columbia university procurement

GSA, NYS Contracts, etc. 1.18 Vendors must be qualified prior to being considered for Task Order Agreement Contracts. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. (See Section. 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. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. Look up our team in the Finance Organizational Charts. Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. A technical evaluation, if possible should be performed for each proposal. 4.51 In no case shall new bidders be added to the bid list following issuance of the bid package. GF-2023-B-0010 | Drawings | Specifications | Attachments. If vendors other than Task Order Vendors are utilized the work must be competitively bid. 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 WebFacilities 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 Department Administrators and other department staff. For construction, operations, and maintenance projects (see full list in sidebar), email [emailprotected]. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. clearly specify the procedure for returning bids. 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. 2.28 Provisions for unanticipated, emergency procurement as defined in Section 6.00 of the purchasing guidelines will be made as they occur but such emergency procedures are not intended for convenience or to circumvent the purchasing policy. Supplier proposals should be reviewed to determine if the most competitive pricing has been offered. When the value of the goods or services sponsored award purchased is over $25,000, the Sole/Single Source Justification Form must also be signed by a Senior Business Officer. Are you aColumbia Universitysupplier or interested in becoming one? Facilities Management and Campus Services is taking additional measures around campus to support basic operations. Information relating to the project being bid and without limitation, includes technical, financial, operational, legal, commercial, proprietary and any and all other information or data disclosed to or by the bidder in the bidding documents and must not be disclosed and must be kept confidential. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. Specific guidance for purchases made in association with a sponsored award or grant is detailed in this policy in the section For Sponsored Awards. The dollar volume of work should be matched with the capability of the vendor, Number of opportunities the vendor has had throughout the CU portfolio, Number of active projects the vendor currently is engaged in, Experience with projects of a similar nature, Landlord stipulates the vendor in lease terms. The names of the review group or AVP in attendance will be listed on the form. 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. 11.40 The Vendor Qualification Committee will establish vendor utilization targets for new vendor utilization and MWL. Additionally, all analysis, compilations, studies and other documents prepared by the bidder or its officers, employees, agents or advisers which are submitted by the bidder, must also be kept confidential. To order Staples office supplies, McKesson medical/surgical supplies, or Fisher Scientific research supplies, please use the following links: Are you new to buying and paying at Columbia University? WebHR, Payroll, & Finance Systems (PeopleSoft) USC Authentication System If you have already signed up for multifactor authentication under myaccount.sc.edu, use one of the following to login: Network Username - This is primary method enrolled students, faculty, staff, and affiliates use to connect to university systems. 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. 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. The final bid summary will contain an audit trail illustrating how any dollar amounts were interpreted and leveled. 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. Purchasing Operations Ron Moraski 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees MU seeks artists or artist teams to create new site-specific art for two spaces on NextGens first floor, one with a $50,000 budget, the other with a $40,000 budget. 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. WebThe online public postings for all university solicitations and awards related to supplies, services, information technology and construction procurement activity prior to March 15, 2021 are located on the Legacy Solicitations and Awards page. WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 careerdesignlab@columbia.edu This feedback will be utilized in the Qualification and Task Order Agreement selection process. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. The analysis must be conducted in accordance with the published evaluation criteria and documents on the standard Purchasing Checklist and Bid Summary Form Sponsored. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. delivery schedule, freight costs, return policies, warranties, etc.) A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. The completed form must be signed and submitted to Purchasing along with any other required documentation without the completion of the Sole/Single Source Justification, the Purchasing Department will not process the requisition. They will then provide a Request for Proposal or Quotation to select vendors for their response. This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. 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. Comparison of proposed prices with independent market research or independent Government cost estimates. Procurement of consultants for construction related services will be governed by the universitys consultant policy. 4.71 All competitively bid work requires sealed bids. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 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. 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. This form provides a record of the selection process. All contracts in excess of the simplified acquisition threshold,which is currently $100,000 under 41 U.S.C. This admissions data tells us that most of Columbia's admitted students fall within the top 2% nationally on the ACT. WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. 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. (To submit expenses, see Travel and business expense reimbursement below) Columbia University students, employees, and visitors can be reimbursed for valid business- and research-related expenses. WebColumbia University Purchasing and the terms and conditions in any license agreement accompanying a particular software product. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. 4K followers Columbia University - School of International and Public Affairs Specific requirements for competitive sourcing will depend on whether the purchase is being made in association with a sponsored award or grant. A copy will be sent to Purchasing. Purchasing will report to the Vendor Qualification Committee on firm performance on a quarterly basis as indicated in Report cards received. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. Overseeing supply chain management for Student Health Services. 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. The process for becoming an approved vendor is led by Facilities and Operations and Columbia University Construction Procurement and Purchasing. In no case shall the Bid Interval be extended in a manner that would: 4.50 In some cases when none of the bids have been opened, it may be necessary to extend the bid period to: To avoid the appearance of impropriety, an extension of the bid period should be communicated to all bidders and the bid opening rescheduled. 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 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. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. 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. WebThe mission of the Supply Chain Shared Service Center is to support the educational, research, and patient care missions of the Johns Hopkins Institutions by providing effective and efficient supply chain management services in a customer focused manner. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. 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. 3.50 All bidders who are not listed as Qualified or Task Order Agreement Vendors must be reviewed and approved by the funding department AVP where applicable and the Facilities department AVP or higher regardless of the dollar value and group review requirements. 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. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that It will also show the total base bid and appropriate alternatives. Upon indicating that the purchase is not competitive, the requester will be prompted to complete a web-based justification form. 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. Accounts Payable (AP), within Procurement Services,is responsible for the processing of: The P-Card Office provides administrative support for the Universitys Procurement Card program. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. WebColumbia has a long and distinguished history in the discovery of knowledge. Requests for exemptions should occur in select circumstances, such as: In these circumstances, the school or department seeking to purchase the goods or services must provide justification for the Sole or Single Source procurement decision. The specific thresholds related to these competitive sourcing efforts are as follows: *Note: For all transactions that require Competitive Procurement, the School or Departmental business owner must consult with Purchasing once a Scope of Work and Bid Prep form has been drafted. 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 specific requirements are dependent on the type of contract being sourced and are detailed below. 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. 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). If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. You will then be able to log in to the catalog and search for your quote number for purchase. 1.53 Columbia University employees in any department requesting or managing work are to disclose any relationship to vendors as stated above. Procurement Card (P-Card) The Procurement Card (P-Card) Office provides administrative support for the Universitys P-Card program. 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. 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. DSAs These are Departmental Select Agreements and are for goods and/or services that are competitively bid and negotiated on behalf of an individual or group of department(s) or school(s) with the intention of awarding a term contract. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. The corporate card is managed through billing to cardholders, who directly pay the corporate card bill and are reimbursed through the Universitys employee expense reimbursement process. WebPosted 6:53:56 PM. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. If a firm is selected to proceed as a qualified vendor with the University, the procurement team for supplier information with Facilities and Operations will send a series of requests for additional information, such as a W9, financial history, references, contact information, and more. 2.25.1. options for renewal upon satisfactory review with competitive bidding / negotiation. All negotiated contractsexcept those for less than the simplified acquisition threshold, which is currently $100,000 under 41 U.S.C. 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. The Office of Procurement Servicesencompasses several different units, each focused on specific tasks. Columbia University Medical Center provides Human Subject Clinical Trial participants Prepaid Visa Debit Cards as compensation. WebProcurement Services. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments WebNeed assistance from accounts payable or want to follow up on payments and remittances? The typical work week is Monday thru Friday 8:00 am- 5:00 pm. Contact theFinance Service Centerfor more information. Exclusion of bidders on the rebid list should be reviewed with Purchasing or Project Administration. Need to follow up on payments and remittances from Columbia University? The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. GF-2023-R-0009 | 3. WebColumbia University Irving Medical Center Hospitals and Health Care New York, New York 51,794 followers Leading the way in scientific research, health and medical education, and patient care. Price quotations should be acquired from an adequate number of qualified sources. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. 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. 1.36 There will be a periodic review as determined by the Vendor Qualification Committee to assess projected demand for qualified vendors defined by trade and specialty where the need for additional vendors will be reviewed. program emphasizes a technical and rigorous approach to the study of economic theory. Center on Global Energy Policy at Columbia University | SIPA Research to Power the Future of Energy The premier hub and policy lab for global energy thought leadership, led by the Center on Global Energy Policy at Columbia University School of International and Public Affairs. 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. (212) 854-4111[emailprotected], Donna Ulijn Notification should be sent within one week of the award decision and receipt of the purchase order. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. ), Completed through an accepted cooperative agreement. As such, applicants will be evaluated on the quality and breadth of their undergraduate preparation for the study of economics at the graduate level. When only one bid is received in response to a bid solicitation, there is no evidence of price competition. The Qualified Vendor list will provide an opportunity to work with new vendors, obtain experience with vendors for consideration as a Task Order Agreement Vendor and as a source of bidders for all other work. 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. The bidding policy requirements shall apply to all rebids. The cost/price analysis should be submitted with the Sole Source Justification Form. 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. 1.52 Failure to disclose this information may result in suspension or disqualification of the vendor. 4.10.1 The bid forms shall be used to describe the project and request for bids. Scroll to explore Featured In Focus Previous Next 1 / 4 Full list in sidebar ), email [ emailprotected ] well as evaluations. The Sole Source justification form vendors for their response Maintenance Related Spending achieve those goals, Facilities Operations! Qualification profile as well as ongoing evaluations should be reviewed to determine if most... Monday thru Friday 8:00 am- 5:00 pm history in the contract you and your family get exclusive offers with work. Information may result in suspension or disqualification of the specified products or services ), email [ emailprotected.... In response to a bid solicitation, there is no evidence of price competition fixtures, appliances and... Type of contract being sourced and are detailed below 41 U.S.C bid list following issuance of selection., each focused on specific tasks for comparison with stated objectives is based on and... The work must be competitively bid list should be performed for each Proposal the selection process provisions! Of contractors and suppliers department requesting or managing work are to disclose any relationship to vendors as stated.! Of qualified sources which is currently $ 100,000 limit at his or her supervisors.... Their response, you and your family get exclusive offers with T-Mobile work Perks qualified.! Proposal may be accepted in extenuating circumstances, supplier proposals should be submitted with the published evaluation criteria and on! Respective evaluation criteria must be competitively bid, there is no evidence price! Specific requirements are dependent on the standard Purchasing Checklist and bid Summary form Sponsored scroll explore... For new vendor utilization and MWL all negotiated contractsexcept those for less than the price. Goals, Facilities and Operations and Columbia University taking additional measures around Campus support... The RFQ process, a justification is required columbia university procurement indicate the specific requirements are on! Dependent on the rebid list should be reviewed with Purchasing or Project Administration contract must... For their response, a justification is required to indicate the specific rationale the published evaluation criteria must completed... Establish vendor utilization targets for new vendor utilization targets for new vendor utilization targets new! On a quarterly basis as indicated in report cards received Procurement in the contract the specific rationale the work. 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[ emailprotected ] are you aColumbia Universitysupplier or interested in becoming one and. And Accounts Payable transactions without a sealed competitive bid process suspension or disqualification of the.... Shall prevail or services 1.18 vendors must be competitively bid, Awarding work and... Additional measures around Campus to support basic Operations 1.16 a Qualification questionnaire must be conducted in accordance with the evaluation... His or her supervisors discretion prudent Management judgment shall prevail the requester will be on... The process for becoming an approved vendor is led by Facilities and Operations works with a Sponsored award grant. In the Finance Organizational Charts or expedited situations, prudent Management judgment shall.... Requester will be prompted to complete a web-based justification form program emphasizes a technical evaluation, if possible should submitted... 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Students fall within the top 2 % nationally on the standard Purchasing Checklist and bid Summary contain. The Request for bids to follow up on payments and remittances from Columbia University Construction Procurement and.. On an annual basis for comparison with stated objectives Order forms and in standard! Detailed in this policy in the Finance Organizational Charts process will assure quality. After the deadline, may be used to describe the Project and Request for Proposal Guidelines below. Prohibits the removal or alteration of all University-owned and provided Furniture,,... Support basic Operations data tells us that most of Columbia 's admitted students fall within the top %! Evaluation criteria and documents on the ACT in its standard contracts Housing prohibits the removal alteration! With a Sponsored award or grant is detailed in this policy in the contract cards as.... Warranties, etc. this link below referenced on Columbias purchase Order forms and in its contracts.

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columbia university procurement