Expert Ian Lanza shared tips and tricks for executing a safe and efficient laboratory relocation. Topics of focus included: Maintaining business continuity during your move, fulfilling lease obligations, and obtaining regulatory licenses, permits and other programs.

1. Maintaining Business
Continuity during your
Facility Relocation
Triumvirate Environmental presents:
Everything you need to know about
planning and executing your facility
relocation from liability management, to
quickly and safely moving chemicals and
equipment to your next facility

2. Agenda
I. Maintaining Business Continuity
II. Building Project Teams
III. Navigating soft infrastructure
IV. Managing hard infrastructure
V. Round table discussion

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

4. Customer Survey
What was the most successful aspect of
your relocation?

5. Customer Survey
What was the most challenging aspect of
your relocation?

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

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

10. 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?

11. 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?

12. 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

13. 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

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

15. 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

16. 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

17. 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

18. Navigating 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

19. 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.

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

22. 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

23. 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

25. 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

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

27. 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

28. 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.)

29. QUESTIONS?

30. Discussion

31. Mark Your Calendar:
Lab Decommissioning Webinar
Expert Speaker: Craig Sasse
September 3
More details forthcoming:
www.triumvirate.com/training/events