3-Exhibit B Scope of Services.docx

Exhibit B - 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.

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

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