Lab, Medical, and Clinical Products and Related Services

Prior approvals are required for the following purchases:

Controlled Substances for Research

• A Purchase Order is required. You must use Commodity Code 51370000.
• You must upload your DEA License and NY State License for the researcher who will be using the items.
• The RASCAL training certificate for the researcher must be attached as well.

Radioactive

• A Purchase Order is required.
• Prior approval is required from the Radiation Safety Office triggered by dedicated RAM category code.
  • All radioactive materials must be delivered directly to the Radiation Safety Office where it will be checked, logged in, and surveyed for any contamination prior to Department receipt of items.
• RAM may NOT be delivered directly to a lab.

Refrigerators and Freezers for Research

• Prior approval from Environmental Health & Safety (EHS) is required.
• You must complete the Refrigerator and Freezer form and send to EHS prior to sending a requisition to Purchasing.

Lasers

• You must complete the laser form and send it to EHS prior to sending the requisition to Purchasing.
• You must also upload the same signed form with the required requisition documentation for Central Purchasing approval if the laser category is class 3B and 4 or higher.

Research Animals and Related Products

• TBD

3D Printing

• TBD

Capitalized Asset

• TBD

X-Ray Equipment

• TBD

Instructions for Catalog Supplier POs

1. Most purchases made from Catalog Suppliers in the CU Marketplace are auto-sourced and include electronic invoicing and expedited electronic payments.
    
2. Any purchase over $50,000 or any sponsored requisitions over $10,000 will require Central Purchasing approval.
    
3. Follow the appropriate Receiving policy upon arrival of the purchase. 

Instructions for UwPA Supplier POs

1. Create a requisition via the Goods and Services Request Form in the Marketplace to process a purchase order (PO). 
    
2. To support this purchase order, only a quote/proposal is required to attach to the Goods and Services Request Form. This is the benefit of using a UwPA instead of a Non-Catalog Supplier.
    
3. Following the approvals process, the purchase order will be sent to the supplier.
    
4. Follow the appropriate Receiving policy upon arrival of the purchase. 

Instructions for Non-Catalog Supplier POs

1. Ensure the supplier is validated by Vendor Management. Use the Marketplace search bar to search the vendor's name. If the vendor's Supplier Profile populates as a selection, the supplier is approved for purchasing. If the supplier does not have a Supplier ID Active in ARC, the supplier is unavailable for purchasing until they become registered by Vendor Management. 
    
2. Begin a Goods and Services Request Form in the CU Marketplace. Provide all required information, including supplier email, address, etc.
    
3. Obtain a quote/proposal from the supplier to attach with the Goods and Services Request Form. Confirm the vendor’s address in the form matches the address provided on the quote/proposal. 
    
4. Answer the questions about sole/single-source justification as applicable when required to support supplier selection. For orders over $10,000, two competitive quotes are required; for orders over $250,000, three competitive quotes are required. For more information, visit the Columbia policy on Competitive Procurement.
    
5. If purchasing on-site service engagements, secure a Certificate of Insurance (COI) from Insurance and Risk Management.
    
6. If purchasing from a foreign supplier not in US dollars, conduct a currency conversion check. For all foreign suppliers, conduct an Excluded Parties List System (EPLS) check.
    
7. Follow the appropriate Receiving policy upon arrival of the purchase. 
    
8. Once the purchase is received, process payment by creating a PO Voucher and attaching the invoice.

There are select commodity codes in the Marketplace that apply to capital equipment leasing. Simply check a box. 

It is important to note that when suppliers provide services on-site at any and all Columbia locations, their Certificate of Insurance (COI) is required prior to arrival on-site to initiate those services.

For more information about Certificates of Insurance, visit the Insurance and Risk Management section of the Finance site.

All international shipments must be cleared through an International Customs Broker authorized by the University through a valid Power of Attorney. Contact Michael Reich for assistance.

World Customs Brokerage

For items such as reagents, pharmaceuticals, and biologics that are shipped by other couriers but will be cleared by World Customs Brokerage.

Please refer to Columbia's account under the name "The Trustees of Columbia University in the City of New York" with an IOR (Importer of Record) address of 615 W 131st St, New York, NY 10027. Columbia account contact: Michael Reich. 

Webpage

www.worldcustomsbrokerage.com

Supplier Contact Information

[email protected]
888-231-7227

DB Schenker (Customs Broker)

Use Columbia University account number: 191550. D.B. Schenker gladly accepts P-Card as the preferred method of payment.

Instructions for Brokerage Only Customers (Shipments which D.B. Schenker is clearing customs but is not handling the forwarding.).

Pricing Description

General Delivery Rates
Custom Services Rates

Webpage

www.dbschenker.com/usa

Representative Contact Information

Arisa Stiles
Sales Support
678-675-6412
[email protected]