Primary Guidance to Which this Policy Responds, This policy responds to all applicable government procurement regulations as contained in the Federal Acquisition Register (FAR); Office of Management and Budgets uniform administrative requirements as codified under the Code of Federal Regulations (C.F.R.) 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. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase The specific thresholds related to these competitive sourcing efforts are as follows: *Note: For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work and Bid Prep form has been drafted. 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. 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. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. 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. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. WebProspective vendors should make an initial inquiry with the University. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. WebUser account creation, deletion and management of privileges for ARC, the University's financial system. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. 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, the capacity to perform, and quality of service. Manage or Change a Purchase Order. Look up our team in the Finance Organizational Charts. The requestor should consult the. 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. 1.23 Task Order Agreement Vendors will be pre-qualified and will execute contracts with Columbia University for a stated term and stated rate structure. 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. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. E&I, VHA Novation, etc.). For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. 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. 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. 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). (i.e. 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. A performance bond on the part of the contractor for 100 percent of the contract price. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. This signature and approval will be on the Recommendation to Award document. This form provides a record of the selection process. Copies of the list will be returned to the Project Manager and Purchasing. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. Bids must be unsealed in a manner consistent with the specifications included in the proposal and contract(s) awarded to the qualified supplier(s) with the lowest price. Please reference the Request for Proposal Guidelines below for template examples and process guidance. 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. 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. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the Information from the proposals is not to be shared with competing vendors and shall remain confidential. 1.10 All Facilities maintenance and construction related Vendors selected to perform work for the University will be required to be qualified by the Purchasing Department prior to any commencement of work. Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. 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, An RFP should include both standard University requirements and requirements specific to the product/service being sought. WebUniversity Procurement. 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. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. 1.25 Task Order Agreement Contract Terms and Conditions will be specifically for work under $20,000 for individual trades and $50,000 for general contractors on a per project basis. WebProcurement Services. Small Dollar Purchase (Micro-Purchase Threshold). 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. In order to upload documents to Procurement, or to check the status of a current order or program emphasizes a technical and rigorous approach to the study of economic theory. Where bonds are required in the situations described herein, the bonds shall be obtained from companies holding certificates of authority as acceptable sureties pursuant to 31 CFR part 223, "Surety Companies Doing Business with the United States.". Failure to comply may result in removal from the pre-qualified list. 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. 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. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. 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. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Learn about Using the P-Card (Reconciling and Approving Transactions), Learn about P-Card Setup and Modification, Purchase Using the Pay Card (Human Subjects), Purchase Using the Travel and Expense Corporate Card, 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, Reduce the transaction cost of processing the purchase and the payment. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. 1.52 Failure to disclose this information may result in suspension or disqualification of the vendor. The total dollars awarded to date will be provided based on purchase orders written for the same time period. 2.25.1. 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 vendors financial information will be established in the qualification information. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. program are considered for the Fall term only. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. (See Section. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. 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 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. Task Order Vendors will exist in an environment of dynamic competition. 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 We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. For construction, operations, and maintenance projects (see full list in sidebar), email ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Vice President, Procurement Services WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). 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. 2.51 Project Directors are responsible for ensuring that the bid list is consistent with the intent of the policy to encourage use of a diverse vendor base that is subject to competition from qualified new vendors. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been.... Matrix in Appendix 1 version of this document as of the highest quality and value as as. For vendor qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet Facilities. 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