Project Director, FF&E

Work Type: Permanent Full Time

Project Director, Furniture, Fixture and Equipment (FF&E)

Location: WRHN

Home to seven regional programs and comprehensive health-care services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond.

WRHN is redefining the health-care experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community-driven health care.

At WRHN, every patient is at the center of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.

Waterloo Regional Health Network (WRHN) is implementing a multi-year Facilities Redevelopment Master Plan to facilitate building a regional system of care that will meet the growing needs of the local community, expected to grow to 1 Million by 2050, and provide care closer to home for decades to come.

Led by the Vice President, Redevelopment, the Redevelopment Team works collaboratively across WRHN to plan, design, and implement all components of the Multi-Year Facilities Redevelopment Master Plan. The plan includes:

• a new, state-of-the-art hospital site in Waterloo (WRHN @ The University);
• renovating and expanding the existing WRHN @ Midtown Site as an ambulatory and urgent care centre;
• expanding WRHN @ Chicopee in Kitchener for modernized and expanded rehabilitation capacity and;
• maintaining WHRN @ Queen’s Blvd. to continue to deliver excellent care and service to our communities until approximately 2035.

Please Note: New employees must provide documentation/proof of COVID-19 vaccination status, a 2-step TB test, as well as proof of immunity to measles, mumps, rubella, and varicella (chickenpox) prior to their start date at Waterloo Regional Health Network (WRHN). New Employees will require clearance from Employee Health, Safety and Wellness before they are able to begin any position within WRHN.

Position Summary :

WRHN’s Redevelopment Team is looking for a seasoned leader with extensive technical and personal skills, and an extensive capital and redevelopment equipment planning experience within the acute care hospital sector, to be responsible for providing leadership and managing the Furniture, Fixture, and Equipment (FF&E) requirements for all redevelopment projects across all WRHN sites. This role is accountable for efficient, effective FF&E planning for the project lifecycle during all phases of WRHN redevelopment projects. Preference will be given to candidates with a background in supporting major capital development projects, as well as a solid understanding of clinical processes and functional requirements.

The Project Director, FF&E will be responsible for the strategic oversight of both clinical and non-clinical asset planning and management. The director will oversee all redevelopment and facility initiatives necessary for the installation of medical and non-medical equipment and furniture. Operating within a framework that includes Design-Build-Finance-Maintain (DBFM) equipment relationships, as well as potentially Managed Equipment Services (MES) and traditional models, this newly established senior leadership position will play a pivotal role in the implementation of FF&E for all WRHN sites. The Project Director, FF&E will collaborate with a skilled team of professionals specializing in planning and design, ICAT, transaction and construction, clinical operations, and communications. Reporting directly to the VP, Redevelopment, this role will serve as a dedicated member of the Redevelopment Team who is responsible for all FF&E requirements related to WRHN redevelopment projects, from planning and design, specification development, procurement documentation and compliance, cost estimating, FF&E schedule and integration with the main project schedule, and scope control. Furthermore, the Director coordinates with multiple departments to maintain optimal inventory levels, identify and mitigate corporate risks, and align demand with the broader organizational needs

Insight and understanding of the integration of FF&E requirements in the development of project specification output specifications (PSOS) and project RFP requirements will be essential.

Key Accountabilities and Responsibilities:

• Assume full ownership of all FF&E planning, procurement, coordination, and acceptance for the WRHN Redevelopment Project. This encompasses the management of dedicated staff, stakeholders, and external entities.
• Spearhead the development and enforcement of all standards related to furniture, fixtures, and equipment within the WRHN Redevelopment Project. Ensure that standardization, suitability, and spatial allocation are integrated into the design process, from initial conception through to post-occupancy evaluation.
• Create and manage project schedules concerning FF&E, implement and continuously monitor the progress of schedule activities, identify potential risks, and oversee risk mitigation strategies.
• Establish and oversee project budgets related to FF&E; keep track of approved budget expenditures, commitments, as well as forecasts and cost-to-date analyses. Regularly report budget status to the VP, Redevelopment and the Capital Planning & Redevelopment Steering Committee.
• Monitor, update, and report on FF&E budgets and schedules, including order statuses and delivery timelines. Ensure compliance with the established Equipment Schedule in partnership with Project Co. (or other consultant team, depending on project delivery method).
• Lead user engagement efforts to gather necessary information for the procurement of approved FF&E equipment. Maintain regular communication with all users and program operations teams to provide updates regarding project status.
• Oversee, manage, and organize the work of the FF&E team and consultants, coordinating with Project Co. (or other consultant team, depending on project delivery method) throughout the duration of the project to ensure project success.
• Collaborate with the Director, Planning and Design, the Director, Transaction and Construction, the Executive Director, Service Planning and Operational Readiness, and the Director, Infrastructure Planning and Redevelopment to ensure that all FF&E work is accurately incorporated to maintain the clinical functionality of equipment and spaces.
• Coordinate with the Director, ICAT to guarantee compatibility with the all new and existing FF&E for the redevelopment project, ensuring that FF&E aligns with ICAT needs.
• Lead the development of technical specifications for FF&E associated with all aspects of the WRHN Multi-Year Facilities Redevelopment Master Plan.
• Develop and implement a strategy for the decommissioning or move coordination of existing FF&E at legacy sites, including WRHN @ Queens Blvd.
• Discern the requirements for owner supplied and installed versus contractor supplied and installed equipment requirements and associated specification development.
• Collaborate with Biomed in crafting specifications for medical equipment.
• Oversee and coordinate FF&E throughout the multi-phase lifecycle of the entire WRHN Master Plan, managing tasks that may overlap in timing.
• Monitor bundled procurement for its impact on budget, schedule, and design.
• Oversee the delivery and installation of incoming equipment, ensuring effective communication and coordination among Biomed, consultants, contractors, vendors, and other key stakeholders at WRHN.
• Work in partnership with Infection Prevention and Control and Occupational Health, as necessary, to ensure compliance with relevant codes, regulations, and WRHN policies.
• Ensure adherence to Ontario’s Broader Public Sector (BPS) Procurement Directive and WRHN’s procurement policies and procedures.
• Collaborate with procurement in acquiring FF&E equipment, including RFP development, vendor evaluation, and selection, to ensure timely delivery and installation in the new facilities.
• Work with leads on move coordination and operational readiness to develop a detailed plan for the transfer of FF&E, ensuring all aspects of the move are addressed by the FF&E team.
• Collaborate closely with capital Finance to ensure alignment of the Capital Procurement process, planning, and FF&E budgets throughout all stages of procurement.
• Together with the Project Co. FF&E lead (or other consultant team, depending on project delivery method), ensure that all installation, commissioning, and training activities related to FF&E are carried out in accordance with the Project Agreement.
• Support the FF&E team and consultants in conflict resolution.

Position Requirements:

• A University degree or college diploma, preferably in Architecture, Healthcare, Planning, or Engineering in the Mechanical, Electrical, or Biomedical fields, required from an accredited educational institution, and corresponding professional status, or equivalent combination of academic and practical experience.
• Project Management Professional (PMP) designation or Construction Project Management status is an asset.
• Minimum of 7-10 years’ of experience in the implementation of large FF&E deliverables with the complex Design Build Finance Maintain (DBFM) framework for hospital redevelopment projects, from the development of specifications, meetings with users, development of procurement methods and RFx documentation, bid submission evaluation, coordination of awarded proponents with Project Co. from construction design through to installation and commissioning.
• Minimum of 10 years of experience in managing local and remote teams, full-time staff, contractors and vendors.
• Must be able to demonstrate Equipment Planning leadership and specifically the completion of at least one DBFM hospital project.
• Strong familiarity with Ontario Building Code, CSA Z-8000, and CSA Z317 Infection Control, especially a strong understanding of infection control during construction, Construction Health and Safety, and contract law as it applies to the equipment implementation and acceptance.
• Working knowledge of the Occupational Health and Safety Act.
• Working knowledge of the various Infrastructure Ontario Alternative Financing and Procurement / Public Private Partnerships project delivery models.
• Knowledge of Ministry of Health master planning, capital budgeting, facility designs, and construction processes, as well as familiarity with health care delivery systems.
• Experience working within a large, capital redevelopment healthcare setting with respect to design and construction.
• Familiar with all types of highly specialized hospital specific equipment and thorough understanding of installation procedures and maintenance of specialized medical equipment.
• Demonstrated management, facilitation, written and oral communication, and presentation skills.
• Proven track record on similar projects, and a strong awareness of the complexities associated with the ongoing hospital programs, services, and systems.
• Superior communication skills, both verbal and written, and ability to understand user context and to translate complex equipment issues for all key stakeholders.
• Possess well developed leadership skills and ability to chair hospital/project equipment committees, equipment procurement and implementation and hospital equipment acceptance.
• Understanding and management of BPS procurement requirements.
• Skilled negotiator who is able to bring consensus to challenging issues.
• Skilled in diagnosing and solving complex clinical (business) process problems and providing detailed analysis.
• Extensive experience in vendor and sourcing management.
• Ability to analyze new technologies with respect to FF&E and determine risk/benefit of migration.
• Strong leadership presence and ability to engage, inform, and influence.
• Outstanding reputation for building effective working relationships within the organization and externally to create collaboration with associated industry groups/entities.
• Demonstrated skills in collaboration, teamwork, problem-solving, and providing customer service excellence.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.

Application Instructions:

EMPLOYEES OF LEGACY ST. MARY’S GENERAL HOSPITAL ARE REQUIRED TO SUBMIT THEIR APPLICATION ELECTRONICALLY USING INFOR.

As per the collective agreement, the internal recruitment process will be completed prior to the consideration of external applications.

Waterloo Regional Health Centre is committed to fair and equitable employment and in our recruitment and selection practices. We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community. We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment.

Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code. WRHN is committed to complying with the Accessibility for Ontarians with Disabilities Act (AODA) to provide an inclusive, barrier free workplace. We will accommodate the accessibility needs of individuals with disabilities to support participation in all aspects of the recruitment process. Should you require this accommodation, please contact Human Resources.

International Applicants

If you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. Individuals holding a work or study permit seeking employment in the healthcare sector may be required to complete additional steps in the process. This may also apply to current employees seeking renewal of their work permits. It is the accountability of the applicant and/or employee to ensure they are adhering to their specific work permit restrictions.

We would like to thank all candidates in advance for their interest and only those candidates selected for an interview will be contacted. Due to the volume of applications, we receive, we are unable to confirm the receipt of individual applications or resumes.