For non-catalog orders, please contact your LDP representative to receive a quote number. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. Product Recall Notification. Vendor Management receives approximately 200 requests each day to create or modify vendor/payee profiles. 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. 1.37 The Vendor Qualification Committee will set objectives for vendor selection. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. 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. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. For construction, operations, and maintenance projects (see full list in sidebar), email New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built The following provide various options to the supplier selection process: The use of a UwPA will satisfy the Universitys as well as the Federal competitive bid requirements for all purchasing thresholds. Need to follow up on payments and remittances from Columbia University? Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). 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). Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. 1.13 Vendor Qualification is intended to establish: the value of work a vendor is capable of performing for the University, insurability, performance with Columbia University and that the vendor agrees to the terms and conditions of Columbia Universitys contractual agreements and obligations. A Facilities Director must approve the vendor selection. Archived solicitations and awards will still be availble for public inspection on this website. Look up our team in the Finance Organizational Charts. Approval The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. Comparison of proposed prices with independent market research or independent Government cost estimates. 4.31 The bid interval is to be strictly enforced. 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 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. 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. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. GF-2023-R-0009 | 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 As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. 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. 1.52 Failure to disclose this information may result in suspension or disqualification of the vendor. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. 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. Executive Director of Accounts Payable 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. then the lowest priced responsive and responsible supplier must be awarded the contract. 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. Complete the vendor modification form. 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. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. BID LIST PREPARATION - see in next section. 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. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. 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. Look up our team in the Finance Organizational Charts. 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. Price quotations should be acquired from an adequate number of qualified sources. They will then provide a Request for Proposal or Quotation to select vendors for their response. 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. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. Vice President, Procurement Services 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. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. 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. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. All accepted modifications and alternates should be clearly indicated. 2.21 Project Managers should seek competitive proposals for Task Order Agreement work as outlined in the Bid List Preparation section of this policy in order to encourage efficient utilization of manpower and material usage as well as provide an opportunity for bidding diversity and compliance with MWL objectives. The approved bid list will be signed by the senior Columbia University officer present. If all factors are equal (i.e. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. 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. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. The names of the review group or AVP in attendance will be listed on the form. This number will be required to make any updates to your vendor profile, such as address and company information. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory 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. 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. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. VisitPurchase Using the Pay Card (Human Subjects)to learn more. An RFP should include both standard University requirements and requirements specific to the product/service being sought. 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. options for renewal upon satisfactory review with competitive bidding / negotiation. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. If the contract is awarded on the basis of a single submitted bid, i.e., without negotiation, a justification of the price as fair and reasonable must be documented. 10.10 A standard form letter shall be used for the award of all contracts. Updated 4/7/2021; 1:45pm - added new FAQ on the allowability of directly charging telecommunication and video conferencing services (such as Zoom and Skype) during the pandemic. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. 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. 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. 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. 3.14 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. 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. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. It will also show the total base bid and appropriate alternatives. The project is being implemented as This form provides a record of the selection process. WebOur M.A. 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. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. Capital Solicitations. The Purchasing Office is also responsible for soliciting and awarding all Task Order Contracts in consultation with the Construction Departments, Policies and Procedures for Vendor Qualification and Purchasing of Facilities Services for the purchase of Construction/Facilities Services. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. If all factors are equal (i.e. 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. The original bid amount, any rebids and leveling notes of each vendor must be clearly listed in sequence of their submission on the bid summary. (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. 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. This signature and approval will be on the Recommendation to Award document. Contact theFinance Service Centerfor more information. The specific requirements are dependent on the type of contract being sourced and are detailed below. 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. The links to the policies are provided below. substantial consideration given for qualitative factors during the selection of vendors. 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. Executive Director of Accounts Payable 4.51 in no case shall new bidders be to. Electrical evaluation to determine the appropriate size heater detailed below for comparison with stated objectives as needed meet. An annual basis for comparison with stated objectives documentation for the sourcing,,! 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