Healthcare Equipment Planning Australia (HEPA) is a specialist equipment planning consultancy service, with proven experience throughout Australasia in acute and aged healthcare, sterilisation services, dental, life science and laboratory facilities. This service includes:

  • Budget consultancy and planning
  • Development of FF&E master list
  • Inventory review and transitional planning
  • Design review and facility planning
  • Equipment consultancy and planning
  • Procurement planning and management
  • Sterilisation service department’s workflow reviews, design and planning consultancy.

Deliverables

The following information represents the deliverables provided by HEPA for the provision of Healthcare Equipment Planning Services during each phase of construction.

The overall scope includes, but is not limited to:

  • Relocation furniture and equipment reviews
  • Development of an FF&E master list
  • Preliminary budget consultancy and planning
  • FF&E selection consultancy
  • FF&E budget management
  • Project design consultancy
  • Provision of technical specifications for the selected FF&E
  • Coordination of FF&E service within project team
  • Consultation with client and client representatives
  • Assist with mock up and prototypes planning
  • Provision of FF&E tender specifications
  • Procurement process planning and management
  • FF&E educational planning and scheduling.

Healthcare Equipment Planning Australia is a vendor neutral company

The following sets out the deliverables typically provided at each phase of a project. HEPA can provide services for each phase or tailored to a specific phase to meet our clients’ needs.

Pre Design/Schematic

  • Liaise with user groups to confirm the clinical FF&E needs and provide options to achieve best possible clinical and budgetary outcome
  • Formulate a schedule of equipment (SOE)
  • Formulate the preliminary budget based on SOE
  • Prepare and maintain a documentation register for all FF&E within scope
  • Liaise with other project consultants for services integration planning of agreed FF&E
  • Final confirmation of the schematic design FF&E master list and budget requirements
  • Master planning and preliminary budget confirmation of all FF&E items in conjunction with the Project Manager’s and or Managing Contractor’s representative
  • Assist with mock up and prototypes planning
  • Provide generic FF&E specifications for architecturally significant equipment (ASE) to relevant service providers
  • Provide timeline schedule information for all FF&E within scope.

Design Development

  • Review relevant design documentation as required and consult on product selection to ensure it continues to meet budgetary and clinical requirement
  • Review relevant architectural FF&E specifications and layouts as presented in prepared architectural drawings and assist with preparation of generic tender packages
  • Reconfirm identified procurement times for all relevant FF&E within the planned time line scheduling
  • Provide a detailed assessment of installation and commissioning requirements
  • Maintain and update documentation register for FF&E within scope
  • Provide ongoing FF&E planning and management support to the client and construction team
  • Confirm agreed interim design specification documentation for all required FF&E with project team
  • Final confirmation of the full schematic design FF&E master list and budget
  • Mock up and prototypes review reports as required
  • Continue to provide installation and service information on selected FF&E to contractor to ensure a streamlined program
  • Confirm with client any existing preferred provider agreements and established procurement management processes
  • Review the tender evaluation procedures and assist the client to establish the most suitable terms, conditions and contract format for each agreed tender package
  • Provide FF&E specifications in a format which will ensure that respondents are able to fully understand and implement the specific requirements of the tender in line with client needs
  • Assist with the management of the tender process as required.

Contract Documentation/Procurement & Installation

This process is based on the outcome of the medical equipment planning process whereby needed medical equipment types are identified, quantities compiled and locations are marked. HEPA will assist the procurement team in the management of this process.

The process includes the following:

  • Confirm delivery, installation and commissioning program
  • Confirm technical specifications for selected FF&E
  • Prepare tender documents for selected FF&E
  • Coordinate and prepare responses to tender queries as required
  • Attend tender openings and document tender offers as required
  • Participate in the post tender negotiation as required and consolidate the tender evaluation reports
  • Supervising installation & commissioning
  • Assist with planning of product training (technical & operational)
  • Update FF&E data with the successfully tendered goods received
  • Installation, handover, FF&E audit and defect reports.

Post Contract

HEPA will assist the projects procurement team with the following:

  • Asset information in a hardcopy and electronic format
  • Manuals and warranties in a hardcopy and electronic format
  • Provide certificates that final defects have been satisfactorily rectified and
  • Certificate of final completion or similar as required.