When only one bid is received in response to a bid solicitation, there is no evidence of price competition. If a Task Order vendor is not used, the work must be bid. If all factors are equal (i.e. How to set up a compliant AWS account: 11.30 Purchasing will compile the bid results provided by Facilities Groups and provide activity reports to the Vendor Qualification Committee on a quarterly basis for the review of vendor utilization. You will then be able to log in to the catalog and search for your quote number for purchase. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. Bids submitted to Facilities are to be sent to a designated individual, Bid Coordinator, within the facilities organization who keeps them in a secure location until the bid deadline / opening. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Facilities 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 Division, develop technical specifications; prepare and assemble all bid and contract documents; conduct contract negotiations, qualification and evaluation meetings; manages bid/proposal solicitations, receipts, and openings; and manage post award contract administration including negotiation of amendments and supplemental agreements. For construction, operations, and maintenance projects (see full list in sidebar), email Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. 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. 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. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. Visit theARC Vendor/Payee Request Web Form. 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. 1.41 Firms that act in violation of the term of their contract, Columbia University policy or guidelines and / or outside the guidelines of the Purchasing and Facility departments can be terminated or suspended from participation in any University work for a time frame to be determined by Purchasing and the Vendor Qualification Committee. 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. 3.12.1 Proposals must be in writing but may be transmitted by fax or emailed in PDF format (only electronic formats that prohibit the recipient from being able to make changes are allowed). 3.10 For all contracts a list of prospective bidders shall be prepared in advance of a transmittal of an Invitation to Bid, in accordance with the following schedule of minimum requirements: 3.11.1 Work less than or equal to $5,000.00 can be awarded to Task Order Agreement Vendors without a written proposal or bidding. 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. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. 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). 403 (11)shall contain contractual provisions or conditions that allow for administrative, contractual, or legal remedies in instances in which a contractor violates or breaches the contract terms, and provide for such remedial actions as may be appropriate. Manage or Change a Purchase Order. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. 2.29 Some considerations for selection are: 2.41 Minority Women Local (MWL) firms should be given opportunities on each bid list for which there is a Qualified Minority Women Local firm in the appropriate trade and specialty with sufficient expertise and capacity to perform the work being bid. This form provides a record of the selection process. Visit Procurement for instructions. 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. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. 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. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. 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 typical work week is Monday thru Friday 8:00 am- 5:00 pm. Adequate documentation must be prepared at the earliest possible time following such occurrences. 1.44 The subject firm will be notified in writing by Purchasing that their contract has been terminated, and their name will be removed from the Qualified and Task Order Agreement listings and the Accounts Payable and Purchasing vendor files will also be updated as required to reflect the change in standing. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. Documentation of each submission / calculation (original bid, rebids and leveling) is to be filed and submitted with the request for approval. Vendor Management also creates/modifies profiles for non-vendor payees, including recipients of:Prizes & Awards,Refunds,Honoraria &Grant sub-awards. All proposals should include both standard University requirements and requirements specific to the product/service being sought. 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. Faculty and Staff authorized to purchase goods and services for their department or school using government, grant or University funds. Purchasing Operations Prospective vendors should make an initial inquiry with the University. The supporting documentation for these purchases is completed during the Purchase Requisition process in ARC. 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. This form provides a record of the selection process. Using the P-Card to make purchases and provide payment is cost-effective for the University as it allows departments to: ARC is the consolidated Finance system for Columbia University and includes components for Purchasing, Accounts Payable, P-Card, and Vendor Profiles. 2.50 Project Managers preparing the bid list are expected to diversify the firms utilized with the assistance of purchasing activity reports by vendor provided by Purchasing. 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. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. The specific requirements are dependent on the type of contract being sourced and are detailed below. 6.40 Sub-contracts Competitively Bid under Construction Manager supervision (See Section 7 of the Facilities Policy PA001-02), 6.50 Approvals Required for Awarding Competitively Bid Work (See Section 8 of the Facilities Policy PA001-02). 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. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidelines and regulations. 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. 3.12.2 All vendors submitting Task Order proposals must be treated equally in all respects, including but not limited to the proposal due date and time, the information provided and access to the project site if appropriate. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. VisitPurchase Using the Pay Card (Human Subjects)to learn more. WebSavings for Employees of Columbia University. The term bidder shall apply to vendors in both bid and rebid requests. (Closed solicitations and contract awards can be found here.) Explanation of the emergency and the reasons it could not be bid. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. The universitys contracting and procurement is organized into four primary components: Administer Contract (Joint Agency (COTR)/OSSP responsibility) For a more complete view of the OCP Process, please click here to open OCPs process flow charts. Failure to comply may result in removal from the pre-qualified list. Vice President, Procurement Services 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. 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. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. 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. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. Executive Director of Accounts Payable The following provide various options to the supplier selection process: The use of a UwPA will satisfy the Universitys as well as the Federal competitive bid requirements for all purchasing thresholds. Skire), and prepare a requisition as is required. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based form. 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. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. There is no annual fee associated with the card. The names of the review group or AVP in attendance will be listed on the form. When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. Overseeing supply chain management for Student Health Services. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. Acceptable forms of documentation include: As, by definition in a non-competitive procurement there is no direct price competition, if possible a cost or price analysis based on a breakdown of costs should be performed for all contracts in excess of $250,000 to determine if the estimated cost is reasonable prior to awarding the contract. 2.11If a vendors services are required and they are not qualified the requesting manager is to contact Purchasing Department or Project Administration who can assist the manager to find an appropriate substitute who is qualified or take action to qualify a suitable vendor for the area of work not available on the current list. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: All price quotations received are to be evaluated on the basis of compliance to provided specifications/requirements, other communicated factors such as quality of goods/services and customer service support, and, ultimately, cost. 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. 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. There should not be any variability in the product or service offering from suppliers in an RFQ. Failure to comply with the Universitys Conflict of Interest policy may lead to disciplinary action up to and including termination in accordance with applicable University policy. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. 4.10.2 Rebids should follow the same procedures as the original bid. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. 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, capacity to perform, and quality of service. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. 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. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. Vendor Managementis a unit within Procurement Services, responsible for maintaining the vendor file utilized for Purchasing and Accounts Payable transactions. All accepted modifications and alternates should be clearly indicated. 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. 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. (i.e. 403 (11) shall contain suitable provisions for termination by the recipient, including the manner by which termination shall be effected and the basis for settlement. This policy ensures that confidential information is safeguarded and prevents any potential conflict. A pricing analysis should be completed through the Competitive Sourcing Price Summary - Non Sponsored form. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. 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. 4.60 Transmittal of Supplemental Information. This method is most often used to contract for professional, consulting, and architect/engineering (A/E) services as well. In other words, the award must be provided to the responsible firm whose proposal is most advantageous to the program. Get Directions. If a bid is extended, a Vice President level officer or designee must provide a written approval of any additions to the bid list. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. 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. 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