Contracting in the CU Marketplace
A contract request provides Schools and Departments with an organized and guided process for submitting contracts for Purchasing approval. Only an authorized representative from Central Purchasing can sign contracts on behalf of Columbia. This is designed to replace email communications and create improved workflow transparency.
Review the information on this page to learn how to get started, how to submit a contract request, and what potential next steps must be followed to finalize a contract. The contract request lifecycle is outlined in the graphic image above.
Getting Started
For assistance finding a vendor, visit the Columbia Blue Pages to view a searchable "phone book" directory of Columbia-preferred vendors filtered according to product-based Commodity Code or the following Supplier Types:
- Catalog Suppliers
- Concur Travel Suppliers
- UwPA Suppliers
- Non-Catalog Suppliers
Procurement Initiators should also check with their departments to determine any Department Select Agreements in place with a vendor.
Onboarding New Vendors
The easiest thing to do is to use a vendor that is already registered with Columbia. If the vendor you wish to use is not searchable in the Marketplace nor via the Vendor ID Lookup Tool, you will need to invite the vendor to be onboarded via PaymentWorks, Columbia's vendor management system.
Visit our Vendor Management page to learn more.
Only those with the Procurement Initiator role are able to submit contract requests. They cannot sign or negotiate contracts. Only Central Purchasing can negotiate and sign a contract on behalf of Columbia University.
See the Goods and Services Policy for the subsection titled Contract Signing Authority.
When purchasing from a vendor or supplier that requires a contract, first begin by identifying whether the purchase will require a purchase order.
If a purchase order is required, proceed to the Goods and Services Request Form within the CU Marketplace. This first step in the process will assist with identifying the required attachments that need to be submitted with a Contract Request. Separately, you will need to create a Contract Request from Central Purchasing for the establishment of a contract between Columbia and and the vendor or supplier.
In the CU Marketplace, visit the Contracts dashboard to find the tile for the Contracts for Use With PO dashboard to get assistance within the system.
When purchasing from a vendor or supplier that requires a contract, first begin by identifying whether the purchase will require a purchase order. If a purchase order is not required, determine whether the contract you require is part of a financial transaction.
Some contracts that are not part of a financial transaction do not require a business entity or individual to be a registered Columbia vendor before processing a contract request:
- Non-Disclosure Agreement (mutual and unilateral)
- Power of Attorney (POA)
- Memorandum of Understanding (MOU)
- Letter of Participation (LOP)
- Letter of Commitment (LOC)
- Material Transfer Agreement (MTA, only when the contract is not connected to a payment)
- Collaboration Agreement (only when the contract is not connected to a payment)
Find Columbia contract templates above in the Forms and Documents Library. Other templates may be provided by the vendor to submit with the Contract Request.
If the contract with a supplier or vendor is part of a financial transaction, then Columbia requires the business entity or individual to be a registered Columbia vendor before a Contract Request can be submitted. You can verify that a business or individual is registered as a Columbia vendor by searching for the name of the supplier or vendor in the CU Marketplace or by using the Vendor ID Lookup Tool.
The following services typically require registration in advance:
- Case Writer
- Consignment Agreement
- Contingent Labor Agreement
- Fine Artist
- International Real Estate Agreement
- Loaner Agreement/Evaluation Agreement
- Master Lease Agreement
- Pitney Bowes Lease Schedule
- Publishing Release Agreement
- Publishing Agreement
- Writer
Find Columbia contract templates above in the Forms and Documents Library. Other templates may be provided by the vendor to submit with the Contract Request.
In the CU Marketplace, visit the Contracts dashboard to find the tile for the Contracts Where No PO Is Required dashboard to get assistance within the system.
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Requesting a Contract
To request a new contract, first visit the Contracts dashboard in the CU Marketplace. Select from the available dashboard tiles for more information, or select Request a Contract from the Contract Request Tool.
Choose a Template
In the Create Contract Request box, select Create Contract and click the search box next to Select a Contract Request Template. The four contract options above will appear again to choose from.
Choose a template, then fill out a unique Contract Request Name. Click Submit.
Complete the Form
Creating a new request will open the Instructions page. Use the Next button to proceed through the contract request's required fields and provide supporting information, including any relevant documentation uploads, to start the contract request process.
You can save your progress in the form and come back to it at a later time as needed. Find your incomplete contract requests in the My Contract Requests dashboard, available in the Contract Request Tool.
When you are ready to submit, click Complete Request.
Existing contracts may need to be amended or terminated. To do so, choose Amend/Terminate from the Contract Request Type selection in the Create Contract Request box.
To proceed, select either Amend or Terminate from the options for Select a Contract Request Template. Enter a new Contract Request Name. Then use Select Contract to find the appropriate contract.
To amend, upload an amendment document as part of the submission.
To terminate an existing contract, Pilot Initiators will need to answer additional questions in the form.
Existing contracts may need to be renewed. A renewal to a contract is considered an amendment. Choose Amend from the Select a Contract Request Template options in the Create Contract Request box. Upload any renewal documentation or supporting information as part of the renewal submission.
Approving a Contract Request
If a contract request is approved by Central Procurement, the contract document(s) submitted with the request will be converted into a Contract Record for Central Procurement to review, edit, and finalize/execute with the vendor. You will be notified via the Marketplace when this occurs.
You can search for converted Contract Records by selecting Search Contracts in the Contract Request Tool.
Contract requests may be denied if Purchasing determines that a contract with a vendor is not appropriate. Further instructions will be sent from Purchasing for how to proceed with making purchases.
Contract requests may be returned to the user if revisions are needed or more information is required before the request can be approved. Schools or departments will need to update their request by adding to or editing the submitted information based on feedback from Central Purchasing.
Procurement Initiators can edit their contract request by withdrawing it from workflow. Contract requests cannot be withdrawn if they have been approved.
Executing a Finalized Contract
A contract is finalized and in effect once it has been reviewed and fully executed by Central Purchasing and the supplier or vendor.
A notification from Central Purchasing will be sent to the Procurement Initiator via the CU Marketplace when the contract is executed.
Find executed contracts by selecting Search Contracts in the Contract Request Tool in the Contracts section of the CU Marketplace.
If you cannot find the contract record via Search Contracts, the contract may still be in the review and/or negotiation