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. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) 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. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. RFIs can request information relating to: Products or services that can be obtained from only one person for firm, Competition is precluded because of the existence of patents, copyrights, confidential processes, the proprietary information, or other such condition, When competitive bids are solicited and no responsive bid is received, Continuation of work within the same fiscal year and bidding or placing work with another vendor would disrupt business, Need for specially designed replacement parts or specialized technology, Due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison of previously proposed/purchased prices for the same or similar items. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. This form provides a record of the selection process. 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. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. The term bidder shall apply to vendors in both bid and rebid requests. The appropriate requirements must be adhered to in all instances. The requestor should consult the. VisitPurchase Using the Pay Card (Human Subjects)to learn more. Responsibilities will include drafting Requests for Proposal, Requests for Information, other procurement related documents, managing the RFP timeline, the distribution of proposals, ensuring compliance with University and CUFO policies, participating in vendor evaluation meetings, facilitating communications of 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. 1.17 Utilization of vendors prior to qualification will result in non-compliance with CU Purchasing Policy and each such instance will be reviewed by Purchasing and the Vendor Qualification Committee for appropriate action. The bid lists will be evaluated, modified and approved. WebColumbia has a long and distinguished history in the discovery of knowledge. 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. 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. Center on Global Energy Policy at Columbia University | SIPA Research to Power the Future of Energy The premier hub and policy lab for global energy thought leadership, led by the Center on Global Energy Policy at Columbia University School of International and Public Affairs. In order to upload documents to Procurement, or to check the status of a current order or options for renewal upon satisfactory review with competitive bidding / negotiation. The rationale for the award decision must be well documented. If a bid is extended, a Vice President level officer or designee must provide a written approval of any additions to the bid list. Purchasing The Purchasing Department WebPresident Bollinger announced that Columbia University along with many other academic institutions (sixteen, including all Ivy League universities) filed an amicus brief in the U.S. District Court for the Eastern District of New York challenging the Executive Order regarding immigrants from seven designated countries and refugees. We work to foster the continuation of those creative endeavors and to promote an environment that sustains the highest standards of scholarship, learning, and safety. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. Scroll to explore Featured In Focus Previous Next 1 / 4 Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. WebPurchasing (new purchases only) These instructions are only for new purchases. Learn more about how we work with vendors. Work awarded utilizing unit pricing will indicate the scope of work. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. 10.10 A standard form letter shall be used for the award of all contracts. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. 3.60 The bid lists shall be summarized in a form specified by Purchasing and Vendor Qualification Committee and reviewed on a regularly scheduled basis by the Facility group or the department AVP or equivalent senior officer. Explanation of the emergency and the reasons it could not be bid. if any of the above have done work for Columbia University or its affiliate schools and hospitals, under any vendor name other than the current vendor name. 2.20 Each Task Order Agreement Vendor will be provided ongoing opportunities to bid on work consistent with their financial limit, availability and as established by their qualification profile. Learn about Using the P-Card (Reconciling and Approving Transactions), Learn about P-Card Setup and Modification, Purchase Using the Pay Card (Human Subjects), Purchase Using the Travel and Expense Corporate Card, 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, Reduce the transaction cost of processing the purchase and the payment. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. 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. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. For more info, see the Follow Up on or Track a Payment page. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next procurement, and financial management. 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. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. 1.25 Task Order Agreement Contract Terms and Conditions will be specifically for work under $20,000 for individual trades and $50,000 for general contractors on a per project basis. Ron Moraski 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. Price quotations should be acquired from an adequate number of qualified sources. Process requests to update and modify vendor and payee profiles. Procurement of consultants for construction related services will be governed by the universitys consultant policy. 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). 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. 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. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 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. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory 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. 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. (Note: Section 1.1 and 1.16). 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. 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. Appendix A to OMB Circular A-110 contains mandatory procurement provisionsalso known as flow down clausesfor contracts, including small purchases that do not meet the simplified acquisition threshold, awarded by recipients of Federal grants and cooperative agreements. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 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. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. 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. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. Verbal bids are not accepted under any circumstances. Main: 843-792-4521. 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. Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. 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. Applications for admission to the M.A. 4.71 All competitively bid work requires sealed bids. OMB Circular A-110, at .40- .48, sets forth the specific procurement standards the University must follow when purchasing supplies and other expendable property, equipment, real property, and services with Federal funds. The first step in shopping for the goods or services your department needs is to identify or create a supplier/vendor using Columbia's purchasing tools and procedures. This is based on the school's average score. 1.33 Facilities Groups will provide the vendor qualification requirements related to work and professional services to be performed as well as suggest vendors for qualification. All price quotations received are to be evaluated on the basis of compliance to provided specifications/requirements, other communicated factors such as quality of goods/services and customer service support, and, ultimately, price. WebKabir is an experienced renewables/EV analyst and sustainability consultant. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. 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. Rebids are not required to re-issue information that has not changed but should state that original information is valid where appropriate. Look up our team in the Finance Organizational Charts. 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. Overseeing supply chain management for Student Health Services. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 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. 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. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. There should not be any variability in the product or service offering from suppliers in an RFQ. then the lowest priced responsive and responsible supplier must be awarded the contract. 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. Procurement Procedures: Orders should be placed through the punchout. Approval Where bonds are required in the situations described herein, the bonds shall be obtained from companies holding certificates of authority as acceptable sureties pursuant to 31 CFR part 223, "Surety Companies Doing Business with the United States.". To order Staples office supplies, McKesson medical/surgical supplies, or Fisher Scientific research supplies, please use the following links: Are you new to buying and paying at Columbia University? 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. 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. A Facilities Director must approve the vendor selection. 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. 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. Identification of qualified suppliers is a key component of the RFP process to ensure that there is competitiveness as well as a determination of the supplier's capacity to perform in accordance with their proposal submission. Columbia University in the City of New York does require GPA. These vendors will be called Qualified Vendors. Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. pricings found in published journals, advertisements, internet sites and auctions, multiple solutions are available that will fit the need, multiple suppliers can provide the same solution, there is a requirement to determine the best value of the suppliers available solutions, products/services for the project cannot be clearly specified, different skills, expertise and technical capabilities are required from the suppliers, lowest price is not the determining criterion for awarding the contract, final pricing is negotiated with the supplier. Start here to learn the basics. Web14. (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. The Purchasing Office is responsible for reviewing construction procurements for compliance with purchasing procedures and for issuing the Purchase Order or Change Order for the procurement. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. 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. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. Manage or Change a Purchase Order. The links to the policies are provided below. 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. then the lowest priced supplier must be awarded the contract. LDEO Purchasing Staff determines best source of supply using University -wide Purchasing Agreement, (UwPA), competitive bidding process or sole -source procurement in accordance with Columbia University Purchasing P olicy as described below: Policy for Competitive Bids o $1-$2,500: Minimum of one oral or written bid, quote, or proposal 4.10.1 The bid forms shall be used to describe the project and request for bids. Requests for exemptions should occur in select circumstances, such as: 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. 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. For construction, operations, and maintenance projects (see full list in sidebar), email Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. 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. View Details. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. (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. 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). These provisions, which also must be applied to subcontracts, are listed below. Information from the proposals is not to be shared with competing vendors and shall remain confidential. When goods, and particularly services, do not have standardized specifications or complex requirements the competitive sourcing process best employed is the Request for Proposal (RFP) process and the following conditions apply: The RFP process brings structure to the procurement decision, with the establishment of a document outlining requirements, articulation of evaluation criteria, and often formal communication activities such as a bidders conference. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. BID LIST PREPARATION - see in next section. View Buying Details for Laptops and Desktop Computers, Inquire about Becoming a Columbia Supplier, 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, Prize, award, royalty, select fellowship, and various other payments, Credit balance refunds for various accounts, Expense reimbursements for University employees. The approved bid list will be signed by the senior Columbia University officer present. 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. Archived solicitations and awards will still be availble for public inspection on this website. 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. WebVendors Members of the Columbia University Facilities and Operations team work with a wide variety of vendors covering construction, maintenance and other industries, ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. 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. 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. 1.52 Failure to disclose this information may result in suspension or disqualification of the vendor. 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. Purchasing. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidelines and regulations. 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. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. (i.e. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. Are you interested in doing business with Columbia University? (212) 854-4111[emailprotected], Donna Ulijn 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. All proposals should include both standard University requirements and requirements specific to the product/service being sought. 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. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. E&I, VHA Novation, etc.). Use the following resources to help you do business with Columbiasmoothly and efficiently. 9.10 The Project Manager will input the information into the appropriate University system (i.e. All information and correspondence should be documented in writing and maintained in the contract file. All decisions should be documented within the project file. WebSavings for Employees of Columbia University. Vendors will be added and deleted from the list in an ongoing process that provides them an opportunity to work for Columbia University in a preferred but non-exclusive basis. Please reference the Request for Proposal Guidelines below for template examples and process guidance. Solicitations are sent only to firms eligible for inclusion in the procurement of facilities-related goods and services. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 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