Supplier Forum
January 14, 2016
Hosted by: Supply Chain Management and Clinical
Engineering
Supply Chain Management
• Jim O’Connor – VP Supply Chain Management
• Valencia Stoudamire – Director Strategic Sourcing – Non Clinical
• Glenn Croxton- Director Procurement and Vendor Compliance
SCM Organization Chart
Supply Chain Policy &
Procedures
• Signature Authority Policy for Contracts
and Requisitions
• Transparent Sourcing Policy
Signature Authority Policy
Contracts & Requisitions
This policy establishes the authority to purchase
products and services and enter into contracts on
behalf of Henry Ford Health System.
• Contracts: The authority to enter contracts into the
ordinary course of business on behalf of HFHS is
delegated at the Vice President level and above only.
• Requisitions: The authority to purchase products and
services in the ordinary course of business on behalf of
HFHS is delegated to HFHS employees and contractors
with the level of authorization and required review
established by this policy.
Transparent Sourcing Policy
This policy establishes and requires
contracts or purchases greater than $20K
must be competitively bid and include one or
more women or minority businesses within
the bid process.
Supply Chain (SC)Sourcing Process
(RFQ/RFP)
• End users and/or Supply Chain can
request preliminary capital quotes
– If customer requests the quote, vendor must
include Supply Chain on the response
• Competitive sourcing engagements
(RFPs) are facilitated by the SC Contract
Sourcing Specialist
• Evolving capital sourcing process
Sourcing Management Team
Contact Information
• Valencia Stoudamire
Director, Non-Clinical Strategic Sourcing
(313) 874-6429
vstouda1@hfhs.org
• India Randerson
Director, Clinical Strategic Sourcing
(313) 874-7211
irander1@hfhs.org
• Gary Weston
Consultant, Premier
(313) 874-5484
gweston1@hfhs.org
Vendormate® Credentialing System
In order to manage the increasing
regulations, mandates and oversight by
local, state and federal agencies, Henry
Ford Health System decided to implement
the Vendormate Credentialing System. This
new process became effective October 24,
2015. All current and future HFHS suppliers
are required to register their companies
through the Vendormate online portal.
Vendor Registration Portal - Sample
Clinical Engineering Team
• Jack (John) Malloy VP, IT Service Integration and IT Quality,
Information Technology
• Makidah Mahdi, Director Clinical Engineering
• John-Paul (JP) Guimond Director, Strategic Sourcing
Realignment
IT Services Integration and Quality
Jack Malloy
VP of IT Services
Integration and Quality
Carole Pritchard
OPEN
Director, Office of
IT Service
Management
Mgr., IT Service
Management
Applications
RESPONSIBILITIES:
• ITSM Training and
Education
• IT Performance
Excellence
• IT Asset
Management
• IT Contracts
• IT Finance
RESPONSIBILITIES:
• ITSM Application
Support and
Enhancement
‒ Service Now
‒ SNOW
‒ Apptio
‒ Mainspring
‒ ETC.
Makidah Mahdi
Director, Clinical
Engineering
RESPONSIBILITIES:
• Initial Inspection
• Installation
• Network Integration
• Preventive
Maintenance
• Corrective
Maintenance
• Regulatory
Compliance
• Decommissioning
‒ Bio-Medical Devices
‒ Imaging Modalities
TEAM PMP
IT Services
Alignment /
Standardization
RESPONSIBILITIES:
• Business Liaison (BRM)
• IT System
Standardization /
System Selection
Process
• Partner IT Services
Coordination and
Planning
• IT Integration Program
Management
Clinical Engineering Mission
To provide HFHS with the highest
quality of service by providing
prompt, innovative, cost effective
equipment maintenance, repairs and
safety to our customers through
teamwork, and a professionally
trained staff.
Makidah Mahdi, Director of Clinical Engineering
Organizational Structure
0
Makidah Mahdi
Director
Rusty Irons
Ben Amos
Gary Butler
Lead Bio-Med Tech - HFH
Shadrick Harvey
Ron Klugh
BMET III
Dan Solocinski
Tim Maggioncalda
BMET III
Joe Stover
Ethan Rosenbaum
BMET III
George Awwad
Imaging Tech III - HFM
Pete Belyk
Imaging Tech II - HFH
Leilei Lin
Imaging Tech II - HFWB
Ed Pashukewich
Imaging Tech II - HFW
Andy Steiner
Imaging Tech II - HFH
Theresa Lannen
Imaging Tech I - HFW
Myron Pope
Imaging Tech I - HFH
Mike Veith
Imaging Tech I - HFWB
Kevin Wolowicz
Imaging Tech I - HFH
NEW***
Imaging Tech I
NEW***
Imaging Tech I
Craig Podulka - HFW/WB
Regional Manager
John Khoury - HFMC
Regional Manager
Marty Droze - HFH
Regional Manager
Mark Davidson
BMET II
Lamont McCandless
BMET II
Jason Walewski
BMET II
Roy Winn
BMET II
Tom Dorner
BMET I
Allan Decker
BMET I
Kenneth Franklin
BMET I
John Hauck
BMET I
Dennis Watson - .5FTE
BMET I
VACANT
BMET
VACANT - .5FTE
BMET I
Dean Brown
Special Systems Tech
John Owens
Special Systems Tech
Randy Ruppenthal
IT Tech - OR
Bruce Cohen
Lead Bio-Med Tech -HFM
Dave Slaybaugh
BMET III
Joe Konarz
BMET II
Stefan Sorenson
BMET II
John Haskins
BMET I
Support Service
Jan Hooker
Data Base Specialist
Craig Virzi
BMET III, Regulatory
George Benjamin
IT Tech
Tom McGee
IT Tech
Shelly Stachura
BMET I
VACANT
IT Tech
Paul Talbot
BMET I
Maria Aubrey
Operations Support
NEW* (offsites)
BMET
Sheila Ball
Operations Support
Scott Servay
Special Systems Tech
Myron LaBarrie
Operations Support
Ron Edmonds-.5FTE
Project Coordinator
Joel Roy
Lead Bio-Med Tech HFWB
Greg Clouse
BMET III
Lynn Hukee
BMET II
Chris Kozub
BMET II
VACANT
Special Systems Tech
Paul Barrett
Lead Bio-Med Tech - HFW
Rick Lesniewski
BMET III
Alan Ciemnicki
BMET II
Andy Phagoo
BMET II
John Frazier
Project Coordinator
Dan Rascol
BMET I
Suzanne Nash
Project Coordinator
Marty Piper
Special Systems Tech
Scott Haering
Contractor, Scopes
Contract Coordinator
VACANT
Financial Analyst
Clinical Engineering
Centralization Changes in 2016
• In-house one source solution for medical
equipment services
• Strategic Capital Planning
• Service Contract Management
• Compliance Readiness (FDA, JCAHO, CMS)
• Cost Savings
Clinical Engineering Process
Changes in 2016
Outsourced Services
• T&M billable cost schedule
• Evidence of trained and certified service
engineers as well as their subcontractors,
certifications must be provided upon request.
• Certified calibrated test equipment
• OEM monthly service meetings
• 90 days Termination of agreement, either party
written notice without penalty.
Clinical Engineering Process
Changes in 2016
Warranty and Contracts
• Shift Principle coverage period on
warranty and contract equipment to the
hours that best fits HFHS at no additional
cost
• Competitive service agreements
Clinical Engineering Process
Changes in 2016
Education and Training
• OEM, 3rd party and e-Learning training
• No charge service training and required
password, codes and keys to service
equipment
• No charge Technical Service Manuals
Service Contract Review and
Approval Process
Contract
Submitted to
Contract
Coordinator
Director
Strategic
Sourcing
Realignment
Service
Strategy
Review
CE Manager
Review in
Conjunction
with Clinical
Department
VP, IT Service
Integration and
IT Quality,
Information
Technology
Approval &
Signature
Director
Clinical
Engineering
Review &
Approval
SCM for PO
Requisition
and PO
Approval
E-copy of
Contract & PO
to Vendor for
Counter
Signature
SCM Dec 7th Letter to Vendors
Henry Ford Health System (HFHS) is conducting an internal review of medical equipment maintenance expenses across all
related entities for the period of November 1, 2014 through October 31, 2015. The first step in this review process is for all suppliers
of medical equipment maintenance services to HFHS to submit the following information in electronic format no later than December
31, 2015:
•
Complete copies of all maintenance contracts and point of sale maintenance (POS) agreements active during the survey
period as well as those contracts with a start date after November 1, 2015 and any pending signed POS maintenance
agreements that will become effective in the future. Please include itemized lists of covered equipment.
•
A list of all equipment currently under warranty along with the warranty expiration dates.
•
A schedule of maintenance costs invoiced to all HFHS entities during the review period from November 1, 2014 through
October 31, 2015. All data must be presented in Excel format. Costs must be segmented by :
– Fixed contract billings,
– Additional contract labor billings,
– Additional contract parts billings,
– Additional glassware/probe billings.
– Non-contract parts & glassware billings,
– Non-contract labor billings.
– Software billings.
– The total of the segments must equal the total maintenance billings invoiced top HFHS.
We value our relationship with our suppliers and recognize that each is a necessary and integral part of our system and of our
success. All information requested should be submitted by email to John-Paul Guimond at JGUIMON1@hfhs.org. Thank you for your
prompt response to this request. If you have any questions, please contact John-Paul Guimond at 313-874-3765.
All suppliers are expected to comply with this request. Future business relationships and contract payments will be based on
validation of the information submitted by vendors for this review. If you are not the correct contact for the requested information,
please redirect this request to the appropriate contact.
James O'Connor
Vice President, Supply Chain
Henry Ford Health System