If all factors are equal (i.e. 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). 2.26 Project Managers and Directors will make every effort to avoid awarding work to any vendor so that Columbia University constitute an amount of work which is larger than prudent, from the perspective of the University, in proportion to their total volume of work for a given year with all customers including Columbia University. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under 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. 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. Price quotations should be acquired from an adequate number of qualified sources. Procurement analyst must ensure compliance with University and Facilities' policies. 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. E&I, VHA Novation, etc.). GSA, NYS Contracts, etc. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. delivery schedule, freight costs, return policies, warranties, etc.) Prospective vendors should make an initial inquiry with the University. Once a proposal has been selected, the Purchasing Checklist and Bid Summary Form Sponsored, which provides for the price analysis, must be completed and submitted with the requisition as supporting documentation. This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. 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. 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. 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. 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. 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. 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. Look up our team in the Finance Organizational Charts. 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. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries Technical Specifications / Special Conditions (if appropriate), Insurance Requirements (If different from Task Order Agreement), Contract (If different from Task Order Agreement), Contract Agreement Form (If different from Task Order Agreement), have procedures for substitutions clearly stated. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. 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. 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. 4.10.1 The bid forms shall be used to describe the project and request for bids. After proposals are received, evaluated and negotiated the contract(s) can be awarded to the supplier(s) presenting the best combination of price, delivery, compliance to specifications, capacity to perform, and quality of service. 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). The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. Learn more about how we work with vendors. Among other things, the brief 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. 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. 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. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. Prior Approvals, Allowability of Costs, and Effort on Sponsored Projects. Executive Director of Accounts Payable 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. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. 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. 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? 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. 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. 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. The bid lists will be evaluated, modified and approved. WebProcurement Services. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. 1.37 The Vendor Qualification Committee will set objectives for vendor selection. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. The cost/price analysis should be submitted with the Sole Source Justification Form. An RFP should include both standard University requirements and requirements specific to the product/service being sought. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. delivery schedule, freight costs, return policies, warrantys, etc.) 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. There should not be any variability in the product or service offering from suppliers in their proposal submission. 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. 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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 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 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 bidder. 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. 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. WebColumbia University Irving Medical Center Hospitals and Health Care New York, New York 51,794 followers Leading the way in scientific research, health and medical education, and patient care. Are you doing work on campus? 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. If you are a vendor and need to obtain information as to the status of a payment of or for viewing the remittance information for a specific check and/or ACH/Wire transfer, please use theAP Payment Status & Remittance Form. WebBefore you buy or use a space heater at CUIMC, call Facilities Management at 212-305-HELP (4357), option 3, to request a heating assessment. 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. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. 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. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. Bids estimated to result in awards over $1 Million, require that four (4) Columbia University Officers must be present with at least one being AVP or designee. 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. 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. ), Completed through an accepted cooperative agreement. 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. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 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. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. A Facilities Director must approve the vendor selection. If a Task Order vendor is not used, the work must be bid. Purchasing The Purchasing Department Procurement Procedures: Orders should be placed through the punchout. If vendors other than Task Order Vendors are utilized the work must be competitively bid. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. 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. (Closed solicitations and contract awards can be found here.) 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. 1.34 Purchasing will interface with the vendors, risk management and General Council to establish and maintain the qualification requirements and to meet the ongoing needs of the Facilities groups. OMB Circular A-110 contains the uniform administrative requirements for institutions of higher education, hospitals, and other non-profit organizations with Federally-funded grants or cooperative agreements. All accepted modifications and alternates should be clearly indicated. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. 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. University Review The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. 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. VisitPurchase Using the Pay Card (Human Subjects)to learn more. The approved bid list will be signed by the senior Columbia University officer present. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. When goods or services have standard or easily compared specifications and pricing is the main component, the competitive sourcing process best employed is a Request for Quote (RFQ) process. For other questions, please contact theFinance Service Center. Additionally, all analysis, compilations, studies and other documents prepared by the bidder or its officers, employees, agents or advisers which are submitted by the bidder, must also be kept confidential. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. Small Dollar Purchase (Micro-Purchase Threshold). 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. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). 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. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. WebPresident Bollinger announced that Columbia University along with many other academic institutions (sixteen, including all Ivy League universities) filed an amicus brief in the U.S. District Court for the Eastern District of New York challenging the Executive Order regarding immigrants from seven designated countries and refugees. then the lowest priced supplier must be awarded the contract. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. Center on Global Energy Policy at Columbia University | SIPA Research to Power the Future of Energy The premier hub and policy lab for global energy thought leadership, led by the Center on Global Energy Policy at Columbia University School of International and Public Affairs. 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. 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. 4.31 The bid interval is to be strictly enforced. Process requests by University departments to create a vendor and other payee profiles in ARC. Approval Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. 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. This senior officer is acknowledging their support of the exception request and through their signature is attesting that the request is appropriate and complies with the policy. WebPosted 6:53:56 PM. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). 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. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. Bids estimated to result in awards under $50,000 require a minimum of two (2) Columbia University Officers must be present with at least one being Director level. 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. procurement, and financial management. 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. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. Purchasing Operations WebKabir is an experienced renewables/EV analyst and sustainability consultant. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. (include previous Purchase Order number used). The requestor should consult the. The total dollars awarded to date will be provided based on purchase orders written for the same time period. Main: 843-792-4521. 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. 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. A Facilities Director must approve the vendor selection. Information from the proposals is not to be shared with competing vendors and shall remain confidential. The rationale for the award decision must be well documented. Strictly enforced information from the proposals is not used, the work must be competitively bid can proper! Renewables/Ev analyst and sustainability consultant equivalent ) will provide recommendations and feedback on the selection retention. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at scheduledmeetings. Evaluated, modified and approved to pay for University-approved travel and business-related expenses and approved documents on the companys.! 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