Everything you need to know about planning and executing your move. A presentation from our recent roundtable event.

1. Maintaining Business
Continuity During Your
Lab Relocation
Triumvirate Environmental presents:
Everything you need to know about
planning and executing your move

2. Agenda
Maintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Roundtable Discussion

3. Poll Question
When is your
next relocation
planned?

4. Relocation Projects are Disruptive
This requires a significant time commitment to properly plan
Soft Infrastructure
• Leases
• Licenses
• Permits
• Plans
• Services
Hard Infrastructure
• Office Equipment
• Furniture
• Lab Equipment
• Hazardous Materials
• Power
Complex Project
• Many Stakeholders
• Critical Path Planning
• Tight budgets
• Tighter timelines

5. Maintaining Business
Continuity
• Build the best team you can
• Break the complex project down into
manageable pieces
• Figure out how it all fits together
• Map out the project using critical path thinking
to minimize business disruption and to make
decisions
• Identify and understand risks
• Work through adversity during the planning
and execution phases

6. Agenda
Maintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Roundtable Discussion

7. Build Your Project Team:
Stakeholder Map
• Successfully
project
• Continuity
• Reliability
• Safety
• Regulatory
Compliance
• Research
• Time
• Money
Internal
Stakeholders
External
Stakeholder
Relo
Experts/
Consultants
Business
Partner/
Vendors
 Identify Stakeholders
 Understand
Stakeholder interests
 Align Stakeholder
capabilities

8. Pre-Project Planning
• Internal Stakeholders
• External Stakeholders (vendors,
consultants…)
Assemble a
Move Committee
or Team
• Responsibilities
• Project Time Management
• Logistics Management
• Liability
Common
Agenda Items

9. Agenda
Maintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Roundtable Discussion

10. Navigating Soft
Infrastructure
• Environmental Liability
• Lease Obligations
• Permits, Plans, Programs
• Regulators
• Service Agreements

11. Managing Environmental
Liability: New Facility
• Request information about prior occupancy
• Request information on how the space was left
• Work with third parties to help navigate this process
What environmental
liability you are
inheriting
• Haz Mat storage,
• licenses and permits,
• existing conditions
• Decommissioning language
What environmental
liability are you
agreeing to?

12. Managing Environmental
Liability: Old Facility
• Restoration clauses
• Decontamination requirements
• Reporting and document requirements
• Timelines
What are you obligated
to do?
• Just because it’s not written into a lease,
doesn’t mean you are not liable
• Broom clean vs ANSI/ AIHA Z9.11-2008
standard
What is your business
tolerance to
environmental liability?

13. Licenses,
Permits, Plans
• The process for managing licenses, permits,
and plans will vary significantly depending on
the scenario
• Don’t underestimate the complexity and time
it may take to terminate, transfer, and apply
for a new license, permit, or plan
• Managing licenses, permits, and plans at your
existing facility
• Managing licenses, permits, and plans at your
new facility

14. Managing Permits
and Licenses
Old Facility – Terminate
permits and licenses
• Remove materials
• Notify the regulatory
agency of permit/ license
termination
• Provide paperwork and
documentation to ensure
materials were removed
New Facility – Obtain new
permits and licenses
• Identify the need for new
permits/ licenses
• Establish controls and
programs the permit/
license may require
• Apply for the permit prior to
moving to the new facility

15. To Terminate
or To Transfer
• Regulatory authority
• Regional applicability
• Operational applicability
• Existing facility
• New facility

16. Permits and Licenses
Flammable Storage
License
Flammable Storage
Permit
Source Registration
DEA Controlled
Substances Permits
RCRA Generator
Notification
Radioactive Materials
License
Ionizing Radiation Source
Registration
Wastewater Discharge
Permit
Laboratory Animal Use
Permits
rDNA Permits
Select Agents & Toxins
Licenses

17. EH&S Programs and Systems
• Plan ahead
• Utilize construction and move budgets to obtain
engineering controls and better material management
• Roll out the new programs and systems as part of the
new operating facility
• Establish expectations and standards from Day 1
• Communicate the new EH&S programs, systems and
expectations through training within the month of moving

18. Service
Agreements
• Identify all service agreements
• Communicate timelines and
expectations with service
providers
• Evaluate need for different or
new service agreements in your
new location

19. Agenda
Maintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Roundtable Discussion

20. Managing Hard Infrastructure
• Build a Project Plan
• Project Team
• Project Timeline
• Establish a Budget
• Identify Risk
• Meet routinely
IT
Office Furniture
Lab Equipment
Hazardous Materials
New Facility Engineering
Old Facility Restoration and Decommissioning

21. Is Your New Facility Ready?
Construction and commissioning
complete
IT
Electricity
Laboratory engineering controls
Fume hoods
Cold rooms
Gas
Chemical cabinets and containment
Waste collection systems
It is vital that the new facility
is ready for all aspects of
your business to operate
prior to moving

22. Discard Unwanted Materials
Discard materials that
are:
• Wastes
• Expired materials
• Irrelevant materials
Consider
• Risk of moving
material vs. disposing
and buying new
• Regulatory obligations
for moving and
disposing of material
Moving materials that have no impact on the new operations (larger or
smaller) present unnecessary risks and costs

23. To Be Discarded:
Chemicals
Electronics
Equipment
Furniture
Consumables
Municipal waste
What Else?

24. Laboratory Move –
What’s Moving?
Identify the materials and equipment
Regulatory obligations
Risks of moving the material
Coordinate with all stakeholders to
reduce down time.
Identify the best person/ vendor to
move the material
Identify if certain materials must move
before others

25. Laboratory Move –
Who’s Got What, When?
• Identify who is moving what
• Vendors may have varying levels
of capabilities
• Some capabilities may overlap
• Refer to your critical path planning
and Gantt charts
• Align schedules so that various
movers have enough space and time
to move safely and efficiently

26. For Your Consideration…

27. Decommissioning and Closure
• Performance standard or ‘how clean is
clean’ should be identified early in the
planning process (lease obligations,
ANSI/AIHA Z9.11–200, liability
tolerance)
• Identify types of spaces and potential
contaminants
• Leave enough time on your lease to
decon, monitor, and perform any
required restoration or repair

28. Laboratory Decontamination
Laboratory Surfaces
Type of Lab Space
High Risk
Infrastructure

29. Closure Assessment
• Document and ensure the removal of all
hazardous materials and other environmental
hazards
• Approve and confirm decontamination methods
of all spaces
• Confirm ‘Clean’ through quantitative methods
• Terminate all permits and licenses
• Document and report the entire closure process
• The facility closure report must be signed and
approved by a qualified individual

30. Agenda
Maintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Roundtable Discussion

31. Summary
Relocations are disruptive to your business
They can be very complex projects because they impact everyone at your
company and take planning and alignment from many stakeholders
Having a strong team with a good plan will go a long way
Every relocation is different and will present new obstacles or challenges
(the team, soft infrastructure, hard infrastructure, etc.)

32. QUESTIONS?

33. You Will Receive:
• A copy of this presentation
• A link to a short survey
• An offer to help you get started
with your move
Thank You For Attending!