Client: Halton Healthcare Services

Location: Oakville, Ontario

Delivery Model: Design-Build-Finance-Maintain

Value: $982 million

Size: 1,500,000 sq. ft.

Project Highlights

• Delivered and installed over 85 procurement bundles totalling over 39,000 pieces of FF&E on-time and under-budget for NIC equipment.
• The facility featured a new robot pill-picker machine for the pharmacy and over 130 pieces of lab equipment.
• 130M capital equipment budget.

The Oakville Trafalgar Memorial Hospital (OTMH) was one of the first projects in which EllisDon was tasked with procurement of medical fixtures, furnishings and equipment. Replacing the original OTMH in order to accommodate the growing Oakville community, the new 1.6 million sq. ft. hospital, one of the largest in Ontario, required a significant amount of new furniture, fixtures, and equipment to operate smoothly—a task that was overseen by EllisDon’s Furniture, Equipment and Design (FED) team. This included the following:

• Physical inventory and assessments.
• Project schedule management.
• Database management.
• Plan drawings and specifications.
• Procurement management.
• Delivery and installation.

An initial inventory of the existing equipment was required as well as decisions from the hospital on what would be moved to the new facility and what would be discarded. FED completed two rounds of onsite inventory and condition assessment of over 8,000 items at the existing hospital to ensure design considerations were determined early in the planning process, as well as to update and refresh any new purchases made throughout the project, update quantities and locations, and produce the final move & install list for transition coordination to the project site.

The FED team successfully determined the types of equipment required through active engagement in planning and procurement activities, steering committee meetings, design coordination, presentations and status reporting to the EllisDon Design-Build team and hospital redevelopment teams.

The team followed the Better Procurement Guidelines, in conjunction with the Hospital's internal procurement policies. This meant many rounds of meetings with each user group to define needs and then develop specifications and evaluation criteria. The FED team then tendered the various items and met with the hospital to help them evaluate submissions and converge on a preferred proponent for each item with our calculations and subsequent recommendations.

The FED team consulted with all stakeholders by hosting a furniture fair—inviting all Oakville-Trafalgar Memorial Hospital Staff including Clinical, IPAC, Facilities Management, ICAT, Senior Leadership and Housekeeping to provide their feedback on shortlisted selections for workstations, seating, storage, and other loose furniture. Scoresheets were collated and tabulated and the final score amounted to 10% of the overall technical evaluation, ensuring that Stakeholder feedback was welcome, valued and important to the overall selection process. This was a monumental challenge with the number of meetings, dedicated staff, and volume of tenders to draft, publish, receive, and assist with evaluation. The FED team also collected and logged Conflict of Interest documentation for Hospital staff involved with each tender to ensure the process was fair. These efforts then turned to assisting the hospital in receiving the items and ensuring they were accounted for and delivered to appropriate rooms.

The delivery, installation, commissioning, training plan, and deficiency reporting was coordinated between FED, the EllisDon Design-Build team, and the hospital redevelopment teams to ensure all equipment, furniture and fixtures were installed and ready for use the day the hospital opened.