FF&E Coordination, Move Management Case Study

Market

Healthcare

Challenge

The University of Rochester Medical Center (URMC) developed the $240 million, 330,000-square-foot Ambulatory Orthopaedics & Physical Performance Center at Marketplace Mall, one of the largest and most comprehensive orthopaedic facilities in the Northeast. Bringing together ambulatory surgery, imaging, rehabilitation, sports medicine, and clinical services under one roof required the coordination of complex furniture, medical equipment, and relocation initiatives across multiple project phases. In addition to establishing furniture and equipment standards for a new state-of-the-art clinical environment, URMC needed to procure and install millions of dollars in furnishings while relocating orthopaedic staff and operations from multiple off-site locations without disrupting patient care or operational readiness.

Solution

Vargas Associates partnered with URMC to provide comprehensive furniture bid administration, furniture procurement, medical equipment planning, and relocation management services. Working closely with URMC Purchasing and project stakeholders, the team led a competitive procurement process for approximately $3.8 million in furniture, developed detailed specifications and installation drawings aligned with AO Officing standards, and introduced new furniture standards tailored to the facility’s clinical needs. Vargas also collaborated with end users to identify medical equipment requirements and managed the procurement, delivery, and installation of furniture and equipment across three coordinated phases. Through meticulous planning and execution, Vargas successfully relocated orthopaedic clinical staff and operations from multiple locations into the new facility, ensuring a seamless transition and supporting the successful opening of URMC’s flagship orthopaedics and physical performance center.