RSF Animal Facility Manu Sharma, PE Facilities Management
Slide 2
Research Support Facility (RSF) (AKA Building 30 or LAR) KUMCs
largest animal building. Original building with two floors built in
1987. Two other floors added in 2003. Both parts built with
separate mechanical, electrical and plumbing (MEP) systems fed from
the same sources. No interconnection between the two. Lower level
MEP systems are nearly 25 years old and some are in need of
replacement.
Slide 3
Understanding the HVAC for RSF HVAC- Heating Ventilation and
Air Conditioning AHU- Air Handling Unit
Slide 4
Understanding the HVAC for RSF Air Terminal- Controls the room
temperature by adding heat, meters the air flow to help maintain
room pressure
Slide 5
M E P System Study KUMC hired Engineering consultant Brack
& Assoc. in October 2011 to Review the condition of Mechanical,
Electrical and Plumbing (MEP) systems and assess their reliability
Recommend required replacements Recommend upgrades to have
redundancy of MEP systems, i.e. two separate water supply sources
to the building.
Slide 6
Study Findings Lower Level MEP systems are nearing the end of
life and need to be replaced, especially the air handling unit
(AHU) serving the lower levels (AHU-1) Lower level air terminals
need to be replaced with new digital controls for better
performance and monitoring. Exhaust systems are not fully
redundant. Lack of redundancy if steam or chilled water from power
plant is lost. Heating water and domestic hot water systems on
lower level need to be replaced and connected to upper level for
redundancy
Slide 7
Study Findings (continued) Emergency power generators and
electrical switchboards need replacement Lack of redundant
transformer
Slide 8
Our Plan Based on the Study Recommendations Phased plan funding
limitations Only Phase 1 and 2 have firm funding commitments, with
some of the funds for phase 2 coming from NIH grant (outcome not
known) Phase 1 (Estimated Construction time Early June to December
2013) -Install ductwork and controls to interconnect AHU-1, AHU-2
and proposed AHU-3. Phase 2 (Estimated Construction time February
2014-November 2014) Install AHU-3 Replace AHU-1 Replace Air
Terminals on Ground and First Floor with new controls Extend south
stair to roof level Install a new water line for RSF, providing a
redundant source of water.
Slide 9
Our Plan Based on the Study Recommendations (continued) Phase 3
New Emergency Generator New electrical switchgears for normal and
emergency power Phase 4 New Boiler and Chiller for redundancy New
redundant heating system serving all parts of the bldg New
redundant domestic hot water system serving all parts of the bldg
New redundant exhaust fans for the whole bldg New redundant
transformer New Edstrom system for Grd & first floors New
Elevators Phase 5 Build out penthouse for storage space Build a
barrier suite on second floor
Slide 10
AHU-1 Interior Pics
Slide 11
Time Line for Phase 1 Work Complete Design and Bid Documents
for interconnecting ductwork From Now - End of March 2013 Bid the
project Between April End of May 2013 Construction Between June
December 2013
Slide 12
Proposed Work on Ground Floor
Slide 13
Proposed Work on First Floor
Slide 14
Proposed Work on Roof
Slide 15
Impact of Construction in Phase 1 Several Air supply shut downs
to make modifications to ductwork. Targeted to not last more than 4
hours at a time. All shut downs shall be scheduled with RSF
management. Will create temporary work spaces with partitions on
ground and first floor. Dust and construction traffic shall be
controlled. Expect periodic noise and vibration in areas below,
when ducts and pipes are cut or attached to structure
Slide 16
Areas That May Experience Construction Noise/Vibration- Ground
Floor
Slide 17
Areas That May Experience Construction Noise/Vibration- First
Floor
Slide 18
Areas That May Experience Construction Noise/Vibration- Second
Floor
Slide 19
Areas That May Experience Construction Noise/Vibration- Third
Floor
Slide 20
IACUC Chair/Regulatory Veterinarian Update Who am I and What
can I provide to the Research Community? Nathan C Culley, DVM,
DACLAM
Slide 21
Functions Provide assistance to the Office of Animal Welfare on
IACUC policies/procedures and regulations. Chair the IACUC
Pre-review protocols for submission to the IACUC. Assist new
investigators on the review process and protocol development.
Communication/consultation with the IO on the Animal Care and Use
Program Program needs/improvements Compliance issues Work together
with The AV, Executive Director of the LAR, and the Research
Community to assure a compliant Animal Care and Use Program at
KUMC.
Slide 22
Upcoming Changes to the Program Occupational Health Update
categories for all animal users. In person annual screening vs.
on-line questionnaire Risk assessment to determine needs/services
per protocol Protocol Review Process Changes 3 tier review
process-Pre-review, Vet review, IACUC review Goal is to have the
protocol polished prior to IACUC review Drop Vet Pain and Distress
Consult form-Vet review will satisfy regulations and provide
consult Hard dead-lines New policies/procedures based on the New
Guide and improvement in the Animal Care and Use Program.
Slide 23
Changes to the Animal Care and Use Program Scott Bury, Ph.D.
Director, Office of Animal Welfare
Slide 24
Upcoming Changes to Program Up coming AAALAC inspection
June-July 2013 Updated policies on OAW and LAR sites Draft Policies
for Review Triennial Training Discontinued annual online refresher
Every 3 years, must attend LAR Animal User Training Session (status
determined at time of de novo) New ACUP Forms Drafts Posted on OAW
website March and April Training Sessions April 1 st old forms will
no longer be accepted (addendum and ACUP)
Slide 25
Upcoming Changes to Program LAR Advisory Committee Dr. Warren
Nothnick, Scientific Director of LAR Reinstitute the LAR advisory
committee Communicating research communities concerns and insights
with LAR, OAW, IACUC and Senior Administration Research Staff
Training by PI New requirement to document protocol specific
training by lab Records must be maintained by PI Call for topics
for upcoming OAW seminars
Veterinary Services Responsible for the overall health and
welfare of all animals on KUMC campus Clinical and surgical care of
animals Rodent Health monitoring Assist with Model Development
Surgical Assistance Anesthetic Support Biotechnical Services Other
veterinary procedures
Slide 28
Veterinary Services Animal procedure training Controlled Drug
dispensing Pharmaceutical dispensing Protocol development Pain and
Distress consultation
Slide 29
Pathogen Outbreak Management in Rodent Colonies Recommendations
will be made by the Veterinary Staff to help contain the outbreak
as well as eliminate the pathogen Depopulation Rederivation Colony
wide treatments Extended quarantine without breeding Others
Slide 30
Pathogen Outbreak Management in Rodent Colonies When an
outbreak is confirmed the affected rooms will be placed on
quarantine status until it is lifted by the Veterinary Staff
Enhanced PPE Cage handling techniques Quarantine Per Diem rates
Veterinary Staff will have final authority on how the colony will
be managed
TOPICS 1. Critical Animal Life Safety 2. Housing of Animals
Exposed to Chemical Hazards 3. Rat Space Provisions and Cage Change
Frequency 4. LAR Financial Data 5. Study Budget Estimate
Slide 33
CRITICAL Animal Life Safety LAR Emergency Preparedness Plan If
a disaster occurs within the animal facility, such as fire, excess
heat, or chemical spill, and the animal facility becomes a harmful
environment, then animals shall be moved to a safe location to the
extent possible. Reasonable and valid attempts will be made to
recover animals by the best means possible. If personnel have
limited time to move or otherwise take care of animals, then the
animals shall be helped in with the following priority: -Attempts
will be made to save all the USDA regulated species
-Critical/irreplaceable to the study animals participating in
grant-funded research (bar code cage card marked with a red dot).
PIs should mark only a few mice breeding pairs per line that cannot
be replaced -Non-critical animals If animals cannot be successfully
evacuated, they will be humanely euthanized. Mark cages with red
dots by April 1 st.
Slide 34
Upcoming Changes Chemical Hazards SOP Chemicals that are toxic,
known or suspect carcinogens, reproductive hazards, teratogens,
mutagens and antineoplastic agents may be used in animal protocols.
All chemicals being used must be documented in an Institutional
Animal Care and Use Committee approved protocol. Two separate SOPs:
PROG 28 is Biological Hazards and PROG 48 is Chemical Hazards Two
procedure rooms will be equipped with Class II Type B hoods
Training will be provided to researchers on as needed basis.
LOCATIONS: RSF procedure room G033 (234 sq. ft.) with dedicated
animal room G040 (111 sq. ft.) RSF procedure room 3011 (145 sq.
ft.) with dedicated animal room 3016 (225 sq. ft.) No animal
transfer charges
Slide 35
Species Dimensions of Enclosure Space requirement based on
animal size Maximum Number Animals/Enclosure Guiding Document
Enclosure Composition Minimum height 7 inches Rats 20 x 10.5 = 210
in 2 8 inch height BREEDING CAGE Weight, g 500 Floor Area, in 2 17
23 29 40 60 70 3 or M + F + Litter The Guide, internal SOP
Polysulfone, automatic watering, open top, cage 11.5 x 12 = 138 in
2 7 inch height GREEN LINE CAGE 1 if over 500 g 2 if 400 500 g 3 if
less than 400 g or 1 F + Litter Green Tecniplast IVC Polysulfone
14.25 x 8.25 = 118 in 2 7.25 inch height BLUE LINE CAGE Minimum
height 7 inches 2 if up to 400 g 1 if over 400 g Blue Tecniplast
IVC Polysulfone 17 x 10 = 170 in 2 7 inch height METABOLIC CAGE 2
Stainless Steel, wirebottom suspended, open top RATS: Primary
Enclosures and Space Provisions RAT HUSBANDRY SOP: All rat cages
are being changed twice a week. If the cage is clean (singled
housed, newly split animals and weaned litters), LAR technician
will not change such cage to avoid unnecessary animal
handling.
Slide 36
LAR Historical Financial Data FY2009-FYTD December 2012 Actual
Projected RevenueFY2009FY2010FY2011FY2012 FYTD December31,
2012FY2013 Internal KUMC Department Generated - (Per Diems,
Recharges, & Charges for
Services)$1,326,397$1,397,221$1,608,302$1,732,838$826,753$1,576,753
External Customer Generated - (Per Diems, Recharges, & Charges
for Services) 61,533 120,214 60,940 59,951 74,457 105,000 Total LAR
Generated
Funds$1,387,930$1,517,435$1,669,242$1,792,789$901,210$1,681,753
Research Overhead Fund - Institutional Departmental Indirect
853,056 966,432 1,047,752 1,182,092 473,908 947,473 State
Appropriations 116,021 172,939 320,324 495,372 245,931 489,658
Grant-Shared Equipment 24,865 1,135 Total KU & State
Funds$993,942$1,140,506$1,368,076$1,677,464$719,839$1,437,131 Total
Revenue$2,381,872$2,657,941$3,037,318$3,470,253$1,621,049$3,118,884
Revenue represent cash flow from Per diems - collection from
services runs on average 60 days from when service provided. LAR
started FY2013 with 4 external customers. As of the end of December
we are down to 3. Over the last year, LAR has self funded around
54% of operations and received no outside funding for capital
equipment replacement. Major maintenance repairs are addressed by
KUMC facilities, but LAR must fund any outside contractor or
equipment purchases required. We continue to see a slow steady
decrease in animal numbers.
Slide 37
LAR Historical Financial Data FY2009-FYTD December 2012 Percent
Funds received from KU &
State41.73%42.91%45.04%48.34%44.41%46.08% Percent of Total
Expenditures Funded by KU & State (Including funded Deficit
Funds)48.81%50.73% Actual Projected
ExpenditureFY2009FY2010FY2011FY2012 FYTD December31, 2012FY2013
Payroll &
OT$1,498,905$1,650,451$1,820,322$1,737,949$842,822$1,685,644
Benefits375,366509,724573,013 578,616 292,943 585,886 Contractual
Services82,729147,773124,767 75,733 62,040 130,645
Maintenance137,376127,129129,252 151,853 137,153 174,000
Travel5,85223,30623,476 18,887 5,149 21,180 Telephone &
Networking19,37915,34119,514 23,894 12,824 26,000
Supplies527,017542,219288,352 320,972 173,313 329,525 Capital
Outlay64,44263,98231,308 427,699 183,749 313,749 Total
Expenditures$2,711,066$3,079,925$3,010,003$3,335,603$1,709,993$3,266,629
Ending Available (Deficit
Funds)($329,194.00)($421,984.00)$27,314.76$134,650.00($88,944.00)($147,745.00)
Actual Projected FY2009FY2010FY2011FY2012 FYTD December31,
2012FY2013 Note: In FY2012-FY2013, LAR invested substantial funds
in upgrading facilities and equipment.
Slide 38
Upgrading LAR Facilities and Equipment FY2012-FY2013
BuildingEquipment/SystemQuantityAmount RSFAnimal Transfer
Stations*4$32,703.74 RSFRacks for Non-Human Primates5$46,125
RSFIndividually Ventilated Racks with Automated Watering*13$456,809
RSFAutomated Watering Cages for Rats360$20,120.40 RSFEdstrom
Automated Watering System Replacement1$149,761.99 RSFWatering
System Installation1$115,305.54 RSF-Smith EastStorage Racks for
Cage Wash Area22$34, 500.50 RSFClass II Type B Biochemical
Hoods2$22,500.00 RSFInstallation of Biochemical Hoods1$47,000.00
RSFSound Insulation Project (Large Animal Rooms, RSF 1st
Floor)1~$50,000.00 Grand Total$ 974,586.60 * Two animal transfer
stations and ten individually ventilated racks were purchased from
non-LAR funds. Total: ~$368,000
Slide 39
Staff InformationFY2009FY2010FY2011FY2012Dec. 2013 Projected
FY2013 Payroll FTE's-Budgeted50.5 48.544.542.5 Payroll
FTE's-Actual45.547.542.539.538 Revenue - LAR Animal Animal
Census$1,277,332$1,460,853$1,575,431$1,572,971$815,126$1,519,669
Service &
Supplies*$110,598$56,582$93,811$219,818$86,084$162,084
Total$1,387,930$1,517,435$1,669,242$1,792,789$901,210$1,681,753
Animal Cages\Billing Unit Per Month Mice - Starting in FY2011 mice
billed by cage 15,816** 15,819* 4,738 4,492 4,022 Rats 1,219 757
539 432 538 Non-Human Primates 103 62 53 45 40 Other 54 11 12 14
Total 5,342 4,983 4,614 - Animal Care Days Mice - Starting in
FY2011 mice billed by cage 5,783,791 5,815,573 1,733,523 1,678,360
756,065 1,479,845 Rats 445,368 276,969 206,748 179,089 103,190
206,378 Non-Human Primates 37,702 23,907 19,388 16,495 7,456 14,296
Other 35,219 4,250 4,420 5,909 2,881 7,471 Total 6,302,080
6,120,699 1,964,079 1,879,853 869,592 1,707,990 LAR Historical
Financial Data FY2009-FYTD December 2012 * Re-bill of drugs &
supplies was 55% in FY 2012 and 60% as of FYTD December 2012.
Veterinarians billed 3.6% of their time during FY2012 and 3.4%
during FYTD December 2012. Technicians billed 14.7% of their time
during 2012 and 6.2% during FYTD December 2012. Balance is from
charges for specific service fees as outlined on LAR's rate
schedule. ** Mice (not cages)
Slide 40
Cost & Rate Analysis for FY 2012: The calculated unit cost
below is based on the 2000 edition of the Cost Analysis and Rate
Setting for Animal Research Facilities produced by the Cost Manual
Revision Committee under the auspices of the Comparative Medicine
area of the National Center for Research Resources (NCRR), a
component of National Institutes of Health (NIH). Cost Center Total
Accumulated Costs # of Units Calculated Unit Cost Actual
RateVariance *External Rate Survey Technical Activities $
272,742.72 $ 227,868.0 44,874.72 $ - Animal Husbandry $ - 1Lamprey
Fish $ - - - 2Gerbil per diem $ 2,852.34 2,334 $ 1.2221 $ 0.6500
0.5721 $ - 3Goat per diem $ 16,156.26 848 $ 19.0522 $ 12.3900
6.6622 $ - 4Hamster per diem/Outside patron $ 650.87 357 $ 1.8232 $
1.7400 0.0832 $ 1.950 5Mice Autoclaved Box per diem $ 789,155.09
593,815 $ 1.3290 $ 0.8190 0.5100 $ - 6Mice Bio-Containment Box per
diem $ 39,056.26 23,401 $ 1.6690 $ 1.0300 0.6390 $ 1.150 7Mice
Conventional Box per diem $ 1,023,820.15 851,540 $ 1.2023 $ 0.7100
0.4923 $ 0.930 8Mice Diabetic Box per diem $ 11,360.29 4,729 $
2.4023 $ 1.3400 1.0623 $ - 9Mice Germfree Box $ 1,448.10 4,670 $
0.3101 $ - 0.3101 $ - 10Mice Outside Patron Box per diem $ 5,717.14
1,890 $ 3.0249 $ 1.8200 1.2049 $ - 11Mice Sentinel & Training $
7,405.05 35,664 $ 0.2076 $ - 0.2076 $ - 12Mice Sterile Box per diem
$ 232,505.64 158,470 $ 1.4672 $ 0.9200 0.5472 $ 0.990 13Pigtail
Monkey per diem $ 23,997.90 1,451 $ 16.5389 $ 11.0700 5.4689 $
11.430 14Rhesus per diem $ 103,604.68 6,337 $ 16.3492 $ 11.0700
5.2792 $ 11.430 15Squirrel Monkey per diem $ 122,241.94 8,631 $
14.1631 $ 9.6200 4.5431 $ 11.430 16Rabbit per diem $ 574.07 104 $
5.5199 $ 3.0600 2.4599 $ 3.670 17Rabbit per diem/Outside patron $
8,301.36 775 $ 10.7114 $ 7.3500 3.3614 $ - 18Rat Autoclave per diem
$ 39,953.75 34,486 $ 1.1585 $ 0.6400 0.5185 $ - 19Rat
Bio-containment per diem $ 8,372.30 6,445 $ 1.2990 $ 0.7500 0.5490
$ - 20Rat Conventional per diem $ 134,638.89 124,288 $ 1.0833 $
0.5900 0.4933 $ 0.620 21Rat Diabetic per diem $ 1,126.35 605 $
1.8617 $ 0.8000 1.0617 $ - 22Rat per diem/Outside patron $
13,129.02 5,974 $ 2.1977 $ 1.3800 0.8177 $ - 23Rat Sentinel &
Training $ 2,566.50 10,820 $ 0.2372 $ - 0.2372 $ - 24Pig per
diem/Outside patron $ 1,041.04 21 $ 49.5732 $ 28.4000 21.1732 $ -
25 $ - - - 26 $ - - - Total $ 2,862,417.73 Note: Total accumulated
costs exclude cost associated with regulatory compliance, purchase
of fixed assets and unallowable costs per OMB Circular A-21.
*Source: Per Diem Rate Survey included the following institutions:
The Ohio State University, University of Colorado Health Science
Center, University of Iowa, University of Illinois-Chicago
University of Kansas Medical Center, University of Kentucky,
University of Minnesota-Twin Cities, University of
Tennessee-Memphis University of Oklahoma Health Science Center,
University of Nebraska Medical Center
Slide 41
Peer Group Per Diem Rate Survey FY 2013 SPECIES
PigDogRabbitRatMouse/SterileMouse ABSL2Guinea PigNHPHamster PER
DIEM TYPE (per animal) (per cage 2.66)(per cage 5) (per animal)
(per cage 3.8) ColoradoIowaColoradoKentuckyTennessee Kentucky
$33.10$20.91$5.18$2.79$1.31$1.57$2.36$18.10$3.76
IowaKansasKentucky*Ohio StateKentucky*Ohio State Minnesota*Ohio
State $22.32$16.09$5.05$2.12$1.23$1.40$2.12$13.10$2.74
KentuckyColoradoOklahomaIowaMinnesota Tennessee*Ohio StateIowa
$21.42$14.63$4.64$1.73$1.10$1.40$1.96$12.06$2.62
Illinois-ChiOklahoma*Ohio StateMinnesotaOklahoma Iowa $1.95 Mean
$19.70$13.07$4.39$1.70$1.09$1.32$1.85$11.66Minnesota
$16.96$12.61$3.67$1.68$0.99KentuckyKansas $1.70 Median
KansasMinnesotaIowaKansas $1.23$1.82$11.63Illinois-Chi
$14.91$12.38$3.55$1.64$0.97$1.15OklahomaIllinois-Chi$1.48
MinnesotaIllinois-ChiKansasColorado*Ohio StateKansas$1.81$11.55UNMC
$14.00$11.13$3.21$1.60$0.95$1.08$1.80$11.43$1.46 Oklahoma*Ohio
StateUNMC ColoradoIllinois-ChiColoradoUNMCTennessee KUMC
$13.58$10.76$3.14$1.38$0.94$1.02$1.75$9.12$1.24 2013 Ranking *Ohio
StateKentuckyMinnesotaOklahomaUNMC MinnesotaOklahoma
$12.39$10.45$2.84$1.31$0.93$0.96$1.60$8.09$0.62
TennesseeUNMCIllinois-ChiTennesseeIllinois-ChiColoradoUNMCTennesseeColorado
$9.70$9.12$2.77$1.30$0.80$0.94$1.41$7.59No Rate UNMCTennessee
Illinois-ChiIowa Illinois-ChiColoradoKansas
$9.22$7.67$1.97$1.25$0.59 $1.35No Rate The Ohio State University,
University of Colorado Health Science Center, University of Iowa,
University of Kansas Medical Center, University of Kentucky,
University of Minnesota-Twin Cities, University of
Tennessee-Memphis, University of Illinois-Chicago, University of
Oklahoma Health Science Center, University of Nebraska Medical
Center Participants: *The Ohio State University will adjust rates
in October, 2012
Slide 42
Information Needed For Study Budget Estimate LAR will not
prepare a budget estimate if PI presents only study design
described in the ACUP. PI should prepare detailed study flow
chart/plan. Supplies Animals Labor Housing Equipment Price list of
PPE, drugs, and expendables is posted on LAR website Note: For
example, the budget estimate for study is about ~42,000. This is
the best approximation of the costs involved for LAR to support the
study. Studies usually do not go as planned and contingencies
should be built into study budget. If investigator decides to
change the original study design, the study budget estimate should
not be relied upon when submitting to funding agency.
Slide 43
Example Of Study Budget Estimate
Slide 44
Example Of Study Budget Estimate (cont.)
Slide 45
Slide 46
Slide 47
LAR Budget Estimate Agreement for Biotechnical Services I
__________________________________(PI name) have read the budget
estimate provided by LAR for the animal study slated to begin
approximately (date) __________________ and end approximately
(date)________________under ACUP#_____________. I understand that
this is the best approximation of the costs needed for LAR to
support my study. While the fixed prices for labor (technical
service rates) and supplies (supply price list) and animal housing
(per diem rate) have been provided, I also understand that the
costs may differ (actual cost may be higher or lower than initial
estimate) based on and not limited to the actual time needed to
complete various services provided by LAR and the actual number of
supplies needed for the procedures. Additionally, if animals suffer
post-operative complications, there will be additional costs
associated with the labor and supplies needed to perform treatments
and observation to address those complications. If on-going or
intense technical support is needed, it may be more cost-effective
to hire a dedicated technical support person for my laboratory. I
have also discussed details related to animal caging needed for
this study, and I am satisfied with the caging supplied by LAR for
this particular study. Provisions of LAR Biotechnical Services:
Biotechnical services are provided by LAR on an as available basis
without warranties of any kind, either expressed or implied (For
example, if an LAR employee, who provides technical support for the
study, gets sick or resigns, there may be resulting delays for the
study. However, LAR and the lab may work together to procure
replacements for such staffing positions). LAR will not issue
credits for lab animals that are not suitable for study. LAR will
make every effort to ensure animals are healthy prior to shipment
into LAR facilities. Furthermore, if animals are deemed unhealthy
or unsuitable upon arrival, with input from the lab, LAR may seek
animal replacements from the animal vendor. However, no such
replacements are guaranteed Also, LAR will not issue credits for
services (i.e. per diem accrual) due to decisions made by the lab.
(For example, if a lab chooses to delay procedure in order to work
with a specific LAR staff member when an adequate alternative staff
member is available, LAR will not be responsible for the additional
per diems associated with the study delay). If the PI is
dissatisfied with LAR technical service or any terms, guidelines,
or practices, the sole and exclusive remedy is to discontinue using
the services. If the investigator decides to change the original
study design, this budget estimate is automatically invalid and
should not be used for submission to funding agency.
___________________________________________________ Signature of
PI/InvestigatorDate