Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. Noncompetitive proposals may only be utilized in the following situations: 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. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. There should not be any variability in the product or service offering from suppliers in an RFQ. If a bid is extended, a Vice President level officer or designee must provide a written approval of any additions to the bid list. This program 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. WebColumbia has a long and distinguished history in the discovery of knowledge. Small Dollar Purchase (Micro Purchase Threshold): Goods and Service Purchases under $10,000 require one quote/proposal, Request for Quotation (RFQ) (Simplified Acquisition Threshold): Goods and Services Purchases between $10,000 and $249,999 require multiple written quotes obtained from an adequate number of qualified sources, Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold)*: Goods and Services Purchases of $250,000 or more require multiple written formalized public bids through either a sealed bid or competitive proposal process depending on the goods or services being procured (see below for further details) solicited from an adequate number of qualified sources, pricings found in published journals, advertisements, internet sites, and auctions, 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. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. This policy promotes access for suppliers to competitive opportunities by requiring that either bids be obtained for goods and services or that appropriate justification is provided when a competitive process is not followed. (Closed solicitations and contract awards can be found here.) Procurement of consultants for construction related services will be governed by the universitys consultant policy. We are open from 8 a.m. to 8 p.m., Monday through Friday only. 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. Capital Solicitations. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. The cost/price analysis should be submitted with the Sole Source Justification Form. 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. A "payment bond" is one executed in connection with a contract to assure payment as required by statute of all persons supplying labor and material in the execution of the work provided for in the contract. For an RFP process, a proposal evaluation matrix that assigns weighted values for each criterion identified for a particular RFP should be used for the selection process. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. 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. WebPosted 6:53:56 PM. This form provides a record of the selection process. Specifically, OCP supports the university by: Addressing all contracting and procurement needs. Also known as Financial Systems Security Application (FSSA) or ARC Access Request. 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. 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. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that For other questions, please contact theFinance Service Center. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the *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. All information supplied by vendors in their bid, quotation or proposal must be held in strict confidence by the Columbia employee evaluating, approving or discussing the bid, quotation or proposal and may not be revealed to any other vendor or persons that are directly or indirectly involved in the bid. Work awarded utilizing unit pricing will indicate the scope of work. WebProcurement Documentation Welcome to the Procurement Documentation application. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. Verbal bids are not accepted under any circumstances. Procurement Procedures: Orders should be placed through the punchout. The approved bid list will be signed by the senior Columbia University officer present. 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. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. 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.". All bidders are to receive equal information and treatment. 5.40 At the time of bid opening, the initial preparation of the bid summary shall be considered preliminary, until the bids can be verified or leveled. WebProcurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. 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. 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. 1.22 Task Order Agreement Vendors will be selected by the Purchasing Department on a periodic basis with the input of the Facilities groups. Look up our team in the Finance Organizational Charts. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. GF-2023-B-0010 | Drawings | Specifications | Attachments. 2.26 Project Managers and Directors will make every effort to avoid awarding work to any vendor so that Columbia University constitute an amount of work which is larger than prudent, from the perspective of the University, in proportion to their total volume of work for a given year with all customers including Columbia University. Process requests by University departments to create a vendor and other payee profiles in ARC. The vendor is currently qualified and not suspended or terminated. 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. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. Approval 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. 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. VisitPurchase Using the Pay Card (Human Subjects)to learn more. 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 Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment. 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. Verbal bids are not accepted under any circumstances. 2.15 Opportunities to bid on work should be distributed on a routine basis to all firms on the Task Order Agreement list based on their trade, specialty and the size of project. Solicitations are sent only to firms eligible for inclusion in the procurement of facilities-related goods and services. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. Executive Director of Accounts Payable This webpage lists WebProcurement Mechanism Policy Procurement Mechanism Policy The following provides policy guidance to faculty, staff, students and others with respect to the use of Purchase Web2. Notification should be sent within one week of the award decision and receipt of the purchase order. Due to space limitations, Housing cannot provide alternate storage for any furniture. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. 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 at 2 C.F.R. 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. 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. Process requests to update and modify vendor and payee profiles. Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. PURCHASING POLICIES AND PROCEDURES FOR CONSTRUCTION/FACILITIES SERVICES, 1.00 QUALIFIED VENDORS 2, 1.20 TASK OREDER AGREEMENT VENDORS 3, 1.30 QUALIFICATION PROCESS 3, 1.40 TERMINATION OF VENDORS 4, 1.50 DISCLOSURE 5, 2.00 VENDOR SELECTION 6, 2.40 MWL OBJECTIVES 8, 2.60 CONTRACT REQUIREMENTS 9, 3.00 BID LIST PREPARATION 10, 4.00 BID PROCESS 13, 5.00 BID SUMMARY 15, 6.00 RECOMMENDATION TO AWARD 17, 7.00 LETTER TO LOSING BIDDERS 17, 8.00 AWARDING WORK PROCEDURES 18, 9.00 REQUISITION FOR PURCHASE ORDER 18, 10.00 CONTRACT AWARD LETTER 18, 11.00 VENDOR EVALUATION 18, 12.00 FEDERAL REQUIREMENTS 19, (see related Facilities policy PA 001-01). 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