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. 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. For most scopes of work, Facilities and Operations will initiate a competitive procurement process. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. If all factors are equal (i.e. 2.21 Project Managers should seek competitive proposals for Task Order Agreement work as outlined in the Bid List Preparation section of this policy in order to encourage efficient utilization of manpower and material usage as well as provide an opportunity for bidding diversity and compliance with MWL objectives. All decisions should be documented within the project file. 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. 4.41 A reasonable amount of time shall be afforded to the prospective bidders. 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. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. procurement, and financial management. 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 supplier. BID LIST PREPARATION - see in next section. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. WebPurchasing (new purchases only) These instructions are only for new purchases. Complete the vendor modification form. The links to the policies are provided below. (i.e. 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. Suppliers Previously Contracted there are suppliers that have been used by other schools and departments of the University and may provide the products and/or services you are seeking. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. Procurement Services A performance bond on the part of the contractor for 100 percent of the contract price. 2.26 Project Managers and Directors will make every effort to avoid awarding work to any vendor so that Columbia University constitute an amount of work which is larger than prudent, from the perspective of the University, in proportion to their total volume of work for a given year with all customers including Columbia University. 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). 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. 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. 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. Manage or Change a Purchase Order. 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. 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). 4.10.1 The bid forms shall be used to describe the project and request for bids. (i.e. 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. Scroll to explore Featured In Focus Previous Next 1 / 4 These vendors will be called Qualified Vendors. An RFP should include both standard University requirements and requirements specific to the product/service being sought. Use the following resources to help you do business with Columbiasmoothly and efficiently. In developing an in-house estimate, an effort should be made to obtain information from the marketplace. 4.20 Bid Packages should contain the following information. ), Completed through an accepted cooperative agreement. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. Where bonds are required in the situations described herein, the bonds shall be obtained from companies holding certificates of authority as acceptable sureties pursuant to 31 CFR part 223, "Surety Companies Doing Business with the United States.". We provide support through ourPurchasing Teams. There should not be any variability in the product or service offering from suppliers in an RFQ. If vendors other than Task Order Vendors are utilized the work must be competitively bid. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the University Review 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. Competitive Bidding 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 Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. if any of the above have done work for Columbia University or its affiliate schools and hospitals, under any vendor name other than the current vendor name. 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. WebSavings for Employees of Columbia University. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the contract, submitting request for purchase order and assessing all associated change orders. 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. 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. 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 Finance and Administration Director in Zimbabwe. Skire), and prepare a requisition as is required. 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 3. Generally Task Order Agreements will have; 1.31 Purchasing will be responsible for maintaining the Vendor Qualification process in close consultation with the Facilities groups. OMB Circular A-110, at .40- .48, sets forth the specific procurement standards the University must follow when purchasing supplies and other expendable property, equipment, real property, and services with Federal funds. 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. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. 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. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. 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. 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. How you place a Columbia Universityorder depends on what you are buying, how much it costs, and when you need it. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. A Facilities Director must approve the vendor selection. 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. In order to upload documents to Procurement, or to check the status of a current order or All applicants to Columbia must submit either SAT or ACT scores, and the two exams are similarly popular. 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. 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. 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. 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. Support Research at Columbia Administration Office of the EVP of Research 400 New Inventions Annually 86 Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. 4.60 Transmittal of Supplemental Information. 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. Are you interested in doing business with Columbia University? Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). Vendor Management receives approximately 200 requests each day to create or modify vendor/payee profiles. Look up our team in the Finance Organizational Charts. Contracts of $250,000 or more are required to employ a formal proposal process. Look up our team in the Finance Organizational Charts. 11.10 Facilities Project Managers responsible for work will complete a Vendor Report card on a quarterly basis for all vendors utilized and submit it to Purchasing. Maintain employee payee profiles for expense reimbursement. And prepare a requisition as is required or service offering from suppliers in an RFQ for Bids disruptions ) bid... 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