What to do when you need to move your lab to the other side of town
Posted on Wed, Mar 03, 2010 @ 02:30 PM
By Kim Parker, Life Sciences Account Manager
If you are responsible for managing labs for a life science company that rents their space, then you know that sometimes "business is good" is a synonym for "it's moving day". It may be your first big lab move or you may be a HPLC schlepping, biosafety cabinet certifying, chemical packing, lease signing, permit obtaining guru! No matter how experienced you are, it can be stressful, expensive, and time consuming! Here are a few tips that may help you better prepare for the next big move:
- Read your lease agreement carefully. You should make sure you fully understand the landlord's expectations for decommissioning the space. Some leases may read broom clean, while others may require you to meet ANSI decommissioning standards or other specific requirements. You should be prepared to provide the landlord with a thorough report documenting decommissioning procedures that meet their standards. When choosing a new facility, you should read the new lease in full and obtain documentation of the decommissioning performed by previous tenants. You may be responsible for some equipment as well, such as boilers or emergency generators. Make sure you know who is responsible for maintaining air permits and performing maintenance on equipment.
- Make a list of permits - know in advance the permits you will need to obtain and terminate and how long this process will take. If your operations are not changing from one site to the next, then this will be easier. In some cases a simple change of address will suffice. Examples of common permits, registrations and certifications you may need include:
- Flammable Storage Permit
- rDNA Permit
- EPA ID registration and RCRA generator status
- Local POTW/wastewater permits
- DEA and controlled substance permits (federal and state)
- Radioactive materials license
- Tax free alcohol application
- Emergency generator registration
- Boiler Registration
- Fume hood and Biosafety Cabinet Certifications
- And the list goes on....
- Create a written plan. You should develop a realistic schedule that includes timelines with specific assigned tasks and all involved parties. Once this plan is in place, you should hold periodic progress meetings to make sure everyone is on the same page.
- Get a second opinion. Find a consultant or someone in the industry you trust and have them QC your plan. A second set of eyes never hurts.
- Choose your vendors wisely. In any lab move, there are many deadlines and new contractors involved. Even when "business is good", you still need to get the job done on time and meet your budget. By selecting the right vendor, you'll be able to streamline activities that would otherwise be very costly and mismanaged. Communication is critical. Talk upfront about your schedule and how each vendor will communicate with you.
Follow these five tips and you're off to a good start! Good luck.