lab relocation: is your facility prepared?
TRANSCRIPT
Is Your Facility Prepared?Lab Relocation:
Meet Your Moderator:
Sasha Laferte
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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: [email protected]
• 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: [email protected]