FHCRC Guide for Vendors

Center Purchasing Policies

The only Center department authorized to issue purchase orders is the Purchasing Department. Any material or equipment shipped without a purchase order issued by a Fred Hutchinson Cancer Research Center buyer is shipped at the risk of the supplier. Items being delivered for evaluation require a purchase order even if there is no charge. Delivery to the Center or Center personnel without a valid purchase order does not constitute acceptance by the Center. A valid purchase order number must be clearly visible on all packages, correspondence, invoices, packing slips, etc. Whenever possible, the FHCRC purchase order number and the packing slip number should be bar coded (Code 39) on the packing slip. Invoices without valid FHCRC purchase order numbers will not be paid.

The criteria for designation as a Fred Hutchinson Cancer Research Center supplier are the total cost comprised of:

• price
• quality
• delivery
• fitness for purpose
• company reputation
• commitment to service

The center seeks firms with proven integrity, those committed to working with Center personnel in seeking innovative methods of assisting the research center achieve its goal.

Fred Hutchinson Cancer Research Center pursues uniform procedures for all suppliers that wish to have its business. The Center is interested in new and improved products and in new methods. It values its suppliers as business partners in helping achieve high standards of research and patient care at the most economical cost. You can help us by following the guidelines and procedures on this page.

Sales Calls

Sales calls to Center personnel other than buyers are made by appointment only. Many Center personnel are engaged in demanding research that does not lend itself to unscheduled interruptions by visiting sales representatives. All company representatives must register with the building receptionist and must receive an ID badge. The badge is to be worn while in a Center facility, and must be returned to the receptionist when leaving FHCRC.

Product shows are a valuable way to show your products to Center researchers. More information about setting up a product show is available through Meeting & Event Services. To promote your show, you may submit 200 flyers to the Purchasing Department for distribution to Center mailstops. Please do not post flyers anywhere without permission.

Parking

When visiting the Purchasing Department, two parking spaces are available in the Yale Building (823 Yale Ave. N). After parking, be sure to sign-in with the receptionist inside the lobby so you won't receive a ticket.

Deliveries

All shipments of goods must be signed in through the Center's Receiving Department location at 1100 Fairview Ave. N. unless otherwise indicated on the purchase order. If goods are not delivered to Receiving, payment will be delayed. Receiving hours are: Monday through Friday, 8 a.m. to 4:30 p.m.

Charges

Service charges, C.O.D. or Collect Freight Shipments are not acceptable unless specifically agreed. This must be indicated on the purchase order.

Invoices

All invoices must be sent to:

Fred Hutchinson Cancer Research Center
ATTN: Accounts Payable Department (MS J4-500)
PO Box 19024
Seattle WA 98109-1024

Problems with invoices should be directed to Accounts Payable, 206/667-2887.

Gifts and Gratuities

The Center's Gifts policy governs the acceptance of gifts or gratuities by outside sources. Vendors are expected to abide by that policy.

The Center's Gifts policy prohibits employees from accepting gifts or gratuities when: 1) there is or could be an appearance of an expectation on the part of the donor that the gift or favor will improperly influence the actions of the recipient; 2) the gift or favor is made in connection with a particular transaction involving the donor and the Center; and/or 3) the gift is cash, a cash equivalent (other than a gift certificate for less than $100) or securities. Assuming the prohibitions above do not apply, Center employees may accept: 1) in-kind gifts or gift certificates having a nominal value of up to $100; 2) Entertainment, including meals and tickets to sporting or other events (including Center events), having a value of up to $500; and 3) In the scientific divisions, other gifts that have been approved by the Division Director and either the Center Director or the Center's Deputy Director; in administration, other gifts approved by a Vice President and Chief Operating Officer.

Catalogs and Prices

It is the vendor's responsibility to keep the Center current on all catalogs and costs. Vendors are encouraged to keep the Purchasing Department informed of all vendor contacts, including current phone numbers and addresses.

Quotations and Bids

Competitive pricing information is considered confidential and will be treated as such. Quotations should be directed to the appropriate purchasing agent. Requests for pricing from Center personnel, other than a buyer, should be treated as "budgetary pricing only."

Disbarred Vendors/Individuals

The Center uses the services of Verisys to periodically check for sanctions issued by the OIG, the GSA, and other federal agencies.

Small/Disadvantaged Vendors

The Center extends the opportunity to Small and Disadvantaged Businesses to compete for its material and service needs when practical or applicable.

Terms and Conditions

Review the Center's Terms and Conditions here (pdf).

Purchasing Contact Information

FHCRC Materiel and Purchasing Departments are located at:

823 Yale Avenue North (MS J4-100)
Seattle, Washington
Phone: 206/667-2289
Fax: 206/667-6359

Please feel free to call with any questions or concerns that you have at 206/667-2289.