Traditionally, research projects have not budgeted for equipment planning services. The coordination of equipment planning, purchasing, and placement has fallen to the principal investigator (PI) or facility staff. Without a coordinated plan, this time-consuming task frequently results in unexpected cost overruns including construction changes to accommodate equipment that does not fit, electrical modifications, equipment that arrives too early or equipment that requires decommissioning, special handling, and installation costs. These problems can be avoided through proactive equipment planning even in the absence of assigned PIs.

Whether renovating an existing lab or building a new facility, construction projects can take several years to complete. Typically, the design team plans a building based on generic lab concepts, with flexible solutions to minimize the costs related to changing the space for specific occupant needs. As a project nears completion, and researchers are assigned to a specific space, the "flexible" space, originally designed as a generic lab, may require quick modification.

To minimize the time and expense of modifying space to accommodate equipment requirements the following timelines have been developed to assist in determining what information is needed, when it is needed, and some strategies for providing the information.

Generic Planning Early in the Process

During the predesign and schematic design phases of designing a lab space, the layout and budget are determined and become the benchmarks for the project as it moves forward. Generic laboratories and core support footprints are established. Structural, mechanical, and electrical systems are sized. Extraordinary equipment such as cagewashing or NMR areas as well as the number of fume hoods is considered in order to adequately size and price the building. It is typically assumed that new equipment will be purchased from individual research grant funds.  This can result in the development of a project budget that doesn't adequately track equipment purchases.

As the project progresses to schematic design, the bench module is set. An 11-foot module from center of bench to center of bench is recommended. Since assignments for new lab space often are not made early in the process, planning is based on generic equipment alcoves and generic core support rooms without highly specific details.

Detailed Planning Makes the Difference

Once design development starts, the layout of each specific room is detailed so that casework, sinks, doors, and other fixed elements are placed within a space. Considerable design attention is given to the casework system with an emphasis on flexibility and determining electric power requirements and location. For example, a bench depth of 30 inches will ensure that most benchtop equipment can be easily accommodated. By running power vertically at the bench, designers provide for the greatest depth and leave the bench depth free with adjustable shelves above. The depth of equipment alcoves is also established during this phase.

A "one-size-fits-all" approach is frequently utilized for overall consistency and flexibility. But often in core rooms, large elements such as biological safety cabinets are planned without specific review of moveable items, making the counter or remaining floor space inadequate for items such as microscopes, waterbaths, or computer equipment. Also, the generic tissue culture room can be too big for some, and too small for others.

As equipment increases in size, core support rooms are challenged to meet a wide range of demands. For example, a generic ultra low freezer can be three feet square, but it also is available in a footprint that approaches five feet in width. This can become a problem if the end users need to place three freezers in the space and only two will actually fit.

As the project proceeds into the construction document phase, the design is fairly complete and the team is focused on the details of the building systems. In addition to drawings, specifications are written describing the performance criteria of products such as paint, doors, etc. Specifications for the contractor furnished and installed items such as sterilizers, fume hoods, and watering systems are also included. The details of who does what is important to ensure no gaps or overlaps in responsibilities. A matrix should be developed in earlier planning phases to account for every item and document who specifies it, who provides it, and who installs it, as well as other details assigned to consultants, owners, etc. The facility owner may plan on relocating items that will be fixed to the building so detailing the contractor's requirements is critical to a smooth transition during the move. For example, relocating a ducted biological safety cabinet requires consideration of not only its collar diameter, but its length as well since the old and the new space may have different ceiling heights. Plug configurations frequently pose problems at move-in even if the power supply is correct. Outlining specific needs such as connections to remote alarms for moveable equipment and other issues is critical during this phase.

Equipment Issues During Construction

Lab assignments are typically made during the construction phase, opening up the project to changes to accommodate user requirements. If thoughtfully planned, the building's flexibility should minimize changes related to most equipment. While some changes are inevitable, a consistent, proactive focus on the equipment purchasing and planning from the start of the project planning is key to minimizing these changes.

While most benchtops are easily adaptable, equipment such as freezers, refrigerators, large centrifuges, and liquid nitrogen freezers can't just squeeze in anywhere. For example, if the space is planned around a floor-mounted centrifuge and a different model is bought, it can quickly change the dimension requirements, creating a significant problem. By utilizing an equipment planner to direct and coordinate the details of the owner-furnished/owner-installed equipment, issues such as this can be avoided.

How to avoid buying equipment that doesn't fit:

Bundle Orders to Save Money

On a recent 375,000-sf project with four floors of generic labs, PIs were asked to prepare their orders for supplemental equipment. Each PI was moving to another lab where either some shared equipment would be left behind or the equipment was in no condition to move. Essentially, each lab was purchasing approximately 10 to 15 new pieces of equipment. Everything from micro centrifuges to freezers were requested and a total of 370 requisitions were presented to the office of facility management for approval and processing. Since the project had retained equipment planning services, a triage plan was implemented. Orders were reviewed and bundled to increase quantity discounts. Equipment requirements regarding size and power needs were also reviewed. For accounting purposes, each researcher's equipment was tracked by separate funding sources from a single purchase order to a vendor to buy all freezers at once. Special terms were developed for payment of the equipment as well as the start date of warranties for equipment to allow for phased move schedules and start upon first use. A shipping questionnaire was used to identify packaging, service technician names, and other criteria for handling and assembly as well as any temperature or humidity issues related to interim storage. While the project covered the cost of equipment planning services, these fees were more than offset in the reduction of equipment costs from the bidding and bundling of equipment purchases and the reduction of construction related changes.

Strategies for Move-In

Move logistics is another area of cost to be considered. Planning for the move-in should be part of the early phases of design to review move routes and to continually monitor the design for issues such as ceiling height changes, locations of exit signs, and even door hardware. While spaces are typically planned to accommodate the height of a piece of equipment, moving equipment requires a dolly and space for crating or packing. Door heights might be based on an inch or so greater than the highest piece of equipment in the room, but the doors on the ground level must be considered for bringing equipment into the building. For example, a recent project called for several biological safety cabinets to pass through a hallway. The door height was specified to be tall enough, but the final result was a door that had a three-inch deep metal closure across the top of the door frame, which reduced the clear height by three inches. The biological safety cabinet wouldn't go through the pair of doors unless the hardware was removed. Expense and time were incurred to remove the door closures and recertify them for automatic closure. An equipment planner anticipates and coordinates these critical details.

An equipment planner specialized in research equipment can save time and money for the construction team and the facility owner. The services of an equipment planner should be part of the project team early in the process to implement an equipment planning program, coordinate procurement and assist with on-site move logistics. With projects spanning several years, the equipment planner is the one consultant involved in the process from early planning through construction. This continuity benefits all parties and can offer savings to the construction and move budget while allowing grant funds to go further buying more equipment for less.

By Lisa Charrin, AIA, ACHA