Product Recall Notification. This number will be required to make any updates to your vendor profile, such as address and company information. All decisions should be documented within the project file. 403 (11)awarded by recipients shall include a provision to the effect that the recipient, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers and records of the contractor which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts and transcriptions. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. Identification of qualified suppliers is a key component of the RFP process to ensure that there is competitiveness as well as a determination of the suppliers capacity to perform in accordance with their proposal submission. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory 3.81 Expedited and emergency projects will require the Director and AVP review and signed approval of the bid list or directed source as indicated above. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. A technical evaluation, if possible should be performed for each proposal. 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. The P-Card Office also manages the Universitys Corporate Card Program. 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. Moreover, OMB Circular A-110 .48 requires the University to include additional provisions in contracts when certaincircumstances are met. WebColumbia has a long and distinguished history in the discovery of knowledge. 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. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. Bids or price quotations that are deemed unresponsive (e.g. 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. 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. 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. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. This form provides a record of the selection process. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. Ron Moraski 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 supporting document for these purchases is completed during the Purchase Requisition process in ARC. 1.44 The subject firm will be notified in writing by Purchasing that their contract has been terminated, and their name will be removed from the Qualified and Task Order Agreement listings and the Accounts Payable and Purchasing vendor files will also be updated as required to reflect the change in standing. 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. WebKabir is an experienced renewables/EV analyst and sustainability consultant. clearly specify the procedure for returning bids. 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. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. GF-2023-R-0009 | options for renewal upon satisfactory review with competitive bidding / negotiation. 1.33 Facilities Groups will provide the vendor qualification requirements related to work and professional services to be performed as well as suggest vendors for qualification. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. 3.40 The Director may approve Qualified bidders for work up to $100,000 without the groups review but will submit the bid lists and information on the awards to the group for their information and consideration. To view the full job description, please click link Finance and 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. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. (212) 851-7271[emailprotected], 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. Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. Copies of the list will be returned to the Project Manager and Purchasing. There should not be any variability in the product or service offering from suppliers in their proposal submission. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. be specific in defining Bid period (interval). 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. P-Card Setup and Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. A copy of the Purchasing Checklist and Bid Summary Form Sponsoredis available through the link listed in Additional Resources below. 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. These rates will facilitate the preparation of proposals. Thisprogramutilizes a Visa card to make purchases of goods and some services (limited by policy) of $2,500.00 or less. delivery schedule, freight costs, return policies, warrantys, etc.) Start here to learn the basics. Small Dollar Purchase (Micro-Purchase Threshold). Scroll to explore Featured In Focus Previous Next 1 / 4 Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 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 final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. 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. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for 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 WebSavings for Employees of Columbia University. *Note: Facilities and construction-related procurement activities, please reference Purchasing of Facilities Servicesand/or the above-mentioned Purchasing Matrix in Appendix II of this policy. A Facilities Director must approve the vendor selection. We work to foster the continuation of those creative endeavors and to promote an environment that sustains the highest standards of scholarship, learning, and safety. This is based on the school's average score. 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 suppliers capabilities and if they are able to meet the requirements of the bid process. 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. 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. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. 9.10 The Project Manager will input the information into the appropriate University system (i.e. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. Generally Task Order Agreements will have; 1.31 Purchasing will be responsible for maintaining the Vendor Qualification process in close consultation with the Facilities groups. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. WebOur M.A. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. There is no annual fee associated with the card. Main: 843-792-4521. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. 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 admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. 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. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Due to space limitations, Housing cannot provide alternate storage for any furniture. 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. 1.17 Utilization of vendors prior to qualification will result in non-compliance with CU Purchasing Policy and each such instance will be reviewed by Purchasing and the Vendor Qualification Committee for appropriate action. Visit theARC Vendor/Payee Request Web Form. For construction, operations, and maintenance projects (see full list in sidebar), email 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 2.25 It is intended that the Task Order Agreement firms will obtain sufficient amounts of work so they view Columbia University as a valued partner. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. BID LIST PREPARATION - see in next section. 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. WebPosted 6:53:56 PM. 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. 2.17 A qualified firm should be given an opportunity to participate in each bid list prepared for work within the areas of appropriate trade and specialty as determined in the qualification process. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. 4.10.2 Rebids should follow the same procedures as the original bid. 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. There should not be any variability in the product or service offering from suppliers in an RFQ. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. 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 supplier. 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. Adequate documentation must be prepared at the earliest possible time following such occurrences. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. 3. WebProcurement Services. All information and correspondence should be documented in writing and maintained in the contract file. 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. 2.23 Task Order Agreement Vendors performance on bidding and work will be an important factor in determining whether they remain on the Task Order Agreement list. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. Contracts of $250,000 or more are required to employ a formal proposal process. 3.12.1 Proposals must be in writing but may be transmitted by fax or emailed in PDF format (only electronic formats that prohibit the recipient from being able to make changes are allowed). 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). 2.12 No payments should be made to any vendor until the qualification questionnaire is completed and approved and the vendor is established in the system. 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. 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. 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. 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. 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. 3.90 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. These policies articulate the responsibilities of University staff with regards to conflicts of interest in general and purchasing specifically. WebFacilities 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 The bidding policy requirements shall apply to all rebids. 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. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. delivery schedule, freight costs, return policies, warranties, etc.) The typical work week is Monday thru Friday 8:00 am- 5:00 pm. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. 6.20 A Recommendation of Award being prepared for the lowest qualified and responsive bidders should be signed/approved by an officer at the same management level as required by the bid list, based on the total anticipated dollar value of the award. The term bidder shall apply to vendors in both bid and rebid requests. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 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. Contact theFinance Service Centerfor more information. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. 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. Responsibilities. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 careerdesignlab@columbia.edu (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. They will then provide a Request for Proposal or Quotation to select vendors for their response. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. This feedback will be utilized in the Qualification and Task Order Agreement selection process. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. Comparison of proposed prices with independent market research or independent Government cost estimates. 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. Skire), and prepare a requisition as is required. Procurement analyst must ensure compliance with University and Facilities' policies. 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. 403 (11)shall contain contractual provisions or conditions that allow for administrative, contractual, or legal remedies in instances in which a contractor violates or breaches the contract terms, and provide for such remedial actions as may be appropriate. 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. To vendors in both bid and rebid requests vendors must be properly filed, maintained and secured that... 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