Is Your Facility Prepared?Lab Relocation:

Meet Your Moderator:

Sasha Laferte

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

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

AGENDA

•Introduction

•Controlling Chaos

•Relocation Project Phases

•Closing Thoughts

Are you currently planning or

preparing for a lab move?

Poll

Business Environment

• Rapidly changing business

• Constantly adjusting to market

success or decline

• Adjusting to volatile and

emerging markets

Reasons for a Move

GROWTH

Decline

• Continue operations in existing space

• Continue operations in another space

No Change

Business Continuity During

Facility Relocation

Think about:

•Timelines

•Costs

•Logistics

•Risk

Control the Chaos

• Stakeholder Map and

Expectations

• Relocation Team

• Project Plan

• Regular Relocations

Meetings

Managing Stakeholders

• Identify all stakeholders• Internal

• External

• Regulatory

• Understand needs and

expectations of each

stakeholder

• How will this impact

• Time

• Budget

• Logistics

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

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

Relocation Meetings

• Schedule routine relocation

meetings with the team to

discuss the plan. The plan

will evolve throughout the

planning period.

• Agenda

• Minutes

• Frequency

Project Phases

Phase VI – EHS Programs and Systems

Phase V – Permits and LicensingEHS Programs/ Permits/ Licenses Other

Phase IV – Closure AssessmentHazardous Materials Other

Phase III - DecontaminationLab Spaces Non Lab Spaces

Phase II – MoveHazardous Material Move Equipment, Furniture Move

Phase I – DisposalChemical Disposal Consumable/ equipment disposal

Phase 0 – DesignHazardous Material Flow Facility Design and Engineering

Facility Move Project ScheduleDisposal

Chemical

Move

Decontamination

Closure

Assessment

Permitting

and Plans for

New Space

Training and EH&S Program

Implementation and

Maintenance

Exis

tin

g

Facil

ity S

pace

New

Fac

ilit

y

Sp

ace

Time Axis

Design

Phase 0: Design

Phase 0: Design

• Engage relocation stakeholders

• Building design

• Material flow

• Engineering controls

This will improve business continuity throughout

the entire design, build, relocation project.

Phase 1: Discard

Unwanted Materials

Phase 1: Discard Unwanted

MaterialsDiscard 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

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!

Phase 2: Move

Phase 2: Move

Identify the materials

and equipment

Regulatory obligations

Risks of moving the

material

High Risk Material

What’s

Moving?

Phase 2: MoveRefer 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

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.

Phase 3: Decontamination

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.

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

How Clean is Clean?

• Lease Language

• Property Owner

Expectation

• The American National

Standard/AIHA Z9.11–2008

• Organizational Standards

• Organizational risk

tolerance

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.

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

Phase 4: Closure

Assessment

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

Phase 4: Lab ClosureReports 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”

Phase 5: Permits and

Licensing

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!!

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

Phase 6: EHS Programs

and Systems

Phase 6: EH&S Programs and

SystemsPlan 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

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)

QUESTIONS?

Thank You For Attending!

• Ian Lanza

• Regional Life Sciences

Director

• Cell Phone: 802-522-9036

• Email: ilanza@triumvirate.com