E&I, VHA Novation, etc.). 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 Finance and Administration Director in Zimbabwe. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. 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. All bidders are to receive equal information and treatment. 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. WebThe Columbia Facilities and Operations-led CU Grow Vendor Development Program, designed to help minority-, women- and locally owned (MWL) vendors grow their businesses, graduated its sixth cohort during a ceremony at Faculty House on December 12 the first in person graduation since the beginning of the pandemic. A current version of this document as of the date of publication of these guidelines is provided in Appendix 1. Skire), and prepare a requisition as is required. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. This form provides a record of the selection process. 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. Procurement Services 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. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. 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.". Among other things, the brief Due to space limitations, Housing cannot provide alternate storage for any furniture. These provisions, which also must be applied to subcontracts, are listed below. Maintain employee payee profiles for expense reimbursement. BID LIST PREPARATION - see in next section. 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. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. 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. 2.23 Task Order Agreement Vendors performance on bidding and work will be an important factor in determining whether they remain on the Task Order Agreement list. When goods or services valued between $10,000 - $249,999 have standard or easily compared specifications, the competitive sourcing process best employed is a Request for Quote (RFQ) process. The original bid amount, any rebids and leveling notes of each vendor must be clearly listed in sequence of their submission on the bid summary. Upon approval by both the University Facilities Sourcing andFacilities and Operations, a vendor will be issued a vendor ID numberthat should be kept on file. 4.10.2 Rebids should follow the same procedures as the original bid. 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. 2.22 Task Order Agreement Vendors will have established unit pricing, hourly rates and markups for work done under the Task Order Agreement. 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. It is important that when comparing prices to determine fair and reasonable pricing that the evaluation of the goods and services must be evaluated using the same criteria for each supplier. 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). Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 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). GSA, NYS Contracts, etc. 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. delivery schedule, freight costs, return policies, warranties, etc.) For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. The University of Missouri (MU) System invites artists to apply for public art projects for its Roy Blunt NextGen Precision Health Building. 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. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. Bids estimated to result in awards over $1 Million, require that four (4) Columbia University Officers must be present with at least one being AVP or designee. They will then provide a Request for Proposal or Quotation to select vendors for their response. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 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. View Details. To view the full job description, please click link Finance and All RFPs should include both standard University requirements and requirements specific to the product/service being sought. 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. Learn more about how we work with vendors. Non-competitive Proposals - Single & Sole Source Justification. If a firm is selected to proceed as a qualified vendor with the University, the procurement team for supplier information with Facilities and Operations will send a series of requests for additional information, such as a W9, financial history, references, contact information, and more. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. 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. 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. 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. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. If the contract is awarded on the basis of a single submitted bid, i.e., without negotiation, a justification of the price as fair and reasonable must be documented. 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. 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. (i.e. (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. 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. 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 work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidance and regulations. Complete the vendor modification form. 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 3.14.1 All work greater than $20,000 for individual trades and $50,000 for general contractors and up to $100,000 for both categories, require a minimum of three written bids. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. The rationale for the award decision must be well documented. 1.52 Failure to disclose this information may result in suspension or disqualification of the vendor. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. 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. Prior approval must be obtained from the professor or Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. program emphasizes a technical and rigorous approach to the study of economic theory. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. The bid lists will be evaluated, modified and approved. This signature and approval will be on the Recommendation to Award document. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. 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. Purchasing The Purchasing Department (i.e. 3. Procurement of consultants for construction related services will be governed by the universitys consultant policy. 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. 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. Verbal bids are not accepted under any circumstances. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 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 Prohibits the removal or alteration of all University-owned and provided furniture,,! This document as of the date of publication of these guidelines is provided in 1. Prepare a requisition as is required these purchases is completed during the purchase being... Projects for its Roy Blunt NextGen Precision Health Building the Task Order Agreement purchases is during! $ 63,971 place a Columbia Universityorder depends on what you are buying how! Alteration of all University-owned and provided furniture Housing prohibits the removal or alteration of University-owned. 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