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. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. 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. 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. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. 12.10 All work involving federal funding must adhere to Federal Acquisition Regulations and Columbia University Procurement Guidelines. 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. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. options for renewal upon satisfactory review with competitive bidding / negotiation. 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. 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. Process requests by University departments to create a vendor and other payee profiles in ARC. RFIs can request information relating to: Products or services that can be obtained from only one person for firm, Competition is precluded because of the existence of patents, copyrights, confidential processes, the proprietary information, or other such condition, When competitive bids are solicited and no responsive bid is received, Continuation of work within the same fiscal year and bidding or placing work with another vendor would disrupt business, Need for specially designed replacement parts or specialized technology, Due to the nature of the scientific research, the required good(s) and/or service(s) are only available from a specific supplier, Comparison of previously proposed/purchased prices for the same or similar items. New York, NY 10027 Columbia University 2023 Columbia University Accessibility Nondiscrimination Careers Built 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. All information supplied by vendors in their bid, quotation or proposal must be held in strict confidence by the Columbia employee evaluating, approving or discussing the bid, quotation or proposal and may not be revealed to any other vendor or persons that are directly or indirectly involved in the bid. Typical qualification terms of two to five years (or other duration determined by Purchasing and the Vendor Qualification Committee). Residents must keep all furnishings in their room, including bed frames and mattresses. 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. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. Work awarded utilizing unit pricing will indicate the scope of work. The University has approved a limited set of criteria for sole/single-source procurement, and the justification must meet at least one of those criteria. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. 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). 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. 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 a review is required to qualify vendors on an emergency or expedited basis, the Vendor Qualification Committee review process can be handled by email or internal mail for those instances. missing key requested information, submitted after requested deadline) may be rejected and not considered by the requester. 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. 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. 1.17 Utilization of vendors prior to qualification will result in non-compliance with CU Purchasing Policy and each such instance will be reviewed by Purchasing and the Vendor Qualification Committee for appropriate action. Also, confidentiality must be upheld regarding price, products, delivery and contractual terms and conditions. If vendors other than Task Order Vendors are utilized the work must be competitively bid. Price quotations should be acquired from an adequate number of qualified sources. 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. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 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). Only oil-filled, radiator-type portable space heaters with no exposed heating elements are allowed at CUIMC. Members of the Facilities Management and Campus Services team frequently work with outside vendors and contractors to provide key services to the Columbia University Irving Medical Center community. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments Nearly 50% of Columbia students receive grants from Columbia and the average amount awarded is $63,971. be specific in defining Bid period (interval). 1.37 The Vendor Qualification Committee will set objectives for vendor selection. Vendor Information Awarded Contracts Columbia Downtown; Columbia Northeast; Fairfield Emergency; Florence; Kershaw; Lancaster; Marion; All Locations; Jump back to top of page. Adequate documentation must be prepared at the earliest possible time following such occurrences. 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. 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. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. Competitive Task Order Proposals require only the Bid Coordinator (or designee) to sign, date and distribute the proposals. This number will be required to make any updates to your vendor profile, such as address and company information. 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. 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. This form provides a record of the selection process. These rates will facilitate the preparation of proposals. Columbia University Irving Medical Center's fire safety team keeps our community safe from fire. Failure to comply may result in removal from the pre-qualified list. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. We are also responsible for negotiating and signing most This would also include the unit cost, extended cost, and other associated costs such as delivery costs. 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. If a Task Order vendor is not used, the work must be bid. Filter Your Results Showing 1 to 25 of 30 entries (filtered from 99 total entries) Filter: Archived First Previous 1 2 Next If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for 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. There should not be any variability in the product or service offering from suppliers in an RFQ. They will then provide a Request for Proposal or Quotation to select vendors for their response. GF-2023-B-0010 | Drawings | Specifications | Attachments. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. Therefore, departments should utilize their own knowledge of the industry, sector and its pricing, as well as all available resources, including: The identification and selection of appropriate suppliers from which competitive bids/quotes/proposals can be obtained can be accomplished through a variety of acceptable methods. Defining bid period ( interval ) sealed competitive bid process, products, delivery contractual... His or her supervisors discretion T-Mobile work Perks pre-qualified list team keeps our community from! Vendors other than the lowest price is selected, a justification is required indicate! Informing them of the bid outcome to qualified vendors without a sealed competitive bid process Procurement, and the Qualification! 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