Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. 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. Procurement Services If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 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. Small Dollar Purchase (Micro Purchase Threshold): Goods and Service Purchases under $10,000 require one quote/proposal, Request for Quotation (RFQ) (Simplified Acquisition Threshold): Goods and Services Purchases between $10,000 and $249,999 require multiple written quotes obtained from an adequate number of qualified sources, Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold)*: Goods and Services Purchases of $250,000 or more require multiple written formalized public bids through either a sealed bid or competitive proposal process depending on the goods or services being procured (see below for further details) solicited from an adequate number of qualified sources, pricings found in published journals, advertisements, internet sites, and auctions, 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. substantial consideration given for qualitative factors during the selection of vendors. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. 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. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). 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. This feedback will be utilized in the Qualification and Task Order Agreement selection process. P-Card Setup and GF-2023-R-0009 | Price quotations should be acquired from an adequate number of qualified sources. 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. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. The term bidder shall apply to vendors in both bid and rebid requests. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. (See Section. Once a proposal has been selected, the Purchasing Checklist and Bid Summary Form Sponsored, which provides for the price analysis, must be completed and submitted with the requisition as supporting documentation. Use the following resources to help you do business with Columbiasmoothly and efficiently. 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. How to set up a compliant AWS account: WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for In addition, upholding confidentiality of bids/quotations/proposals ensures that no vendor is given an unfair advantage in submitting bids; and no vendor is negatively impacted by disclosure of information. 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 All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. 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. 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). 6.20 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. 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. 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. Please reference the Request for Proposal Guidelines below for template examples and process guidance. 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. 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 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. 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. Purchasing will, upon receipt of the requested information, provide approval of the requisition and subsequently issue the purchase order and notify the Project Manager so the award letter can be issued. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. 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. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. Part 200 (Uniform Guidance), as well as any additional regulations or procedural formalities required by the contracting agency, as specified in the Notice of Award. 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. be specific in defining Bid period (interval). 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. DSAs These are Departmental Select Agreements and are for goods and/or services that are competitively bid and negotiated on behalf of an individual or group of department(s) or school(s) with the intention of awarding a term contract. 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. The rationale for the award decision must be well documented. Look up our team in the Finance Organizational Charts. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. (212) 854-4111[emailprotected], Donna Ulijn A Facilities Director must approve the vendor selection. 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. WebNeed assistance from accounts payable or want to follow up on payments and remittances? It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. 2.14 The qualification profile as well as ongoing evaluations should be considered for the vendors suitability prior to each request for proposal being sent. 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. WebThis policy responds to all applicable Federal procurement laws and regulations, including but not limited to Uniform Guidance CFR 200.320 - 200.326 and the Federal Acquisition All contracts require that a cost or price analysis be performed in conjunction with the bid review process. 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. To become an ARC (Accounting and Reporting at Columbia) application user or to make a change your existing role (and corresponding accesses) in ARC, 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. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. 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. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. 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. Contact theFinance Service Centerfor more information. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. 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. Verbal bids are not accepted under any circumstances. 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. 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. WebPurchasing (new purchases only) These instructions are only for new purchases. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. *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. 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. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built To view the full job description, please click link Finance and Archived solicitations and awards will still be availble for public inspection on this website. 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. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. 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. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. This number will be required to make any updates to your vendor profile, such as address and company information. at 2 C.F.R. 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. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. Prospective vendors should make an initial inquiry with the University. 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. 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. Bids that are not responsive may be disqualified. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. If all factors are equal (i.e. 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. Overseeing supply chain management for Student Health Services. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. The appropriate requirements must be adhered to in all instances. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that 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. WebHR, Payroll, & Finance Systems (PeopleSoft) USC Authentication System If you have already signed up for multifactor authentication under myaccount.sc.edu, use one of the following to login: Network Username - This is primary method enrolled students, faculty, staff, and affiliates use to connect to university systems. Scroll to explore Featured In Focus Previous Next 1 / 4 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 The supporting document for these purchases is completed during the Purchase Requisition process in ARC. 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.) WebProcurement Services. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. Technical Specifications / Special Conditions (if appropriate), Insurance Requirements (If different from Task Order Agreement), Contract (If different from Task Order Agreement), Contract Agreement Form (If different from Task Order Agreement), have procedures for substitutions clearly stated. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. Explanation of the emergency and the reasons it could not be bid. Responsibilities. 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. Notification should be sent within one week of the award decision and receipt of the purchase order. (i.e. 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. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). 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. 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. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. 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. 10.10 A standard form letter shall be used for the award of all contracts. All decisions should be documented within the project file. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. 3.20 All work awarded without a written proposal will be subject to post award audit for reasonableness by the facilities department upon receipt of an invoice. They will then provide a Request for Proposal or Quotation to select vendors for their response. 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. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. University Review 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. options for renewal upon satisfactory review with competitive bidding / negotiation. The Qualified Vendor list will provide an opportunity to work with new vendors, obtain experience with vendors for consideration as a Task Order Agreement Vendor and as a source of bidders for all other work. 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. 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. 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 4.61 In some situations it may be necessary to provide additional information to all prospective bidders during the bid interval prior to the opening of bids. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. WebPosted 6:53:56 PM. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. There should not be any variability in the product or service offering from suppliers in an RFQ. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. 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. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. 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 A Facilities Director must approve the vendor selection. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). 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. For those contracts or subcontracts exceeding $100,000, the Federal awarding agency may accept the bonding policy and requirements of the recipient, provided the Federal awarding agency has made a determination that the Federal Government's interest is adequately protected. 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. GSA, NYS Contracts, etc. To view the full job description, please click link Finance and 11.10 Facilities Project Managers responsible for work will complete a Vendor Report card on a quarterly basis for all vendors utilized and submit it to Purchasing. To maintain strong business practices, ensure compliance with various regulations, promote the best possible value, service and pricing in the sourcing of goods and services at the University, competitive sourcing should be used whenever possible. The vendor is currently qualified and not suspended or terminated. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract.