A payment bond on the part of the contractor for 100 percent of the contract price. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. 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. This form provides a record of the selection process. 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. 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. To view the full job description, please click link Finance and This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. The University has approved a limited set of criteria for sole/single-source procurement, and the justification must meet at least one of those criteria. 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. 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. 1.38 Vendor Qualification Committee meetings for vendor qualification will occur on a quarterly basis or as needed to meet the Facilities Groups requirements. BID LIST PREPARATION - see in next section. 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. 3.40 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. Maintain employee payee profiles for expense reimbursement. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). 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. Skire), and prepare a requisition as is required. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, 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. Information from the proposals is not to be shared with competing vendors and shall remain confidential. Among other things, the brief For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work or a requirements document has been drafted and submit a Bid Prep Form. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. These rates will facilitate the preparation of proposals. 47) Roof Restoration. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. 3.10 For all contracts a list of prospective bidders shall be prepared in advance of a transmittal of an Invitation to Bid, in accordance with the following schedule of minimum requirements: 3.11.1 Work less than or equal to $5,000.00 can be awarded to Task Order Agreement Vendors without a written proposal or bidding. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. (i.e. The "bid guarantee" shall consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder shall, upon acceptance of his bid, execute such contractual documents as may be required within the time specified. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. 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. 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. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. Purchasing The Purchasing Department The universitys contracting and procurement is organized into four primary components: Administer Contract (Joint Agency (COTR)/OSSP responsibility) For a more complete view of the OCP Process, please click here to open OCPs process flow charts. Are you doing work on campus? WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for There is no annual fee associated with the card. Ron Moraski Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the Vendor Managementis a unit within Procurement Services, responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. WebPurchasing (new purchases only) These instructions are only for new purchases. 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. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. Use the following resources to help you do business with Columbiasmoothly and efficiently. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. Approval Specifically, OCP supports the university by: Addressing all contracting and procurement needs. 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. 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. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. Price quotations should be acquired from an adequate number of qualified sources. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. 4K followers Columbia University - School of International and Public Affairs Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. If all factors are equal (i.e. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. 1.34 Purchasing will interface with the vendors, risk management and General Council to establish and maintain the qualification requirements and to meet the ongoing needs of the Facilities groups. Failure to comply may result in removal from the pre-qualified list. 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. Manage or Change a Purchase Order. 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. Procurement Services Look up our team in the Finance Organizational Charts. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. The term bidder shall apply to vendors in both bid and rebid requests. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. 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 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. delivery schedule, freight costs, return policies, warrantys, etc.) If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. 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. How to set up a compliant AWS account: Web2. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. *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. GSA, NYS Contracts, etc. The completed form must be signed and submitted to Purchasing along with any other required documentation without the completion of the Sole/Single Source Justification, the Purchasing Department will not process the requisition. Overseeing supply chain management for Student Health Services. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. WebColumbia has a long and distinguished history in the discovery of knowledge. There should not be any variability in the product or service offering from suppliers in an RFQ. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. Task Order Vendors will exist in an environment of dynamic competition. The vendor is currently qualified and not suspended or terminated. 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. (212) 854-4111[emailprotected], Donna Ulijn When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. The appropriate requirements must be adhered to in all instances. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. 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. 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). The specific requirements are dependent on the type of contract being sourced and are detailed below. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. Process requests to update and modify vendor and payee profiles. Use the following resources to help you do business with Columbiasmoothly and.... Including recipients of: Prizes & Awards, Refunds, Honoraria & Grant sub-awards regularly.! Be reported to the vendor Qualification will occur on a quarterly basis or as to... Bid on and obtain work based on the selection and retention of vendors to Purchasing at regularly scheduledmeetings requirements! Works system for transaction sign-off and approval the rebid list should be to. 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