Maintaining Business

Continuity during your

Facility Relocation

Triumvirate Environmental presents:

Everything you need to know about

planning and executing your facility

relocation from liability management, to

quickly and safely moving chemicals and

equipment to your next facility

Agenda

I. Maintaining Business Continuity

II. Building Project Teams

III. Navigating soft infrastructure

IV. Managing hard infrastructure

V. Round table discussion

Relocation Projects are

Disruptive• Leases

• Licenses

• Permits

• Plans

• Services

Soft Infrastructure

• Office Equipment

• Furniture

• Lab Equipment

• Hazardous Materials

• Power

Hard Infrastructure

• Many Stakeholders

• Critical Path Planning

• Tight budgets

• Tighter timelines

Complex Project

This requires a

significant time

commitment to

properly plan

Customer SurveyWhat was the most successful aspect of

your relocation?

Customer SurveyWhat was the most challenging aspect of

your relocation?

Maintaining Business Continuity• Build the best team you can

• Break the complex project down into

management pieces

• Figure out how it all fits together

• Map out the project use critical path thinking to

minimize business disruption and to make

decisions

• Identify and understand risks

• Work through adversity during the planning

and execution phases

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

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 existingfacility

• Managing licenses, permits, and plans at your new facility

Managing Permits and

Licenses

Old 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

Navigating 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 controlsFume 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

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

Infrastructure

High Risk

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

Summary

Relocations 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?

Discussion

Mark Your Calendar:Lab Decommissioning Webinar

Expert Speaker: Craig Sasse

September 3More details forthcoming:

www.triumvirate.com/training/events