Doing Business with CHOP: Information for Suppliers

Supply Chain is responsible for the contracting, procurement, storage and distribution of all supplies, equipment and services, as well as for managing supplier relationships across the organization.

  • Value analysis: Evaluation and introduction of new products and emerging medical technologies
  • Contracting: Development of strategic sourcing strategies, facilitation of the RFX process and supplier contract management
  • Procurement: Management of the acquisition process for all supplies, equipment and services
  • Materials distribution: Centralized receiving, distribution and logistics operation

Children’s Hospital of Philadelphia (CHOP) operates in a centralized acquisition environment, where the Supply Chain department has been granted the full authority to manage the acquisition process and enter into contracts on behalf of the organization for the broad array of goods and services that are essential for the daily operation of the Hospital. 

Supplier relationships

It is the goal of Supply Chain to ensure that the products and services we purchase meet the clinical needs of the physicians and patients we serve. We partner with suppliers in many product categories that range from multi-national corporations to small, locally-based businesses.

Ideal suppliers are those who provide value and understand our culture and clinical expectations. We value suppliers who take the time to understand our institution and who look for ways to add value. Suppliers must understand our business requirements, be agile in responding to changing market conditions, and value the importance of delivering the highest quality products and services at the lowest cost.

We endeavor to conduct business with suppliers in a way that maximizes the ability of CHOP to carry out its patient care, research and educational missions, and in compliance with legal and ethical standards aimed at preventing conduct that may inappropriately influence procurement decisions. Visit the Interactions with Vendors Policy page to learn more.

Supplier diversity

At CHOP, inclusion and diversity are drivers for creating the ideal experience for every patient, family and employee in a safe, culturally competent, diverse and caring environment. Supply Chain recognizes CHOP's commitment to diversity and inclusion, and works with area strategic partners to identify small, minority-owned, woman-owned, veteran-owned, disabled veteran-owned, LGBT-owned and HUB (historically underutilized business) zone suppliers through the development of mutually beneficial business relationships, while also educating the CHOP community about CHOP’s initiatives in this area. Learn more about CHOP’s commitment to supplier diversity and how your company can connect with us.

Supplier onboarding

Once a supplier has been selected to provide goods or services for CHOP, there are several key elements that are required to successfully onboard the supplier and establish the business relationship.

Contract: Suppliers should have a signed agreement in place prior to commencing work for CHOP, which includes required CHOP business terms and conditions

Purchase orders: The primary method of transacting the purchase of goods and services is via a purchase order (PO). Payments cannot be processed without a valid PO number listed on the invoice, so we encourage all suppliers to ensure that they have receive a PO prior to starting any work for CHOP.

Shipping and receiving: CHOP requires that its suppliers fulfill purchase orders in compliance with what was submitted on the purchase order including the exact vendor part number, quantity and ship date. There are many impacts to non-compliance, including invoice discrepancies, delay in payment or nonpayment of invoices. Our routing guide instructions will provide guidance on how to ship and deliver goods to CHOP.

Contingent labor: CHOP provides a uniform approach to engaging and managing its contingent labor workforce that supports CHOP’s business needs and is consistent with applicable Hospital policies, legal requirements and standards of accreditation. CHOP has developed a Contingent Workforce Management Program for overseeing the contingent labor workforce engagement and management process that affords all suppliers an equal opportunity to do business at CHOP.

Insurance requirements: CHOP requires outside parties who will be performing work or providing services to provide evidence of certain types of insurance coverage at specified minimum limits. In most instances, outside parties are required to name CHOP as an additional insured and to provide a certificate of insurance (COI) before commencing work.

Payment Information: Suppliers will be asked to complete required payment information, which includes submission of tax ID information (W9).

Supplier access

To protect patient confidentiality and avoid disruptions in patient care, suppliers are not permitted in patient care areas except where there is a clear educational or patient care benefit requiring a supplier to be present. Suppliers are prohibited from making sales calls and unsolicited visits to departments. Appointments are required for all supplier representatives, except for:

  • Routine deliveries or pick-ups, including deliveries of office supplies or food products
  • Pick-ups or deliveries by UPS, Federal Express, or courier services
  • Visits for product or device recalls and emergency deliveries and service
  • Onsite consulting or construction work under a long-term agreement

CHOP has instituted a Vendor Access Program that provides security and flexibility in managing suppliers who require access to the Main Hospital facilities. CHOP's Vendor Access Program streamlines the background check and credentialing process and the management of key information regarding the regulatory and compliance status suppliers. Through this program, suppliers can electronically provide the information we need to:

  • Communicate our unique and most current business policies
  • Ensure that we have the most accurate understanding of supplier business, capabilities and contact information
  • Screen business partners, suppliers and representatives against state and federal sanction lists
  • Manage access to our facilities and patient care areas based on backgrounding, immunization, training and compliance status

Suppliers are not permitted to use Hospital resources to disseminate information to Hospital personnel or leave any type of printed or handwritten materials, advertisements or signs in patient care areas or public areas in any Hospital facilities.