REQUEST FOR

STATEMENTS OF QUALIFICATIONS

FOR

EQUIPMENT DEPLOYMENT AND LOGISTICS

MANAGEMENT

AUGUST 27, 2026

UC DAVIS HEALTH

FACILITIES PLANNING & DEVELOPMENT

4800 2ND AVENUE, SUITE 3010

SACRAMENTO, CA 95817

HTTPS://HEALTH.UCDAVIS.EDU/FACILITIES/

HTTPS://HEALTH.UCDAVIS.EDU/FACILITIES

TABLE OF CONTENTS

Introduction

Project Description

Project Organization

Professional Services Requested

Screening Criteria

1. Medical Equipment Planning Services

2. Experience

3. Team Organization and Approach

4. Local Availability and Remote Capabilities

Selection Process and Schedule

Submittal Requirements

Attachments:

Consultant Statement of Qualifications Form University of California Professional Services Agreement (Sample)

INTRODUCTION:

UC Davis Health provides the organizational framework that enables the University of California, Davis to fulfill teaching, research, patient care, and public service missions. The UC Davis Medical Center is one of five teaching hospitals operated by The Regents of the University of California. Located in Sacramento, this 619-bed, fully accredited hospital serves as the main clinical education site for the UCD School of Medicine.

UC Davis Health also operates clinical, research, educational, and administrative facilities on and off-site in support of the main campus and providing services to the community in the Greater Sacramento area and other Northern California counties.

The Facilities Planning and Development Division (FP&D) supports the UC Davis Health mission by building new and improving existing facilities. We have an ongoing portfolio of annual construction projects, many of which require the deployment of new medical equipment and the relocation of existing equipment.

Equipment Deployment and Logistics Management supports FP&D by working with project stakeholders, project managers, departments and others in the planning, coordination and delivery fulfillment of equipment, including operationalizing the equipment.

UC Davis Health is seeking 1 firm with relevant experience to provide local and readily available Medical Equipment Deployment and Logistical support for the medical campus in Sacramento and off-site ambulatory clinics and administrative office buildings. The firm selected will be expected to sign a Professional Services Agreement with a duration of 48 months and a dollar threshold not to exceed $1.5 million.

PROJECT DESCRIPTION:

The University is seeking one (1) qualified Medical Equipment Deployment and Logistics firm to support typical construction and non-construction projects, including equipment replacement initiatives and relocations throughout the health system through a single point of contact. These efforts may involve UC Davis Health buildings and departments for inpatient, outpatient, and administrative (primarily office) spaces supporting the health system on the Sacramento campus and off-site locations.

PROJECT ORGANIZATION:

Each project has its own team of project managers, architectural designers, contractors, and user groups, including Medical Equipment Planners overseen by a Medical Equipment Program Manager. The selected firm will be expected to work closely with these groups under the overall direction of the Medical Equipment Program Manager

PROFESSIONAL SERVICES REQUESTED:

Projects are designated as Minor Capital Projects or Major Capital Projects. A Minor Capital Project does not exceed $1M in total project scope costs. This can be a minor refresh, remodel, and relocation of an existing department. A Major Capital and Strategic Project exceeds $1M in total project scope costs and can exceed $10M up to $75M+. An equipment replacement initiative includes the removal and replacement of EOS/EOL equipment assets. A relocation initiative includes the transfer of existing assets. We are seeking for a single firm to support all efforts.

The following is a list and brief description of several projects that are taking place within the UC Davis Health system and may require equipment support services:

# Project Name Description Est.

Project Budget

1 DT Central Pharmacy Remodel Remodel of the Davis Tower Basement Pharmacy. $10M> 2 ACC Rad Mammography Replacing existing Mammo with GE and Siemens $10M> 3 Davis Tower Radiology 1835H

& 1835I Upgrades Remodel/upgrade of Radiology suites and equipment $10M>

4 DT 1ST FLR RAD Nuclear Medicine Remodel

Remodel and deployment of GE equipment $10M>

5 SESP OR Integration Remodel and Steris integration upgrade of SESP ORs $10M>

6 Cancer Center Progenitor Lab Expansion

Expansion/upgrade of existing Progenitor Lab facility $10M<

7 SESP 1P742 1P1745 RAD

Replace CT Scanners

Remodel and replacement of CT scanners in SESP $10M<

8 X-Ray PCN Replacements Remodel and replacement of Philips X-ray units in various ambulatory clinics in our patient care network

TBD

9 Annual Equipment Replacement

Direct equipment replacements of EOS/EOL for various hospital and clinical departments

TBD

10 ACC Clinic Relocations Various clinical department relocations TBD

Additional projects will be initiated during this agreement, and the firm must demonstrate the ability to adapt to growing and shrinking project demands.

PROFESSIONAL SERVICES REQUESTED (Continued):

The selected firm will be responsible for the end-to-end deployment, logistics and activation of equipment scope for the hospital's capital construction and renovation projects, including equipment replacement and relocation initiatives. Reporting to the Medical Equipment Program Manager within the FP&D department, this role leads equipment deployment planning, manages and oversees fulfillment logistics in partnership with all stakeholders and serves as the central logistical coordination point for all stakeholders, including UC Davis Health support service departments, such as but not limited to Clinical Engineering, Plant Operations & Maintenance, Distribution, Environmental Services, IT/IS, Security, Infection Prevention, Pharmacy Security. Equipment types are mobile assets, fixed assets, wall fixtures and other for all modalities. This support is critical to ensure equipment is verified as received, transferred, staged, and is installed on schedule and in a manner that safeguards continuous hospital operations and patient safety.

The selected firm will have programmatic ownership of equipment deployment and logistics. This may include performing functional process development and iterative process improvement as it relates to all tasks specific to equipment deployment and logistics. The selected firm will partner with project team members and external Medical Equipment consultants to understand the equipment selections, equipment requirements and project schedules, including site readiness requirement and conditions. This firm will also work directly with our consultants and 3PL warehouse partners in the execution of equipment deployments.

In-person performance oversight of our 3PL warehouse conditions and warehouse labor delivery teams is required. The selected firm will be granted user access to the Medical Equipment Planning software (TBD) and other software platforms to update status and provide report outs. Equipment deployment and logistics workstream includes close-out activities and is not limited to equipment testing, activation tasks and status verification for Capital Finance/Accounting.

The qualified firm should have the ability to make planned and non-planned same-day local site visits to all UC Davis Health sites in the greater Sacramento region when necessary.

1. Deployment Planning & Scheduling

• Develop and maintain an integrated Medical Equipment Deployment Plan (MEDP) for all projects and initiatives, reflecting alignment of equipment lead times, delivery milestones, and installation sequencing with the master construction and activation schedules.

• Translate equipment specifications, floor plans and equipment lists into a phased logistics, receiving and install schedules, coordinating with construction milestones, substantial completion dates, and Certificate of Occupancy targets.

• Sequence all indirect equipment prerequisites such as low-voltage, rigging, and pre-installation trade coordination and turnover targets dates to avoid equipment staging conflicts in construction zones.

• Identify and proactively manage schedule risks — vendor lead-time slippage, FDA/regulatory holds, submittal delays, permitting contingencies — and escalate to the project stakeholders and leadership as necessary with mitigation options.

• Maintain a rolling look-ahead (e.g., 4-week, 8-week, and milestone-level) for equipment deliveries, staging, rigging, and installation across all active projects.

2. Fulfillment Logistics & Warehouse Operations

• Oversee receipt, inspection, inventory control, and staging of medical equipment at the project warehouse/laydown facility, ensuring chain-of-custody documentation and damage claims are processed per vendor and hospital capital finance/purchasing policy.

• Coordinate warehouse team receiving logs, crating/uncrating, kitting of accessories, warehouse assembly activities, and just-in-time (JIT) release of equipment to site installation crews to minimize on-floor storage, especially in clinical areas.

• Coordinate final-mile delivery logistics — path of travel, freight elevators, loading dock scheduling, oversized/rigging routes, off-hours deliveries — with all relevant parties, including end-user departments, Plant Operations, Security, and the GC to minimize disruption to active hospital operations.

• Maintain a OFCI/OFOI equipment tracking (spreadsheet, Smartsheets, CMMS, or equipment-tracking platform) covering PO info, receipt dates, transfer dates, and installation status for every line item on capital equipment lists.

• Manage returns, exchanges, surplus equipment redistribution, and disposal/salvage coordination in accordance with hospital asset management and environmental/regulatory requirements.

3. Department and Support Service Coordination

• Serve as the primary logistics point of contact between the FP&D and Clinical Engineering for incoming inspection and evaluation coordination to ensure biomedical acceptance testing, and asset tagging/inventory entry into CE AIMS system (future ServiceNow).

• Coordinate with Plant Operations & Maintenance (PO&M) on utility readiness (medical gas, electrical, UPS, generator transfer), room turnover status, and facility infrastructure prerequisites before equipment installation.

• Partner with Distribution/Materials Management on supply chain intake processes, PAR level setup for new units, and integration of new equipment/consumables into existing hospital distribution workflows.

• Coordinate with Environmental Services (EVS) on terminal cleaning schedules, ICRA (Infection Control Risk Assessment) barrier removal timing, and turnover of spaces from construction to clinical-ready status to avoid conflicts with equipment deployments.

• Work with IT/IS to capture and share device template info requirements, and align equipment interface, network drop, nurse call, and device-integration requirements (e.g., PACS, RIS, EHR interfaces for imaging equipment) with the installation and go-live schedule.

• Coordinate with Security on site-access control, badge provisioning for vendor/installation crews, escort requirements, and secure staging of high-value equipment.

• Partner with Infection Prevention on ICRA permit compliance, interim life safety measures (ILSM) during equipment moves, and infection-control requirements for equipment entering clinical environments.

• Coordinate with Pharmacy department and Pharmacy equipment vendors on regulatory holds (e.g., FDA), automation/carousel equipment logistics, and controlled-substance security requirements during installation and activation.

• Participate in reoccurring OAC (Owner-Architect-Contractor) meetings, equipment coordination meetings, and activation planning sessions.

4. Move Management & Activation Support

• Support Transition and Activation move-management planning, including day-in-the-life simulations, mock-up validation, and dry-run testing of newly installed equipment prior to occupancy.

• Coordinate equipment commissioning, functional testing, and staff training/in-services with vendors and Clinical Engineering ahead of go-live.

• Support punch-list resolution related to equipment installation, connectivity, and infrastructure readiness through final closeout.

• Assist with go-live logistics including day-of-move equipment staging, temporary equipment bridging, and contingency planning for delayed items.

5. Documentation, Reporting & Compliance

• Produce and maintain project status reports, including at-a-glance dashboards.

• Maintain accurate records warranty documentation, O&M manuals, and as-built equipment data for turnover to Clinical Engineering and hospital records.

• Track and report key performance indicators (on-time delivery, installation completion, punch-list closure rate).

• Ensure all logistics activities comply with OSHPD/HCAI requirements, Joint Commission life-safety standards, interim life safety measures (ILSM), and hospital infection-control policies.

SCREENING CRITERIA:

1. Dedicated Resource, Local Regional Availability and Remote Capabilities: It is FP&Ds preference for a single dedicated resource to be assigned to UC Davis Health, not a team. Proximity of this firm’s office, including the assigned resource to the main medical campus located in Sacramento will be considered. This individual must reside in Northern California and be available for same-day emergency site visits to the Sacramento region. In addition to proximity, which will impact success, we would like the firm to outline how they have successfully implemented hybrid remote work practices into their business when warranted and feasible.

Points: 25

2. Education: A Bachelor’s degree is required for the assigned resource; A Master’s degree and/or relevant professional certifications preferred.

Points: 15

3. Experience: Proven expertise that demonstrates success supporting capital projects and equipment replacements for a university health system, preferably a level 1 trauma center, for multiple projects of similar scope, complexity and cost, and within the last 5 years. Demonstrated experience using Attainia, 4Tower, CMMS, Smartsheets or other platforms for management of Equipment. Demonstrated understanding of the requirements of medical and non-medical equipment logistic and activation process, applicable to all modalities of equipment. Demonstrated ability to provide efficient and comprehensive oversight for all phases of deployment planning and logistical execution, including the capability to work in close partnership with university health system staff, external consultants and contractors during both planning and execution/deployment. Demonstrated track record of meeting scope and schedule requirements. This experience must be demonstrated for the specific resource proposed for assignment to UC Davis Health.

Points: 50

4. Business Classification: Consideration will be made for minority ownership, veteran ownership and women owned business.

Points: 10

SELECTION PROCESS AND SCHEDULE:

The selection of a firm will be accomplished by the following process: After Statements of Qualification are received, a Screening Committee will review, conduct reference checks and recommend a short list of firms for interviews. A Selection Committee will conduct the interviews. The person responsible for the service role must be present in person and participate in an interview with the Selection Committee. The target dates are listed below:

1st Ad for services: August 27, 2026 Statements due: September 14, 2026 Screening completed: September 18, 2026 Interviews completed: October 9, 2026 Recommendation approval: October 12, 2026

Questions about this RFQ should be directed via email to Leila Couceiro at lccouceiro@health.ucdavis.edu mailto:lccouceiro@health.ucdavis.edu

SUBMITTAL REQUIREMENTS:

A. Statements of qualifications shall be as brief and concise as possible, responding directly to the screening criteria (Page 6). Submittal should be specifically tailored to this project; boiler plate or generic pages are not desired. Please indicate lead in-house person on cover letter.

B. Resumes of proposed staff demonstrating the firm’s ability to fulfill the requirements of the Proposal.

C. Samples of your work product relevant to the work described in this RFQ.

D. Indicate your firm’s agreement with the terms of the attached PSA.

E. Attach a completed Consultant Statement of Qualifications form, available for download at the following link: https://health.ucdavis.edu/facilities/work-with-us/consultants/rfq

F. All material should be in 8 ½” x 11” format.

G. ONE (1) pdf of your firm’s statement of qualifications must be received no later than 4 p.m.

September 14, 2026, via upload link provided by Leila Couceiro, Contracts Manager. Applicants should request an upload link to Leila (lccouceiro@health.ucdavis.edu) no later than Friday, September 11, 2026.

H. Questions about this RFQ should be directed via email only at lccouceiro@health.ucdavis.edu https://health.ucdavis.edu/facilities/work-with-us/consultants/rfq mailto:lccouceiro@health.ucdavis.edu mailto:lccouceiro@health.ucdavis.edu