The appropriate requirements must be adhered to in all instances. 4.60 Transmittal of Supplemental Information. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. 4.71 All competitively bid work requires sealed bids. For other questions, please contact theFinance Service Center. 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. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. 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. The vendor is currently qualified and not suspended or terminated. Skire), and prepare a requisition as is required. Approval to proceed with vendor and work signed by Facilities AVP level officer or the equivalent. Failure to comply may result in removal from the pre-qualified list. Updated 4/7/2021; 1:45pm - added new FAQ on the allowability of directly charging telecommunication and video conferencing services (such as Zoom and Skype) during the pandemic. 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 bidder. 4.10.1 The bid forms shall be used to describe the project and request for bids. 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. WebProcurement Services. To view the full job description, please click link Finance and WebPosted 6:53:56 PM. The term bidder shall apply to vendors in both bid and rebid requests. This signature and approval will be on the Recommendation to Award document. A technical evaluation, if possible should be performed for each proposal. 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. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. Learn about Using the P-Card (Reconciling and Approving Transactions), View Payment Status and Remittance Information, 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, University-Wide Purchasing Agreements (UwPA), Services, Software, and Consultant Agreements, Technology, Travel, and Business ProductsSourcing, Reset Supplier Request Password or Resend Questionaire, Using the P-Card (Reconciling and Approving Transactions), P-Card Hard Close and Monthly Audit Process, Using the Travel and Expense Corporate Card, Requests for Proposals and Notice to Bidders, Reimbursement Request for a Travel or Business Expense, International Wire Transfer Payment Request, Track Voucher Statusor Submit Documentation, Payments and Disbursementsby Wire Transfer, 1042 Tax Withholding for Nonresident Alien Individuals, 1099 Tax Withholding for Non-Employee Compensation. For construction, operations, and maintenance projects (see full list in sidebar), email Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. Need to update any information on your vendor account? 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. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. Primary Guidance to Which this Policy Responds, This policy responds to all applicable government procurement regulations as contained in the Federal Acquisition Register (FAR); Office of Management and Budgets uniform administrative requirements as codified under the Code of Federal Regulations (C.F.R.) 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. 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. How to set up a compliant AWS account: 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. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. 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. Approval Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. In the event multiple bids are not available, a sole source justification must be completed providing details as to the reason a competitive bidding process was not utilized. 6.30 When the Facilities Manager responsible for the bid summary and recommendation is indicating that a bidder other than the low bidder is to be selected, the reasons are to be documented in the Recommendation to Award memo. Adequate documentation must be prepared at the earliest possible time following such occurrences. Procurement analyst must ensure compliance with University and Facilities' policies. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. clearly specify the procedure for returning bids. 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. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. pricings found in published journals, advertisements, internet sites and auctions, multiple solutions are available that will fit the need, multiple suppliers can provide the same solution, there is a requirement to determine the best value of the suppliers available solutions, products/services for the project cannot be clearly specified, different skills, expertise and technical capabilities are required from the suppliers, lowest price is not the determining criterion for awarding the contract, final pricing is negotiated with the supplier. If all factors are equal (i.e. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. WebOur M.A. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. 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). Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. 3.40 The Director may approve Qualified bidders for work up to $100,000 without the groups review but will submit the bid lists and information on the awards to the group for their information and consideration. 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 University in the City of New Yorks average GPA is 3.91. Purchasing will, upon receipt of the requested information, provide approval of the requisition and subsequently issue the purchase order and notify the Project Manager so the award letter can be issued. Main: 843-792-4521. 4.31 The bid interval is to be strictly enforced. 1.45 The status of suspended and terminated firms will be reported to the Vendor Qualification Committee. 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. Learn How to Modify Vendor / Payee Profiles, Request a New Columbia Facilities Supplier / Payee, 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. 47) Roof Restoration. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. Networking with the University community may provide suitable options, but might still require vetting based on the criteria outlined in either the RFQ or RFP. WebCompetitive Procurement. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. 2.25.1. Procurement of consultants for construction related services will be governed by the universitys consultant policy. 2.12 No payments should be made to any vendor until the qualification questionnaire is completed and approved and the vendor is established in the system. Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. 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. Schools and departments are requested to consider the acquisition of vehicles that afford the highest degree of sustainability. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. For the purchase of goods and/or services whose aggregate dollar threshold does not exceed the $10,000 competitive sourcing threshold, multiple quotes are not required but the customer should seek to ensure that the price obtained for the good or service is considered to be fair and reasonable. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. When goods or services have standard or easily compared specifications and pricing is the main component, the competitive sourcing process best employed is a Request for Quote (RFQ) process. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. 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. Get Directions. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. GF-2023-B-0010 | Drawings | Specifications | Attachments. Vice President, Procurement Services Explanation of the emergency and the reasons it could not be bid. 6.20 A Recommendation of Award being prepared for the lowest qualified and responsive bidders should be signed/approved by an officer at the same management level as required by the bid list, based on the total anticipated dollar value of the award. 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. Software requests must contain: the title and publisher of the software; 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. A copy of the Competitive Sourcing Price Summary - Sponsored document is available through the link below. program are considered for the Fall term only. 403 (11)awarded by recipients shall include a provision to the effect that the recipient, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers and records of the contractor which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts and transcriptions. 4.73 Bidding instructions should request that bidders respond by mail or fax if they are not going to participate prior to the bid due date. 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. procurement, and financial management. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. The cost/price analysis should be submitted with the Sole Source Justification Form. WebSavings for Employees of Columbia University. Are you aColumbia Universitysupplier or interested in becoming one? Executive Director of Accounts Payable They will then provide a Request for Proposal or Quotation to select vendors for their response. We are open from 8 a.m. to 8 p.m., Monday through Friday only. We are also responsible for negotiating and signing most consultant'scontracts and other service agreements; processing employee expense reimbursements, prize & award payments made by the University; and maintenance of the University vendor/payee database that supports procurement transactions. 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. BID LIST PREPARATION - see in next section. The Purchasing Office is OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. 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. WebUniversity Procurement. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments 3.13.1 Except as stated in Section 3.14 below, work greater than $5,000 and up to$20,000 for individual trades or $50,000 for general contractors, requires a minimum of one written proposal from a Task Order vendor. Upon receipt of each request, the VM team conducts a review and validation procedures and, as necessary, follows up with vendors/payees and requesting departments. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built December 13, 2022 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. 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