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Vendor Relations

Corporate Contracting Division

The Corporate Contracting Division of the West Penn Allegheny Health System (WPAHS) is providing this information to improve your understanding of our supply chain organization and vendor policies. We hope that facilitating communication between our hospitals and our suppliers will result in quality products, timely deliveries and lower cost. We value our suppliers and business partners and encourage a mutually beneficial relationship. Your cooperation with our requirements is greatly appreciated.

Location:
     West Penn Allegheny Health System
     Corporate Contracting Division
     Four Allegheny Center 9th Floor
     East Commons Professional Building
     Pittsburgh PA 15212

     Telephone: 412.330.4500
     Fax: 412.330.4510

     Sales Representative contact hours: 8 a.m. to 4 p.m. Monday through Friday.

Equal Employment Opportunities

WPAHS requires that all business conducted with our organization be of the highest level of professional standards. WPAHS does not discriminate because of race, color, creed, age, sex, national origin, qualified disability, veteran or military status, and complies with all legal requirements and other applicable laws, orders, rules and regulations, including but not limited to those mandated by local, state and federal governments. We require that our suppliers maintain the same nondiscriminatory policies.

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Vendor Relations

WPAHS Corporate Contracting seeks to use qualified vendors who can partner with us in our efforts to be the most innovative supply chain specialists in the healthcare industry. To this end, we have identified the following characteristics that we desire from our business partners to secure our goal:

  • Observe the visitation rules of our hospitals
  • Be willing to participate in reverse auction bids
  • Accept our net 60 payment terms from receipt of invoice
  • Have Electronic Data Interchange (EDI) capabilities
  • Support our e-materials strategy
  • Participate in our coordinated distribution system

We deem these attributes as vital for the continued success of our health system.

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Vendor Registration and Credentialing

West Penn Allegheny Health System (WPAHS) has implemented a vendor credentialing program to ensure that we meet our regulatory obligations to provide a safe, secure and infection free environment for our staff, physicians and patients.

The Vendor Credentialing program is applicable to all vendors and has a dual focus. First and foremost, this program is designed to assist WPAHS and our vendors with managing evidence of personnel credentials, certifications, and understanding of WPAHS policies required to perform your services within our organization. Secondly, this program will enable WPAHS to manage the access of the multitude of vendor representatives that visit our organization on a daily basis.

WPAHS has partnered with ProTech Compliance, Inc., a certified minority business enterprise, located in Pittsburgh, Pennsylvania, to create a uniform vendor credentialing program for all hospitals in western Pennsylvania.

View Vendor Policies

Vendor check-in locations at individual WPAHS hospitals:

Allegheny General Hospital – Main Campus
     Monday - Friday 7 a.m. – 5 p.m.
     Information Desk
     Main Lobby, First Floor, Snyder Pavilion

     Sunday - Saturday 5 p.m. – 7 a.m.
     Security Department
     Room 105, First Floor, Snyder Pavilion

Allegheny General Hospital – Suburban Campus
     Sunday - Saturday 7 a.m. – 5 p.m.
     Security Department
     First Floor, North Building

     Monday - Friday 6:30 a.m. – 3:30 p.m.
     Operating Room
     Third Floor, North Building
     (Operating Room Vendors Only)

Allegheny Valley Hospital
     Materials Management Department
     Ground Floor, 1943 Building
     24/7

Canonsburg Hospital
     Monday - Friday 9 a.m. – 4 p.m.
     Materials Management Department

     Monday - Friday 4 p.m. – 9 a.m.
     24 hours on weekends and holidays
     Security Department

Corporate Contracting
     Monday - Friday 7:30 a.m. – 4:30 p.m.

West Penn Hospital
     Monday - Friday 8 a.m. – 4 p.m.
     Information Desk
     Main Lobby, Ground Floor, Mellon Pavilion

     Monday - Friday 4 p.m. – 8 a.m.
     24 hours on weekends
     Central Processing Department
     Second Floor, North Tower

Forbes Hospital
     Monday - Friday 6 a.m. – 3:30 p.m.
     Materials Management Department
     Room 1626, First Floor, Service Center

     3:30 p.m. – 6 a.m.
     24 hours on weekends and holidays
     Security Department

Click here to start the Vendor registration process.

You will be required to:

  1. Start the registration process in the VendorStat Application
  2. Complete the Vendor Credentialing Matrix which includes:
    • Code of Ethics Policy
    • Fraud and Abuse Policy
    • Vendor Conduct Policy
    • Vendor Interaction Policy
    • Vendor Operations Policy
    • HIPAA Guidelines for Business Associates
    • Drivers License/State Identification
    • HIPAA Training
    • Blood Borne Pathogen/Infection Control Training
    • Proof of Criminal Background Check
    • Drug/Alcohol Use Statement
    • Service Competency
    • Mantoux TB Documentation
    • Site Orientation/Protocol

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Sales Contacts and Interviews

WPAHS requires that all salespersons make contact through Corporate Contracting located at the address above. Interviews are granted by appointment only. To schedule an interview with the appropriate contract administrator, please contact the Corporate Contracting main phone number. Corporate Contracting will consider your products and services and when appropriate, refer you to the appropriate administrative, clinical or technical personnel. Should a staff member from one of our hospitals or other entities contact you directly, you must notify Corporate Contracting before making any presentation to the staff member. A copy of all quotations or literature must be forwarded to Corporate Contracting.

Please refer to www.protechcompliance.com/wpahs for the hospital-specific vendor visitation protocol for that institution prior to your visit. The protocol can be found in the Vendor Interaction Policy under Scope: It is not our intention to restrict your opportunity to sell your product or service, but rather to make sure you direct your efforts to the individual in Corporate Contracting and hospital staff most qualified to evaluate them.

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Supplier Inquiry

Vendors interested in working with the West Penn Allegheny Health System should complete the Vendor Profile and return it to Corporate Contracting at the above address.

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Deliveries

WPAHS standard delivery terms are F.O.B. Destination, with the supplier assuming all risks and charges. All shipments must have a packing slip enclosed with the purchase order number clearly identified on the carton or delivery documentation. Please take note of our dock addresses and delivery times.

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Invoicing

A WPAHS purchase order number must appear on all invoices. Any invoice received without a purchase order number may be returned. The WPAHS standard terms of payment are Net 60 days from receipt of invoice. WPAHS will consider payment discount terms offered as a factor in the selection of a supplier.

The billing address for all WPAHS entities is:
     WPAHS Accounts Payable
     PO Box 6772
     Pittsburgh, PA 15212

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Purchase Orders

All products introduced to WPAHS must have a purchase order. This includes no-charge samples, demonstration models, loaners and direct purchases. Delivery of goods not accompanied by an authorized purchase order number may be refused, returned at the supplier’s expense, discarded or consumed, and the corresponding invoice will be returned without cost or obligation to WPAHS.

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Repairs

A purchase order number will be issued for all repairs. Corporate Contracting or the respective Clinical Engineering Department must approve the cost of repair in advance of the return of the equipment.

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Medical Equipment

Hospital policies require that the Clinical Engineering Department, Infection Control and Recall Officers provide a safe environment for all staff members, patients and visitors. In order to comply with this policy, all medical equipment devices brought into the hospitals, whether as a direct purchase or for demonstration purposes or as a loaner/rental, must undergo a safety and performance inspection before being put in use. The Materials Management department of the affected facility will help you secure this inspection. Please refer to CC-021 Equipment Obtained on Trial policy for further details.

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Quotation Policy

WPAHS Corporate Contracting policy emphasizes competitive bidding. All quotations are to be solicited by, and directed to, the responsible Corporate Contracting Administrator. Corporate Contracting is responsible for the security and distribution of all quotations. Vendors are not to address or send copies of their quotations to non-Corporate Contracting personnel. Corporate Contracting shall maintain the confidentiality of bid information before, during and after the bid process. WPAHS is committed to accepting bids with the most competitive overall value on a total cost of ownership basis.

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Returned Goods

All merchandise that is damaged, in excess of order, or contrary to the purchase order requirements will be returned for full credit with all transportation charges to be paid by the supplier. You will be notified of the return and will be given ten (10) working days from notification to claim the goods, supply a return authorization, or arrange to retrieve goods. Failure by the supplier to retrieve returnable items within ten (10) working days may, at the discretion of Corporate Contracting or the respective Materials Management Department, result in the disposal of the goods, and non-payment of the invoice.

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Product Safety Recalls and Alerts

Product Safety Recalls and Alerts should be sent to the Director, Corporate Contracting at the above address and to the Director, Materials Management of the affected hospital. Pharmaceutical recalls shall be sent to the attention of the respective hospital pharmacy department.

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General Terms and Conditions

Vendors contracting with WPAHS to provide equipment, supplies, and/or services are expected to adhere to the WPAHS General Terms and Conditions, unless otherwise negotiated and agreed with the WPAHS Corporate Contracting Division.

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Compliance Line

West Penn Allegheny Health System (WPAHS) is committed to addressing potential compliance concerns or questions identified by patients, employees, business associates or the public. Individuals with concerns or questions should address them with the management of the applicable WPAHS entity. If management is unable to resolve the issue satisfactorily, individuals can also contact Human Resources, WPAHS Legal Counsel or the System Compliance Department. If an individual does not feel comfortable discussing an issue with management, or otherwise wishes to report a concern anonymously, they may call the West Penn Allegheny Health System Compliance Line phone number. The Compliance Line is designed to permit anyone to call and report a compliance-related concern or to obtain clarification on compliance issues.

Calls to the Compliance Line are answered confidentially by trained operators from an outside agency 24 hours a day, 7 days a week. There is no caller ID function on the Compliance Line, and callers are not required to identify themselves. If the caller desires to remain anonymous, he/she will be given a follow-up code to use if he/she wishes to call back and check the status of West Penn Allegheny Health System’s response to the problems or concerns reported.

Issues can also be reported to the Compliance Line via the Internet at www.mycompliancereport.com. Users should select “Begin New Report” and enter access code “WPH” to identify this is an issue occurring at West Penn Allegheny Health System. You will then be asked the specific location of where the issue is occurring, but you do not have to provide your name and can still remain anonymous.

West Penn Allegheny Health System’s Compliance Line is:

1.877.867.7325
1.877.TO.SPEAK

http://www.mycompliancereport.com
(access code is WPH)

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