Medical Equipment

Procurement &
Installation
TRANSFORMING MEDICAL EQUIPMENT PLANNING
H O S P I TA L B U I L D M E 2 0 1 4
W E D N E S D AY 4 J U N E 2 0 1 4
Presented by
Riad M Mahfouz, CIPM, HEM, CHCQM
◦ Managing Consultant, Vital Quadro Consultancy
◦ Owner’s Representative & Healthcare Project Manager
◦ Email: riad.Mahfouz@vitalquadro.com
◦ Mobile: UAE +971 (50) 5449146 & KSA +966 (54) 3969556

Vital Quadro Consultancy

◦ Dubai-based healthcare consultancy service integrator
◦ Celebrating 10 years in December 2014
Learning Objectives
What is the Medical Equipment Procurement and how is it different from other procurements?
What is Medical Equipment Installation Management and hos it different from other
installations?
What is the relationship between procurement and installation management? What comes
before both or after?
Benefits, Summary & Recommendations
Healthcare Project Management
Health Facility Project Cycle

Planning Design Construction Acceptance Occupancy

Typical Project Cycle (New Hospital Design)

Biomedical Engineering Track &
Outcomes
Planning Procurement Installation

• Loaded Plans • Loaded Plans • Install

• Bills of • Tender • Commission
Quantities Documents • Test
• Specifications • Evaluation • CMMS
• Rooms Criteria • Warranty
Components • Purchase Orders Management
Lists • Delivery to site • Trainings
• Placement
Reports
• Prelim Budget
Typical Medical Equipment Planning Phase
Outcomes
Bills of Quantities Quantity per Equipment Type
Specifications Features, Options & Accessories
Room Components Lists All components per single room
Placement Reports Each Equipment Type placed in what room
Technology Assessment Report & Alerts
Procurement Phase Inputs
Planning Outcomes
Project Management Inputs
◦ Schedule
◦ Stakeholders
◦ Budgets
◦ Phasing & Stages

Design Inputs
◦ Rooms List
◦ Room Data Sheets
 Typical Procurement Activities
1. Phasing Report & Selection of Procurement Plan ‫التقرير المرحلي واختيار خطة التوريد والشراء‬
2. Tender Document ‫مستندات المناقصة‬
3. Bids Evaluation & Selection Report ‫تقييم العطاءات وإعداد التقارير الخاصة بالترسيات واالختيار‬
4. Contract Negotiation & Purchase Order Requests ‫التفاوض على العقود وإصدار أوامر الشراء‬
5. Acquisition Contract Administration & Tracking ‫مرحلة إدارة ومتابعة عقود الشراء‬
6. Review & Approval of Suppliers Shop Drawings ‫المراجعة والموافقة واعتماد المخططات الهندسية للموردين‬
7. Pre-installation Site Inspections ‫التقييم الفني وجاهزية الموقع قبل التجهيز‬
8. Site Storage Preparation Requirements ‫متطلبات إعداد موقع التخزين‬
9. Site Delivery Management Plan ‫خطة إدارة موقع التسليم‬
10. Equipment Delivery Acceptance ‫قبول تسليم األجهزة‬
Phasing Report & Selection of Procurement
Plan
Phasing Report
What Clinical Services will operate at what
stage and at what load; interpretation- which
department at what capacity over time

Selection of Procurement Plan

How will equipment types be bundled, what
are payment terms, will stage payments be
allowed, will consolidation at origin be allowed
Tender Document
Commercial Aspects (mostly local)
Updated Bills of Quantities over indicated
delivery period
Specifications
Loaded Plans
Conditions- Need for Mockup, Insurances,
Waste removal, Safety
Evaluation Criteria
Bids Evaluation & Selection Report
Scoring as per Evaluation Criteria (includes
recall checks)
Technology Change Assessment
RFIs
Mockups
Negotiations
Selections & Recommendations
Contract Negotiation & Purchase Order
Requests
Negotiations
Request for PO with all terms indicated
(delivery schedules, information required,
points of origins, etc.)
PO Award (after recall checks)
PO Acknowledgements
Acquisition Contract Administration &
Tracking
Continual online delivery Status update
Bills of Ladings showing PO/item
category/weights, dimensions
Transport Conditions (port to site)
Storage Conditions (Hazmat/Refrigeration)
Loading Conditions (fork lift, crane & rigging)
Placement Conditions (within facility)
Review & Approval of Suppliers Shop
Drawings
Review of shop drawings
RFIs
Recall Checks
Pre-installation Site Inspections
Pre-installation site inspection using online
checklists
Alerts to Designers & Contractors &
Warehousing
Site Storage Preparation
Requirements
Compilation of Storage requirements in terms
of CBM & environmental over time
Requirements of handling
Site Delivery Management Plan
The plan explains what gets delivered when
Equipment Delivery Acceptance
Initial acceptance of delivery based on bill of
lading and bulk off loads
Recall Checks
Typical Installation Management
Activities
1. Supervision of de-bulking and staging ‫اإلشراف على التفريغ والتوزيع‬
2. Supervision of installation & commissioning ‫اإلشراف على التركيب واالستالم النهائي‬
3. Safety & Performance Testing ‫اختبار األداء والسالمة‬
4. FFE & OSE Prelim Acceptances ‫القبول المبدئي للتجهيزات واألجهزة ولوازم العمل ومعداته‬
5. Equipment Tagging ‫عملية ترقيم األجهزة‬
6. CMMS Setup & Management (CMMS) ‫إدارة وتركيب نظام اإلدارة المعلوماتي‬
7. Training Management Plan ‫خطة إدارة التدريب‬
8. FEE & OSE Final Acceptance ‫القبول النهائي للتجهيزات واألجهزة ولوازم العمل ومعداته‬
Supervision of de-bulking and
staging
Breakdown of bulk deliveries
Remove waste
Dedicated secured zone per supplier vendor
over an assigned period
Security cameras and warehouse access
control
Supervision of installation &
commissioning
Supervise work based on approved
methodology
Update status online
Wi-Fi access across applicable zone
No sampling (all equipment is tested especially
critical care and life support)
Safety & Performance Testing
Approved protocols
Calibrated Analyzers interfaced to CMMS
Tag after check
FFE & OSE Prelim Acceptances
Preliminary acceptance of equipment
Require completion of other contractual
obligations (trainings, manuals, warranty
certificates, etc.)
Stage Payment
Equipment Tagging
Facility Asset Management Protocols
Active & Passive RFID Tagging
CAFM (CMMS)
CMMS Setup & Management
Setup of CMMS by Installation Manager (not
vendors or suppliers)
Preventive Maintenance Protocols
Analyzers Interfaces
Service & User Manuals
Interface to FM (BIM)
Spare Parts Outlook
Utilization Setups
Associated Trainings
Training Management Plan
Feed biomedical training requirements to
Training Manager; includes training title,
description, staff legibility, duration, approved
instructors, content management, venue
requirements, pre & post activities,
qualifications (languages)
FEE & OSE Final Acceptance
Final Acceptance after vendor updates CMMS
Equipment is now in service under Biomedical
Department custody
Biomedical 3rd Party Project Team
Owner
Representative

Overall Project
Manager

A&E Design 3rd Party Biomedical Contractors &

Team Biomed Department Subs
Tools
Analyzers
Computerized Management Maintenance
System (CMMS)
Facility Management System (CAFM)
Trainings (Team not on equipment)
Trainings
Safety & Performance Protocols
Use of Analyzers
Way of Tagging
Logistics & Warehousing
VQP Platform
Safety (across teams)
Use of CMMS
Site access protocols
Summary
All online reporting and management
Up to date technology assessments
3rd Party Biomedical handles surge capacity
Analyzers can be part of client procurement
Thank You
See us at A01
R IAD M MAH F O U Z
R IAD .MAH F OUZ@VITAL QUAD RO.COM
KSA + 9 6 6(5 4)39 695 56 . U AE + 9 7 1 ( 5 0 ) 5 4 4 9 1 4 6