|
Vendor Home
Open Bids/ Proposals
Vendor Information and Policies
Surgery
Services New Product Policy
Annual Vendor Orientation
Vendor Registration Form
|
Vendor Information and Policies
Welcome Valued Suppliers!
University Hospitals and
Clinics is an academic health system owned and governed by the University
of Missouri, a multi-campus university system. The purchasing function
reports to the Purchasing Department, University Hospitals and Clinics,
One Hospital Drive, DCO68.20, Columbia, MO 65212. Purchasing is physically
located at 2401 Lemone Industrial Blvd., RM 168, Columbia, MO. This
department authorizes and oversees purchasing and contracting activities
for all of the hospitals and clinics. The Purchasing Department derives
its authority to purchase from the Board of Curators of the University of
Missouri and University of Missouri (UM) Central Administration.
Public and competitive
bidding is the method for contracting goods and services bought by
University Hospitals and Clinics. University Hospitals also participates
in cooperative purchasing agreements when same or similar contracting
procedures have been used to award the contract.
Purchasing Hours for
Interviews
The Purchasing Department is located in Room QD168 in the Quarterdeck
Building, 2401 Lemone Industrial Blvd. Our buyers assure vendors a prompt
and courteous reception as time permits; however, we ask that each visit
be limited to 10 minutes. If more time is needed, please arrange for an
appointment. Appointments are scheduled from 9 a.m. to noon and 1 to 4
p.m. Monday through Friday. Call (573) 882-7178 to schedule an
appointment.
Group Purchasing
Organization
University Hospitals and Clinics is a member of University Healthsystems
Consortium and uses Novation as its group purchasing organization.
Representatives should make effort to provide information to buyers
regarding contracts with this group.
Minority Supplier
Initiative
University Hospitals and Clinics strive to do business with registered
disadvantaged business enterprises. In addition, we request that vendors
provide second-tier reporting of minority purchases. Suppliers are to
track and report these purchases to this office.
Other Information
If you have any questions about policies and procedures, please ask
the Manager of Purchasing to answer your questions. Failure to understand
University Hospitals and Clinics’ policies will not exempt a sales
representative from responsibility.
Purchasing Goals and Objectives*:
1. To ensure the safety,
comfort and confidentiality of our patients at all times.
2. To conduct the
purchasing function in a manner that supports the policies and procedures
of our institution and ethical practices of the public purchasing
profession, always keeping an open and competitive sales environment.
3. To serve and facilitate
the needs of University Hospitals and Clinics and to make purchasing
commitments in a timely, consistent and orderly fashion.
4. To foster a high
standard of public relations with suppliers assisting with our patient
care mission.
5. To obtain the maximum
value for our institution’s expenditures and foster competition in the
acquisition of products and services.
6. To foster the spirit of
partnership in our relationships with suppliers and afford each company
supporting our mission a courteous and prompt reception in exchanging
information in the business relationship. To demand honesty in the
buyer-sales relationship, whether offered through the medium of a verbal
or written statement, an advertisement or a product sample.
7. To foster fair, ethical
and legal trade practices at all times and decline personal gratuities.
8. To make every reasonable
effort to negotiate an equitable and mutually agreeable settlement with a
supplier without compromising the established policies of our institution.
*As adapted from the
Code of Ethics advocated by the National Association of Educational
Buyers.
Supplier's Responsibilities/Policies and Procedures:
Vendor Visitation
All vendor representatives “reps” are visitors of University Hospitals and
Clinics and shall comply with visitation policies and procedures, both
institutional and departmental, relating to their visiting purpose. Vendor
visitation is permitted for the purpose of allowing informational
activities related to the availability of current or upcoming products,
equipment and services in the organization. University Hospitals and
Clinics must preserve order and constructive use of personnel time as well
as maintain an environment conducive to the confidential, safe, and
orderly care of patients. Patient care is our
first concern. Any sales representative’s visit may be subject to
cancellation without notice.
-
All reps must complete an
initial and subsequent annual orientation/code of conduct in-service
provided by Purchasing (or designated UHC staff) and sign
confidentiality agreement before meeting with any University Hospitals
and Clinics’ staff.
-
No reps may conduct
business with University Hospitals and Clinics’ staff in patient care
areas or when they are en route to their destination. Reps who visit
patient care areas may be required to provide evidence of immunizations
and current TB testing.
-
No reps may offer or
provide gifts and/or gratuities to University employees as stipulated
under University of Missouri System Purchasing Policy #204, Section 200
Code of Ethics. This policy restricts reps from providing any and all
gifts including nominal items and food.
-
All reps must check in at
Purchasing (or designated check-in area at the specific facilities) to
receive name badge prior to each visit. An approved ID badge must be
worn at all times when in University Hospitals and Clinics.
-
All reps must have a
pre-arranged appointment before meeting with University Hospitals and
Clinics’ staff. Appointments may be made by direct mail, email or
telephone.
-
All reps must limit
appointments to office areas only and where they have been approved to
visit at check-in. Departments should refuse to meet with any vendor
representative who is not displaying the proper University Hospitals and
Clinics ID authorization applicable by date for that visit.
-
No reps may distribute
promotional materials in public areas, to patients, or to University
Hospitals and Clinics’ staff in their mailboxes without prior Management
authorization. Unrequested product samples and equipment are not to be
left on the premises of University Hospitals and Clinics.
-
All products and
equipment provided to University Hospitals and Clinics must be
authorized prior to placement by a valid purchase order number or
procurement card number, as is applicable. Any loaned or gifted items
particularly equipment, devices, or instruments must be authorized prior
to placement with a “no charge” purchase order.
-
Pharmaceutical
representatives must follow state/federal regulations and institutional
policies regarding the Formulary and drug samples, and follow the
current PhRMA Code of Ethics available at the below website: (http://www.phrma.org/publications/policy//2002-04-
19.391.pdf).
-
No reps may, unless
emergency situations warrant, bring in equipment, instruments, or
supplies unless approved by the department in advance or payment will be
denied.
-
A representative
information sheet must be on file with Purchasing (or designated
department at facility) and department office where the rep primarily
visits if appropriate. The sheet contains the representative’s name,
address and phone number.
-
All reps may not be able
to promote all products they desire. All reps are responsible to know
what can and cannot be promoted. Clarification must be sought through
the Purchasing department or the primary department where the rep
visits.
-
Reps are not to discuss
pricing, terms and conditions with departments. Reps are not to approach
or obtain signature from departments on any contracts. Reps are not to
discuss content of any request for bid/proposal with any department
while it is open for vendors to respond to University Hospitals and
Clinics. The discussion is to take place with the appropriate buyer in
the Purchasing Department.
-
All reps must
additionally comply with any departmental policies that apply in the
areas where they visit, but leniency of this policy by any department is
not permitted. Management staff in those departments should be consulted
regarding the existence of the policy or any interpretations.
-
Pre-approved or
contracted vendors must check in each time they visit.
Procedures:
-
Vendor representatives and
technicians must park in designated vendor parking when visiting.
-
Vendor representatives
must always make their initial stop at Purchasing (or designated check
in place at facility) where they will sign in and receive a name badge
to be worn visible and at eye level during their stay.
NOTE: Representatives may be required to
leave a piece of permanent identification (drivers license etc.) during
their stay in the hospital to be retrieved when the hospital nametag is
returned.
-
Vendor representatives
are also required to check in at the Department.
-
Vendor representatives
are to leave all information and samples for nursing personnel with the
Purchasing buyer.
-
When reporting for an
appointment with nursing personnel, vendor representatives are to check
with the purchasing contact person who will call to verify the
appointment and give directions to the proper place.
-
Catalogs and price lists
are to be provided and kept current in the Purchasing Department.
Representatives are required to update their own catalogs in the
department. Some catalogs and price lists are kept in each buyer’s
office. Therefore, check with the appropriate buyer.
Violations:
-
Violations of any policy
affecting pharmaceutical reps should be reported to the Pharmacy Office
at (573) 882-8700. After investigation, the report will be referred to
the CMO for action/consequences as deemed appropriate including
suspension or debarment from sales activities to University Hospitals
and Clinics. All other representative policy violations should be
reported to Purchasing at (573) 882-7178.
-
First violation of
University Hospital and Clinics’ policies and/or inappropriate conduct
will require the representative to report to the Purchasing Department
where the policies are explained. If the nature of the incident is
serious, the Campus Purchasing Manager may require the representative to
bring his/her immediate supervisor or suspend or debar the company from
sales activities to University Hospitals and Clinics.
-
On the second violation,
the representative will be asked to leave the hospital and a letter will
be sent to the sales representative, his direct supervisor and company
detailing the infraction and the requirements for correction.
Requirements of correction are based upon seriousness of the incident
and could result in suspension or debarment of vendor from University
Hospitals and Clinics’ sales activities.
-
The third violation will
require the sales representative to only return to the hospital with
his/her District Manager and could result in suspension or debarment
from University Hospitals and Clinics.
|
University of Missouri Health
Care