Scientific Equipment Installations (SEI) is a partnership between the Projects & Infrastructure Modernization Division (PIMD) and the Facilities Division to efficiently assess, plan, and execute scientific equipment installations and projects in support of the research divisions.
Why contact SEI?
Some scientific equipment may come with complex infrastructure support requirements. And what may appear to be a simple equipment installation may actually be more complex than it first appears.
Key considerations in bringing in or moving equipment into a space include:
- Equipment Specifications (electrical power, temperature and humidity, weight): The equipment may have utility requirements that cannot be met by existing infrastructure – especially if it requires additional power, new ventilation, or strict temperature and humidity ranges. Heavy equipment may not be able to be supported by the existing floor or foundation. In such cases significant modifications to the existing infrastructure may be needed to prepare the space for the equipment.
- Building Code Compliance: Many legacy building systems may not comply with modern building codes. Any modification of existing spaces for the purpose of installing scientific equipment, even minor ones, may require updates to electrical panels, fire safety systems, and other systems to bring the space up to current safety standards.
- Electrical Safety: Any new equipment that is installed at Berkeley Lab must be certified by a Nationally Recognized Testing Laboratory (NRTL). Many foreign-made equipment may not comply which means the equipment must be certified on-site and be subject to specialized inspections to meet safety requirements prior to shipping and installation. These considerations may need to be accounted for in the purchase agreement.
- Waste Generation: Disturbance or demolition of existing infrastructure also may disturb legacy hazardous materials that must be abated or handled appropriately, which can complicate the overall installation.
Identifying these needs early (ideally before the equipment is ordered, or the funding is requested) will prevent delays in the installation.
The SEI Team can:
- help understand the feasibility of installing equipment in an existing space;
- propose potential spaces for the installations that minimize the need for infrastructure modifications;
- help identify necessary technical specifications for the equipment before ordering; and/or
- provide an estimated cost and timeframe for the installation, including any pre-installation infrastructure work
What kind of projects can SEI take on?
SEI can execute moderate to complex scientific equipment installations, generally $50K to 2M in total estimated cost, that may involve any or combinations of the following:
- Complex electrical modifications
- Modifications to multiple utilities (electrical, house-fed utilities)
- Minor modifications to building infrastructure needed to support the equipment (e.g. foundations, heating and cooling systems, exhaust and ventilation ducting)
- Abatement of asbestos, lead, or other hazards
Of these, moderately complex projects that involve only electrical, plumbing, and/or anchoring work may be able to be managed by the Facilities SEI Team using Facilities Division engineering and craft resources. Projects that involve more extensive infrastructure modifications such as HVAC and foundation work likely will require design services by a licensed architectural/engineering firm and a construction contractor managed by PIMD with the support of the Facilities SEI Team and are considered “hybrid” SEI projects.
Simple installations below $50K, with low work scope complexity and/or work by one or two crafts, including those requiring simple engineering design, can be supported by your Facility Area Manager (FAM) outside of SEI through the general Facilities Work Order intake process.
Large, complex infrastructure projects above $2M typically will continue to be managed by PIMD as non-SEI projects without SEI involvement. Depending on the volume of projects within SEI’s portfolio at the time, some projects that fall within SEI criteria also may need to be directed to PIMD for planning and execution without SEI involvement.
Your FAM can help determine whether your equipment needs should be assessed and managed by the SEI Team. Because installation projects can take 6 months to 1.5 years, please contact the SEI Team as early as possible.
Contacts
Please contact the SEI Team at seiteam@lbl.gov
- Matt Vieira – SEI Team Leader/Facilities Division
- Darren Finger – SEI Deputy Team Leader/Facilities Division
- Jenny Ledesma – SEI Project Director/PIMD
- Robert Coleman – SEI Work Planner and Electrical Specialist/Facilities Division
- Alejandro Guardado – SEI Mechanical Engineer/Facilities Division
- Shiva Sadula – SEI Electrical Engineer/Facilities Division
FAQs
What is considered scientific equipment?
Scientific equipment means equipment intended for the sole purpose of scientific research, teaching or experimentation, including programmatic instruments, apparatus and machines.
Why do I need to go to SEI? Can’t I get everything for my equipment installation taken care of by Facilities work orders?
It depends on the complexity of the work required. Simple installations with low work scope complexity and/or work by one or two crafts, including those requiring simple engineering design, can be supported by your FAM through the general Facilities Work Order intake process without SEI involvement. More complex projects will require careful scoping, multi-discipline design, and planning prior to execution and should be directed to SEI or PIMD. Early engagement is key to making these kinds of projects successful.
Why do infrastructure projects take so long and cost so much?
Construction is complicated and no two projects are exactly the same. Each project must be carefully scoped and planned, and must go through design, construction, and closeout phases in sequence so that the work proceeds as smoothly as possible. Established procedures are followed and deliverables are developed throughout each phase and during acquisition of design and construction services in accordance with Lab requirements and federal rules and regulations to ensure quality and safety of the work being performed. Regular meetings are held throughout the planning, design, and construction phases to make project decisions and to keep stakeholders informed. All of this requires an appropriate level of engagement by a project management team, and from support functions supplied by Facilities, ES&H, and other organizations at the Lab.
In addition, the construction industry as a whole continues to experience shortages in materials, equipment, and labor that is causing longer lead times and higher prices than what may be expected. This makes it especially important to plan for the work as early as possible.
Can the institution pay for the infrastructure modifications needed to prepare the space for my equipment installation?
It is possible, but institutional funds are limited and the request for funds are weighed against multiple other priorities of the Lab. Please submit your request to the Infrastructure Office via your Area leadership as early as possible and the Infrastructure Office will evaluate your request against the Lab’s investment priorities.
Programmatic connections to existing utilities are always funded by the program.
What happens after I contact the SEI Team?
The SEI Team will work with you to assess your needs against the space, develop the scope of work, and identify the most efficient way to execute the work. This initial scoping effort will not be charged to your PID. If an estimate is needed to support a research proposal or funding request, however, a program PID may be needed for the estimating effort. Once you approve the approach developed, you will need to provide a PID for the remaining planning and the actual execution of the installation or project.
What are the responsibilities of the scientific division/program in scientific equipment?
- The science program’s responsibilities include:
- Operating and maintaining the equipment (or funding/training Facilities operators to do so)
- Keeping their Area Office informed of new equipment and associated infrastructure needs for multi-year planning
- Purchasing the scientific equipment
- Funding the installation efforts
- Providing program technical and safety personnel to serve as points of contact during the design, installation, and/or construction
- Managing the start-up and commissioning of the equipment. Refer to the Customer Commissioning Guidance developed by SEI here
