WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for 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. 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. 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. The term bidder shall apply to vendors in both bid and rebid requests. 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. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. To view the full job description, please click link Finance and For construction, operations, and maintenance projects (see full list in sidebar), email WebMajor Elements of the OCP Process. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 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. 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. If a Task Order vendor is not used, the work must be bid. View Details. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. Confidentiality of Bids/Quotations/Proposals. 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. We provide support through ourPurchasing Teams. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. Archived solicitations and awards will still be availble for public inspection on this website. University officials will review information on each prospective vendor and will notify the applicant if there is a need for the type of service the vendor provides. Approval Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. Task Order Vendors will be selected on a continuing competitive basis justified by comparison of their hourly rates, unit prices, multipliers, insurability, financial strength, history of work and claims, safety record, quality, specialty and any other relevant attributes specific to their professional category and doing business with the University. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. A Facilities Director must approve the vendor selection. 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. 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. Procurement Services 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. Bids or price quotations that are deemed unresponsive (e.g. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments BID LIST PREPARATION - see in next section. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. 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. 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. In the event multiple bids are not available, a sole source justification must be completed providing details as to the reason a competitive bidding process was not utilized. Verbal bids are not accepted under any circumstances. 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. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. WebCompetitive Procurement. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 1.41 Firms that act in violation of the term of their contract, Columbia University policy or guidelines and / or outside the guidelines of the Purchasing and Facility departments can be terminated or suspended from participation in any University work for a time frame to be determined by Purchasing and the Vendor Qualification Committee. 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. 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. There should not be any variability in the product or service offering from suppliers in their proposal submission. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. Prior approval must be obtained from the professor or 4.71 All competitively bid work requires sealed bids. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. 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? 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that 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. delivery schedule, freight costs, return policies, warranties, etc.) 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. 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. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: 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, cost. Web2. (212) 854-4111[emailprotected], Donna Ulijn The project is being implemented as Copies of the list will be returned to the Project Manager and Purchasing. Visit theARC Vendor/Payee Request Web Form. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase 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. Overseeing supply chain management for Student Health Services. For other questions, please contact theFinance Service Center. This form provides a record of the selection process. We are open from 8 a.m. to 8 p.m., Monday through Friday only. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. P-Card Setup 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. Look up our team in the Finance Organizational Charts. This form provides a record of the selection process. Get Directions. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. 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. 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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. 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. VisitPurchase Using the Pay Card (Human Subjects)to learn more. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for If, in the instance of a single proposal received through a formal bid process, the formal bid process can be cancelled and a contract price is negotiated directly with the sole bidder, a cost breakdown must be obtained and a cost or price analysis performed. 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 typical work week is Monday thru Friday 8:00 am- 5:00 pm. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. To view the full job description, please click link Finance and 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. clearly specify the procedure for returning bids. (See Section. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the contract, submitting request for purchase order and assessing all associated change orders. 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 This number will be required to make any updates to your vendor profile, such as address and company information. Residents must keep all furnishings in their room, including bed frames and mattresses. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory The bidding policy requirements shall apply to all rebids. 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. 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. 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. 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. A performance bond on the part of the contractor for 100 percent of the contract price. Vendor Managementis a unit within Procurement Services, responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. 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. Procurement of consultants for construction related services will be governed by the universitys consultant policy. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. WebAll eligible April, May, and June 2023 degree candidates, and February 2023 and October 2022 graduates, from all schools and colleges affiliated with Columbia University, as well as family and friends, are encouraged to join in on the celebration. 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. 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. 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. 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. 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. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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). The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. 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. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. There should not be any variability in the product or service offering from suppliers in an RFQ. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. 47) Roof Restoration. 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