Purchasing and Contract Managemet

 
MCG Health, Inc. Purchasing and Contract Management Department

Welcome to the MCG Health, Inc. Purchasing and Contract Management Department Web page.  The purpose of this Web page is to briefly familiarize supply chain management customers with the functions and scope of activities performed by the Purchasing and Contract Management Department in support of the health system.

Introduction

The following information is a guide for health system staff members who need to obtain goods and services for their department.  Please take a moment to review it completely.  If you have any questions after your review, please feel free to contact the appropriate person using the information provided in this Web page.

General Information

The primary point-of-contact for matters relating to acquisition is the MCG Health, Inc Purchasing and Contract Management Department.  The Purchasing and Contract Management Department may be contacted during its business hours of 8 a.m. to 5 p.m., Monday through Friday, with the exception of public holidays.  The department is located in the PL Building, 1225 Walton Way.  The department's main telephone numbers are:

  • Front Desk: (706) 721-2217 / 9068
  • Facsimile:  (706) 721-9597

Please consult the list of Points of Contact below or the Commodities / Area of Responsibility List to identify the buyer best suited to discuss the products and/or services needed by your department.

The Purchasing and Contract Management Department provides centralized purchasing services to the MCG Health System.   Limited delegation of purchasing authority has been extended to select MCG Health, Inc. departments in recognition of their unique needs.  The Purchasing and Contract Management Department, however, is responsible for ensuring that all purchases, either on a central basis or by a delegated department, are made in accordance with the policies and procedures set forth by MCG Health Inc. policy, the Office of the President, and the laws of the state of Georgia.  Departments retaining limited delegation of purchasing authority include clinical engineering, dietary, facilities, and pharmacy.

Staff members are encouraged to familiarize themselves with policy regarding vendor access as articulated by MCG Health, Inc. policy number 7.62 - Vendor Access and Control, prior to interacting with vendor representatives during the performance of their duties.

Purchasing Pointers
  • Electronic Requisition - used for ordering all supplies including stock and non-stock.  Orders are entered in Pathways Materials Management (PMM) and electronically routed to Purchasing for non-stock items or Central Distribution if the item ordered is a stocked item.

  • Departmental Requisition (DR) - This is a 3-part paper requisition.  This form should only be used for:

    • Capital requests to include routing for signatures and attachments such as quotes, specifications, etc.

    • Service Agreement requests with supporting attachments.

    • Other requests that require supporting documentation such as drawings, detailed specifications, multiple attachments, or routing for various levels of approval.

    • Elements of a Requisition - Requisitioner's are responsible for providing the basic information on all requisitions, to include the following:

      • Basic description of goods / equipment to include size, color, etc.

      • Manufacture and manufacture part number.

      • Quantity and estimated price (Note: The Purchasing and Contract Management Department will negotiate the final best price).

      • Cost Center and Expense Code (Object Code).

      • Approval authority.

      • Date needed.

    • Proper Handling of Invoices - All original invoices should always go to Accounts Payable.  If you need a copy, contact Accounts Payable.  Additionally:

      • Invoices for goods and services received during one month should never be "purposely" held until the following month to be accrued.

      • Invoices should be accrued during the month the expense occurred.  This facilitates accurately matching Revenues to Expenses during the same month.

      • When goods and services are received in the Pathway Material Management (PMM) system, expenses automatically accrue to you Cost Center and Expense Code.

      • Good and Services do not have to be paid for in order for the expense to post to your Cost Center.  They simply have to be received.

    • The Purchasing and Contract Management Department can assist with sourcing the Manufacture, Vendor, establishing specifications, etc. and stands ready to assist your Department to ensure goods and services are received in the appropriate period.

    • Please note that the Purchasing and Contract Management Department is responsible for price negotiations.

    Points-of-Contact

    Manager of Purchasing and Contract Management:  David White


    Office:

    (706) 721-2988


    Cell:

    (706) 840-1387


    Fax:

    (706) 721-9597


    E-Mail:

    dwhite@gru.edu

    Buyer II "Contract Buyer":  Adam Clark


    Office:

    (706) 721-2775


    Cell:

    (706) 564-2055


    Fax:

    (706) 721-9597 


    E-Mail:

    aclark@gru.edu

    Buyer II "Non-Medical & Service Contract Buyer":  Jamie Coffee


    Office:

    (706) 721-9448


    Cell:

    N/A


    Fax:

    (706) 721-9597 


    E-Mail:

    jcoffee@gru.edu

    Buyer II "Capital Equipment Buyer":  Margaret Tanksley


    Office:

    (706) 721-2990


    Cell:

    (706) 414-2018


    Fax:

    (706) 721-9597 


    E-Mail:

    mtanksle@gru.edu

    Buyer I "Office Supply and Equipment Buyer":  Sonya Cobb


    Office:

    (706) 721-2407


    Cell:

    N/A


    Fax:

    (706) 721-9597 


    E-Mail:

    socobb@gru.edu

    Buyer I "Med/Surg Supply Buyer":  Sandra Ellis


    Office:

    (706) 721-6085


    Cell:

    N/A


    Fax:

    (706) 721-9597 


    E-Mail:

    saellis@gru.edu

    Buyer I "OR Buyer":  Aimee Sweet


    Office:

    (706) 721-1224


    Cell:

    N/A


    Fax:

    (706) 721-9597 


    E-Mail:

    asweet@gru.edu



    Forms


    After Hours Emergency Supply / Equipment Acquisitions

    In the event of an emergency where you need to obtain Non-Stocked Med/Surg supplies or Non-Stocked Equipment after normal business hours you can contact the Manager of Purchasing and Contract Management at (706) 840-1387.


    In the event an emergency where you need to obtain Stocked Med/Surg supplies or Stocked Equipment and they are not available in the Supply Service Section (a.k.a. Central Distribution) you can contact the Manager, Supply Process Distribution at (706) 726-4332 or the Senior Manager for Materials Management at (706) 691-3953.