Personal Protective Equipment (PPE) Online Ordering Portal

KDADS received funding from the SPARK Committee to help provide personal protective equipment (PPE) and infection control supplies to adult care homes. In the first round the funding applied to facilities that are not federally regulated for participation in the Medicare/Medicaid (Title 18 and Title 19) program. On November 20, SPARK authorized additional funding for PPE for skilled nursing facilities. Adult care homes in Kansas that qualify for SPARK funding include:

Adult Day Care (ADC)
Assisted Living (ALF)
Boarding Care Home (BCH)
Home Plus (HP)
Intermediate Care Facility / Intellectually and Developmentally Disabled (ICF/IDD)
Residential Health Care Facilities
Psychiatric Residential Treatment Facilities
Nursing Facilities who participate in the Centers for Medicare and Medicaid Title 18 or Title 19 program
Nursing facilities for Mental Health; and
Nursing facilities certified to participate in the Medicaid program.

KDADS entered an agreement with SOURCE 309 Powered by American Solutions for Business to connect adult care homes with suppliers of critical personal protective equipment (PPE). SOURCE 309 assembled a list of selected PPE supplies that are available to order. The product offering is limited to focus on critical supplies and rapid fulfillment of orders to adult care homes. The products available can be found at https://online.fliphtml5.com/hldlw/ybjq/.

An online ordering portal is now available to all licensed adult care homes. Facilities will need a username and password to log in to the site, view available products and place orders. The initial username is the facility state license number (State ID) including the letter. The initial password is "orders". Facilities will need to change the password after the first log in. SOURCE 309 customer service can help reset accounts to provide help logging on. Reporting will be made available in the portal so facilities can track purchases. When you enter the portal using the link above, you will see this PPE Portal login page:

KDADS assigned a budget to purchase supplies to each adult care home with qualifying beds. The budget will be about $350 per qualified bed per nursing facility. Upon login, the budgeted amount for each facility will be shown in the SOURCE 309 PPE Portal. Facilities can use the budget to purchase PPE supplies through the portal. Facilities do not need to provide any additional funds to purchase the PPE supplies through the designated KDADS portal. KDADS will review incoming orders and may make changes to orders to fit within a facility’s budget and to make sure all the SPARK funds are allocated to purchase PPE.

The funds are available on a first come, first served basis. KDADS will adjust the budgeted amount per facility to spend the SPARK funds allocated to this project.

SOURCE 309 will combine group incoming orders to drive down prices and make individual orders cost effective for members of this program. The target is to ship individual PPE orders 7 to 20 business days after an order has been submitted. Due to demand and market volatility, some items in an order may arrive faster than others and, if market conditions change, some hard-to-get items like nitrile gloves and N95 masks could see extended delivery dates. PPE supplies in the portal may also change based on availability.

KDADS' expectation is that adult care homes will also be able to use the State of Kansas master contract (state use contract) to purchase PPE and other COVID-19 related supplies using their own resources. The vendors on the state contract have qualified as verified and reliable suppliers through a request for proposals process. The webpage with the approved vendors is https://admin.ks.gov/offices/procurement-and-contracts/additional-files-for-procurement-contracts/personalprotectiveequipmentrelatedsuppliescontracts.

If facilities have problems or questions regarding the KDADS process for ordering PPE, contact [email protected].

FAQs

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Where can I find the ordering portal to access the SPARK funds?

The portal for SOURCE 309 Powered by American Solutions for Business is available at https://www.asbaces.com/newaces/skdads.aspx.
Where can I find my username and password for the ordering portal?

The initial username is the facility state license number and the password is "orders." Facilities will need to change the password after the first log in. SOURCE 309 customer service can help reset accounts to provide help logging on.
How much will my facility receive in PPE?

Using the $10 million from the SPARK program, facilities with state-licensed beds will receive a budget of $575 per bed to order supplies. Additional funds will be authorized to use all $10 million after the initial round of orders is processed.
What products are available to order?

SOURCE 309 Powered by American Solutions for Business set up a web-based catalog https://online.fliphtml5.com/hldlw/axug/ with products that are available for this program. The products will show up on the ordering portal as well with the price per case for those products.
When can I expect to receive the products I order?

SOURCE 309 Powered by American Solutions for Business can immediately ship some items that are in their warehouse. Other hard-to-acquire items such as N-95 masks and gloves may take up to 15 to 20 business days to be delivered.
What happens if I order more supplies than I have in my allocation or budget on the SOURCE 309 portal?

KDADS will review facility orders that exceed the budgeted amount. KDADS will contact the facility to discuss changes in the facility order to stay with in the budgeted amount. Facilities should submit orders for the products and supplies they need and try to get as close to the budget amount as possible. Orders exceeding the budgeted amount will be approved on a case-by-case basis.
Will more money be available for this program?

SPARK and the State Finance Council approved only $10 million for PPE and supply purchases for the state-licensed facilities. When the online ordering portal opens, the facility budgets in place would spend $8.5 million. KDADS will review the initial round of orders and put more money into each facility budget to use through the ordering portal.
Where can I order more supplies once my budget allocation has been depleted?

Adult care homes will be able to use the State of Kansas master contract (state use contract) to purchase PPE and other COVID-19 related supplies. The webpage with the approved vendors is https://admin.ks.gov/offices/procurement-and-contracts/additional-files-for-procurement-contracts/personalprotectiveequipmentrelatedsuppliescontracts

Facilities will need to review the list of vendors to identify those that have the needed supplies and follow the instructions from each vendor to order supplies. KDADS is not providing funding to facilities to make PPE purchases through these contracts.

If a facility has an emergency need for supplies, they should continue to reach out to their local emergency management officials.

If facilities have problems or questions regarding the KDADS process for ordering PPE, contact [email protected].
Where do I order supplies if I do not have qualifying beds?

To help facilities access PPE from reliable vendors, the Department of Administration Office of Procurement and Contracts completed a request for proposals for vendors to supply PPE and related supplies. The state contract is open to political subdivisions of Kansas including Counties, Cities, Municipalities, School Districts, Higher Education, Long-Term Care Facilities and Adult Care Facilities.

Adult care homes will be able to use the State of Kansas master contract (state use contract) to purchase PPE and other COVID-19 related supplies. The webpage with the approved vendors is https://admin.ks.gov/offices/procurement-and-contracts/additional-files-for-procurement-contracts/personalprotectiveequipmentrelatedsuppliescontracts

Facilities will need to review the list of vendors to identify those that have the needed supplies and follow the instructions from each vendor to order supplies. KDADS is not providing funding to facilities to make PPE purchases through these contracts.

If a facility has an emergency need for supplies, they should continue to reach out to their local emergency management officials.

If facilities have problems or questions regarding the KDADS process for ordering PPE, contact [email protected].
What types of facilities are eligible to participate in this program to receive PPE?
KDADS specifically requested funds for adult care homes that were not receiving direct funding from the federal government for COVID-19 relief and did not receive funding that KDADS requested from SPARK for nursing facilities. This PPE funding is specifically for facilities with the following types of licensed beds:
- Adult Day Care (ADC)
- Assisted Living (ALF)
- Boarding Care Home (BCH)
- Home Plus (HP)
- Intermediate Care Facility/ Intellectually and Developmentally Disabled (ICF/IDD)
- Residential Health Care Facilities
- Nursing Facilities who do not participate in the Centers for Medicare and Medicaid Title 18 or Title 19 program
The budget allocation for each facility is based on the number of licensed beds in each of these categories.
Adult care home can use the KDADS portal to receive PPE under HB 2016. Why can’t I use the portal to get SPARK-funded PPE?

In early descriptions of the program, KDADS did indicate that there would be one portal or program to access PPE for adult care homes. As KDADS worked with SOURCE 309 Powered by American Solutions for Business on the program, it was not possible to have all adult care home orders go through the same portal and keep the SPARK dollars separate from dollars from other programs or directly spent by adult care homes.

The PPE purchases through the KDADS agreement using SPARK funds also are tax exempt as a purchase from the state. To quickly deploy the ordering portal, KDADS decided to keep the SPARK-funded purchases separate to easily track the spending.
All adult care homes can use the State of Kansas master contract (state use contract) to purchase PPE and other COVID-19 related supplies. Adult care homes can set up accounts and payment mechanisms with any of the vendors on the master contract list of verified suppliers. The webpage with the approved vendors is https://admin.ks.gov/offices/procurement-and-contracts/additional-files-for-procurement-contracts/personalprotectiveequipmentrelatedsuppliescontracts.