Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. RFIs can request information relating to: the item is only available from a single source, the public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation, the awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity (Columbia), after solicitation of a number of sources, competition is determined inadequate, due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. 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. (See Section. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. (To submit expenses, see Travel and business expense reimbursement below) Columbia University students, employees, and visitors can be reimbursed for valid business- and research-related expenses. 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 WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. program emphasizes a technical and rigorous approach to the study of economic theory. 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. 2.50 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. 2.43.2 All vendors will be encouraged to utilize Columbia University qualified vendors as sub-contractors for work performed for the University regardless of value and to provide opportunities to Minority Women Local firms to participate in bidding for sub-contracted work. This program Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. 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. (Note: Section 1.1 and 1.16). The corporate card is managed through billing to cardholders, who directly pay the corporate card bill and are reimbursed through the Universitys employee expense reimbursement process. WebProcurement Services. There is no annual fee associated with the card. (include previous Purchase Order number used). 2.27 Project Managers and Directors are to develop the bidders list for each project based on these policy goals in a manner that is consistent with their understanding of the projects sensitivities and complexities and for which projects it would be appropriate to introduce new firms. OMB Circular A-110, at .40- .48, sets forth the specific procurement standards the University must follow when purchasing supplies and other expendable property, equipment, real property, and services with Federal funds. clearly specify the procedure for returning bids. 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. 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). Purchasing Operations 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. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. Use the following resources to help you do business with Columbiasmoothly and efficiently. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. Visit Procurement for instructions. As competitive sourcing provides a basis for determining price reasonableness, when competitive sourcing does not occur, it is necessary for a sole/single source process to also include documentation for price reasonableness. 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. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. 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. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). If all factors are equal (i.e. WebColumbia University in the City of New Yorks average GPA is 3.91. 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. 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. 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. Are you aColumbia Universitysupplier or interested in becoming one? 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. 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. 3.60 The bid lists shall be summarized in a form specified by Purchasing and Vendor Qualification Committee and reviewed on a regularly scheduled basis by the Facility group or the department AVP or equivalent senior officer. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. WebICAP at Columbia University, a global health leader situated within the Columbia University Mailman School of Public Health in New York City, seeks the services of a Finance and Administration Director in Zimbabwe. 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. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. 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. Contracts of $250,000 or more are required to employ a formal proposal process. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. 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 following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). WebMajor Elements of the OCP Process. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. For non-catalog orders, please contact your LDP representative to receive a quote number. The University has approved a limited set of criteria for sole/single-source procurement, and the justification must meet at least one of those criteria. 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. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. Main: 843-792-4521. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 The cost/price analysis should be submitted with the Sole Source Justification Form. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. To view the full job description, please click link Finance and Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. 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. procurement, and financial management. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. delivery schedule, freight costs, return policies, warrantys, etc.) A technical evaluation, if possible should be performed for each proposal. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. The rationale for the award decision must be well documented. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. For more info, see the Follow Up on or Track a Payment page. 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. 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. 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. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. A Facilities Director must approve the vendor selection. Procurement Procedures: Orders should be placed through the punchout. They will then provide a Request for Proposal or Quotation to select vendors for their response. Small Dollar Purchase (Micro-Purchase Threshold). 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. 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. 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. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. 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. Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. WebUser account creation, deletion and management of privileges for ARC, the University's financial system. WebAs of April 2017, Columbia University has signed a Business Associate Agreement (BAA) with Amazon Web Service (AWS), permitting Columbia users that are appropriately enrolled to host Personal Health Information (PHI) in AWS, while maintaining HIPAA compliance. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. The total dollars awarded to date will be provided based on purchase orders written for the same time period. Verbal bids are not accepted under any circumstances. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Noncompetitive proposals may only be utilized in the following situations: 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. 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. This average GPA means Columbia University in the City of New York is brutally selective - the most competitive applicants in the world are already applying to the school, in hopes of taking up residence in New York, and, PURCHASING POLICIES AND PROCEDURES FOR CONSTRUCTION/FACILITIES SERVICES, 1.00 QUALIFIED VENDORS 2, 1.20 TASK OREDER AGREEMENT VENDORS 3, 1.30 QUALIFICATION PROCESS 3, 1.40 TERMINATION OF VENDORS 4, 1.50 DISCLOSURE 5, 2.00 VENDOR SELECTION 6, 2.40 MWL OBJECTIVES 8, 2.60 CONTRACT REQUIREMENTS 9, 3.00 BID LIST PREPARATION 10, 4.00 BID PROCESS 13, 5.00 BID SUMMARY 15, 6.00 RECOMMENDATION TO AWARD 17, 7.00 LETTER TO LOSING BIDDERS 17, 8.00 AWARDING WORK PROCEDURES 18, 9.00 REQUISITION FOR PURCHASE ORDER 18, 10.00 CONTRACT AWARD LETTER 18, 11.00 VENDOR EVALUATION 18, 12.00 FEDERAL REQUIREMENTS 19, (see related Facilities policy PA 001-01). Facilities 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 Division, develop technical specifications; prepare and assemble all bid and contract documents; conduct contract negotiations, qualification and evaluation meetings; manages bid/proposal solicitations, receipts, and openings; and manage post award contract administration including negotiation of amendments and supplemental agreements. 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. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. 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). 2.15 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. In order to upload documents to Procurement, or to check the status of a current order or Upon receipt of each request, the VM team conducts a review and validation procedures and, as necessary, follows up with vendors/payees and requesting departments. 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. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, 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. Need to follow up on payments and remittances from Columbia 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 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. (Closed solicitations and contract awards can be found here.) WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). The appropriate requirements must be adhered to in all instances. ), Completed through an accepted cooperative agreement. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. Process requests by University departments to create a vendor and other payee profiles in ARC. The RFQ process entails requesting and obtaining written quotes from potential suppliers that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. substantial consideration given for qualitative factors during the selection of vendors. 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. (i.e. 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. 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. 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. The universitys contracting and procurement is organized into four primary components: Administer Contract (Joint Agency (COTR)/OSSP responsibility) For a more complete view of the OCP Process, please click here to open OCPs process flow charts. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. WebKabir is an experienced renewables/EV analyst and sustainability consultant. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. 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. For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work or a requirements document has been drafted and submit a Bid Prep Form. P-Card Setup and VisitPurchase Using the Pay Card (Human Subjects)to learn more. 1.35 Purchasing will present the Vendor Qualification Committee with the names of candidates for qualification for comment and review prior to vendor placement on the list for use. 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. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. 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. WebThe online public postings for all university solicitations and awards related to supplies, services, information technology and construction procurement activity prior to March 15, 2021 are located on the Legacy Solicitations and Awards page. Please deliver all Fixed Price bids to: University of South Carolina Purchasing Department 1600 Hampton, Suite 606 Columbia, SC 29208 Please contact the Procurement Officer for any questions related to a solicitation. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. 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. Prior Approvals, Allowability of Costs, and Effort on Sponsored Projects. The names of the review group or AVP in attendance will be listed on the form. There should not be any variability in the product or service offering from suppliers in their proposal submission. Department Administrators and other department staff. 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. WebProcurement Documentation Welcome to the Procurement Documentation application. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. 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. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments Comparison of proposed prices with independent market research or independent Government cost estimates. Confidentiality of Bids/Quotations/Proposals. 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. 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. Procurement of consultants for construction related services will be governed by the universitys consultant policy. 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. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. 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. Contact theFinance Service Centerfor more information. 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. 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