Equipment Procurement Services

Optimizing Healthcare Construction Projects: Managing Medical Equipment Costs


Medical equipment is the second-largest expense in a healthcare construction project, just below the actual construction costs. Its substantial impact on the overall project cost underscores the necessity for meticulous attention and proven methodologies in developing and managing equipment cost estimates.

Financially successful projects adopt a proactive approach by establishing equipment budgets early in the planning phase and consistently addressing them throughout the project’s life cycle. IHP specializes in generating precise equipment cost estimates, mainly when armed with the project’s space program. This assessment meticulously considers each department and item, encompassing fixed, major, and minor moveable equipment within each designated space.

Throughout the project’s evolution, viable existing equipment is seamlessly integrated, enhancing efficiency and fiscal responsibility. This strategic approach ensures accurate cost projections, fostering successful financial outcomes for healthcare construction endeavors.

Equipment Procurement

  • Develop FFE Procurement Strategy
  • Prepare a fully detailed FFE Procurement and Coordination Plan
  • Develop an FFE Equipment Responsibility Matrix for specification development, procurement, delivery, installation, commissioning, training, etc.
  • Coordinate site visits, furniture fairs, demos/trials, where appropriate
  • Participate in the development of procurement documents
  • Participate in the equipment tender evaluation process and the finalization of contracts
  • Prepare and maintain a detailed FF&E Logistics Schedule.
  • Provide and maintain a tracking tool on the status of all FF&E tender packages.

Equipment Procurement Service Phases

  • Review functional, brief, and architectural drawings
  • Produce and manage FF&E master list and budget
  • Conduct site audit to identify transferable FF&E
  • Perform FF&E gap analysis, identifying discrepancies or overlaps
  • Identify local regulatory standards and compliance for FF&E
  • Develop technical specifications for FF&E
  • Report on FF&E service and utility requirements
  • Determine ICAT requirements for FF&E
  • Provide advice on new and emerging technologies for utilization
  • Coordinate and attend use group meetings
  • Analyze FF&E risks or Complete FF&E risk analysis
  • Review and categorize FF&E based on procurement type
  • Prepare procurement documents
  • Offer guidance on evaluation methodology and weighting
  • Support procurement evaluations
  • Present procurement outcomes to delicate working groups
  • Assist in formulating procurement recommendations
  • Provide counsel and support during contract negotiations.
  • Assist in temporary decanting and shifting of FF&E
  • Logistics reporting for FF&E delivery to the site
  • Advise on staging requirements based on FF&E delivery and logistics plan
  • Inform of site preparation requirements for medical and non-medical FF&E receipt
  • Report on testing and commissioning requirements according to FF&E package and specific country standards
  • Provide advice on FF&E, ICAT, and information system interface requirements
  • Guide in establishing policies, procedures, and resources for medical equipment management
  • Advise on onsite resources for FF&E installation and commissioning
  • Segregate FF&E according to testing and commissioning requirements
  • Provide advice on commissioning plan, technical/non-technical resources, calibration test tool requirements, equipment testing stations, and relevant testing standards
  • Advise vendors on adherence to testing standards, including sample testing and commissioning program
  • Estimate turnaround time for medical and non-medical FF&E commissioning
  • Report, manage, and resolve FF&E defects and issues
  • Coordinate FF&E signoff
  • Organize clinical and technical training for FF&E
  • Review and provide advice on post-warranty maintenance