Exhibit A - Scope of Services
Activation and Occupancy Planning Consultant
I.
SCOPE OF SERVICES
The Activation and Occupancy Planning Consultant (A/O) will be the lead consultant for all
moves and activation planning related to the referenced Projects. The consultant will
actively manage and incorporate the activities of the move team into a move plan and
move schedule. The move teams will primarily consist of the Owner’s Program Manager,
medical equipment planner, the move company, the furniture space planner/supplier, the
IT relocation team, bed management, nurse manager and other team members among
others. A listing of the Owner’s Consultants is included in Exhibit G.
Activation and Occupancy Planning Consultant shall have a responsibility to coordinate the
Work with that of separate contractors to be selected and hired by the Owner for the
installation of other work within the Project, or in the proximity of the Project. Activation
and Occupancy Planning Consultant expressly agrees to schedule and coordinate the Work
with such separate contractors so as to assist them and permit each phase of the Project to
be completed on schedule.
II.
RESPONSIBILITIES
1. Activation and Occupancy Planning Consultant – To provide a planning format and
management programs to the hospital that schedules and manages Owner-provided
activities to transform the new or renovated facilities from a construction project to an
operational project.
2. Analyze project plans; contractor schedules; new and relocated FF&E lists; project
leadership goals and strategies; hospital organization chart; project Activation and
Occupancy (A/O) budget; hospital communications procedures A/O responsibility
assignments.
3. Format and administer a departmental questionnaire. Present planning concepts to
department leaders; receive and analyze questionnaire results; update the project
move concept and develop preliminary project move schedule; conduct debrief
meetings with each department representative; correlate debrief results to specific
functional categories/task forces.
4. Present planning organization, suggested rosters and starting agenda to project
leadership; develop task force mission statements; conduct first task force meetings;
commit planning schedule; recommend project communication plan and reporting
format.
Exhibit A - Scope of Services
Activation and Occupancy Planning Consultant
5. Chair rounds of designated task force meetings. Correlate results to ongoing issues and
answers forum; refine communication plan; update schedule; plan patient move and
conduct mock move exercises; oversee contract mover scope of work. Prepare and
distribute meeting agendas, minutes, responsibility matrix, action item logs, etc.
6. Finalize plan and implementation. Final plan adjustments and sign-offs per current
building schedules; coordinate with commissioning activities; document owner
responsibilities for licensure and inspection; hand-off move plan to tactical
management; schedule vendor disconnect/reconnect contracts..
7. On-site move participation. Coordination and adjustment to daily move plan goals;
daily move meetings; coordinate patient move; create a plan for residual item
disposition.
II. MOVE SEQUENCE
A. Planning Phase
The following services are to be included in this Phase:
1. Project discovery – understanding owner expectations and intentions
2. Kick-off Meeting – identify roles, set timeline expectations, set End User involvement
3. Departmental interviews – determine transition needs
4. Program team development and facilitation – details of sequencing and scope with all
stakeholders that impact the transition or activation
5. Risk assessment and scope gap analysis
6. Development and maintenance if transition issues log
7. Development of a detailed move/transition plan that builds on Exhibit A and includes
the following:
a. Deactivation Schedule
b. Activation and move process mapping
c. Elevator schedule
d. Debris management program
e. Room validation plan for all FFE
f. Develop and champion a purge campaign to minimize clutter prior to relocation
g. Develop a plan for supplies and materials
8. Integrate move management activities into master program schedule
9. Communicate plan to all stakeholders
10. Conduct Bed Migration trials for patient move day – set up and facilitate
11. Identify a suitable space for command center
Exhibit A - Scope of Services
Activation and Occupancy Planning Consultant
B. Execution Phase
The following services are to be included in this Phase
1. Conduct readiness rounds to verify all FF& E supplies, etc. are in place prior to move day
2. Ensure command center is properly set up and staffed (Thomason Tower Level 5 & 6
Relocation)
3. Place activation /moving wayfinding signage
4. Provide move management for existing FF&E during relocation
5. Coordination of all personnel involved with the moves
6. Manage and direct the move team
7. Confirm that all FF&E have been moved and installed properly into their required areas
prior to the move plan
C. Post Move Plan
The following services are to be included in this Phase
1. Manage the claims process for the site and warehouse
2. Remove all temporary signage and other tools used by the move management
coordinator
3. Provide a brief written report to the Owner with recommendations to improve future
move evolutions