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Lab Relocation: Is Your Facility Prepared?


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Are you doing your lab move right? Not only will this webinar answer this question, it will give you expert insight into a tried lab relocation process. Learn an approach to lab relocation that wil help you reduce your project costs, minimize complications, keep compliance and decrease moving time.

Published in: Business

Lab Relocation: Is Your Facility Prepared?

  1. 1. Is Your Facility Prepared? Lab Relocation:
  2. 2. Meet Your Moderator: Sasha Laferte
  3. 3. 1. All lines are muted, use the chat panel for tech issues. 2. Q&A at the end. Type questions into “questions” pane in the chat panel. 3. Unanswered questions will be answered via email after the webinar. 4. Webinar recording and slides will be emailed to you this afternoon. Share With the Audience
  4. 4. Meet Your Presenter • Ian Lanza, • Triumvirate Environmental – Regional Life Sciences Director • Triumvirate Employee: 8 Years • Focus on: sustainability, environmental and safety performance • Works with: premier biotech and pharmaceutical companies • Contact: • Email: • Cell Phone: 802-522-9036
  5. 5. AGENDA •Introduction •Controlling Chaos •Relocation Project Phases •Closing Thoughts
  6. 6. Are you currently planning or preparing for a lab move? Poll
  7. 7. Business Environment • Rapidly changing business • Constantly adjusting to market success or decline • Adjusting to volatile and emerging markets
  8. 8. Reasons for a Move GROWTH Decline • Continue operations in existing space • Continue operations in another space No Change
  9. 9. Business Continuity During Facility Relocation Think about: •Timelines •Costs •Logistics •Risk
  10. 10. Control the Chaos • Stakeholder Map and Expectations • Relocation Team • Project Plan • Regular Relocations Meetings
  11. 11. Managing Stakeholders • Identify all stakeholders • Internal • External • Regulatory • Understand needs and expectations of each stakeholder • How will this impact • Time • Budget • Logistics
  12. 12. Assemble a Relocation Team • Assemble a team based on your stakeholder map • Select representatives from key or important stakeholder groups • Don’t forget to include external stakeholders
  13. 13. Build a Project Plan • Have the relocation team build (or review) a project plan using the stakeholder map • Critical path planning • Risk Management • Identify risk by stakeholder group and project phase
  14. 14. Relocation Meetings • Schedule routine relocation meetings with the team to discuss the plan. The plan will evolve throughout the planning period. • Agenda • Minutes • Frequency
  15. 15. Project Phases Phase VI – EHS Programs and Systems Phase V – Permits and Licensing EHS Programs/ Permits/ Licenses Other Phase IV – Closure Assessment Hazardous Materials Other Phase III - Decontamination Lab Spaces Non Lab Spaces Phase II – Move Hazardous Material Move Equipment, Furniture Move Phase I – Disposal Chemical Disposal Consumable/ equipment disposal Phase 0 – Design Hazardous Material Flow Facility Design and Engineering
  16. 16. Facility Move Project Schedule Disposal Chemical Move Decontamination Closure Assessment Permitting and Plans for New Space Training and EH&S Program Implementation and Maintenance Existing FacilitySpace NewFacility Space Time Axis Design
  17. 17. Phase 0: Design
  18. 18. Phase 0: Design • Engage relocation stakeholders • Building design • Material flow • Engineering controls This will improve business continuity throughout the entire design, build, relocation project.
  19. 19. Phase 1: Discard Unwanted Materials
  20. 20. Phase 1: 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
  21. 21. Other Materials To Be Discarded • Chemicals • Electronics • Equipment • Furniture • Consumables • Municipal waste Try to remove as much material prior to the move as possible. In order to exit your lease EVERYTHING will need to be out!
  22. 22. Phase 2: Move
  23. 23. Phase 2: Move Identify the materials and equipment Regulatory obligations Risks of moving the material High Risk Material What’s Moving?
  24. 24. Phase 2: Move Refer to your critical path planning in the project plan Time Management What is the projected operational down time? What is the schedule…when will what be moved? Don’t forget about prep time!! Logistics Management Where are materials going? - Will they all fit? Will labs be consolidated, split, or is it a one for one move? Physical spaces
  25. 25. Phase 2: Move • Work out logistics prior to the move: • Access • Locations (cold material, flammables, power) • Critical Path Planning – is there an order of when equipment, supplies, and furniture are delivered? • Have someone present from the relocation team to ensure you everything is brought to the proper space.
  26. 26. Phase 3: Decontamination
  27. 27. Phase 3: Decontamination Determine “Performance Standard” Identify potential contaminates Identify obligations in lease agreement and regulatory requirements. Limit liability through best management practices. Develop a decontamination plan to establish scope, means and methods, confirmation of clean.
  28. 28. Identify Contaminants, Location and Degree • Corrosives • Toxic materials • Oxidizers • Peroxide formers • Biologicals • Radioactive • Hazardous wastes • Locations • Impervious surfaces • Equipment • Soil • Building materials • Engineering systems • Degree of contamination
  29. 29. How Clean is Clean? • Lease Language • Property Owner Expectation • The American National Standard/AIHA Z9.11–2008 • Organizational Standards • Organizational risk tolerance
  30. 30. Decontamination Plan • Work with key stakeholder to develop a decontamination plan. • This may include prior sampling to determine level of contamination or identify higher risk areas prior to beginning. • Clearly articulate scope and methods. Complete this well before the relocation and decontamination efforts begin. You should be able to begin the decon as soon as the move is completed.
  31. 31. Laboratory Decontamination Laboratory Surfaces Type of Lab Space Infrastructure High Risk Ensure the labs are empty prior to the decon. Equipment, garbage, and other debris will slow down the decon efforts
  32. 32. Phase 4: Closure Assessment
  33. 33. Phase 4: 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
  34. 34. Phase 4: Lab Closure Reports limit potential liability when occupying, leasing or leaving space. Plans depicting areas assessed Document the cleaning procedures Photographic documentation Visual observations. Include damage and “wear and tear” Clearance sampling documentation Review of plan requirements and deviations QA/QC review Waste disposal paperwork Statement of “Acceptable Level of Risk” Signed by “Qualified Individual”
  35. 35. Phase 5: Permits and Licensing
  36. 36. Phase 5: Permits and Licenses 1.Remove materials 2.Notify the regulatory agency of permit/ license termination 3.Provide paperwork and documentation to ensure materials were removed 1.Identify the need for new permits/ licenses 2.Establish controls and programs for the permit/ license may require 3.Apply for the permit prior to moving to the new facility Old Facility – Terminate permits and licenses New Facility – Obtain new permits and licenses Begin the process early!!
  37. 37. Phase 5: Permits and Licenses  Flammable Storage Permit  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
  38. 38. Phase 6: EHS Programs and Systems
  39. 39. Phase 6: EH&S Programs and Systems Plan ahead • Some permits take time to obtain • Implement new engineering controls, where necessary 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
  40. 40. Summary • Relocation projects are complex because of the number of stakeholders impacted and the number of stakeholders to complete the project successfully • PPPPP • Think of a relo as part of a much larger project (design, build, relo, new programs)
  41. 41. QUESTIONS?
  42. 42. Thank You For Attending! • Ian Lanza • Regional Life Sciences Director • Cell Phone: 802-522-9036 • Email: