AAMC Central Procurement Office

At the AAMC, our mission is to serve and lead the academic medicine community to improve the health of all. The mission of the Central Procurement Office (CPO) at the 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 invested parties, while bringing value to the association 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 who 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. The AAMC requires that new suppliers engage with the company through the Central Procurement Office. We ask all suppliers to respect this policy.

If invited by the AAMC Central Procurement Office to participate in a request for x (RFx) process, please utilize the following instructions on how to access and upload documents for an RFx event:

• Access an RFx event (PDF).
• Uploading documents for RFx event (PDF).

Doing Business with the AAMC

The AAMC is a non-profit 505(3) corporation. The AAMC does not pay sales tax in the following states: CO, CT, FL, IL, MD, MA, MI, NJ, NY, OH, TN, TX, UT, VT, VA, DC.

download your state's form

To initiate the supplier self-registration process, please log into the Supplier Registration Portal. The link to access the portal, along with essential documentation requirements, can be found below. Should you need further assistance, please contact us at contracts@aamc.org and someone will get back to you within two business days.

• Supplier Registration Portal  
• Supplier Registration Job Aid (PDF) 

In addition to including a voided check or a letter from your financial institution to set up ACH electronic payments, one of the following tax forms, depending on your status, is also required:

• IRS_W-9 (Domestic) Form (PDF).
• IRS_W-8BEN (International Individual) Form (PDF).
• IRS_W-8BEN-E (International Entity) Form (PDF).

Supplier Diversity Program

The AAMC welcomes direct relationships with small businesses and businesses owned by minorities, women, veterans, members of the LGBTQIA+ community, and people with disabilities that can help the AAMC achieve its mission “to improve the health of people everywhere.” Learn more about our supplier diversity program.

If your company is a diverse-owned or small business, use this portal today!

Contracting with the AAMC

The 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.

• If you have received an email to register for SMART, in order to continue the contracting process, use the SMART supplier registration guide (PDF).
• For help on how to complete contracts in SMART, download the SMART quick reference guide for contracts (PDF).

Find frequently asked questions (PDF) 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 goods and services that are described on the face of the purchase order.

Invoicing Standards

The invoice standards and guidelines  (PDF) 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 (PDF).

Contingent Worker Agency Portal

Authorized contingent worker suppliers can access the Workday Agency Portal. For instruction on how to complete portal actions, download this guide (PDF).

Contact Information

Any questions can be directed to the AAMC CPO team at contracts@aamc.org.