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Vendor Information

This guide has been prepared to familiarize you with the policies and procedures in doing business with St. Jude Children's Research Hospital Materials Management Department.

Visiting Campus

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 24 hours in advance by a St. Jude host (purchasing or end user). No visitors are permitted without proof of registration from Security or Materials Management.

All vendors and visitors not using Reptrax must first visit the B Lot on A.W. Willis Avenue to have their COVID-19 vaccine status verified. The B Lot is located just north of campus across from Gate No. 4 at the intersection of A.W. Willis Ave. and North 7th Street.

map of St. Jude campus

Vendors in Reptrax system must:

  • Present valid driver’s license or other government-issue ID
  • Be checked in on Reptrax
  • Appear on the Approved Vendor List, be pre-registered or have received authorization from Employee host
  • Provide acceptable answers to COVID-19 screening questions
  • Wear a mask at all times while on campus

Vendors and visitors who are not in the Reptrax system must:   

  • Present valid driver’s license or other government-issue ID
  • Provide proof of vaccination in the form of a vaccination card or phone screen capture of the card
  • Appear on the Approved Vendor List, be pre-registered or have received authorization from Employee host
  • Provide acceptable answers to COVID-19 screening questions
  • Wear a mask at all times while on campus

Delivery drivers, transportation and couriers must:

  • Present valid driver’s license or other government-issue ID
  • Appear on the Exception Vendor List
  • Provide acceptable answers to COVID-19 screening questions
  • Wear a mask at all times while on campus

Couriers requiring building access must:

  • Provide proof of vaccination in the form of a vaccination card or phone screen capture of the card
  • Appear on the Approved Vendor List, be pre-registered or have received authorization from Employee host
  • 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
  • Appear on the Exception Vendor List
  • Provide acceptable answers to COVID-19 screening questions
  • Wear a mask at all times while on campus

Construction and facilities crews working in outdoor areas or areas isolated from the campus population do not need to provide proof of vaccination.

Members of regulatory agencies and first responders must:

  • Present valid driver’s license or other government-issue ID
  • Provide acceptable answers to COVID-19 screening questions
  • Wear a mask at all times while on campus

If you are a vendor that does not have proof of vaccination and does not appear on the Exception Vendor List, your host must fill out an exception form for review and approval prior to your arrival.

Event attendees, board members and their families, visitor groups and tours and patient visitors 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.

Requirements for Patient Care Areas

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 Materials Management areas.

Doing Business with St. Jude

Materials 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 department for medical/surgical products, research laboratory products, and life science products. Purchasing does not make purchases for pharmacy related products.

St. Jude works with one Group Purchasing Organization (GPO), Vizient

Materials Management seeks to purchase the exact product that customers have indicated on their requisition. Materials management researches all of its contracts to ensure that the exact product is bought at the best value (value = price availability shipping terms, and ordering mechanism).

How do I get on the bidder’s list?

Interested vendors must complete the Vendor Application Form and email it to StrategicSourcing@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.

How can I obtain a copy of a Request for Information or Request for Proposal?

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.

What factors are considered in the purchasing decisions?

  • 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).

Why do you request diversity information?

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.

How are vendors shows handled?

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 StrategicSourcing@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 Materials Management and Research Services.

Relationships with Vendors

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 (including donations of equipment, devices or supplies to St. Jude via 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.