AAMC Central Procurement Office
At AAMC, our mission is to serve and lead the academic medicine community to improve the health of all. The mission of the Central Procurement Organization (CPO) at AAMC is to provide and manage the most effective and efficient sourcing and procurement processes, procedures and practices for the acquisition of quality goods and services in support of the AAMC's overarching goals and objectives. In the process, the CPO will aim to deliver exceptional customer service to its internal customers and stakeholders, while bringing value to the AAMC through negotiation and leveraging economies of scale, realizing operational efficiencies and managing risk.
We emphasize and ensure the equal and fair treatment of all suppliers, recognizing that diversity and inclusion accelerates innovation and contributes to economic growth around the world.
How We Source
Suppliers are recognized as an important extension of our team. We actively seek out suppliers who provide innovative products, services and technology, innovative approaches aggressive pricing, and exemplify ethical behavior. We look for suppliers who understand our values, culture, and expectations. We partner with suppliers who understand our business and who look for ways to add value. These suppliers know the importance of delivering the highest quality goods and services.
New suppliers can be considered during a competitive process, a truly disruptive innovation offering, or brought to our attention through alternative channels. AAMC requires that new suppliers engage with the company through the Procurement Organization. We ask all suppliers to respect this policy.
If invited by the AAMC Procurement Organization to participate in an RFx Process, please utilize the following instructions on how to access and upload documents for an RFx Event:
Doing Business with the AAMC
Supplier Registration and Portal
If invited by the AAMC procurement organization, prospective Suppliers must register in the AAMC Workday Supplier Registration Portal. Instructions on how to do this can be found in the Supplier Registration Portal Job Aid.
The required documentation you must have prior to completing your registration (Note: these forms must be completely filled out and signed) include:
- Supplier Portal Registration Form
- IRS_W9 (Domestic) Form
- IRS_WBEN (Individual International) Form
- IRS_W8BEN-E (Entities-International) Form
If requested, you may also need to fill out the Supplier Information Form.
Once registered, suppliers will have access to the AAMC supplier portal to obtain your PO, submit invoices and see payment status relating to purchases made by the AAMC. All registered portal users can view this information by using this JOB AID. System administrators will have access to change this information. Please reach out to firstname.lastname@example.org to see who your administrator is or to get more information on how to change the information.
Contracting with the AAMC
AAMC uses the contracting tool SMART by GEP to manage our contracting process. Suppliers must agree to register themselves in this tool to do business with the AAMC.
- For more information on how this impacts you as an existing supplier click, download the Supplier Quick Sheet.
- If you have received an email to register for SMART, in order to continue the contracting process, use the SMART Supplier Registration Guide.
- For help on how to complete contracts in SMART, download the SMART Supplier Guide - Contracts.
AAMC has contracted with Global Risk Management Solutions (GRMS), a global industry leader in supplier risk management to establish a comprehensive risk assessment program at the AAMC.
- The Program is designed to streamline the collection, management and annual certification of documents such as W-9, Diversity Status and Certificate of Insurance (COI) as well as collect key information regarding business operations status of our suppliers, vendors, and service providers.
- For more information, download the GRMS Supplier Letter.
- Find frequently asked questions for the Contract Lifecycle Management System, SMART, at the AAMC.
Standard Purchase Order Terms and Conditions
A purchase order is required for all goods and services obtained by the AAMC. The Standard Purchase Order Terms and Conditions provide suppliers with the guidelines and legal stipulations of their purchase order with the AAMC for good and services that are described on the face of the purchase order.
The Invoice Standards and Guidelines inform suppliers how to properly format and submit invoices for payment.
AAMC Supplier Code of Ethical Conduct
The AAMC values its reputation for conducting business honestly and with integrity. We rely on many outside resources, including contractors, subcontractors, suppliers, vendors, consultants, and others (collectively, "Suppliers"), to maintain our commitment to strong ethical standards.
For more information, access the AAMC Supplier Code of Ethical Conduct.
Contingent Worker Agency Portal
Authorized CW Suppliers can access the Workday Agency Portal. For instruction on how to complete portal actions, download this guide.
Any questions can be directed to the AAMC CPO team at email@example.com.