• Bidder Selection/Bid Award
• Valid Purchase Order Number/Procurement Card
• Terms and Conditions
• Public Information Act
• MDB Information Network
• Materials Utilization Evaluation (MUE)
• Visiting A Department
• Complying With Premises Rules
• Demonstrator/Loaner Goods or Equipment
• Invoices
• Tax Status
• Delivery of Materials
• Returns
• Delivery Locations
• Bidder Evaluation Criteria

Vendor Selection/Bid Award

Procurement Services is responsible for the selection of reputable and reliable bidders. Vendors who have not previously done business with M. D. Anderson are advised to contact Procurement Services and complete a Vendor Data Packet. Vendors who desire to be added to the vendor list for the State of Texas should contact the State General Services Commission, Capitol Station, P. O. Box 13047, Austin, Texas 78711-3047.

Award of a Purchase Order will be made to the bidder who submits the best value bid that conforms to the specifications, terms and conditions of the solicitation. In many cases, an item must be evaluated by a formal materials use evaluation (MUE) committee before award will be made. Consideration will also be given to the bidder’s potential ability to successfully perform under the solicitation terms and conditions, the bidder’s integrity, past performance, and adequate HUB Plan. When the bid response from a HUB vendor and the response from a non-HUB vendor are equal, and the HUB vendor is a certified State of Texas HUB vendor, the award will be made to the HUB vendor.

A Valid Purchase Order Number/Procurement Card

The only method for the purchase of goods or services that obligates M. D. Anderson is an official Purchase Order or Contract containing an authorized Purchase Order number. Vendors delivering goods or services without a Purchase Order do so at their own risk. The issuance of a Purchase Order as contract number must precede the delivery and invoicing for any goods or service. To assist you in recognizing a proper Purchase Order number, the first three (3) digits will be 506, followed by seven (7) additional digits (506-xx-xxxxx). The second digit of the last seven (7) will always be the last number of our fiscal year. Our fiscal year is from September through August on an academic schedule.

Institutional Credit Cards are used on a limited basis by some of our requestors in lieu of a Purchase Order number.

Terms And Conditions

Please familiarize yourself with the front, back and any attachments of both the Purchase Order and solicitation document. They contain additional information on items that apply to, and become a part of, the terms and conditions of each. Nothing in any solicitation is a promise of an award. Any expenses associated with any solicitation response are the vendors total responsibility.

Public Information Act

All bids, quotations, purchase orders, or contracts are available under the Public Information Act, (Texas Gov’t Code Ann., Chapter 552, 1995) after an award has been determined unless prohibited by trade secret, confidentiality requirements, or other statutory restrictions.

Requests for such information should be requested in writing. No such information will be provided by telephone. Eligible documents will be available during normal business hours for review. A reproduction cost, under state statute, may be imposed for copies.

Department of Procurement Services’ employees are not required, or encouraged, to provide bid tabulations by telephone.

MDB Information Network

M. D. Anderson subscribes to the services of MDB Info Network which provides a library of information about equipment and services purchased by health care organizations. All medical equipment in excess of $50,000 will be processed by Procurement Services only with an MDB report attached. The only exceptions will be for purchases of equipment where MDACC has a specific brand policy.

Materials Utilization Evaluation (MUE)

The Materials Use Evaluation program has been established to objectively measure, value and weigh various factors in all product selection decisions so that cost effective, high quality care with the desired clinical outcomes are the primary result. No new product will be utilized at M. D. Anderson without review and authorization from the MUE Committee.

Visiting A Department

Physicians, researchers and department representatives are available to vendors by appointment only. Vendors must register at Procurement Services or the Materials Center prior to meeting with representatives of the institution. Because of the nature of our business, vendors should report to the single destination for which they registered. All other areas are unauthorized unless accompanied by MDACC personnel or in common public areas. Vendors outside of these guidelines without a valid vendor badge or uniform will be escorted from such areas. Identification badges for on-site contractors are required on a continuing basis as provided by M. D. Anderson. A picture identification badge may be acquired from Procurement Services.

Complying With Premises Rules

Candidates or visitors are required to comply with all applicable rules and policies governing safety, smoke-free environment, violence or threatening behavior, and firearms or other weapons are prohibited. Use of cellular phones and two-way radios are limited. Please contact Procurement Services at 713-792-3080 for any specific information. These guidelines are a written portion of our standard contracts.

Demonstrator/Loaner Goods or Equipment

Vendor representatives may provide demonstrator loaner goods or equipment for purposes of exploration or examination. This is done entirely at the option of the vendor and with no commitment by M. D. Anderson. MDACC must be furnished with evaluation product(s) and equipment at no cost and vendor must agree to indemnify the Cancer Center against any liability in connection with the use of any product/equipment for said evaluation. Vendors are reminded that they must have a "Field Trial Agreement" or a "Vendor Release Form" (initiated by the department receiving the demonstrator/loaner equipment), if not required by bid solicitation, and are advised to secure a signed receipt from the authorized individual. Items left on the premises on a "sold" or "hold" basis do not constitute a valid sale.

Demonstrator/loaner goods or equipment cannot be accepted in any instance where M. D. Anderson elects to purchase such goods or equipment. Vendors will be required to remove any demonstrator/loaner equipment that has been left on the premises at their expense.

Submit all invoices in duplicate (one marked original) to: The University of Texas M. D. Anderson Cancer Center, P. O. Box 301401, Houston, Texas 77230-1401. Invoices must reference correct Purchase Order number (only one Purchase Order referenced per invoice), and any release number (s) if applicable, and be priced in accordance with the authorized Purchase Order. Invoices should also reference the vendor’s Tax Identification Number or Employee Identification Number.

If a Purchase Order Number and/or release number is not referenced on the invoice, the invoice will be returned to the vendor requesting this information and payment will be delayed.

When contacting Accounts Payable regarding billings, payments or statements please reference the Purchase Order number and invoice number. Accounts Payable may be reached at 713-792-7350 or via e-mail at accounts_payable@notes.mdacc.tmc.edu or via facsimile at 713-792-7448.

Tax Status

M. D. Anderson claims an exemption from taxes under Chapter 20, Title 122A, Revised Civil Statutes of Texas, for the purchase of tangible personal property, as this property is being secured for the exclusive use of the State of Texas. Each Purchase Order references the tax exempt status. Our Federal I. D. number is 746001118.

Delivery of Materials

Vendors are required to provide a firm delivery date. Delivery of merchandise as promised is a consideration in the measurement of vendor performance and may be a factor in future awards. M. D. Anderson accepts deliveries from 7:00 a.m. to 4:30 p.m., Monday through Friday. Deliveries must be made to Central Receiving, 1515 Holcombe Boulevard, Houston, Texas 77030, unless otherwise specified on the Purchase Order. All goods must be externally identified with our Purchase Order number and any release number(s), if applicable, and must include a detail packing list placed in a prominent location of the shipping container. All documentation should be placed on the container in a single area; preferably on the side.

All deliveries are to be F.O.B. destination with the supplier assuming all charges, unless other arrangements are specified at the time the order is made and documented in the order.

Some materials are purchased on a "Furnish and Install" basis, with delivery to the installation site. The Purchase Order will specify the delivery address on all such orders.

Substitution of an item called for in a Purchase Order is not permitted without the prior approval of Procurement Services.

Returns

If return of goods becomes necessary, all such requests must be coordinated through Procurement Services. This will assure accurate files and records, as well as prompt action on your account.

Delivery Locations

The majority of supplies delivered to the Cancer Center are received at the institution’s main receiving dock, located at 1515 Holcombe Boulevard, Houston, Texas 77030. Additional delivery locations shall be, but are not limited to the following, if specified in the order. Any deliveries for drop shipment to any other location will be at the vendor’s risk:

NOTE: Overnight or express packages must clearly indicate the recipients name, room number and phone number to ensure prompt delivery. Perishables MUST be identified as such.

Vendor Evaluation Criteria

Procurement Services for The University of Texas M. D. Anderson Cancer Center believes that as a supplier of goods or services to this institution you share in our responsibility towards our patients and staff. Without your cooperation we would be unable to provide the high quality of care our patients need and expect.

As part of our responsibility to you, our vendors, we want to make you aware of the areas within the procurement process which are monitored on a continuing basis. Our basic vendor evaluation criteria are:

1. Vendor Performance – compliments or complaints from users; comments from buyers or users regarding vendor cooperation in solving problems or answering questions in a timely manner; adherence to our Premise Rules and Security Requirements; quality of the goods or services provided; adequacy of bids and preparation of bid inquiries responded to, and vendor advisement of new products and pricing changes.
2. Receipt of Shipments – shipments complying with promised delivery dates (full shipments preferred if delivery promise dates are not delayed); correct Purchase Order numbers and any release numbers, if applicable, shown on all documents; deliveries made to the proper M. D. Anderson receiving location; commodities requiring special handling duly marked on outside of package; and shipments packaged properly and received in good condition.
3. Accounts Payable – accurate, timely, and correct invoices as defined in this document, and vendors reliability and assistance in resolving any problems.
4. Special Requirements – generally based on mandatory regulations or guidelines. Examples are, though not limited to, participation in Small Business/Small Disadvantaged Businesses (SB/SDB), Historically Underutilized Businesses (HUB), and Recycling Requirements. Any special requirements will be identified in each solicitation and resultant award of an order or contract.

Recurring problems from a vendor in any of these areas may cause the vendor to be removed from M. D. Anderson’s approved prospective bidders’ list. It is our hope that you will review the above criteria in order to maintain a high degree of compliance, and to ensure that we will continue to enjoy a long and beneficial relationship. Should you have any further questions, please contact the Procurement Services’ staff at 713-792-3080.

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