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Vendor Guidelines

Mission Statement

The mission of the Purchasing Department is to support all MidMichigan Health affiliates in the acquisition of goods and services in a manner that best meets the overall needs of the Health System. This will be achieved through product and process standardization, identification of opportunities for overall cost reductions, negotiations for favorable agreements, and the identification of opportunities for continuous process improvement.

Corporate Purchasing Philosophy

MidMichigan Health Materials Management areas are committed to supporting our affiliates in achieving the same systems and cost-effective programs through a sharing of technical expertise, management and a coordinated approach to material needs.

Vendor Philosophy 

  • MidMichigan Health is committed to fostering good vendor relations and recognizes the valuable contributions its vendors and suppliers make. MidMichigan Health commits itself to creating an environment where only the most reputable and competitive vendors are associated with the Health System.
  • MidMichigan Health will maintain ethical, businesslike relationships with vendors and suppliers of equipment, materials, and services. To assure this businesslike relationship, vendors are expected to follow MidMichigan Health purchasing and corporate procedures and conduct their business in a professional manner. Acting under the prudent buyer concept, all vendors of MidMichigan Health are expected to treat the organization as a "most favored" customer in this geographical region. Equipment, materials, and services shall be offered at a price that is equal to or lower than the vendor's current customers paying for the same equipment, materials, services.
  • Gratuities, including meals, should not to be offered to employees of MidMichigan Health. Vendors who wish to make a donation to a MidMichigan Health affiliate should contact the Fund Development department at (989) 839-3342.

Authorized Agents

  • For the purposes of signing contracts, the authorized agents of MidMichigan Health affiliates include the Purchasing Agents and Buyers located at MidMichigan Health affiliates as well as the Purchasing Manager, Contract Administrator, Presidents and Vice-Presidents of the respective organizations. Agreements signed by unauthorized personnel of any MidMichigan Health affiliate may be deemed invalid.

Procedure for Calling on the Purchasing Department

  • Vendors must register with MidMichigan Health’s Vendor Credentialing Program prior to doing business. Information about this program can be found here: www.midmichigan.org/vendors/vendor-credentialing
  • A vendor wishing to talk with a MidMichigan Health purchasing agent or buyer is requested to make an appointment prior to the visit. Unscheduled vendors may be denied conferences.
  • Appointments may be made by calling the Purchasing Agent or Buyer directly. 
  • The vendor shall follow MidMichigan Health’s Vendor Check-In policy. 
  • The Vendor shall fully comply with MidMichigan Health’s Vendor Credentialing Policy prior to arrival. Copies of this policy can be obtained by contacting a MidMichigan Health Buyer or Purchasing Agent or by visiting www.midmichigan.org/vendors.

Procedure for Calling on Department Managers and Supervisors

  • A vendor wishing to see department managers or supervisors shall make appointments with that person in advance. Purchasing may, on occasion, make appointments for vendors if requested, and will notify vendors if anyone has requested to see them.
  • Due to the limited parking, all vendors are requested to park in the Open or Employee parking areas only. Do not park in areas designated for patients.     
  • The Vendor shall fully comply with MidMichigan Health’s Vendor Credentialing Policy prior to arrival. Copies of this policy can be obtained by contacting a MidMichigan Health Buyer or Purchasing Agent or by visiting www.midmichigan.org/vendors.

Use of Purchase Orders

  • All purchase orders require a purchase order (PO) number.
  • All deliveries require a visible PO number on the packing slip.
  • Deliveries that do not have a PO number properly identified may be returned to the vendor.
  • All trial supplies, equipment, and samples require a PO number to be brought into MidMichigan Health.
  • All repairs of equipment require a PO number, whether onsite or offsite at the vendor's location.

Competitive Bidding

  • MidMichigan Health subscribes to competitive bidding on capital expenditures and major supply purchases. Our primary Group Purchasing Organization affiliation is with Premier.
  • Purchasing will prepare specifications with the assistance of the requesting department manager and submit them for quotation to multiple vendors.
  • Vendors shall return all bids and proposals to the Purchasing Department only.
  • A bid closing date shall be identified on all requests and no bids or proposals shall be accepted after that date, unless otherwise approved by the Purchasing Department.
  • Bids shall be reviewed by both the requesting department manager and Purchasing after the closing date.
  • Whenever possible, the lowest bid will be accepted when all other factors are equal.
  • Final negotiations on price terms and delivery will be done by the Purchasing Department.
  • In most instances, the current supplier of goods or services shall have their current price considered as their quoted price in any bids.

Product Evaluation and Standardization

  • All new products or changes to existing products that are being evaluated for use within MidMichigan Health, including all trial evaluations, must be approved by the appropriate Value Analysis Team.
  • The only exceptions are supplies needed in emergency situations.

Samples

  • All products brought into MidMichigan Health as samples shall be delivered to the appropriate Purchasing Agent or Buyer who will then distribute the product to the appropriate departments. Pricing shall be submitted to the Purchasing Department prior to delivery of the sample.
  • If the samples are shipped into the receiving dock, a purchase order number must be referenced. This allows receiving to quickly have your product delivered to the requesting department. If a purchase order number is not referenced on the packing list, the samples may be discarded upon receiving.
  • Products/supplies provided for use during surgery/procedure without approval from the hospital for pricing, will be considered a no charge item.

Return Goods

  • After purchasing has obtained a return-of-goods authorization, products will be promptly returned.

Equipment Trials

  • No equipment will be authorized for trial within any MidMichigan Health affiliate without the issue of a purchase order.
  • All patient related electrical/electronic equipment must be checked by Biomedical Services before delivery to the user department.

Deliveries

  • All products must be delivered to the receiving dock with a packing slip and packing slips must reference a valid purchase order number.
  • Items delivered to any department within MidMichigan Health will not be paid for without prior approval of the Purchasing Department.
  • Deliveries may occur between the hours of 8:00 a.m. and 4:30 p.m. Monday through Friday.
  • Purchasing must be notified in advance of deliveries requiring special handling or rigging.

Invoicing

  • MidMichigan Health has a strict “No PO, No Pay” policy. Vendors should not accept an order unless a valid PO number is given. Invoices that do not comply with the guidelines are subject to delay. Regular audits will highlight persistent requester and supplier offenders.
  • All invoices must be mailed to:

[insert appropriate affiliate name here]
Attn: Pay Management
4000 Wellness Drive
Midland, MI 48670

  • There can only be one Purchase Order number per invoice. 
  • There must be an invoice number on all invoices.
  • Invoices must be legible and fully scannable. Handwritten invoices are not valid.
  • “Remit To” address must be shown and be the same s previously agreed with the Buyer.
  • The following invoice details must match the purchase order details:

1. Purchase Order Number
2. Line item number and description
3. Quantity
4. Price
5. Unit of Measure

Overshipment

  • Quantities shipped in excess of the quantity ordered may be rejected, or kept in accordance with the U.C.C.
  • If an item is rejected, MidMichigan Health will notify the vendor to pick up the supplies within 21 days.
  • MidMichigan Health will not be responsible for damage, theft, cost and/or liability that may arise for items not ordered thru Purchasing.

C.O.D. Payments

  • There will be no cash on delivery payments.

Freight Charges

  • It is the policy of MidMichigan Health to not pay freight charges unless special circumstances exist. Therefore, no freight will be paid unless it is stated on the purchase order.

Backorders

  • MidMichigan Health may cancel an order for an item if the expected delivery date is not acceptable. Vendors are required to make immediate notification of backorders.

Compliance with Hospital Rules and Regulations

  • Vendor/Contractors/Subcontractors are required to conducts business in full compliance with all MidMichigan Health Policies and Regulations as set forth in the Human Resource Policies, Infection Prevention Construction Protocols, HIPAA regulations and Safety rules. These policies include MidMichigan Health vendor/contractor training and orientation (including MidMichigan Health identification badge). In addition, vendor/contractor will follow Infection control construction protocols as established. These will include maintaining clean work environment while providing active means to prevent airborne dust from dispensing into atmosphere (i.e. use of tented barriers and filtered negative air). Vendor/Contractor must schedule work with department manager where work is being performed. Vendor/Contract will take steps to ensure that they are in and remain in compliance with these rules at all times.

Date Last Revised 1/13/2014