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Maintaining Business
Continuity During Your
Lab Relocation
Triumvirate Environmental presents:
Everything you need to know about
planning and executing your move
Meet Your Moderator
James
Ciccone
During this Webinar All lines will be muted.
Communicate via the questions tab in your webinar
panel.
Unanswered questions will be responded to after
the webinar.
Webinar recording and slides will be emailed to you
tomorrow.
Meet Your Presenter
Ian
Lanza
AgendaMaintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Summary/Q&A
Poll Question
When is your
next relocation
planned?
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
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
AgendaMaintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Summary/Q&A
Build Your Project Team:
Stakeholder Map
• Successfully project
• Continuity
• Reliability
• Safety
• Regulatory Compliance
• Research
• Time
• Money
Internal Stakeholders
External Stakeholder
ReloExperts/
Consultants
Business Partner/ Vendors
Identify Stakeholders
Understand
Stakeholder interests
Align Stakeholder
capabilities
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
AgendaMaintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Summary/Q&A
Navigating Soft
Infrastructure
• Environmental Liability
• Lease Obligations
• Permits, Plans, Programs
• Regulators
• Service Agreements
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?
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?
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
Managing Permits
and LicensesOld 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
To Terminate
or To Transfer
• Regulatory authority
• Regional applicability
• Operational applicability
• Existing facility
• New facility
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
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
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
AgendaMaintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Summary/Q&A
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
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
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
To Be Discarded:
Chemicals
Electronics
Equipment
Furniture
Consumables
Municipal waste
What Else?
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
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
For Your Consideration…
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
Laboratory Decontamination
Laboratory Surfaces
Type of Lab Space
High Risk
Infrastructure
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
AgendaMaintaining Business Continuity
Building Project Teams
Navigating Soft Infrastructure
Managing Hard Infrastructure
Summary/Q&A
SummaryRelocations 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.)
QUESTIONS?
You Will Receive:
• A recording of this presentation
and 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!
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