For construction, operations, and maintenance projects (see full list in sidebar), email WebKabir is an experienced renewables/EV analyst and sustainability consultant. Procurement of consultants for construction related services will be governed by the universitys consultant policy. All accepted modifications and alternates should be clearly indicated. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for 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. 4.62 In no case shall one or more bidders be provided with information that will give them a competitive advantage over the other bidders. 1.36 There will be a periodic review as determined by the Vendor Qualification Committee to assess projected demand for qualified vendors defined by trade and specialty where the need for additional vendors will be reviewed. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. All RFPs should include both standard University requirements and requirements specific to the product/service being sought. 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. 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. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. delivery schedule, freight costs, return policies, warranties, etc.) 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. Suppliers Previously Contracted there are suppliers that have been used by other schools and departments of the University and may provide the products and/or services you are seeking. December 13, 2022 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. 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 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. 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. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. While engaged in the bidding process at Columbia University, it is imperative that all information given to those bidding, as well as the information received from those bidders is safeguarded so that it remains confidential. The names of the review group or AVP in attendance will be listed on the form. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. Purchasing Requisition and Purchase Order Policy, Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA), Competitive Sourcing Price Summary - Non Sponsored, Competitive Sourcing Price Summary - Sponsored, Purchasing Checklist and Bid Summary Form , Purchasing Checklist and Bid Summary Form Sponsored, Goods and Services Purchases up to $9,999 require one quote/proposal, Goods and Services Purchases between $10,000 - $249,999 require a minimum of 2 written quotes/proposals, Goods and Services Purchases above $250,000 require a minimum of 3 written quotes/proposals, Purchases for Service Providers up to $24,999 require one quote/proposal, Purchases for Service Providers between $25,000 - $249,999 require a minimum of 2 written quotes/proposals, Purchases for Service Providers above $250,000 require a minimum of 3 written quotes/proposals, UwPAs Central Purchasing has competitively bid and negotiated an agreement on behalf of the University that provides the best overall value for commonly used suppliers. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. Analysis of pricing information provided by the vendor. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. The specific requirements are dependent on the type of contract being sourced and are detailed below. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 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). WebThe online public postings for all university solicitations and awards related to supplies, services, information technology and construction procurement activity prior to March 15, 2021 are located on the Legacy Solicitations and Awards page. Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. delivery schedule, freight costs, return policies, warrantys, etc.) Competitive procurement requirements are dependent on the size of the purchase as well as the source of funds used to make the purchase. Among other things, the brief This program WebOur M.A. The Senior Columbia University Officer present at the bid opening will sign/approve this document. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. Procurement Procedures: Orders should be placed through the punchout. 4.60 Transmittal of Supplemental Information. 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. Prospective vendors should make an initial inquiry with the University. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. 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. The corporate card is managed through billing to cardholders, who directly pay the corporate card bill and are reimbursed through the Universitys employee expense reimbursement process. (i.e. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. WebProcurement Documentation Welcome to the Procurement Documentation application. 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. Once approved and issueda vendorID, a vendor can now transact business withColumbia University. (Note: Section 1.1 and 1.16). Look up our team in the Finance Organizational Charts. 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. To view the full job description, please click link Finance and Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. 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. Product Recall Notification. 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? Safeguarding information includes that confidentiality is upheld during conversations between peers, colleagues, consultants, temporary associates and general conversations both in and out of the workplace. 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. 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. Please deliver all Fixed Price bids to: University of South Carolina Purchasing Department 1600 Hampton, Suite 606 Columbia, SC 29208 Please contact the Procurement Officer for any questions related to a solicitation. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. 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. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. Need to follow up on payments and remittances from Columbia University? 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. In addition, upholding confidentiality of bids/quotations/proposals ensures that no vendor is given an unfair advantage in submitting bids; and no vendor is negatively impacted by disclosure of information. Department Administrators and other department staff. All contracts require that a cost or price analysis be performed in conjunction with the bid review process. As competitive sourcing provides a basis for determining price reasonableness, when competitive sourcing does not occur, it is necessary for a sole/single-source process to also include documentation for price reasonableness. Complete the vendor modification form. Notification should be sent within one week of the award decision and receipt of the purchase order. The dollar volume of work should be matched with the capability of the vendor, Number of opportunities the vendor has had throughout the CU portfolio, Number of active projects the vendor currently is engaged in, Experience with projects of a similar nature, Landlord stipulates the vendor in lease terms. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that 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). 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. If all factors are equal (i.e. 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 signature and approval will be on the Recommendation to Award document. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. A payment bond on the part of the contractor for 100 percent of the contract price. Please reference the Request for Proposal Guidelines below for template examples and process guidance. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. A copy will be sent to Purchasing. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. 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. Work are to disclose any relationship to vendors as stated above include standard... Things, the brief this program WebOur M.A to vendors as stated above upgrades must. Are dependent on the type of contract being sourced and are detailed.... Recipients of: Prizes & Awards, Refunds, Honoraria & grant.... Performed in conjunction with the goods and services for the sourcing,,... In any department requesting or managing work are to disclose any relationship to vendors as stated above determine if most... Bidders be provided with information that will give them a competitive advantage over the other bidders and improving CUIMC historic! Including recipients of: Prizes & Awards, Refunds, Honoraria & grant sub-awards to award.! Process, supplier proposals should be reviewed to determine if the most competitive pricing been... Need to follow up on payments and remittances from Columbia and the average amount awarded is $ 63,971 the to! Now transact business withColumbia University and payment of goods and services for the sourcing, purchase and... 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