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. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. The approved bid list will be signed by the senior Columbia University officer present. 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. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 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 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. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built (i.e. In the event the goods and/or services procurement does not require the issuance of a Purchase Order in accordance with the University Requisition and PO Policy, the school or department is still required to provide the appropriate non-competitive documentation in support of the transaction per the terms of the Sponsored award and Uniform Guidance (CFR 200). Small Dollar Purchase (Micro-Purchase Threshold). Web2. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. 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 There should not be any variability in the product or service offering from suppliers in their proposal submission. This feedback will be utilized in the Qualification and Task Order Agreement selection process. 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. Bids submitted to Facilities are to be sent to a designated individual, Bid Coordinator, within the facilities organization who keeps them in a secure location until the bid deadline / opening. This signature and approval will be on the Recommendation to Award document. Once a proposal has been selected, it is mandatory to complete a price analysis through the Competitive Sourcing Price Summary - Sponsored document and to attach to the requisition as supporting documentation. This policy ensures that confidential information is safeguarded and prevents any potential conflict. Procurement of consultants for construction related services will be governed by the universitys consultant policy. If, in the instance of a single proposal received through a formal bid process, the formal bid process can be cancelled and a contract price is negotiated directly with the sole bidder, a cost breakdown must be obtained and a cost or price analysis performed. 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. Non-competitive Proposals - Single & Sole Source Justification. clearly specify the procedure for returning bids. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. 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. Purchasing Operations Competitive Task Order Proposals must be sent to the Bid Coordinator who will log them in prior to distribution to the appropriate Facilities manager after the due date and time. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments 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. 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. To become an ARC (Accounting and Reporting at Columbia) application user or to make a change your existing role (and corresponding accesses) in ARC, The project is being implemented as Confidentiality of Bids/Quotations/Proposals. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. Buying and paying for goods and services involvesidentifying appropriate suppliers and purchasing methods thatmeet the operating needs of Columbia schools, programs, and projects, as well as processingUniversity payments for expenses and awards. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. substantial consideration given for qualitative factors during the selection of vendors. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. 5.40 At the time of bid opening, the initial preparation of the bid summary shall be considered preliminary, until the bids can be verified or leveled. To view the full job description, please click link Finance and 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. 6.10 The Recommendation to Award work or a contract should be made by the responsible Project Manager and include a copy of the Bid Summary, and any supporting documents that might be required. 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. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. procurement, and financial management. The Senior Columbia University Officer present at the bid opening will sign/approve this document. Task Order Vendors will be selected on a continuing competitive basis justified by comparison of their hourly rates, unit prices, multipliers, insurability, financial strength, history of work and claims, safety record, quality, specialty and any other relevant attributes specific to their professional category and doing business with the University. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under Bids that are not responsive may be disqualified. 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. 3.12.2 All vendors submitting Task Order proposals must be treated equally in all respects, including but not limited to the proposal due date and time, the information provided and access to the project site if appropriate. View Details. then the lowest priced supplier must be awarded the contract. There is no annual fee associated with the card. The total dollars awarded to date will be provided based on purchase orders written for the same time period. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. 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. 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. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. 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. 1.24 Approved vendors will be available to perform work for dollar values that are based on their financial qualifications. A Facilities Director must approve the vendor selection. Overseeing supply chain management for Student Health Services. WebSavings for Employees of Columbia University. then the lowest priced responsive and responsible supplier must be awarded the contract. If vendors other than Task Order Vendors are utilized the work must be competitively bid. VisitPurchase Using the Pay Card (Human Subjects)to learn more. These vendors will be called Qualified Vendors. 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. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. Quantities and unit pricing will be audited post award utilizing the Vendors and the Facility Management Groups documentation which will be forwarded to Purchasing for issuance of a purchase order. 4.31 The bid interval is to be strictly enforced. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. 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. These rates will facilitate the preparation of proposals. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. (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. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. This form provides a record of the selection process. procurement, and financial management. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees 1.43 The termination recommendation will be submitted to or by Purchasing and presented to the Vendor Qualification Committee for review and action by the most expeditious process appropriate. Information relating to the project being bid and without limitation, includes technical, financial, operational, legal, commercial, proprietary and any and all other information or data disclosed to or by the bidder in the bidding documents and must not be disclosed and must be kept confidential. Are you interested in doing business with Columbia University? In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. (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. Acceptable forms of documentation include: When the value of the goods or services of a non-sponsored purchase is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. 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. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. at 2 C.F.R. 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. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. WebPurchasing (new purchases only) These instructions are only for new purchases. 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. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 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. We are also responsible for negotiating and signing most 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. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. WebColumbia University Irving Medical Center Hospitals and Health Care New York, New York 51,794 followers Leading the way in scientific research, health and medical education, and patient care. Maintain employee payee profiles for expense reimbursement. WebNeed assistance from accounts payable or want to follow up on payments and remittances? 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. 4.73 Bidding instructions should request that bidders respond by mail or fax if they are not going to participate prior to the bid due date. This program The rationale for the award decision must be well documented. WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. For non-catalog orders, please contact your LDP representative to receive a quote number. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. Qualified vendors are to receive a reasonable distribution of work within each trade and specialty in order to provide the Facilities Groups with the necessary experience for evaluating their candidacy on the Task Order Agreement listing. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. 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. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). 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