The Purchasing Department is responsible for the procurement of all equipment, supplies and services required and authorized for use by the University of Utah Hospital and its owned, managed or affiliated clinics, care centers and hospitals.
The Purchasing Department will maintain an accurate list of equipment supply and service contracts. Purchasing will notify users of changes to these contracts, providing as much information in advance of the change as possible. Purchasing will also coordinate and facilitate access to new products, installations, education, inservices, etc., to enable changes to occur with the least amount of disruption and the highest degree of clinical and cost effectiveness.
Purchase of equipment, supplies and services will be made from existing contracts with an emphasis on standardization and contract commitment and compliance for all users. Requests for exceptions must be made in writing and must include a complete justification. Justifications should contain documented cost and clinical ramifications for the exception. A thorough review process will be conducted to determine the efficacy of the justification. Authorization or denial will be determined by a Product and Equipment Standardization Review Committee.
In situations where products are not available through an existing contract or where an exception to standardization is authorized, Purchasing will be responsible to conduct a competitive bidding process. The resulting contract or agreement will be binding upon the requesting entity.
Vendors who wish to visit hospital departments will be allowed to do so if their company has been awarded a contract by the hospital's contracting source. All other vendor representatives will be denied access to hospital personnel. Vendor representatives who are granted permission to visit hospital personnel must receive and visibly wear a visitor's pass bearing the current date, company name, representative's name and the areas which are authorized to be visited.
Since the practice of bidding is time consuming, costly and redundant to the processes used in group purchasing, the Purchasing Department will only use the practice when circumstances dictate. Standardization, commitment and compliance to established contracts promotes cost effectiveness, optimal service and support and maximum availability for timely deliveries. Consequently, group contracts will be used to their maximum extent.
Requisitioning by using departments and purchase order placement with vendors shall be done through the use of EDI systems. The Purchasing Department will expedite the placement and delivery of merchandise requested. The receipt of merchandise will be made through the EDI system at the facility where delivery is made. The facility receiving the merchandise will be responsible to verify and communicate any errors, i.e., shortages, wrong items, etc., to the Purchasing Department within 24 hours. Purchasing will then rectify the errors with the appropriate vendor.
The Purchasing Department will coordinate a product utilization review process with each product user. The process will be aimed at change or elimination of products which are used infrequently or ineffectively. The process will also be used to establish minimum levels of product utilization and processes or products which would be more cost effective.