This guide has been prepared to familiarize you with the policies and procedures in doing business with St. Jude Children's Research Hospital Supply Chain Management and for visitors to the St. Jude campus.
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Be sure to self-screen before coming to campus
Many of our patients are vulnerable to infections as a result of treatment. Visitors and vendors should self-screen before coming to campus. If you are sick and have the below symptoms, contact your host to reschedule and do not come to campus:
- COVID-19, flu or cold symptoms
- Fever of 100.4° or more
- Symptoms of stomach virus
- Pink eye
- Rash due to viral illness (ex. chickenpox, measles)
In an effort to protect our patients, all visitors and vendor representatives must have a pre-scheduled appointment. All visitors must be pre-registered with Security through our visitor management system, HID Safe, 24 hours in advance by a St. Jude host (end user). No visitors are permitted without proof of registration from Security.
At the security gate, visitors and vendors will receive a badge to be worn throughout the visit. When visitors and vendors are checked-in by an employee host and an email address is available, an email notification will be sent that includes visit details and parking recommendations.
All non-employee vehicle occupants will be checked into the visitor management system at the entry gate and issued a paper badge to wear throughout the visit. Delivery drivers who do not enter buildings will not receive badges.
Vendors in Reptrax system must:
- Present valid driver’s license or other government-issue ID
- Have a current Premium Membership with Reptrax
- Be checked in on Reptrax, using the Reptrax mobile app
- Be pre-registered th HID Safe
- Masking requirements for vendors and visitors are the same as those for St. Jude staff. Clinical areas of campus require masking.
Vendors and visitors who are not in the Reptrax system must:
- Present valid driver’s license or other government-issue ID
- Be pre-registered with HID Safe
- Masking requirements for vendors and visitors are the same as those for St. Jude staff. Clinical areas of campus require masking.
Delivery drivers, transportation and couriers must:
- Present valid driver’s license or other government-issue ID
- Masking requirements for vendors and visitors are the same as those for St. Jude staff. Clinical areas of campus require masking.
Couriers requiring building access must:
- Be pre-registered with HID Safe
- Be pre-registered or have received authorization from Employee host instead
Contractors and vendors working outdoors or not requiring building access must:
- Present valid driver’s license or other government-issue ID
- Masking requirements for vendors and visitors are the same as those for St. Jude staff. Clinical areas of campus require masking.
Members of regulatory agencies and first responders must:
- Present valid driver’s license or other government-issue ID
- Masking requirements for vendors and visitors are the same as those for St. Jude staff. Clinical areas of campus require masking.
Tours are not allowed on campus at this time.
All vendor representatives are subject to the terms of the Vendor Code of Conduct while on the St. Jude campus.
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Vendor sales and marketing representatives are only permitted in patient care areas by appointment to provide in-service training. Vendor representatives that will be given access to patient information must sign a St. Jude Confidentiality Form.
Vendor representatives present during any patient procedure must have permission prior to the procedure from the responsible practitioner (who must have received patient consent) and must complete a health evaluation per Human Resources policy.
Fragrances are not allowed to be worn in Patient Care of Supply Chain Management areas.
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Vendors in Reptrax system must:
- Present valid driver’s license or other government-issue ID
- Have a current Premium Membership with Reptrax
- Be checked in on Reptrax, using the Reptrax mobile app
- Be pre-registered with HID Safe
- Wear a mask in clinical areas of campus. Masking requirements for vendors and visitors are the same as those for St. Jude staff. Clinical areas of campus require masking.
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Supply Chain Management procures goods and services through both distributor and manufacturer direct purchasing.
- St. Jude has two prime distributors for the organization:
- Primary Medical/Surgical Distributor – Medline
- Primary Research Laboratory Distributor – Thermo Fisher Scientific
St. Jude has a centralized purchasing team for medical/surgical products, research laboratory products, and life science products. Supply Chain Management does not make purchases for pharmacy related products.
St. Jude works with one Group Purchasing Organization (GPO), Vizient.
Supply Chain Management seeks to purchase the exact product that customers have indicated on their requisition. Supply Chain Management reviews all of its contracts to ensure that the exact product is bought at the best value (value = price availability shipping terms, and ordering mechanism).
- St. Jude has two prime distributors for the organization:
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Interested vendors must complete the Prospective Vendor Form and email it to prospectivevendor@stjude.org. St. Jude reserves the right to decide which products and services get sent out for bid. Bid requests will be at the discretion of St. Jude.
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Vendors must be invited by St. Jude to participate in the Request for Information (RFI) or a Request for Proposal (RFP). Interested vendors must complete a Vendor Application Form to be considered.
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- Competitive pricing through GPO contracts or locally negotiated contracts
- Quality products and services
- Customer service
- Timely and accurate deliveries
- Freight terms
- Payment by purchase order
- Invoice accuracy
- The completeness, accuracy and relevancy of the bidder’s response to the request for bids or proposals and any other factor relevant to items that are specifically listed in the RFP or Request for Information (RFI).
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St. Jude strives to increase the number of certified minority- and women-owned businesses or small business vendors that provide goods and services to the hospital through competitive processes.
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St. Jude is an institution of learning. Vendor product shows are one mechanism to bring St. Jude employees and vendor together to facilitate a culture of education and mutual communications.
St. Jude offers two, 2-day vendor shows per year. Vendor shows are open all days to all medical research and life science vendors (distributors and manufacturers) who are currently doing business with St. Jude. Interested vendors should email angela.perkins@stjude.org for details. Non-contracted distributors currently doing business with St. Jude will be allowed to participate in either fair, provided their product/services have potential value to the research community at St. Jude.
Any additional product shows must be authorized through the Departments of Supply Chain Management and Research Services.
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St. Jude’s policy requires that interactions with vendor representatives be conducted so as to minimize conflicts of interest and avoid the real or perceived potential to improperly influence decision-making at St. Jude.
St. Jude prohibits the receipt of gifts from vendors. However, this does not include donations, which should be coordinated through ALSAC.
St. Jude prohibits meals paid directly by vendors unless an exception is requested by the applicable St. Jude personnel and granted in accordance with St Jude policy. Examples of when exceptions may be granted include when meals are offered in the course of providing approved consulting or advisory services and when meals are provided at meetings directly related to ongoing research projects.
