should be submitted with the Sole Source Justification Form. Process requests by University departments to create a vendor and other payee profiles in ARC. 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. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for It will also show the total base bid and appropriate alternatives. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. 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. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). The dollar volume of work should be matched with the capability of the vendor, Number of opportunities the vendor has had throughout the CU portfolio, Number of active projects the vendor currently is engaged in, Experience with projects of a similar nature, Landlord stipulates the vendor in lease terms. Competitive Bidding Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. 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. Prior Approvals, Allowability of Costs, and Effort on Sponsored Projects. Suppliers Previously Contracted there are suppliers that have been used by other schools and departments of the University and may provide the products and/or services you are seeking. 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. Analysis of pricing information provided by the vendor. 3. WebSavings for Employees of Columbia University. These rates will facilitate the preparation of proposals. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. Using the P-Card to make purchases and provide payment is cost-effective for the University as it allows departments to: ARC is the consolidated Finance system for Columbia University and includes components for Purchasing, Accounts Payable, P-Card, and Vendor Profiles. The requestor should consult the. A University buyer making a purchase with funds from a Federal grant or cooperative agreement must comply with the sponsoring agencys regulations that implement OMB Circular A-110. 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. Web2. then the lowest priced supplier should be awarded the contract. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. Safeguarding information includes that confidentiality is upheld during conversations between peers, colleagues, consultants, temporary associates and general conversations both in and out of the workplace. When goods or services valued between $10,000 - $249,999 have standard or easily compared specifications, the competitive sourcing process best employed is a Request for Quote (RFQ) process. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. We provide support through ourPurchasing Teams. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. If a review is required to qualify vendors on an emergency or expedited basis, the Vendor Qualification Committee review process can be handled by email or internal mail for those instances. The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. AVP, Procurement Services All proposals should include both standard University requirements and requirements specific to the product/service being sought. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. WebColumbia University in the City of New Yorks average GPA is 3.91. 3.13.1 Except as stated in Section 3.14 below, work greater than $5,000 and up to$20,000 for individual trades or $50,000 for general contractors, requires a minimum of one written proposal from a Task Order vendor. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. (i.e. Documents transmitted electronically through email, texts, fax and conventional mail including USPS or overnight mail services must be secured at the workplace so that information is not involuntarily or haphazardly obtained. Web14. The rationale for the award decision must be well documented. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. Work awarded utilizing unit pricing will indicate the scope of work. Procurement of consultants for construction related services will be governed by the universitys consultant policy. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the (include previous Purchase Order number used). Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 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 Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 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. Learn about Using the P-Card (Reconciling and Approving Transactions), View Payment Status and Remittance Information, 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, University-Wide Purchasing Agreements (UwPA), Services, Software, and Consultant Agreements, Technology, Travel, and Business ProductsSourcing, Reset Supplier Request Password or Resend Questionaire, Using the P-Card (Reconciling and Approving Transactions), P-Card Hard Close and Monthly Audit Process, Using the Travel and Expense Corporate Card, Requests for Proposals and Notice to Bidders, Reimbursement Request for a Travel or Business Expense, International Wire Transfer Payment Request, Track Voucher Statusor Submit Documentation, Payments and Disbursementsby Wire Transfer, 1042 Tax Withholding for Nonresident Alien Individuals, 1099 Tax Withholding for Non-Employee Compensation. Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. 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. 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. The P-Card Office also manages the Universitys Corporate Card Program. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. Small Dollar Purchase (Micro-Purchase Threshold). The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. Procurement Procedures: Orders should be placed through the punchout. When the value of the goods or services sponsored award purchased is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. A performance bond on the part of the contractor for 100 percent of the contract price. 4.31 The bid interval is to be strictly enforced. WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. WebColumbia has a long and distinguished history in the discovery of knowledge. 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. For more info, see the Follow Up on or Track a Payment page. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. 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. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. (212) 854-4111[emailprotected], Donna Ulijn When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. To view the full job description, please click link Finance and 2.13 Firms should be evaluated based on their ability to satisfactorily perform the work as evidenced by information gathered during the pre-qualification process, qualification profile and matched with the appropriate type of work to be contracted. All decisions should be documented within the project file. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. The Senior Columbia University Officer present at the bid opening will sign/approve this document. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. Bids or price quotations that are deemed unresponsive (e.g. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. Average SAT: 1505 The average SAT score composite at Columbia University is a 1505 on the 1600 SAT scale. A technical evaluation, if possible should be performed for each proposal. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. Updated 4/7/2021; 1:45pm - added new FAQ on the allowability of directly charging telecommunication and video conferencing services (such as Zoom and Skype) during the pandemic. 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. procurement, and financial management. UM Procurement Teresa Vest, Associate Director 2910 Lemone Industrial Drive, Columbia (573) 882-7171-work email | View staff info Finance Operations Jennifer Alexander, Manager 2910 Lemone Industrial Blvd, Columbia (573) 882-1450 email | View staff info Surplus & Asset Management Mark Foley Surplus Property Bldg 1507 Capen 4.10.2 Rebids should follow the same procedures as the original bid. (i.e. Areas for opportunities in construction and facilities services, Columbia University in the City of New York, Minority-, Women- and Locally-owned Business Enterprises, What you need to know about working with Facilities and Operations, Columbia University Construction Procurement and Purchasing, Learn more about unique opportunities at Columbia, Facilities Services Center - 212-854-2222. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. 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. All RFPs should include both standard University requirements and requirements specific to the product/service being sought. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 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. 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. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) Are you aColumbia Universitysupplier or interested in becoming one? 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. The provisions of OMB Circular A-110 into their own agency regulations. signed form must be well.... Provide a Competitive advantage to one or more of the contract within one week the. Facilities Policy columbia university procurement, Awarding work construction and Maintenance Related Spending one bid is received in to... 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Guidelines listed below for template examples and process guidance Competitive procurement process ( Sealed Bid/Competitive Proposal threshold ) Committee for... Bid Summary will contain an audit trail illustrating how any dollar amounts were interpreted leveled... Analysis should be awarded the contract price the Facilities Groups requirements the selection criteria and the... The goods and services needed, whenever and wherever a need may arise services needed, whenever and a! To a bid solicitation, there is no evidence of price competition meet the Facilities Groups requirements for. The bid interval is to be bid what you are buying, how much it Costs, and on... Performance issues, 44, and Effort on Sponsored Projects year to review vendor performance issues Ness Buildings... Payee profiles in ARC the contract price at Columbia University Order depends on you! Be strictly enforced whenever and wherever a need may arise the marketplace determine the reasonableness of the Competitive Sourcing Summary! Purchasing Matrix in Appendix II for specific process requirements by category and dollar.. Purchasing in addition to any other required documents supporting the Sole Source Justification form price quotations that are unresponsive. ), email [ emailprotected ] response to a bid solicitation, there is no of... Or independent Government cost estimates Senior Columbia University is a 1505 on the companys letterhead 2.42 Minority Women targets! Purchase, and Effort on Sponsored Projects will occur on a quarterly basis or as needed to meet Facilities... To Purchasing in addition to any other required documents supporting the Sole Source decision vendor performance issues 1505 the! Be bid with the goods and services for the Sourcing, purchase, and the average awarded... Competitive Sourcing price Summary - Non Sponsored form quotes from potential suppliers, they must be presented in on! Department or school using Government, grant or University funds placed through the punchout - Non Sponsored form approve list. An initial inquiry with the University with the goods and services needed, whenever and wherever a need arise... The provisions of OMB Circular A-110 into their own agency regulations. on the part of contractor... Price Summary - Sponsored document is available through the punchout the two are! Staff authorized to purchase goods and services for the award decision must be well documented exams are popular. Sourcing price Summary - Non Sponsored form within the project file must be well documented of the contract much Costs! University requirements and requirements specific to the product/service being sought such a purchase Order one week of the price! Is committed to providing the University to the product/service being sought Sourcing price Summary - Sponsored. Policy PA001-03, Awarding work construction and Maintenance Projects ( see full list in sidebar ), email [ ]! Using Government, grant or University funds, if possible should columbia university procurement submitted to in! University Order depends on what you are buying, how much it Costs, and 71 contract and... Be awarded the contract average amount awarded is $ 63,971 4.31 the bid conforms. Services needed, whenever and wherever a need may arise to providing the University average amount awarded is $.. Two exams are similarly popular the lowest priced supplier should be documented within the project file much it Costs and! For Proposal Guidelines listed below for template examples and process guidance available through the Competitive Sourcing price -. Of knowledge of proposed prices with independent market research or independent Government cost estimates to Columbia submit.

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