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.

1. Is Your Facility Prepared?
Lab Relocation:

2. Meet Your Moderator:
Sasha Laferte

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. 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: ilanza@triumvirate.com
• Cell Phone: 802-522-9036

5. AGENDA
•Introduction
•Controlling Chaos
•Relocation Project Phases
•Closing Thoughts

6. Are you currently planning or
preparing for a lab move?
Poll

7. Business Environment
• Rapidly changing business
• Constantly adjusting to market
success or decline
• Adjusting to volatile and
emerging markets

8. Reasons for a Move
GROWTH
Decline
• Continue operations in
existing space
• Continue operations in
another space
No
Change

9. Business Continuity During
Facility Relocation
Think about:
•Timelines
•Costs
•Logistics
•Risk

10. Control the Chaos
• Stakeholder Map and
Expectations
• Relocation Team
• Project Plan
• Regular Relocations
Meetings

11. Managing Stakeholders
• Identify all stakeholders
• Internal
• External
• Regulatory
• Understand needs and
expectations of each
stakeholder
• How will this impact
• Time
• Budget
• Logistics

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. 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. 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. 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. 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. Phase 0: Design

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. Phase 1: Discard
Unwanted Materials

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. 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. Phase 2: Move

23. Phase 2: Move
Identify the materials
and equipment
Regulatory obligations
Risks of moving the
material
High Risk Material
What’s
Moving?

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. 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. Phase 3: Decontamination

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. 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. How Clean is Clean?
• Lease Language
• Property Owner
Expectation
• The American National
Standard/AIHA Z9.11–2008
• Organizational Standards
• Organizational risk
tolerance

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. 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. Phase 4: Closure
Assessment

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. 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. Phase 5: Permits and
Licensing

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. 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. Phase 6: EHS Programs
and Systems

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. 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. QUESTIONS?

42. Thank You For Attending!
• Ian Lanza
• Regional Life Sciences
Director
• Cell Phone: 802-522-9036
• Email: ilanza@triumvirate.com