The MetroHealth System, recognizes its responsibility to expend public funds to procure supplies, equipment and services for the operation of MetroHealth as economically as possible and in accordance with all applicable laws of the State of Ohio.  To meet these responsibilities, MetroHealth has established the following policy to monitor prudent control of expenditures and define accountability within the Supply Chain Management activities of MetroHealth.

PURPOSE
To outline the method used to maintain accountability for supply chain management activities.

SCOPE
Applies to all facilities within The MetroHealth System.

STANDARDS

1. All MetroHealth purchases for services, supplies and equipment shall have a Purchase Order acquired through the Department of Supply Chain Management.
   
2. All MetroHealth purchases shall be acquired locally, when possible, if it is consistent with quality, prices and service that is available elsewhere.  Consideration shall be given to group purchasing contracts.
   
3. Invoices received without an authorized Purchase Order will not be paid by MetroHealth.  Items will not be received without an authorized Purchase Order.
   
4.  All supplies and equipment that are returned to a vendor or contractor must be identified by a Purchase Order, and must be authorized and arranged through the Department of Supply Chain Management.
   
5. The Department of Supply Chain Management must follow appropriate bidding practices, in accordance with prudent buying concepts and specified by the appropriate bid laws of the State of Ohio.
   
6. Sales representatives may visit a MetroHealth department or nursing unit only with prior arrangements having been made through the Department of Supply Chain Management.
   
7. All business shall be conducted on an ethical basis and in accordance with sound economic practice and currently accepted methods.
   
8. Only the Executive Director of Materials Management and Supply Chain Management or designee may enter into purchase, lease, rental, service, supply/equipment contracts or agreements, and order supplies, equipment or service for MetroHealth.
   
9. All merchandise shall be procured on specifications that will assure MetroHealth will receive products that are best suited to the purpose for which they are intended.  However, specifications shall be drawn to permit compliance by multiple vendors, whenever possible.
   
10. The product or service that meets the requirements of MetroHealth shall be purchased or leased at the lowest and best price available.
    
11. Every effort shall be made to be fair and reasonable with the vendor and all other parties concerned.  However, products or services that do not meet specifications will not be accepted.
    
12. All equipment and supplies obtained by MetroHealth will be received at the Storeroom unless otherwise agreed by Purchasing.

BIDDING

1. Prudent purchasing practices will be utilized to assure competitive prices are received.  The Department of Supply Chain Management will obtain quotations from available sources.
   
2. Anything to be purchased, leased or rented at a cost that exceeds requirements specified in the Ohio Revised Code, as from time to time adjusted (currently $25,000), shall be obtained through public bidding.  The bidding requirement does not apply to the services of a professional consultant.  However, The Board of Trustees must authorize any such professional consultant services in advance.
   
3. If items can be acquired via group purchasing the bid process may be waived so long as the Board of Trustees and the Cuyahoga County Commissioners approve a yearly resolution authorizing group purchasing.

TYPES OF BIDS

1. Telephone Quotations - Purchases less than $5,000
   
2. Letter Quotations - Purchases $5,000 to $25,000
   
3. Advertised Bids - Purchases greater than $25,000