Introduction / Process Name: Prospective Supplier Registration and Management Process
Department / Area: Supplier Registration/Strategic Sourcing Operations
Process Owner: Supplier Registration Coordinator/Sourcing Operations
Effective Date: Immediately
Temporary or Permanent Change: Permanent
Other References: MedAssets Contracting Manual
Purpose / The objective of the prospective supplier registration and management process is to manage and appropriately direct the volume of prospective supplier contract opportunity inquiries and to track final inquiry disposition.
Scope / MedAssets invites suppliers to participate in our client-driven contracting process by registering with our Prospective Supplier Database. Before each RFP event, contracting staff consults the Prospective Supplier Database to determine which suppliers have indicated their desire to participate in an RFP for the specific products or services in process.
• MedAssets’ RFP Process occurs roughly six to nine calendar months prior to the expiration of current contracts in that category.
• MedAssets national customer advisory committees may, at their discretion, periodically decide to extend a particular contract category for a period of time.
• New categories added at the request of our customer advisory committees are typically addressed within 12 months.
Completion of the Prospective Supplier Form does not mean a supplier is can approach our clients with their product/services as a MedAssets contracted supplier and does not guarantee that they will awarded an agreement at any future time. A prospective supplier must register before MedAssets will send RFP materials in connection with any bid category. If a supplier does not provide all of the required documentation before the supplier registration due date indicated on the bid calendar, then MedAssets will not include the supplier in any RFP distribution.
Registered suppliers will be included in the relevant competitive bid/RFP process, subject to our client advisory committees’ endorsement of their inclusion. At the direction of our client advisory committees, MedAssets will not include suppliers currently listed on the excluded supplier lists of the Office of Inspector General (OIG) in the competitive bid/RFP process.
Procedure / Procedure
 All prospective supplier inquiries should be instructed to complete a NEW SUPPLIER REGISTRATION FORM online via the MedAssets website ( under the RESOURCE CENTER heading.
 The e-registration link is: Supplier Registration.
 The e-registration form is routed to our Supplier Registration team for processing.
Procedure /  Within 14 business days of receiving the supplier registration the Supplier Registration Coordinator will:
  • Log the initial prospective supplier contact event, and supplier contact information on the electronic tracking log.
  • Assess the supplier registration to ensure all required documentation has been attached.
 If any required documentation is missing the supplier will be notified via email and given two weeks to provide the required documentation or their registration will be denied
  • Review the prospective supplier’s product/service materials to verify if their product/service appears on the current MedAssets contract WorkPlan.
  • Contact the prospective supplier via email to:
 Acknowledge receipt of the inquiry/registration
 Inform supplier that the negotiator for their category/categories has been notified to include them in their RFP distribution if it’s on current WorkPlan.
 If the category of interest is not on the WorkPlan, the supplier will be advised when it will be.
 The Supplier Registration Coordinator will notify the negotiator responsible for the contract initiative via email to ensure they include the supplier in their RFI/RFP activity. The email will include:
 Supplier name and contact information
 Product/service
 Category of interest
 The Supplier Registration Coordinator will log the activities on the electronic tracking log.
 MedAssets’ client committee criteria used to evaluate a potential supplier (for possible inclusion outside of a sourcing event):
 Potential to decrease MedAssets clients' purchase costs for the category.
 Ability to provide excellent client service and field support for client facilities.
 Capability to provide products that meet the specifications of the applicable client advisory committee (for example, size and durability, and full line of replacement parts).
 Ability to provide a safe product.
 Capability to provide an environmentally sustainable product.
 Sound financial condition as an organization.