Technical Specifications / Special Conditions (if appropriate), Insurance Requirements (If different from Task Order Agreement), Contract (If different from Task Order Agreement), Contract Agreement Form (If different from Task Order Agreement), have procedures for substitutions clearly stated. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). 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. 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. The Columbia University Purchasing Card (P-Card) is the preferred payment method for most business related, non-travel, small dollar purchases (under 3.90 A summary report of bidding and work that deviates from the policy will be generated by Purchasing and made to the Vendor Qualification Committee for their review and consideration. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. 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. AVP, Procurement Services 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. if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. Competitive Bidding Procurement of consultants for construction related services will be governed by the universitys consultant policy. We are continuously renovating, building upon, and improving CUIMC's historic campus as a center for excellence and healing. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. WebCompetitive Procurement. Failure to comply may result in removal from the pre-qualified list. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. (Individual Federal sponsoring agencies are required to incorporate the provisions of OMB Circular A-110 into their own agency regulations.) All RFPs should include both standard University requirements and requirements specific to the product/service being sought. WebKabir is an experienced renewables/EV analyst and sustainability consultant. WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. (Note: Section 1.1 and 1.16). Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. The Sealed Bid Process is to be utilized in instances where a contract will be awarded based on the provision by the suppliers of the specified products or services. 3.60 The bid lists shall be summarized in a form specified by Purchasing and Vendor Qualification Committee and reviewed on a regularly scheduled basis by the Facility group or the department AVP or equivalent senior officer. 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. 3. The vendor is currently qualified and not suspended or terminated. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. 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. Responsibilities. In order to upload documents to Procurement, or to check the status of a current order or All accepted modifications and alternates should be clearly indicated. 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. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. This form provides a record of the selection process. 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. 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. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. *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. 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). then the lowest priced supplier must be awarded the contract. ), Completed through an accepted cooperative agreement. delivery schedule, freight costs, return policies, warranties, etc.) The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. Start here to learn the basics. 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. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). Purchasing Operations 1.35 Purchasing will present the Vendor Qualification Committee with the names of candidates for qualification for comment and review prior to vendor placement on the list for use. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. If all factors are equal (i.e. 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. 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. 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. Complete the vendor modification form. 1.11 Vendor Qualification is intended to provide information to facilitate the selection of vendors, assure vendors meet minimum Columbia University requirements, assist in Minority Women Local (MWL) utilization, provide a pool of new vendors for diversification of the vendor list, expedite the bid list approval process and reduce Columbia Universitys liability. Need to modify your own information in our database? 4.10.2 Rebids should follow the same procedures as the original bid. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that All decisions should be documented within the project file. 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. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. WebColumbias Vehicle Acquisition, Operation and Disposal Policy asks vehicle coordinators who purchase vehicles to consider environmental standards, including emissions, when purchasing or leasing vehicles. Notification should be sent within one week of the award decision and receipt of the purchase order. 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. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. It is important that the supplier selection process is consistent with the Universitys Conflict of Interest Policies. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. 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