Note: The intent of Competitive Task Order Proposals is to provide opportunities to Qualified and MWL vendors who are not Task Order and introduce competitiveness to the task order process. Buying and paying for goods and services involvesidentifying appropriate suppliers and purchasing methods thatmeet the operating needs of Columbia schools, programs, and projects, as well as processingUniversity payments for expenses and awards. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. 4.60 Transmittal of Supplemental Information. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. 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. WebFacilities 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 This feedback will be utilized in the Qualification and Task Order Agreement selection process. 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. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. Part 200 (Uniform Guidance), as well as any additional regulations or procedural formalities required by the contracting agency, as specified in the Notice of Award. For those contracts or subcontracts exceeding $100,000, the Federal awarding agency may accept the bonding policy and requirements of the recipient, provided the Federal awarding agency has made a determination that the Federal Government's interest is adequately protected. Copies of the list will be returned to the Project Manager and Purchasing. 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. The cost/price analysis should be submitted with the Sole Source Justification Form. In limited situations, purchases associated with a sponsored award may procure goods and services through a noncompetitive proposal. Conduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. The following represents the competitive sourcing process employed by the University for those goods and services that are directly funded by a sponsored funding source. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. 2.27 Project Managers and Directors are to develop the bidders list for each project based on these policy goals in a manner that is consistent with their understanding of the projects sensitivities and complexities and for which projects it would be appropriate to introduce new firms. 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. Vice President, Procurement Services 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. Purchasing The Purchasing Department The Director will be responsible for verifying that the bid list conforms to the selection criteria and approve the list. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. Comparison of proposed prices with independent market research or independent Government cost estimates. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. 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. If such a determination has not been made, the minimum requirements shall be as follows: A bid guarantee from each bidder equivalent to five percent of the bid price. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. 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. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built 4.10.2 Rebids should follow the same procedures as the original bid. A Facilities Director must approve the vendor selection. 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. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 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. The Corporate Card is acredit card that can be used by individuals to pay for University-approved travel and business-related expenses. Procurement analyst must ensure compliance with University and Facilities' policies. They will then provide a Request for Proposal or Quotation to select vendors for their response. Any person participating in an RFP evaluation or requesting a single/sole source procurement is also required to be in compliance with the Universitys Conflict of Interest policies as referenced below. There should not be any variability in the product or service offering from suppliers in their proposal submission. Bids estimated to result in awards under $50,000 require a minimum of two (2) Columbia University Officers must be present with at least one being Director level. To maintain strong business practices, ensure compliance with various regulations, promote the best possible value, service and pricing in the sourcing of goods and services at the University, competitive sourcing should be used whenever possible. This policy ensures that confidential information is safeguarded and prevents any potential conflict. 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. Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. 2.14 The qualification profile as well as ongoing evaluations should be considered for the vendors suitability prior to each request for proposal being sent. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. WebThis policy responds to all applicable Federal procurement laws and regulations, including but not limited to Uniform Guidance CFR 200.320 - 200.326 and the Federal Acquisition Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. procurement, and financial management. 1.23 Task Order Agreement Vendors will be pre-qualified and will execute contracts with Columbia University for a stated term and stated rate structure. Among other things, the brief RFI/Supplier Pre-Qualification an RFI (Request for Information) method is generally used during an RFP process to collect information about suppliers in determining a suppliers capabilities and if they are able to meet the requirements of the bid process. The vendor is currently qualified and not suspended or terminated. 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. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. 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. We are also responsible for negotiating and signing most The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). Please reference the Request for Proposal Guidelines below for template examples and process guidance. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) Visit theARC Vendor/Payee Request Web Form. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. Acceptable forms of documentation include: When the value of the goods or services of a non-sponsored purchase is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. Responsibilities. This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. This form provides a record of the selection process. UM Procurement Teresa Vest, Associate Director 2910 Lemone Industrial Drive, Columbia (573) 882-7171-work email | View staff info Finance Operations Jennifer Alexander, Manager 2910 Lemone Industrial Blvd, Columbia (573) 882-1450 email | View staff info Surplus & Asset Management Mark Foley Surplus Property Bldg 1507 Capen 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. VisitPurchase Using the Pay Card (Human Subjects)to learn more. Need to modify your own information in our database? WebProcurement Services. 5.11 Competitive Task Order Proposals will be recorded as competitive on the requisition summary if at least two (2) vendors respond for amounts under $5,000, and two (2) vendors respond for amounts between $5,000 and $20,000 /$50,000, otherwise they will be classified as Task Order on the requisition summary. 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