4.41 A reasonable amount of time shall be afforded to the prospective bidders. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. 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. 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. Purchasing Operations 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. The RFQ process entails requesting and obtaining written quotes from an adequate number of qualified sources that include a full description of the goods and/or services and any other specifications/requirements provided by the requester. When the value of the goods or services sponsored award purchased is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. A technical evaluation, if possible should be performed for each proposal. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. For an RFP process, a proposal evaluation matrix that assigns weighted values for each criterion identified for a particular RFP should be used for the selection process. Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidance and regulations. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. 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. 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. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. delivery schedule, freight costs, return policies, warranties, etc.) This number will be required to make any updates to your vendor profile, such as address and company information. 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. 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. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. 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. 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. Procurement of consultants for construction related services will be governed by the universitys consultant policy. 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 The P-Card Office also manages the Universitys Corporate Card Program. 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. Confidentiality of Bids/Quotations/Proposals. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. 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. In no case shall the Bid Interval be extended in a manner that would: 4.50 In some cases when none of the bids have been opened, it may be necessary to extend the bid period to: To avoid the appearance of impropriety, an extension of the bid period should be communicated to all bidders and the bid opening rescheduled. For the purchase of goods and/or services whose aggregate dollar threshold does not exceed the $10,000 competitive sourcing threshold, multiple quotes are not required but the customer should seek to ensure that the price obtained for the good or service is considered to be fair and reasonable. Among other things, the brief Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 1.37 The Vendor Qualification Committee will set objectives for vendor selection. WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees 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. 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. Responsibilities. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 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. 3.11.3 Competitive Task Order proposals may be used for any work performed within the Task Order limits, $20,000 per individual trade and $50,000 for general contractors. At a minimum, the bid price should be compared to in-house estimates or past prices paid for the same or substantially similar item(s). Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. Look up our team in the Finance Organizational Charts. 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). 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. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. If all factors are equal (i.e. GF-2023-B-0010 | Drawings | Specifications | Attachments. The cost/price analysis should be submitted with the Sole Source Justification Form. at 2 C.F.R. 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. 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. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. A University buyer making a purchase under a Federal government contract (as opposed to a grant or cooperative agreement) must comply with the Federal Acquisition Regulation (FAR). 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. 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. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. The links to the policies are provided below. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). 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. When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. Contracts of $250,000 or more are required to employ a formal proposal process. Prior approval must be obtained from the professor or 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. We work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial goals. 5.20 At the Bid Opening (also reference PA001-02 Facilities Policy): 5.30 In situations where an architectural, engineering or other consultant firm was engaged to administer the bid process, sections 5.10 and 5.20 a-c still apply, and in addition, the bid summary must be co-signed by a senior member of the consulting firm. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. This webpage lists substantial consideration given for qualitative factors during the selection of vendors. Non-competitive Proposals - Single & Sole Source Justification. 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. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. December 13, 2022 This is based on the school's average score. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. These provisions, which also must be applied to subcontracts, are listed below. Ron Moraski Accounts Payable (AP), within Procurement Services,is responsible for the processing of: The P-Card Office provides administrative support for the Universitys Procurement Card program. All bidders are to receive equal information and treatment. 3. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Product Recall Notification. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. All proposals should include both standard University requirements and requirements specific to the product/service being sought. The competitive proposal process brings structure to the procurement decision and requires that the proposal be publicized, clearly outline the proposal requirements and articulate the evaluation criteria including the weighted values for each criterion identified as being used in the selection process. To become an ARC (Accounting and Reporting at Columbia) application user or to make a change your existing role (and corresponding accesses) in ARC, 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. 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