The vendor is required to provide for equipment planning and consulting services for lab relocations and other projects.
- Equipment planning and consulting services help identify equipment needs, integrate them into the working environment, and ensure the equipment is fit for purpose.
- Service phases include existing equipment inventory, transition planning development & lab equipment placements, move preparation, move coordination & activation, and decommissioning.
- Service hours:
• Bid must include labor during stated service hours. university services hours shall be defined as 7:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays.
• Additional hours may be required by the ordering department; overtime, holiday, and weekend hours and pay will be at the discretion of the ordering department and by mutual agreement of the contractor.
- Equipment planning
• Responsible for developing and maintaining equipment scope list, documenting owner’s requirements and tracking changes to scope through project completion
• Responsible for developing and maintaining equipment planning, procurement and implementation schedule in accordance with project schedule
• Assists with developing preliminary equipment budget, tracking budget baseline through project completion
• Organizes and leads equipment planning meetings with key project stakeholders
• Responsible for documenting existing equipment inventory to be repurposed and decommissioned, to include documenting or obtaining required equipment technical specifications for ae
• Responsible for obtaining proposed new equipment technical specification documents, and researching equipment alternate options as required
• Attend ae design development meetings to ensure coordination of technical requirements in construction drawings
• Reviews ae construction documents and provides comment on equipment scope coordination through project completion
• Provides equipment relocation matrix and tags existing equipment planned for relocation or decommissioning
• Coordinates with key stakeholders to decommission equipment as required per UW purchasing services policies
• Responsible for identifying/planning for required manufacturer-lead installation activities
• Responsible for identifying/planning for required equipment commissioning during implementation
• Responsible for identifying/facilitating manufacturer required training for users
• Responsible for anticipating the need for storage and/or warehousing
• Coordinates with building manager, UW space management office on all relocation planning activities
• Plans for the receipt, inspection and installation of all equipment in scope
- Equipment procurement
• Responsible for soliciting sale proposals for equipment scope and verifying specifications meet owner’s requirements
• Coordinates with UW project purchasing designee who prepares requisition for purchase order, or performs bids per state of purchasing policies
• Responsible for ensuring procurement schedule is maintained, documents date of requisition and purchase order submission and solicits receipt of purchase order acknowledgements
• Responsible for ensuring manufacturer’s acknowledged ship dates meet project schedule requirements
• Responsible for consistently verifying and reporting status of equipment purchase orders
• Responsible for identifying and reporting delayed shipment status, seeking direction for resolution from project stakeholders and acting on proposed resolution
• Responsible for coordinating with dock schedule and scheduling delivery of all equipment to meet project     schedule requirements
• Responsible for verifying equipment is received as contracted in purchase order and submitting packing list audit documents to UW project purchasing designee
• Responsible for consistently tracking and reporting all shipment issues to project team, tracking and ensuring resolution; short shipment, backorder, freight claims and/or concealed damage, etc.
• Coordinates with UW business services property control to assure major equipment asset tags are affixed during implementation
• Coordinates with UW project purchasing designee on purchase order close out, invoice audit and documentation.
- Contract Period/Term: 1 year