United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 9160.5 March 19, 2012

Distribution: FGIS, OSP, Industry Originating Office: FMD PPMAB

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OFFICIAL INSPECTION LABORATORY LOCATION, DESIGN

AND MAINTENANCE REQUIREMENTS

Contents

OFFICIAL INSPECTION LABORATORY LOCATION, DESIGN ����������������������������������������1

AND MAINTENANCE REQUIREMENTS �������������������������������������������������������������������������1

1. PURPOSE����������������������������������������������������������������������������������������������������������������������������

2. REPLACEMENT HIGHLIGHTS��������������������������������������������������������������������������������������������

3. BACKGROUND��������������������������������������������������������������������������������������������������������������������

4. GENERAL RESPONSIBILITIES ������������������������������������������������������������������������������������������

5. BASIC REQUIREMENTS�����������������������������������������������������������������������������������������������������

6. LABORATORY INTERIOR APPEARANCE �������������������������������������������������������������������������

7. OTHER REQUIREMENTS���������������������������������������������������������������������������������������������������

8. COMPLIANCE WITH WORK SPACE REQUIREMENTS ����������������������������������������������������

9.CONDITIONAL WITHHOLDING OF SERVICE���������������������������������������������������������������������

10.QUESTIONS �����������������������������������������������������������������������������������������������������������������������
FGIS Directive 9160.5 March 19, 2012

Page 2

1. PURPOSE

This directive establishes requirements for the physical location, design and 

maintenance of space provided to the Federal Grain Inspection Service (FGIS) by 

facilities for the performance of requested official inspection and weighing related 

service. Additionally, this directive establishes the requirement for facility owners to 

relocate or improve existing equipment or handling equipment (e.g., scale monitors an

printers, diverter-type mechanical sampler delivery systems) to an FGIS laboratory or 

other FGIS acceptable location that is a minimum of 100 feet from an elevator’s head 

house or other physical structures (e.g., storage bins.  This action is necessitated 

FGIS’s initiative to remove FGIS personnel from working in, or in close proximity to 

facilities that are susceptible to potential dust explosions

2. REPLACEMENT HIGHLIGHTS

This directive is revised to specify types of structures that are deemed not permissible 

for laboratory space and to update contact information. This directive supersedes FGI

Program Directive 9160.5 dated 3/29/1

3. BACKGROUND

According to the Regulations (§ 800.46, (b) (2) under the United States Grain Standard

Act (USGSA), and the Regulations (§ 868.21(g)) under the Agricultural Marketing Act 

of 1946 (AMA), as amended, when official services are performed at a grain elevator or 

commodity plant, the applicant for service must provide adequate and separate work 

space for the performance of the requested official service and related monitoring and 

supervision activities. FGIS considers work space “adequate” if it meets the space, 

location, and safety requirements specified in this directive and other instructions (e.g., 

Equipment Handbook, Mycotoxin Handbooks, Safety and Health Handbook, and the 

Occupational Safety and Health Administration (OSHA) guidelines, etc.

“Adequate” inspection laboratories (work spaces) vary by locations depending 

on the laboratory’s operation. Laboratories vary in size, layout, number of official 

personnel occupants, and hours of use per day. Some laboratories must meet specific 

requirements for work space where official personnel perform chemical analysis using 

hazardous materials (e.g., flammable liquids).

A laboratory designed for an export facility may be different from a laboratory designed 

to meet the needs of an inland elevator, a commodity plant, or a floating elevator rig. 

However, all laboratories provide FGIS with space to conduct analyses and they all 

house some of the same inspection related instruments, but beyond this similarity the

laboratories may differ in purpose and, therefore, must differ in specific design. A good 

laboratory design and maintenance program will support the efforts of official laboratory 

staff to perform analytical assignments and will accommodate flexibility to address 

specific needs at a given location.
FGIS Directive 9160.5 March 19, 2012

Page 3

Additionally, inspection laboratories are often visited by various foreign and domestic 

groups and are often the first impression these groups have of the official inspection 

system. It is imperative that maintenance levels are such that the laboratory is

constantly maintained in a “state of good repair.” This condition is achieved when the 

infrastructure components of the space provided by the facility owner for official service 

is properly maintained and replaced with components of the same or improved type 

upon failure, or on a schedule consistent with their life expectancy.

It is FGIS policy to develop and implement a comprehensive safety and health program

that identifies and strives to eliminate employee exposure to existing and potentially 

hazardous working conditions and/or situations that are causing or likely to cause death 

or serious physical harm. A grain elevator or grain mill explosion is a serious concern

for FGIS and its employees who are performing official duties (e.g., sampling, weighing, 

or inspection) within the head house, at the base of a head house, in or near any tall 

structures of these facilities. This concern also extends to areas in or near railcar dump

pits, truck dump pits, and tunnels. For this reason facility owners must relocate or 

improve existing equipment or handling equipment (e.g., scale monitors and printers

diverter-type mechanical sampler delivery systems) to an FGIS laboratory or other FGIS 

acceptable location that is a minimum of 100 feet from these areas of concern. This

action will enable FGIS personnel to perform their official duty away from these areas of 

concerns thereby eliminating their exposure to potentially hazardous working conditions 

and/or situations that could cause death or serious physical harm

4. GENERAL RESPONSIBILITIES

a. Facility Owners. Owners of facilities where official personnel provide service are

responsible for overall upkeep and maintenance of inspection laboratories, 

including, but not limited to temporary portable and mobile buildings and dedicated 

work space in plants or on floating elevator rigs. Responsibilities include general 

maintenance and upgrades related to:

(1) Appearance of laboratory interior and exterior

(2) Air, heating, dust collecting, and grain return systems

(3) Voice and telecommunications systems linking FGIS laboratory personnel to 

facility operators

(4) Renovations to accommodate changes in workload or additional personnel.

(5) Renovations to accommodate new technologies and testing processes.

(6) Electrical and lighting systems

(7) Maintaining laminate surfaces (see equipment handbook for countertop

specifications).

(8) Pest management program (e.g., rodent and insect control) to aid in th

prevention of contamination

(9) Janitorial services scheduled at intervals to maintain the laboratory in a 

condition deemed suitable by official personnel to perform official activities.
FGIS Directive 9160.5 March 19, 2012

Page 4

b. Official Personnel. Official personnel will respect the work space provided by the

facility owner. They will clean and maintain their work areas in a manner that 

facilitates the performance of assigned duties and will not inflict harm or damage to 

facility property. FGIS will provide and maintain:

(1) Chairs for official personnel.

(2) A desk and furniture for the supervisor’s office.

(3) Computer equipment

(4) External telephone and internet connections

(5) Daily laboratory supplies (e.g., paper towels, soap, etc).

5. BASIC REQUIREMENTS

Facility owners must provide FGIS with offices and laboratory space to perform

requested official inspection and weighing related services at least 100 feet from 

the base of the head house, and where possible, 100 feet from the base of other 

tall structures, railcar and truck dump pits, and tunnels. FGIS has an expectation 

that new office and laboratory spaces will be permanent type structures. Trailers 

and retro-fitted containers are not allowed.

Laboratory layout and size must support the minimal requirements and features 

necessary for FGIS to carry out the service requests of its applicants. FGIS, in

conjunction with facility representatives, will determine the size of the laboratory 

based on conditions such as the quantity and variety of work performed, speed of 

operation, occupancy levels, equipment needs, hours of work, and file sample storage 

requirements. Facility owners must provide the following in a permanent type building 

(e.g., brick block, wood frame):

a. Grading Area. Must comfortably accommodate the furniture, computer hardware,

grading equipment, and any other items needed by official personal to perform 

their duties. Facilities may use automated weighing systems or sample delivery 

systems, or related apparatus so that FGIS personnel can safely monitor activities

b. Sampling Area  Must comfortably accommodate all sampling and testin

equipment, have ample storage and counter space, an adequate dust collection/

removal system, an adequate electrical supply, and will be separated from the 

grading area in order to contain the airborne dust not removed by the dust system 

in the sampling area

Mechanical Sampling systems must deliver samples directly into an approved 

hopper located within the sampling area.

c. Security. Official personnel must have control of all physical access points

(including designated entry/exit points) to the laboratory’s facilities, including the 

area containing the laboratory’s Information systems
FGIS Directive 9160.5 March 19, 2012

Page 5

d. Private Supervisor’s Office Space. Must accommodate an office size desk, desk

chair, second chair, bookshelf, computer and printer. The space must have a 

door with a lock for privacy to allow for supervisory counseling of employees when 

needed

e. Break Room. Must accommodate a small table, microwave and refrigerator; and is

separated from other rooms in the laboratory with a door, and must contain a sink 

with hot and cold running water.

f. Restrooms  Must have separate restrooms for both male and female employee

with a properly functioning exhaust fan, and must provide reasonable 

accommodations for persons with disabilities. Fixtures must be commercial grade.

g. File Sample Storage Area. Must accommodate the number of file samples

generated by the facility, based on the sample file retention period, and must meet 

the following requirements:

(1) Walls, ceilings, and floors completely finished; cracks, crevices, missing 

molding, or other conditions which harbor dust and infestation must be 

avoided

(2) Shelving will be commercial quality and able to support the weight of the 

file samples without sagging.

(3) Grated steel shelving is recommended, as it will not collect dust or harbor 

infestation

(4) Wood shelving painted with a high quality paint to facilitate cleaning is 

acceptable

Cold storage for file sample retention is recommended but not required.

Long term changes in workload may require an addition to existing file 

sample storage space.

h. Wet Laboratory  In addition to the requirements of the Safety and Healt

Handbook, Mycotoxin Handbooks, Notices, and this Directive, laboratories used 

for mycotoxin testing must be in a separate room of sufficient size to accommodate 

the various testing protocols expected at the facility and large enough to 

accommodate the expected workload.

i. Electrical. Power supply must be adequate for all testing activities conducted

in each laboratory area and must meet the standards in Chapter 3 of the 

Equipment Handbook.

j. Heating, Ventilation, and Air Conditioning (HVAC)  Proper HVAC is necessary t

protect assets, particularly electronic assets such as computers, protein analyzers, 

and moisture meters. Facility representatives will ensure laboratory has sufficient 

cooling and heating. FGIS must have control of thermostats to maintain proper

temperature/humidity for sensitive instrumentation and testing equipment
FGIS Directive 9160.5 March 19, 2012

Page 6

6. LABORATORY INTERIOR APPEARANCE

a. Flooring. Industrial strength (high traffic resistant), light color flooring will be

installed in the laboratory

b. Paint  Wall paint will be maintained to provide a clean, professional appearanc

throughout the laboratory. Rooms will be finished with a nonreflecting paint (light 

gray or green preferred). A flat white paint or an off-white acoustical tile may be 

used on ceilings, providing the white color does not extend below the level of the 

artificial lighting.

c. Surfaces. Floors, walls, ceilings, and other surfaces will be smooth to reduce dust

collection and facilitate cleaning. Missing molding, holes in walls or ceilings or 

other conditions that produce cracks, holes and crevices will be corrected by 

facility owners in a timely manner.

7. OTHER REQUIREMENTS

a. Networking Closet. A dedicated area for network connectivity related equipment

will be provided. 

(1) Network closet will preferably be located inside the laboratory, but the existing 

building configuration may require placement outside the laboratory (e.g., in a 

public hallway leading to the laboratory).

(2) Network closet will contain all wires, cables, and equipment (e.g., routers, 

hubs, patch panel) pertaining to computer network connectivity and telephony.

(3) Area will be secure and accessible only to authorized personnel.

(4) New laboratories will be completely wired for network connectivity.

b. Technology. Video, computer equipment and other hardware provided to FGIS

by a facility must be of the same quality and maintained to the same degree as 

facility equipment of the same nature. Upgrades to hardware supplied to FGIS 

must coincide with facility upgrades (i.e., automated weight system monitors, 

computers, CCTV monitors, etc.

c. Emergency Lighting  The laboratory must employ and maintain an automati

emergency lighting system that activates in the event of a power outage or 

disruption and includes emergency exits and evacuation routes. Emergency

alarm systems which warn personnel of a need to evacuate must be audible to 

personnel in the laboratory; if not, a separate alarming device must be installed in 

the laboratory proper

d. Pest Management Program. All efforts must be made to assure that the laboratory

is free and remains free from insects, rodents, rodent excreta, extreme 

temperature conditions, and any other factors which may contaminate samples or 

pose a safety or health risk to official personnel.
FGIS Directive 9160.5 March 19, 2012

Page 7

8. COMPLIANCE WITH WORK SPACE REQUIREMENTS

Facility owners must provide FGIS with work space complying with the general 

requirements of this directive and the specific requirements outlined in FGIS’ Equipment 

Handbook, Aflatoxin and DON (Vomitoxin) Handbook, Safety and Health Handbook and 

other related instructions

a. New Construction. Plans for construction of new laboratory space are subject t

review and approval by FGIS Management prior to construction. The Safety 

and Health Office, Policies, Procedures, and Market Analysis Branch, and field 

office manager will review proposed plans and suggest ways to comply with the 

requirements contained in this directive and other instructions

b. Existing Laboratory  FGIS Management will inspect laboratories currently i

operation within 60 days of the issuance date of this directive. FGIS will issue 

a report of compliance/non-compliance to the facility owner. Facility owner 

must immediately correct deficiencies that pose a safety or health risk to official 

personnel, minor deficiencies must be corrected in a timely manner; major 

deficiencies corrected within 18 months. This will allow for budget adjustments 

by the facility owner to complete major projects needed to bring the laboratory in 

compliance with this Directive.

c. Periodic Laboratory Inspections. FGIS management will perform a thorough

inspection of officially occupied facility-owned laboratory space at least once a 

year. These inspections will include a safety inspection performed by FGIS’ Safety 

and Health Office or its designee. FGIS will report identified deficiencies in the 

quality, quantity, and functionality of the space to the facility operator for corrective 

action

The FGIS field office manager responsible for providing service to a facility 

will determine when that facility does not meet the work space and safety 

requirements, whether the facility must expand the work space because of 

additional service requirements, and when work space conditions fail to meet 

requirements due to lack of proper maintenance.

d. Facility Owners Unable to Meet Requirements  Any facility unable to meet al

requirements of this directive and within the time frame indicated above in section 

“7b. Existing Laboratory” must contact FGIS’ Deputy Administrator in writing 

explaining its inability to meet the requirements or the time frame specified in this 

directive

9. CONDITIONAL WITHHOLDING OF SERVICE

Section 800.49 of the US GSA, and section 868.24 of the AMA regulations states th

FGIS will conditionally withhold requests for official services when an applicant fails 

to meet the requirements prescribed in§ 800.46, and § 868.21, respectively, which 

includes providing adequate working space.
FGIS Directive 9160.5 March 19, 2012

Page 8

10. QUESTIONS

Direct any questions concerning this directive to the Policies, Procedures, and Market 

Analysis Branch (PPMAB) at (202) 720-0228