Vendor Guide - Oakwood Healthcare System

The following information is offered to assist you inconducting your business activities with OakwoodHealthcare, Inc. It is our sincere hope that, together,we can continue to provide our hospitals and ourpatients with the finest services available.Code of ConductOHI will conduct its affairs consistent with applicablelaw, regulations and with business integrity. Patientcare is the priority for OHI. Vendors are required tofollow OHI policies and code of conduct.MissionProvide excellence in care, healing and health to theindividuals and communities we serveVisionBecome the recognized leader in clinical quality,service and value as an independent health caresystem.Core ValuesOakwood’s Credo is Patients Come First.Compassion, Respect, Excellence, Diversity, OwnershipSupply Chain StrategyCreate an effective supply chain operating model thatwill produce sustainable cost reductions, support highcustomer service standards, consolidate the supplychain infrastructure and standardize businesspractices.Materials Management Goals of ServiceProvide optimum support to our caregivers byproviding them with timely accessibility of appropriate,clean, safe, user-friendly products, equipment andservices1. Have a clear understanding of and maximuminfluence over all elements of supply chain cost2. Maximize understanding of and support for currentand emerging technology.3. Work with trading partners to enhance eachother’s quality of service and cost profile.Business StandardsGifts or gratuities of any kind are subject to OHI Codeof Conduct and any violations of this could negativelyimpact future business, as well as, be subject toviolation of federal, state or other laws. Vendors willpromptly complete and return any requesteddisclosure form regarding compliance.Introducing Products or ServicesAll sales representatives seeking to introduce products orservices for consideration at any Oakwood site shouldinitially contact the Corporate Purchasing Departmentlocated at 15500 Lundy Parkway in Dearborn. The purposefor initiating such contact is to become informed of the statusof the product or service in question; that is, whether it iscurrently contracted, whether it is applicable to ourinstitutions, whether previously considered, etc. Allpurchasing arrangements and contracts are negotiated atthis location. Purchasing staff will meet with sales reps byappointment only.Vendor ApplicationAfter initial contact, all vendors must complete the VendorApplication to be considered for business with OHI. There isa fee for the application dependent on the level of accessrequired to our hospitals. As part of the application process,Vendors must acknowledge our policies; agree tobackground checks performed and possible fingerprinting.Applying first without acceptance by Purchasing does notguarantee business with Oakwood.Site VisitsSite Visits require you to make appointments withdesignated hospital personnel after the initial contact withPurchasing. It is the intent of this protocol to best manageyour time as well as the time of the purchasing departmentstaff and other hospital personnel. Vendors are to makeappointments in advance with specific areas or departments.Under no circumstances will a sales rep be permitted to visitOHI staff without a scheduled appointment.Upon entrance to a hospital, Vendors are required to sign inat the Vendor Sign-in/out Station and may then accesspublic areas that are not patient care (unless authorized),private offices, designated conference rooms and/oradministrative offices.Pharmacy Rep Sign-InIn addition to general sign in and out, and if required by thesite pharmacy manager, Vendors who are Pharmaceuticalreps are to check in with the on-site pharmacy or pharmacymanager.BadgesVendors will receive a temporary badge upon sign in at thesite that must be worn while on site. Badges and badgeholders must be returned at the close of the businessmeeting upon sign out at the Vendor Sign-in/out Station.Badges are not transferable.QuotationsAll bids must be submitted on forms accompany therequest for quotation, responding in the format asrequested. OHI reserves the right to accept all, aportion of, or none of the quotation. Usage figuresfurnished in quotations are approximate based onprevious usage and should not be construed as acommitment by OHI to purchase quantities listed.Purchase ordersVendors may only deliver or install products,equipment or services that have been pre-approvedfor use by authorized OHI personnel as determinedby the Corporate Purchasing Department. Vendorswill not encourage clinicians or hospital staff to bringin any product outside of the established OHI productprocess. All purchases of products and services mustbe approved by appropriate department head andsupported by a valid purchase order. OHI is notresponsible or required to pay for any order ofproducts or services not authorized by the Purchasingor Materials Management departments. Suchauthorization is made by the issuance of a purchaseorder. Purchase requisitions are not an authorizationto purchase.Products, equipment, or services provided withoutprior approval or a valid purchase order will beconsidered a gift or donation to OHI or may bereturned at the supplier’s expense.Products and equipment for trial or evaluation will beprovided to OHI at no charge and supported with a‘no charge’ purchase order. If a patient charge isgenerated, a Purchase Order will be required.Vendors will not request anyone other than adesignated member of Materials Management orPharmacy departments to sign any type of purchasingagreement or contract. Agreements or contractssigned by a non-authorized OHI agent will beconsidered non-binding. No agreement will bedeemed valid until all OHI contract conditions are met.ParkingVendors must park in designated visitor parking areasand pay the appropriate parking fees. Site specificparking restrictions must be observed

Business StandardsSolicitation to patients and employees on OHIpremises is prohibited. Any solicitation or distributionof materials must be authorized in writing.Vendors cannot target promotional activity atmembers of the pharmacy, therapeutics or othercommittees responsible for recommending orapproving formulary drugs, devices, or services foruse in OHI.The Corporate Purchasing Department, OHIAdministration or Pharmacy office must approvevendor participation in OHI events. Displays may notbe placed in OHI public areas. They may only containOHI approved information and are limited toeducational materials of modest cost. OffsiteEducational Programs are permitted with writtenapproval from the OHI site administrator.ComplianceProtected Health Information is confidential. Vendors’direct presence with a patient during patient care issubject to patient consent. If required, Vendors shallwear OHI issued scrubs (for a fee).Vendor representatives’ failure to adhere to theregulations set forth in the Vendor RepresentativeInteractions Policy and other OHI Policies will result inthe following:1. On the first infraction, the facility on-site deptmanager will address the situation with the Vendorrep; identify and clarify the policy to prevent furtheroccurrences. This interaction will be documentedand reported to the Corporate Director ofPurchasing in writing.2. On the second infraction by the same rep, aninvestigation will be conducted that may lead to aletter of reprimand from the OHI CorporateDirector of Purchasing. This letter will be sent tothe rep as well as his/her employer3. After the third infraction by the same rep, aninvestigation will be conducted that may lead tothe rep’s permanent suspension of privilege toaccess OHI facilities. The reps employer will benotified of the infraction in writing. Hospitalmanagement or security will prevent access toreps who do not comply with these policies.Any violation of federal, state or other regulatory laws willlead to the termination of the contract or other businessrelationship. OHI will report these violations to theappropriate agency, which may lead to fines orimprisonment.DeliveriesUnless otherwise specified, all deliveries are FOBHospital and must be directed to the ReceivingDepartment of the appropriate hospital as designatedon the Purchase Order. All shipments must beidentified with our PO number. Deliveries may bemade weekdays, excluding holidays, between thehours of 8 a.m. and 4 p.m. Under no circumstancesshould items be delivered to user departments unlessauthorization is first obtained from either the MaterialsManagement or Purchasing Departments. In suchcases, Materials Management must receive a copy ofthe packing slip. Payment cannot be assured if thesepolicies are not followed.InspectionAll equipment coming into an OHI facility fordemonstration, evaluation, clinical/workplaceapplication or purchase must be inspected beforedelivery to a unit. Patient care equipment will beinspected by Clinical Engineering, non-patient careequipment will be inspected by Facilities Services,and Computer equipment will be inspected byInformation Technology.Prior to removal, any equipment that might containpatient information, e.g., computers, fax machines,must have the approval of Information Technology.InvoicingAll invoices and statements must include the POnumber, addressee’s name as it appears on theorder, FOB point, and payment terms. All originalinvoices are to be sent directly to the attention of theAccounts Payable Department, PO Box 2801,Dearborn MI 48123-2801. Invoices must match theshipment and purchase order price, unit of measure,and item number. Following these procedures willavoid any delays in processing your invoice forpayment. Inquiries regarding invoices should bedirected to Accounts Payable at 313.586.5636.SustainabilityProtecting our environment makes good health andbusiness sense. Oakwood Healthcare, Inc seeksvendors whose products and services reducepackaging materials, energy and waste.W132741 REV 5/21/12Vendor GuideCODE OF CONDUCTBUSINESS STANDARDSVENDOR APPLICATIONSITE VISITSBADGESQUOTATIONSPURCHASE ORDERSDELIVERIES & INSPECTIONCOMPLIANCEOakwood Healthcare, Inc.Corporate Purchasing Department15500 Lundy ParkwayDearborn, MI 48126313.791.4500oakwood.org