There are many reasons why laboratory assets may need to be transported to a different location. In some cases, a business may be expanding and moving to larger premises. In others, an existing building may be undergoing refurbishment and operations need to be temporarily relocated. On a smaller scale, a company may simply be reorganising internally and need to move a small number of assets to another laboratory, perhaps on the same site.
Whatever the reason, laboratory instrumentation, equipment, chemicals and samples are valuable and fragile. They require a much higher level of preparation and handling expertise than standard office furniture. Damage to a mass spectrometer is far more expensive and time-consuming than scratching a desk. Samples may also have taken months to prepare, and any loss could have a significant impact on the business.
Transport considerations for instrumentation, chemicals and samples each have their own requirements. We will first look at some general considerations before exploring each in more detail.
General Considerations
This may sound basic, but a laboratory first needs to establish what is being moved and when. If some level of work needs to be maintained throughout the relocation, it may not be possible to move everything at the same time. In that case, there will need to be a minimum of two phases to the move. Consideration also needs to be given to lead times for decommissioning and recommissioning equipment, along with any pre- or post-move testing required for quality processes such as IQ and OQ.
These decisions need to be made by the business in discussion with the relevant stakeholders. However, Aport Global can help advise on practical efficiencies based on experience managing these types of projects.
Transport of Instrumentation
Before transport, an instrument needs to be decommissioned, made safe for transport and disconnected from any electricity, gas or fluid connections. Some items may also need to be partially disassembled. Aport Global works with many instrument OEMs and can assist in making the necessary arrangements.
The route out of the origin site and into the destination must also be carefully assessed. Are corridors and doors wide and tall enough? Do any goods lifts have sufficient weight capacity? In some cases, an internal route is not possible and equipment may need to be moved through first- or second-floor windows using specialist lifting equipment such as a telehandler.
Once ready for transport, the size and weight of each instrument determine the most appropriate handling method. For larger items that need to be separated from a supporting base, such as biosafety cabinets, a lifting bench can be used to support the weight while the base is unbolted from the cabinet.
As a specialist laboratory relocations company, Aport Global’s crews are experienced in handling delicate instruments and moving them safely.
All items are protected using anti-static bubble wrap and, depending on the destination, are either secured to a pallet or placed into a crate suitable for international transport. Where required, shock and tilt monitors can be attached to sensitive equipment. Examples include instruments with laser optics that are sensitive to alignment, or mass spectrometers with diffusion pumps that should not be tilted due to their oil content. Accessories, fixtures and fittings are wrapped separately, again using anti-static materials, and packed into boxes.
Pallets and crates are moved to the vehicle using pump trucks for a smooth, controlled ride. All Aport Global vehicles are equipped with tail lifts for safe handling during loading and unloading, as well as air-ride suspension for the best possible ride quality.
At the destination, the process is reversed. All assets are positioned according to the customer’s requirements, either in the correct location on the bench or in the designated space for floor-standing equipment. This means everything is ready for the installation engineer to begin the recommissioning process. Finally, all packaging materials are removed for reuse or recycling. Pallets can be reused many times, while bubble wrap is sent for recycling. Aport Global has a target of zero landfill.
Chemicals
The transport of chemicals is highly specialised work and is governed by strict regulations. It is surprising how many customers do not fully account for this when planning a laboratory relocation. Chemicals are transported across the UK and Europe in accordance with ADR regulations. As a specialist laboratory relocations company, Aport Global has drivers who are appropriately certified and vehicles equipped for ADR work.
The first step is to create an inventory of the chemicals to be moved. This should include the quantity, pack size and, ideally, the CAS number for each chemical. The inventory is then reviewed by our Dangerous Goods Safety Advisor (DGSA), who specifies the packaging materials, packing groups, labelling requirements and the quantity that can be moved in a single journey. For the transport itself, Aport Global uses an ADR-certified driver. During more complex moves, the DGSA may also be in attendance.
The first task on site is to segregate the chemicals according to the groups advised by the DGSA. They are then packed using suitable materials, typically following the three-layer principle. The bottle or jar containing the chemical forms the first layer, further plastic wrapping forms the second, and the outer box forms the third. It is standard practice to fill the empty space within the box with vermiculite to provide additional padding and act as an inert, absorbent material should a leak occur. The boxes used are UN approved for the transport of hazardous materials.
The boxes are then loaded and secured in the vehicle, which displays the appropriate signage while transporting chemicals. Before transport begins, the ADR-certified driver will also have reviewed the route. This is important because factors such as tunnel restriction codes need to be considered. These are rated from A to E according to the restrictions placed on the carriage of hazardous materials.
Samples
Some laboratory instruments cost hundreds of thousands, or even millions, of pounds. However, samples are often the most valuable assets of all and any losses can have the greatest impact on a business.
For example, many samples are temperature-sensitive and need to be maintained at a specific setpoint. Aport Global vehicles are equipped with power inverters, allowing fridges and freezers to remain plugged in during transport so contents can be maintained at temperature. Alternatively, contents can be transferred into thermal shipping containers packed with gel packs or dry ice, depending on the required temperature range.
For quality purposes, calibrated temperature monitoring can also be supplied. Depending on the requirement, this may be a simple temperature tell-tale within the package or real-time monitoring via a mobile hub installed on the vehicle.
In conclusion, relocating laboratory assets successfully requires far more than simply moving items from one building to another. Instrumentation, chemicals and samples each present their own transport requirements, risks and regulatory considerations. Using a specialist transport provider helps ensure those factors are properly managed, protecting valuable assets and supporting business continuity.
Planning a laboratory move? Speak to Aport Global about specialist transport for instrumentation, chemicals and samples and make sure the move is planned properly from day one.