ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. A copy will be sent to Purchasing. 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). They will then provide a Request for Proposal or Quotation to select vendors for their response. Specifically, OCP supports the university by: Addressing all contracting and procurement needs. Process requests to update and modify vendor and payee profiles. 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. 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. 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. 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. 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. All bidders are to receive equal information and treatment. The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. (212) 854-1540[emailprotected], Hugh A. Horowitz 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 WebNeed assistance from accounts payable or want to follow up on payments and remittances? It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. RFIs can request information relating to: the item is only available from a single source, the public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation, the awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity (Columbia), after solicitation of a number of sources, competition is determined inadequate, due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. 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. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 Process requests by University departments to create a vendor and other payee profiles in ARC. 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 procurement, and financial management. 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. Upon receipt of each request, the VM team conducts a review and validation procedures and, as necessary, follows up with vendors/payees and requesting departments. All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. at 2 C.F.R. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. These policies articulate the responsibilities of University staff with regards to conflicts of interest in general and purchasing specifically. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). Average SAT: 1505 The average SAT score composite at Columbia University is a 1505 on the 1600 SAT scale. Web14. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. 4.71 All competitively bid work requires sealed bids. A Facilities Director must approve the vendor selection. In order to upload documents to Procurement, or to check the status of a current order or Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees Executive Director of Accounts Payable Analysis of pricing information provided by the vendor. 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. 9.10 The Project Manager will input the information into the appropriate University system (i.e. 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. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. The rationale for the award decision must be well documented. 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. (i.e. 2.25.1. 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. 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. 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. 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. 19% of Columbias incoming undergraduates receive the Pell Grant, a Federal Grant reserved for the students with the highest need in the country. 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. 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. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. If a Task Order vendor is not used, the work must be bid. 2.13 Firms should be evaluated based on their ability to satisfactorily perform the work as evidenced by information gathered during the pre-qualification process, qualification profile and matched with the appropriate type of work to be contracted. This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. 2.50 Project Managers preparing the bid list are expected to diversify the firms utilized with the assistance of purchasing activity reports by vendor provided by Purchasing. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. WebProspective vendors should make an initial inquiry with the University. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. WebProcurement Documentation Welcome to the Procurement Documentation application. We are also responsible for negotiating and signing most WebDirector, Columbia Center on Sustainable Investment New York, New York, United States. BID LIST PREPARATION - see in next section. 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. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 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. This program 4.41 A reasonable amount of time shall be afforded to the prospective bidders. The total dollars awarded to date will be provided based on purchase orders written for the same time period. 11.30 Purchasing will compile the bid results provided by Facilities Groups and provide activity reports to the Vendor Qualification Committee on a quarterly basis for the review of vendor utilization. 2.42 Minority Women Local targets will be established based on the demographics of the firms and the work to be bid. Responsibilities. (include previous Purchase Order number used). In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. 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. OMB Circular A-110 contains the uniform administrative requirements for institutions of higher education, hospitals, and other non-profit organizations with Federally-funded grants or cooperative agreements. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the contract, submitting request for purchase order and assessing all associated change orders. Copies of the list will be returned to the Project Manager and Purchasing. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. E&I, VHA Novation, etc.). 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. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. The requestor should consult the. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. This average GPA means Columbia University in the City of New York is brutally selective - the most competitive applicants in the world are already applying to the school, in hopes of taking up residence in New York, and, Main: 843-792-4521. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. The vendor is currently qualified and not suspended or terminated. 2.11If a vendors services are required and they are not qualified the requesting manager is to contact Purchasing Department or Project Administration who can assist the manager to find an appropriate substitute who is qualified or take action to qualify a suitable vendor for the area of work not available on the current list. This webpage lists An RFP should include both standard University requirements and requirements specific to the product/service being sought. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. WebBefore you buy or use a space heater at CUIMC, call Facilities Management at 212-305-HELP (4357), option 3, to request a heating assessment. Prior Approvals, Allowability of Costs, and Effort on Sponsored Projects. 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. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. 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. 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. Explanation of the emergency and the reasons it could not be bid. 4.60 Transmittal of Supplemental Information. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. 3.12.1 Proposals must be in writing but may be transmitted by fax or emailed in PDF format (only electronic formats that prohibit the recipient from being able to make changes are allowed). All decisions should be documented within the project file. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). 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. 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. 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. , VHA Novation, etc. ) by the Purchasing Department on a periodic basis with the and. Bidders are to receive equal information and treatment are also responsible for negotiating signing! Columbia.Edu or call 212-854-6679 ( for Morningside, Manhattanville and Baker Athletics only... 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