This form provides a record of the selection process. 4.32 Any additional information, clarifications, and addendums transmitted to one bidder were equally transmitted to all bidders. delivery schedule, freight costs, return policies, warranties, etc.) 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. WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. 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. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. Applications for admission to the M.A. This form provides a record of the selection process. December 13, 2022 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. 2.13 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. Responsibilities. 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. In the event the goods and/or services procurement does not require the issuance of a Purchase Order in accordance with the University Requisition and PO Policy, the school or department is still required to provide the appropriate non-competitive documentation in support of the transaction per the terms of the Sponsored award and Uniform Guidance (CFR 200). View Buying Details for Laptops and Desktop Computers, Inquire about Becoming a Columbia Supplier, 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, Prize, award, royalty, select fellowship, and various other payments, Credit balance refunds for various accounts, Expense reimbursements for University employees. Competitive Bidding 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. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Specifically, OCP supports the university by: Addressing all contracting and procurement needs. Vice President, Procurement Services All decisions should be documented within the project file. Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. 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. Task Order Vendors will exist in an environment of dynamic competition. 4.10.1 The bid forms shall be used to describe the project and request for bids. VisitPurchase Using the Pay Card (Human Subjects)to learn more. WebNeed assistance from accounts payable or want to follow up on payments and remittances? You will then be able to log in to the catalog and search for your quote number for purchase. 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. Comparison with competitive published price lists, market prices of commodities, similar indexes, and discount or rebate arrangement. 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. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. 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. Without the completion of the Sole/Single Source Justification, the Purchasing Department will not be able to process the request. WebWe work closely with Columbia University Procurement and Purchasing, which help us identify sourcing opportunities and strategies that meet our operational and financial ( Archived solicitations) Dr. EB Henderson Sports Complex (Bldg. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. A performance bond on the part of the contractor for 100 percent of the contract price. 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. 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. Non-competitive Proposals - Single & Sole Source Justification. Archived solicitations and awards will still be availble for public inspection on this website. 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. 5.10 A Bid Summary Form shall be used, after opening the bids, to list the vendors, their bids and any alternates. All bidders are to receive equal information and treatment. 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. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). This is based on the school's average score. Use the following resources to help you do business with Columbiasmoothly and efficiently. GF-2023-B-0010 | Drawings | Specifications | Attachments. Columbia University in the City of New York, Equal Opportunity and Affirmative Action (EOAA). Purchasing Operations Small Dollar Purchase (Micro Purchase Threshold): Goods and Service Purchases under $10,000 require one quote/proposal, Request for Quotation (RFQ) (Simplified Acquisition Threshold): Goods and Services Purchases between $10,000 and $249,999 require multiple written quotes obtained from an adequate number of qualified sources, Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold)*: Goods and Services Purchases of $250,000 or more require multiple written formalized public bids through either a sealed bid or competitive proposal process depending on the goods or services being procured (see below for further details) solicited from an adequate number of qualified sources, pricings found in published journals, advertisements, internet sites, and auctions, 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. For other questions, please contact theFinance Service Center. WebHow you place a Columbia University order depends on what you are buying, how much it costs, and when you need it. 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 suppliers capacity to perform in accordance with their proposal submission. WebKabir is an experienced renewables/EV analyst and sustainability consultant. WebColumbia University in the City of New Yorks average GPA is 3.91. 11.20 Facilities Directors will participate in a meeting convened by Purchasing at least twice a year to review vendor performance issues. The Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold). OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. 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. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. WebThis policy responds to all applicable Federal procurement laws and regulations, including but not limited to Uniform Guidance CFR 200.320 - 200.326 and the Federal Acquisition WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. 10.10 A standard form letter shall be used for the award of all contracts. We work to foster the continuation of those creative endeavors and to promote an environment that sustains the highest standards of scholarship, learning, and safety. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. WebProcurement Services. The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory A University buyer making a purchase with funds from a Federal grant or cooperative agreement must comply with the sponsoring agencys regulations that implement OMB Circular A-110. Purchasing. Look up our team in the Finance Organizational Charts. 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. The following represents the competitive sourcing process employed by the University for those goods and services that are directly funded by a sponsored funding source. 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. 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. University Review ), Completed through an accepted cooperative agreement. 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