Bids that are not responsive may be disqualified. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 Analysis of pricing information provided by the vendor. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. The determination to rebid may include a subset of the original bid list but should include a minimum of 3 vendors. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. 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. WebPosted 6:53:56 PM. We provide support through ourPurchasing Teams. 1.21 Task Order Agreement Vendors will be chosen from the qualified list of vendors that have performed successfully with the University on individual jobs and who can sustain a regular volume of work and maintain service, quality and cost effectiveness. 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. Look up our team in the Finance Organizational Charts. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. 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. 4.31 The bid interval is to be strictly enforced. 1.42 Termination of Task Order Agreement Vendors may occur by the suspension of work until the expiration of their contract. WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. 1.13 Vendor Qualification is intended to establish: the value of work a vendor is capable of performing for the University, insurability, performance with Columbia University and that the vendor agrees to the terms and conditions of Columbia Universitys contractual agreements and obligations. 9.10 The Project Manager will input the information into the appropriate University system (i.e. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. 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. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). Need to modify your own information in our database? Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. Verbal bids are not accepted under any circumstances. Skire), and prepare a requisition as is required. 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. 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. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. There should not be any variability in the product or service offering from suppliers in an RFQ. Are you doing work on campus? We are also responsible for negotiating and signing most It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. If all factors are equal (i.e. 3. 4.60 Transmittal of Supplemental Information. then the lowest priced supplier must be awarded the contract. 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. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 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. Verbal bids are not accepted under any circumstances. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. Prior Approvals, Allowability of Costs, and Effort on Sponsored Projects. 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 Please reference Facilities Policy PA001-05, Contracts Construction and Maintenance Related Spending. (include previous Purchase Order number used). Purchasing. 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. Once a proposal has been selected, it is mandatory to complete a price analysis through the Competitive Sourcing Price Summary - Sponsored document and to attach to the requisition as supporting documentation. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. 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. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries In the event the goods and/or services procurement does not require the issuance of a Purchase Order in accordance with the University Requisition and PO Policy, the school or department is still required to provide the appropriate non-competitive documentation in support of the transaction per the terms of the Sponsored award and Uniform Guidance (CFR 200). 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. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. Process requests to update and modify vendor and payee profiles. The requestor should consult the. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. 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). 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. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. 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. (See Section. 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. In either case, the final resolution will be reviewed and approved by University Purchasing. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. 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. Start here to learn the basics. 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. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 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. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 2.25 It is intended that the Task Order Agreement firms will obtain sufficient amounts of work so they view Columbia University as a valued partner. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. Look up our team in the Finance Organizational Charts. P-Card Setup and 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. WebKabir is an experienced renewables/EV analyst and sustainability consultant. A Facilities Director must approve the vendor selection. Are you interested in doing business with Columbia University? A technical evaluation, if possible should be performed for each proposal. Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. 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? WebSavings for Employees of 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. provide a competitive advantage to one or more of the prospective bidder over the other, clarifying specifications and other provisions. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. 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. 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. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. The rationale for the award decision must be well documented. 3.20 All work awarded without a written proposal will be subject to post award audit for reasonableness by the facilities department upon receipt of an invoice. Be performed for each proposal that quality standards, insurance requirements, policy and are. Management judgment shall prevail payable systems for contracts, payment and tracking resolution will be columbia university procurement to a... The section for Sponsored Awards limit access to that information access to that information the Organizational... And filed in the Finance Organizational Charts this reason, the requester will be to... 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