Construction & Facilities Supplies and Related Services
This Page Is for CUFO & Off-Campus Facilities Administrators Only!
Purchasing transactions associated with specific Facilities & Construction suppliers are currently conducted in ARC or the CU Marketplace system depending on the campus location submitting the request, the type of request, and the approvals required.
At this time there are two Facilities user groups that need to be aware of distinct requirements and conditions for shopping and contracting for products and services associated with Facilities & Construction:
- Core Facilities (CUFO, CUIMC, and Lamont-Doherty)
- Non-Core Facilities (Off-Campus)
Scroll to find more detailed instructions below for each user audience in addition to information specific to vendors and suppliers.
For University Audiences
- Metal / Iron Specialties
- Flooring
- Lighting
- Specialty Consultants, Services, Equipment (Construction & Facilities)
- Building Management, Energy Management & Control Systems
- Signage
- Equipment & Furniture
- Conveying systems installation, repair, or maintenance services
- Fire Protection System Equipment, Maintenance, or Repair
- Plumbing or Septic
- Pest Control
- Masonry and Stonework
- IT/Low Voltage
- General Contracting Services
- Electrical
- Security & Personal Safety
- Plastering and Drywall Services
- Moisture, Thermal, & Acoustic Barrier Protection
- Carpentry Services
- Doors & Windows, Hardware, and Related Material Installation & Repair
- Glazing Material & Services
- Cleaning Services
- Painting & Finishing
- Hazardous Material
- Waste Mgt and Debris Removal
- Waste Mgt and Cleaning Services
- Lease/Rental
- Engineering Services
- Construction Management Services
- Water Treatment & Supply
- Sitework Equipment and Services
- Site Clearing
- Project Management Services
- Heating, Cooling, and Air Conditioning
- Elevated, Temporary Work Platforms
- Architecture Services
For assistance finding a vendor that matches your purchasing needs, visit the Columbia Blue Pages Shopping Directory to view a searchable "phone book" of recommended vendors that have agreements in place with Columbia University. More than 150 vendors can be filtered according to product-based Commodity Codes or the following Supplier Types:
- Concur Travel Suppliers
- Catalog Suppliers
- UwPA Suppliers
- Events & Catering Suppliers
- Non-Catalog Suppliers
All work within this category must receive the prior approval of the department’s facilities representative before a requisition for a purchase order can be approved. Please visit one of the following websites for your facilities contact:
- Morningside and Manhattanville
- Columbia University Irving Medical Center
- Lamont Doherty Earth Institute
This user group must continue to use Maximo and Unifier and submit requisitions in ARC for all Facilities-related purchases from UwPA and Non-Catalog Suppliers.
Core Facilities users should visit the CU Marketplace to shop from Catalog Suppliers and may only submit a Goods and Services Request Form in the Marketplace when purchasing from a Non-Facilities purchasing category, such as IT, AV, and Office Supplies.
These procedures are subject to change.
Off-campus and faculty practices should contact the Team Lead for Construction & Facilities Purchasing prior to engaging Facilities-related services.
Unlike Core Facilities, this user group can submit requisitions in the CU Marketplace via the Facilities Goods and Services Request Form for all UwPA and Non-Catalog Suppliers. Off-Campus users should also continue to shop from Catalog Suppliers as well.
For assistance submitting a Facilities Goods and Services Request Form, view the associated training guide in the Policy, Training & Related Pages box at the top of this page.
Columbia University has a negotiated purchasing agreement with Steelcase Inc, for a pre-selected range of contract furniture. Steelcase products should be used whenever possible.
B2B Exchange | B2B Exchange (steelcase.com)
The link above will direct you to a Columbia University-approved Steelcase Marketplace. This site allows you to easily receive quotes for approved Steelcase Furniture. Please note this site is not linked to Columbia's Finance system and generates quotes only. Users must initiate a requisition and attach a Steelcase quote in order to purchase furniture.
Contracting for Construction & Facilities
Contractors, such as electricians and plumbers, who provide general services that could be utilized in most, if not all, areas of Columbia (Academic and Residential Buildings, Labs and Research Facilities, Buildings and Grounds) might be awarded a task order contract. The agreement allows the engagement of these suppliers for small-dollar jobs that are not competitively bid and that might be for emergency situations.
Assignments are usually through a work-order system. Billing is set at the approved time and material rates and, in some cases, all-inclusive unit pricing. These contracts are normally awarded to firms that have extensive experience working for Columbia or who have won a contract through a competitive process. The renewable contract duration is for three years.
Similar to a Task Order Contract, but applicable to consultants, e.g., architects, engineers, estimators. Contracts include approved rates and other associated costs. The renewable contract duration is for three years.
Awarded for specific services associated with equipment maintenance or for select locations within the University. These contracts are normally awarded through a competitive bid process unless the equipment is proprietary and, in most cases, have a duration of 3–5 years. Most contracts will include fixed scope pricing and labor rates for additional services or repairs.
Contracts awarded for a single project that has a defined start and end date. Agreements that fall under this category include Construction Management, General Contracting, and Consultant services. In most cases, these contracts are awarded following a competitive bid process.
For Vendors and Suppliers
For upcoming opportunities at Columbia University, please visit Requests for Proposals and Notice to Bidders.
All vendors or suppliers must be vetted and approved by the Supplier Management Steering Committee (SMSC) and actively registered in ARC via Vendor Management before any work engagement for Columbia can begin. In most cases, a Columbia affiliate, usually from a Facilities department, will submit an application to the SMSC for consideration of a new supplier. If the submission adequately justifies the need, the supplier will be contacted and advised on the next steps.
Any firm interested in doing business with Columbia should complete and submit the Construction & Facilities Prospective Suppliers Inquiry Form.
To update your vendor profile, visit the Vendors, Suppliers, and Individuals page of the Vendor Management section to log into PaymentWorks. First-time users in PaymentWorks will need to register first.
To assist firms with identifying MWLBE sub-contractors, Columbia University has prepared the above list of certified minority-owned, woman-owned, and/or locally-based businesses that have either performed work at Columbia University or have participated in Columbia University’s vendor development program. Please note that this is not a preferred or approved vendor list. Columbia University does not warrant the viability, skill, or experience of these firms. Your firm is responsible for evaluating the qualifications of these subcontractors and making a determination as to whether these sub-contractors are suitable for the performance of the work. Unless otherwise directed by Columbia University, your firm is not limited to selecting sub-contractors from this list and may use any qualified subcontractor at your firm’s discretion, subject to Columbia University’s approval. This list is updated each year in January and July.