Compliance with grants and contracts for purchasing documentation is very different than what is required for general hospital purchasing.  The rules are more restrictive and the documentation requirements more robust. S3 typically has not been able to provide the level of detail required to meet those rules.  With the new purchasing rules required by the federal government, that burden has increased. As a result, Research at CPMC has its own accounting team.  We are able to issue Purchase Orders, pay invoices and manage the finances within the Research Institute. We do interface with S3, but that interface is not as all-encompassing as it is with the non-Research side of Sutter Health.

The procurement policy is posted in Policy Stat, policy id 3347648.  The Sutter Health policy is policy stat id 4292261. The procedure and the accompanying forms are located in a shared drive, “CPMCRI_Community_drive/Forms/Purchasing Forms and Procedures.”  If you need access to that drive, please contact grantsofc@cpmcri.org.

If you need to procure services for research, contact grantsofc@cpmcri.org and we will work with you to prepare the required documentation.  By mid-August, a link will be posted on this page where you will be able to access the request form directly.

In general, you will need to obtain a Purchase order when ordering any supplies or goods.

• Orders valued at greater than $10,000 and less than $150,000 require multiple bids or rationale why that is not possible.  Some agencies may require a lower threshold to this amount (DOD, for example), so you may need to check in with your Grants Administrator.
• Orders valued at $150,000 or more require the posting of a Request for Proposal (RFP) and a methodology for criteria for evaluation and selection to be predetermined.  Consult the policy for the details on those requirements.
• Procurement of Services will need to be evaluated to determine the type of agreement and terms and conditions that need to be included in that purchasing process.   That determination will be coordinated by the K-Team (PreAward Team).