The Johns Hopkins Health System, Supply Chain Shared Services – JHHS Corporate Purchasing, publishes a bid calendar encompassing product categories scheduled for bid in the upcoming months. Vendors are encouraged to review the calendar frequently as periodic changes and additions/deletions may occur as a result of our clinical needs and business processes.

Johns Hopkins Health System utilizes a Value Analysis process to assure excellence in clinical products, product standardization, and best value for our institutions. We have developed criteria necessary to make a comprehensive judgment, analysis and to choose the best value of each product/service during the bid process. These criteria include but are not limited to clinical product/service impact, quality product, vendor credentialing, excellence in service, friendly contract language, cost effectiveness, product availability and consistency.

In our effort to monitor the knowledge and compliance of our vendor representatives, manufacturers, and corporate partners, we have partnered with Vendormate to assist us with assuring employment screening requirements, policy knowledge/understanding and required credentialing is complete and up to date. You may access the Johns Hopkins Health System site at https://hs1051.vendormate.com. All vendors will be required to complete and maintain the Vendormate program.

Vendors may contact the Strategic Sourcing Specialist/Contract Specialists relative to the specifics of the bid calendar schedule. Please make this contact via e-mail and understand our specialists will do their best to answer your questions. Many of these bids will be conducted with the assistance of our bidding partner, Medpricer. Medpricer representatives may contact you directly to arrange for training and assuring all questions and concerns are answered. The majority of our bid contract awards are for a minimum of three (3) years; additional year options are also possible. It is absolutely imperative that all Terms and Conditions and sample Purchase and Sale Agreement contract language be reviewed and positive responses are weighed heavily during the bid analysis. Negative responses to contract language may impair the vendor’s ability to continue onto the bid sessions.

The Ecteon Contraxx Contract Management System (“CMS”) provides the following capabilities so that Supply Chain can better serve JHHS:

1. CMS will serve as one central repository for all JHHS contracts for Supply Chain to easily provide contract and related data to JHHS;
2. Provide contracts and data for Supply Chain to strategically source equipment, products and services; and
3. Provide tracking system for Supply Chain contracts being prepared for JHHS.

CMS provides Supply Chain visibility to the contract database encompassing the operational and financial commitments throughout JHHS.

When JHHS staff wish to initiate a purchase with a new vendor or a new contract or need information relative to the contract process or CMS, requests should be initiated as follows:

1. SMH, SHI and ACH affiliate staff will continue to contact their Supply Chain leadership within the specific affiliate.
2. All other affiliates will contact [email protected]

All new contracts are to be processed through Supply Chain and stored in the CMS. When Supply Chain receives new contract requests, the contracts are processed as follows:

• A Sourcing Manager will review the contract requests and conduct negotiations or a competitive bid or work with Nobilant, as warranted, to obtain best quality product and competitive pricing.
• A Contract Administrator will prepare the contract in collaboration with affiliate staff, Sourcing Manager/staff, other stakeholders and JH Legal, as appropriate.
• Once sourcing and the contract are complete, the fully executed contract will be stored in the CMS and a copy returned to the affiliate staff and stakeholders.
• CMS has the capability to email notifications of expiring contracts. Contract expiration notices will be scheduled for no less than a 90-day notification.

Evaluation may be conducted for a variety of reasons. Post evaluation commitments are not made prior to an evaluation completion/approval and Corporate Purchasing will be the sole source of information on the status of an evaluation and any post evaluation implementation with any vendor.

All expensed items being evaluated must be obtained via a no charge purchase order. No unapproved investigational items may be brought in for evaluation without the written consent of the responsible affiliate committee on investigational devices. The Johns Hopkins Health System shopping cart should be generated by the department prior to an evaluation startup. Also, the pricing on any product/equipment to be evaluated must be finalized prior to an evaluation. If pricing is not negotiated and finalized, the evaluation will not occur.

The following information must be supplied when ordering evaluation items:

• Manufacture's product number
• Quantity
• Purchase unit of measure
• Complete and accurate product description
• List price with discount
• If item is totally new or a substitute/replacement item
• The manufacturer’s number and description of item it is replacing
• The length of the evaluation including start/stop dates
• The signature of the approval of department administrator on the requisition to acknowledge the evaluation process
• Budget impact statement (will be potential cost savings, cost increase, or budget neutral if evaluation is successful and product is implemented)
• Value Analysis Teams must be aware and approve all evaluations of new/replacement product

Vendor Relations

Guidelines for the Hospital’s interactions with vendors of supplies, pharmaceuticals, equipment and services – The policy governing Vendor Interaction is as follows: Interaction with Industry. These guidelines are intended to encourage disclosure and discussion and to provide guidance for decision making. Employees and medical staff must disclose to and receive prior approval from the Assistant Dean, School of Medicine; Functional Unit Administrator or Director for vendor-related activities.

JHHS is committed to ethical, integrity, and honest business dealings with our vendors, and we strive to develop mutually advantageous relationships. In conducting business with vendors, employees and medical staff are also expected to act fairly and objectively and in the best interest of the Health System. Our selection of vendors will be based on quality product, competitive pricing, quality service, the agreement and offer of friendly contract language.

Gifts and Entertainment

Employees and medical staff may not accept gifts or gratuities from suppliers. See - Interaction with Industry.

Samples of Goods and Services

Samples of goods and services may be accepted only for purposes of evaluation and must be procured in accordance with Hospital policy. Evaluation product and/or equipment MUST be presented to JHHS through a valid No-Charge purchase order and must be accompanied by a No Charge Evaluation Agreement detailing all terms and conditions of the evaluation.

Consulting and Research Activities

Please reference the following Interaction with Industry; and the Johns Hopkins Health System Finance Policies and Procedures regarding consultants for further information.

Vendor Sponsorship

Please reference the following Interaction with Industry.

Confidentiality of Business Matters

Official business matters such as price negotiations and contractual arrangements are considered to be confidential. Employees and staff should exercise discretion when discussing price negotiations and contractual arrangements.

Purchase orders are not required for the following types of transactions. The Online Payment Request and PCard should be used for these transactions. Please contact Accounts Payable Shared Services for additional information.

1. Payment of advertising costs: Payments for any advertising on behalf of the Health System. These can be made to newspapers, trade periodicals, radio and TV stations etc. The creation of Marketing literature or media would also fall under this item as well. These can be payments to advertising agencies, production facilities or market research companies.
   1. Payment Method: PCard ( <$2,500 JHHS) or Online Payment Request
2. Honoraria payments: Any payment made to guest speakers or visiting faculty. Stipend payments for research fellows may fall under this item as well as One-time lump sum fellowship payment to U.S. post doctoral fellows and students not on payroll. International recipients need to be processed through payroll. See Tax Guide for further information.
   1. Payment Method: Online Payment Request
3. Prepayment of seminar, workshop or conference registrations: These payment are to be made directly to Conference Hosting Organizations in advance of attendance. These expenses are not paid by the attendee or traveler.
   1. Payment Method: PCard (non-hotel payments & non-travel agency payments - <$2,500 JHHS) or Online Payment Request
4. Revenue refund payments: Any patient, student, insurance, subscription or related refund of revenue of any type.
   1. Payment Method: Online Payment Request
5. Payments to government or regulating agencies for licensing and filing: Examples include any payments to Government Agencies( Federal, State and Local) for building permits, motor vehicle registrations, applications for Foreign Visas, state licensing boards.
   1. Payment Method: PCard <$2,500 JHHS) or Online Payment Request
6. Payments to attorneys, CPA and consulting firms: Any payments to said firms. Examples would be PWC, KPMG, Bearing Point or Piper Rudnick.
   1. Payment Method: Online Payment Request
7. Payments for gifts or awards for employee appreciation or recognition: Payments for gift cards, grocery certificates, trophies, plaques or similar items. These are usually given around holiday times or for other various occasions for employee appreciation. Amounts are usually $25 or less. Please note: Any gift is considered taxable to the recipient, and payroll must receive recipient information for purpose of update to W2 wages.
   1. Payment Method: Online Payment Request
8. Payments for real estate transactions: Any payment made for real estate purchases, include closing costs. Real estate auction transactions are also accepted.
   1. Payment Method: Online Payment Request
9. Payments for real estate leases or rentals: Payments made to property managers or management companies for University or Health Systems occupied space.
   1. Payment Method: Online Payment Request
10. Payments to insurance or Investment firms and other fringe benefit payments: Any payments made to these firms can include payment initiated by benefits from payroll deductions, (EHP, 403b, Cigna) or to investment managers who manage University or Health System Endowment assets or general investment/asset management for the University or Health System. Payments to colleges and universities for tuition benefits fall under this category.
    1. Payment Method: Online Payment Request
11. Tax payments: Payments will include: payroll tax, property tax, sales tax, garnishments, liens, 1099 or 1042 related taxes.
    1. Payment Method: Online Payment Request
12. Payments for Institutional or employee reimbursed dues and subscriptions: Any association dues or subscription paid on behalf of an employee or an Institution. Employee examples are payments to AICPA, NACUBO. Institutional examples are COGR and MICUA.
    1. Payment Method: PCard ; <$2,500 JHHS) or Online Payment Request
13. Royalties: Any payments for royalties of intellectual property, copyrights, patents, etc. to firms or individuals.
    1. Payment Method: Online Payment Request
14. Utilities: oil, water, gas, steam, electricity, telephone: Any payments to utility companies such as BGE, Verizon, Pepco, Baltimore City and Amerada Hess.
    1. Payment Method: Online Payment Request
15. Payments for catering other miscellaneous food purchases: Any planned or unplanned food expenses for meetings or business related events not incurred during travel. Examples in this category include payments to Jay's Catering, Eddie's of Roland Park, Curran's Deli, The Johns Hopkins Club, etc.
    1. Payment Method: PCard ; <$2,500 JHHS) or Online Payment Request
16. Debt payments: Any payment of University or Health System debt servicing.
    1. Payment Method: Online Payment Request
17. Postage: Payments made to the USPS, Pitney Bowes or other independent mail vendor for postage on meter machines or bulk mail servicing vendors.
    1. Payment Method: PCard ; <$2,500 JHHS) or Online Payment Request
18. Special events/entertainment: Any payments for sporting events or special events planned and hosted for students, guests, donors or trustees.
    1. Payment Method: PCard ; <$2,500 JHHS) or Online Payment Request
19. Payments for library books, journals, periodicals: Payments for books, trade publications or periodicals on renewed or purchased on an individual or annual basis.
    1. Payment Method: PCard ; <$2,500 JHHS) or Online Payment Request
20. Payments to travel agencies and relocation vendors: Payment made for any travel related service to include tickets, hotel accommodations and car rentals. These payments are made directly to the agency and are not paid by or to the traveler. Vendors are World Travel Service, Safe Harbors or Engencia. Payments to vendors for Faculty or staff relocation expenses are also accepted as a non-PO payment. Please note: Certain relocation expenses are taxable and payroll needs to be notified of such expenses.
    1. Payment Method: Online Payment Request
21. Temporary employment agencies: Payments made for short-term temporary labor services. Randstad is the University's approved temporary labor service provider. Intrastaff is the Health System’s approved temporary labor service provider.
    1. Payment Method: eInvoice/Online Payment Request
22. Payments to study participants: Any payment made to individuals who participate in JHU or JHHS research studies.
    1. Payment Method: Online Payment Request
23. Payments for software licenses and software <$2,500: Any payment made to companies for software licensing. Examples can include Hyperion, Microsoft and SAP.
    1. Payment Method: Online Payment Request
24. Recycling services: Paper shredding and removal vendors
    1. Payment Method: PCard ; <$2,500 JHHS) or Online Payment Request
25. Mat/uniform cleaning and laundry services: Examples of vendors would be Cintas and Lord Baltimore
    1. Payment Method: PCard (<$3,000 JHU; <$2,500 JHHS) or Online Payment Request
26. Miscellaneous supplies and minor repairs less than $3,000: Items which are non-clinical, not available from Hopkins eMarketplace suppliers, and non-federally funded research in nature.
    1. Payment Method: PCard (<$3,000 JHU; <$2,500 JHHS) or Online Payment Request

Corporate Purchasing is solely authorized to commit Health System funds for any purchases. This committal is accomplished by issuing a Purchase Order.

Any orders placed directly to a Vendor by a Department (Unauthorized Request issued by a Department) are not valid.

Invoices for Unapproved Orders must be presented from the Vendor to the individual responsible for placing that Order.

After-the-Fact PO’s (those PO’s generated to pay an incoming invoice for a Vendor that isn’t contracted) are not generally acceptable, but we recognize that normally acceptable. These invoices need to be associated with either a contract or an agreement that stipulates the payment terms agreed upon by the Vendor and JHHS Corporate Purchasing. All After-the-Fact PO’s generated will be monitored and the Report provided on a monthly basis to individual Hospital Leadership for their review & follow-up. The goal is to have less After-the-Fact PO’s created on a monthly basis. Vendors that have recurring PO’s will need to be contracted or will risk being blocked in our SAP system until there is resolution to their contracts for products & services and their billing practices.

Address List Updated 6/18/21

Instructions for choosing your correct Delivery Address:

1. Find the street address corresponding to where your goods are delivered.
2. If there are multiple street address codes for your location, chose your Department/Location. If you do not see your specific Department/Location, choose the blank or most general department.
3. For street addresses containing the letter "I", such as 1400 I Street, the US Postal Services uses "Eye" to alleviate confusion with "L", "l" or "I" Streets. For this reason, Johns Hopkins also uses "Eye" on addresses in the SAP System to ensure deliveries are received at the correct addresses.

Note: The Department/Location does not print on purchase orders.

Shopping carts with DROPSHIP addresses will be routed to Supply Chain Shared Services for approval. To request a new permanent ship-to location, please submit a ticket in ServiceNow using the Shopping Carts & Purchase Orders (Non-CSC) > New delivery address request form.

Vendor protocols establish general operating procedures for all vendor representative visits, and the receipt and delivery of products.

These procedures apply to all vendors servicing the Johns Hopkins Health System.

Vendor Receipt and Delivery to the Johns Hopkins Health System

• All packing slips, invoices, manifests, and like documentation must have reference to the purchase order numbers.
• All packing slips, invoices, manifests, and like documentation must include the stock number assigned when supplied on the purchase order. This applies to storeroom stocked items.
• Multiple purchase order invoices and packing slips must be illustrated in such a way that each line item is identifiable to a specific purchase order.
• Reference must be made on the packing slip and invoice to those items that were not filled to complete status (partial, back orders, etc.) on the purchase order processed.
• Shipments that are drop-shipped by a vendor not indicated on the Purchase Order must have the original vendors name and System issued purchase order number on the packing slip.

Vendor Representative Visitation Protocol – Johns Hopkins Hospital

• All vendors who wish to visit a specific individual within a unit or a department must schedule an appointment following the guidelines established in that area.
• Only designated entrances at each institution will permit vendor representative access with requirements for sign-in/sign-out.
  • A badge indicating "vendor representative" will be issued and returned upon completion of the vendor representatives’ appointments. Failure to secure and return the badge and utilize the sign-in/sign-out process will be cause for reprimand based on said procedure. No vendor will be permitted in patient care areas without specific written permission or accompanied by department employee. No vendor will be permitted to enter supply storage areas.

Vendor Representative Visitation Protocol – Corporate Purchasing

• Vendor representatives must secure an appointment from the appropriate individual within Corporate Purchasing prior to a visit. Vendors entering patient care areas at any affiliate must comply and sign in through the Vendormate portal prior to entering JHHS facilities.
• Any observed or reported violation of the Johns Hopkins Health System visitation policy will be handled in the following manner unless deemed to be a major behavior violation:
  • 1^st Occurrence – A written documentation of the incident will be filed at Corporate Purchasing with copies sent to the vendor representative and his/her immediate superior. The document will state that if the incident reoccurs, the vendor representative may be barred from the institution for sales marketing activities.
  • 2^nd Occurrence – A letter will be sent to the vendor representative’s immediate superior with a copy to the representative’s senior sales and marketing officer informing them that a second incident occurred violating the Johns Hopkins Health System policy and that this specific individual may be barred from JHHS facilities. Should it be decided the transgression warrants such a decision, another representative may be substituted as to continue the vendor/institutional relationship. The vendor representative’s superior will notify JHHS Corporate Purchasing staff immediately of the substitute representative.

If the two violations cycle occurs again with the same vendor, Corporate Purchasing will request the vendor to attend a meeting which will inform them that another violation will result in the vendor being removed from the approved vendor status list at the Johns Hopkins Health System for a period of ninety (90) days. Additionally, any existing contracts or bids under construction may, at the discretion of the Johns Hopkins Health System be considered null and void during this period. Depending on the severity of the violations, JHHS Purchasing may require in writing that the vendor sales representative be removed from the premises, security will be notified to monitor the representative and not allow the vendor on JHHS property; and representative’s superior will be notified of same immediately.

A contract signed by other than an officer of the respective corporations, or by the Purchasing Department, is invalid and voidable. No employees (except those above) have the authority to bind any Johns Hopkins Health System entity to a contract, purchase order or agreement, promise to pay, sale or trade-in, custodial obligation or equipment evaluation, contractual change or relief, lease or rental agreement, or purchase order modification, addition, or deletion. Any such improper obligation, even if initially honored by the Health System, is voidable at the discretion of the Health System.