Supplier Information

MemorialCare is committed to serving as a collaborative partner to our Suppliers. To help standardize the procure-to-payment experience, this webpage is here to bring attention to key policies and helpful resources to resolving issues.

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Procurement
  • Vendors cannot begin work or bring in supplies without a valid Purchase Order.

MemorialCare (MC) requires purchase orders for all goods and services. Purchases of goods and services require a signed contract. Any invoice submitted without a Purchase order will be discarded.

Purchase Order Support
Contact: Purchasing
[email protected]

Contract Support
Contact: Supply Chain Contracting
[email protected]

Contract Price Files
Contact: Supply Chain Analytics
[email protected]

General Supply Chain Support
Contact: MHS SCSupport
[email protected]

  • Vendors must be registered in Vendormate and up to date with all MHS requirements in order to receive a vendor badge.
  • All vendor visitation should be pre-scheduled.
  • Vendors are to bring all new offerings to the Strategic Sourcing team for consideration and not the local medical center.

Sourcing and contracting questions can be directed to: [email protected]

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Clinical Bill Only and Purchase Orders
  • Suppliers should submit sales orders on the same day as procedure.
  • MemorialCare (MC) clinical team should create requisition within 24 hours.
  • MC Buyer should create PO within 24 hours.
  • Suppliers should not invoice until a PO is received.
  • Suppliers should not recycle PO numbers.
  • If supplier does not have PO within 72 hours, they should contact buyers ([email protected])
  • All invoices received from supplier for products without a PO will be discarded.
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Invoice and Payment Requirements

In order to facilitate timely and accurate payment of invoices, MemorialCare requires suppliers and contractors to comply with the MemorialCare Invoice and Payment Requirements. Failure to follow these requirements may lead to processing delays or the non-payment of invoices.

Invoice and Payment Policy

Purchasing Policy - PO Exceptions

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Rejected or Disputed Invoice

Invoices submitted to MemorialCare will be rejected or disputed if the following occur:

The department responsible for approving the invoice has rejected the invoice.

  • MemorialCare departments are required to inform Suppliers when rejecting invoices.

Supplier is attempting to invoice for: 

  • A closed Purchase Order (PO)
  • A PO not issued by a MemorialCare entity
  • Line items that don't exist on the PO

Payments may be delayed due to inconsistencies between Supplier and PO data.

  • Tax discrepancies at the line level between invoice and PO
  • Price & UOM Exceptions between Invoice, PO, and Receipt
  • Missing Receipts, or the department has not received the goods
  • Invoice not referencing a usable MemoricalCare PO
  • Incorrect EDI data provided from the supplier
  • Department has not approved updates to existing PO
  • Add-on Costs (freight, shipping/handling) are billed differently than what is on PO

Resolutions for resolving rejected or disputed invoices are described in the automated messages from [email protected] to Suppliers. See example of e-mails.

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Supplier Payment Status
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Supplier Diversity & Sustainability

Supplier Diversity Program

Background

MemorialCare is committed to establishing and integrating diversity and inclusion processes into its procurement activities. We strive to provide the maximum opportunity to small, diverse, and local businesses to participate as suppliers and providers of goods and services.

Policy Statement

MemorialCare has established a supplier diversity program to include diverse supplier offerings in purchasing and business planning recommendations, and to promote competitive procurement activities. The program creates a mutually beneficial relationship while establishing structure, awareness and support that encourages review and consideration of diverse suppliers (including but not limited to minority, women, LGBT, disabled, and veteran owned enterprises) to support our local communities, increase the strength and sustainability of the healthcare provider supply chain, and intentionally include small business or local innovation opportunities.

Diverse Supplier Classifications

A diverse supplier is a business that is at least 51% owned, operated and controlled by an individual or group that is part of a traditionally underrepresented or underserved group. The following are the categorizations of diverse suppliers recognized by MemorialCare’s Supplier Diversity Program. To learn more about each program’s eligibility and how to get certified, click on the link provided.

*Note: All suppliers will be expected to provide their diversity statement and statistics upon request for tracking within MemorialCare. Non-certified suppliers are encouraged to obtain one of the following certifications by an independent certifying agency to become part of MemorialCare’s Supplier Diversity program. A list of approved certifying agencies can be found in the section below.

Approved Certifying Agencies

  • Asian Pacific American Chamber of Commerce (APACC)
  • Department of Veteran Affairs (VA)
  • Disability:IN (Formerly the U.S. Business Leadership Network)
  • Historically Black Colleges & Universities (HBCU)
  • National Gay & Lesbian Chamber of Commerce (NGLCC)
  • National Minority Supplier Development Council (NMSDC)
  • National Veteran Business Development Council (NVBDC)
  • National Women’s Business Owners Corporation (NWBOC)
  • Native American Chamber of Commerce (NACC)
  • Small Business Administration (SBA)
  • The Supplier Clearinghouse
  • U.S. Hispanic Chamber of Commerce (USHCC)
  • U.S. Pan Asian Chamber of Commerce (USPAACC)
  • Women’s Business Enterprise National Council (WBENC)

Vendor Inquiries

If you are a certified diverse supplier and are interested in doing business with MemorialCare, please send us your contact information and a brief summary of your company’s capabilities to [email protected]. Please understand that submitting your information does not guarantee a business relationship with MemorialCare.

Sustainable Purchasing Program

Background

MemorialCare has established an enterprise-wide green policy program to intentionally include climate health initiatives in operations, purchasing and business planning recommendations and decisions, and to promote eco-friendly activities that directly reduce the energy, water, and waste uses of the health system. MemorialCare’s Sustainable Purchasing Program was established to ensure that sustainability is embedded into purchasing processes across the enterprise.

Policy statement

MemorialCare has established a Sustainable Purchasing Program that will integrate public health and environmental stewardship into its procurement processes and decision-making. In support of our mission to improve the health and wellbeing of individuals, families, and our communities, MemorialCare is committed to applying sustainable procurement guidelines and specifications in our purchasing decisions, whenever possible and will work with our suppliers to ensure that the products and services they deliver offer value and generate environmental and health benefits to MemorialCare’s patients, staff and visitors, and to the broader community.

Sustainability benefits

MemorialCare will encourage sustainability benefits to the maximum extent feasible in product and service acquisitions, and when making other purchasing decisions.

Environmental and health benefits to be encouraged include, but are not limited to:

  • Minimizing pollutant releases to air and water;
  • Avoiding products that contain toxic chemicals, especially Persistent Bioaccumulative Toxics (PBTs), other chemicals of concern, air emissions, and water pollution;
  • Reducing waste generation by choosing products that are reusable, recyclable, compostable, or made with recycled content;
  • Lowering greenhouse gas emissions associated with a product’s manufacture, transportation, and use;
  • Saving energy through the purchase of energy-efficient products and increasing use of renewable energy;
  • Conserving natural resources
  • Protecting biodiversity by avoiding products that contribute to deforestation, ocean pollution and other environmental destruction;
  • Promoting best value based on a total life cycle cost.

Implications for manufacturers and suppliers

Our sustainable procurement policy conveys to manufacturers and suppliers the importance that MemorialCare places on reducing our ecological footprint while improving public health. We count on our suppliers to adopt this policy and encourage them to meet and exceed the expectations outlined in this document.

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Contact Us

Payment Inquiry: Submit a ServiceNow Ticket or call AP Customer Service 714.377.3142 (8:00 a.m. - 4:30 p.m. PST Monday through Friday).

For urgent matters, call AP Customer Service.

Invoice Submission: [email protected]
Purchase Order Support: [email protected]
Contract Support: [email protected]
Contract Price Files: [email protected]
Supply Chain Support: [email protected]