J01 Equipment Planning SaaS Statement of Work SOO.docx.pdf

The Statement of Objectives (SOO)

Medical Equipment and Furnishings, Fixtures, and Equipment (FF&E)

Planning Software as a Services (SaaS)

1.0 Purpose

1.1 The purpose of this SOO is to a purchase a software license for the planning of Medical

Equipment and Furnishings, Fixtures, and Equipment (FF&E) for the construction of new health care facilities.

2.0 Background

2.1 Currently, medical equipment planning and FF&E is done using spreadsheets. IHS currently puts the burden of completing this task on the IHS Area or the General Contractor awarded the primary construction contract.

2.2 This approach has led to undesirable outcomes. Cost overruns for improperly planned equipment has caused facilities to cut the scope of their equipment needs from the onset of opening. Often times IHS is unaware of the changes that occur with medical equipment and FF&E from planning to construction. IHS project timelines are often stretched due to lack of funding or other government regulations that cause a delay in procurement.

2.3 Version control is another major issue. Once the General Contractor and IHS engage in an agreement to plan for the medical equipment the platform of choice is an excel spreadsheet. This has led to many errors and misunderstandings of what work was actually accomplished.

2.4 The switch from using spreadsheet to using a software as a service product will improve IHS operations and estimation for the planning and installation of medical equipment and FF&E

3.0 Software Expectations

3.1 For this software to be viable for IHS use, the SaaS product shall have the following features.

3.1.1 The software shall be web based

3.1.2 Have pre-approval for safe use with IHS Office of Technology

3.1.3 Shall provide updated pricing that is up to date at least quarterly

3.1.4 Run pricing estimate reports to compare the overall estimation fluctuations for project. This data will be used to request additional funds for a project if the medical equipment and FF&E cost spike over the years.

3.1.5 Display in real time items that are discontinued that can be easily removed from projects

3.1.6 Allow the user to share their access or grant no-cost access to other stakeholders who wish to view the equipment plan and make suggestions

3.1.7 Connect via an API to medical equipment & FF&E installation software that allows for easy tracking in a different software program

3.1.8 Shall have a REVIT plug in that allows users to upload a REVIT file and extract the medical equipment and FF&E planned for that specific space

3.2 The software shall have access to the MILSTD 1682 for planning medical equipment to ensure

IHS is following federal regulations and pricing when planning and purchasing medical equipment and FF&E for new health care facility projects

3.3 Projects shall be able to be archived and imported into new projects as needed.

3.4 A master template list shall be developed and standardized for the beginning of all IHS projects.

This will serve as a baseline for planners and project stakeholders to adjust accordingly.

4.0 Acceptance Standards

4.1 If the software application meets or exceeds the features described in section 3 it will be acceptable for use for IHS.

5.0 Deliverables

5.1 Provide an active license to the software that will grant IHS employees access

5.2 Training sessions to help IHS users learn how the software application works

6.0 Period of Performance

6.1 The period of performance shall be one year + one option year.

7.0 Milestone Schedule for Deliverables

7.1 Training shall take place at 3 to 6 months after software activation

8.0 Attachments

• None

End of Scope of Work