EHS Coordinator- Lead Contact Meeting Presented by: Mary Lindstrom LAB COAT PROGRAM ROLLOUT 9/17/13

“At a minimum, a laboratory coat or equivalent protective clothing is required for work with hazardous chemicals, unsealed radioactive materials, and biological agents at BL2 or greater.” LAB COAT REQUIREMENT Chemical Hygiene Plan Template Revision 13 (1/31/2013)

Create a program that will aid DLCs in providing coats people want to wear in an efficient manner. IMPLEMENTATION

 Goals:  Update guidance for lab coat selection, use, and care.  Establish MIT Preferred Vendors for providing and cleaning lab coats at a discounted price. IMPLEMENTATION ✓ ✓

LAB COAT GUIDANCE

Lab Coat Information Table

FLAME RESISTANT (FR) COATS  Following the accident at UCLA, there is a movement towards requiring FR coats when working with flammable materials.  MIT EHS recommends the use of FR lab coats to provide additional skin protection where the individual will be working with pyrophoric, spontaneously combustible, or extremely flammable chemicals*. *See Guidance Document for more information.

FLAME RESISTANT (FR) COATS  Materials  FR-treated cotton – Often used for work with flammable materials.  Nomex - Limited testing demonstrates Nomex does not burn readily on contact with pyrophoric materials.

STYLE CONSIDERATIONS  Tight cuffs  High collar  Snaps  FR coats easily identifiable

 In March a request for proposals was sent to 6 lab coat laundry companies.  Bids were assessed on:  Ability to provide lab coat styles meeting MIT needs.  Flexibility in laundry options offered.  Competitive prices.  Willingness to assist with setup and management of lab coat systems.  Agreement to MIT Terms and Conditions.  Feedback from current customers.  Cintas and North Star selected to be Preferred Vendors. PREFERRED VENDORS

VPF WEBSITE – “SMARTBUY”

SMARTBUY - CINTAS

SMARTBUY – NORTH STAR

OPTIONS  Laundry of rented or customer-owned coats.  Launder coats for large or small groups.  Weekly, biweekly, or monthly service.  Standard poly/cotton lab coats, or specialty fabrics (ex. flame resistant, fluid resistant).  Variety of storage systems available (ex. racks, lockers, hooks).

 Most convenient model for reusable coats involves combination rental/laundry service.  Reduced up-front cost vs. buying coats.  Sizes/numbers of rented coats can be changed on demand.  Automatic repairs of minor problems.  Automatic replacement of old coats. RENTAL SYSTEM

 Preferred Vendors will give all MIT customers, regardless of size, the same low price for laundry services.  Refer to price sheets for differences in costs between North Star and Cintas. PRICE

PRICE SHEET INFORMATION  Laundry cost for rental lab coats  Cost per coat, per week – counting all coats in circulation  Price includes laundry + rental  Laundry cost for customer-owned lab coats  Cost per coat handed in  Other charges  Service charges  Other weekly charges (ex. rack rental, optional insurance)  One-time charges (ex. setup fees, embroidery)  New lab coats for purchase

CASE STUDY – SMALL GROUP  North Star setting up a small lab group (10 people) that had no previous service.  2 poly/cotton coats per person, biweekly service ItemBiweekly CostYearly Cost Lab Coat Rental $10.50$273 Z-Rack $1.50$39 Insurance $0.72$18.72 Service Charge $0.51$13.26 Total $13.23$343.98

 Four neighboring labs with 70 people total share a lab coat laundry service.  Current service – old lab coats owned by labs, picked up weekly, $5/coat  New service with Cintas  1.5 poly/cotton coats, 1.5 coats /person, weekly pickup  Benefits – newer coats, proper sizing, automatic repairs CASE STUDY – MULTIPLE LABS Original Year CostNew Price $1220$1310

 DLC currently uses North Star.  As result of RFP, new prices will override original contract pricing.  Poly/cotton coats for a DLC with 25 labs. CASE STUDY – DLC ItemOriginal CostNew Price Lab Coat Rental$0.48/coat$0.35/coat Yearly Cost/lab$258 + service charges/equipment rental $188 + service charges/equipment rental

FAQS  FAQs document includes answers to common questions regarding lab coat services at MIT.  Also includes contact information and useful links.

WHAT CAN YOU DO?  Step One: Do your homework!  Lab Coat Guidance  Lab Coat FAQs  SmartBuy pages for Cintas and North Star  Step Two: Determine the current status of lab coats at your DLC(s)  Centralized vs. decentralized service?  Which labs do/don’t have a system in place?  Is there support at your DLC for a centralized service?

WHAT CAN YOU DO?  Step Three: Be the Facilitator!  If your labs use Preferred Vendors already, spread the word about the lower prices on their future invoices.  For labs/DLCs not using a Preferred Vendor, assess whether a centralized service is possible.  Benefits - Consistency across labs in coat quality and laundering.  Feasibility - Physical location of labs (single building, spread around campus), support of DLC administration.  If your DLC is a candidate for centralized service, contact EHS for current examples of centralized service and Preferred Vendors for an assessment of your DLC’s options.

WHAT CAN YOU DO?  Step Three: Be the Facilitator!  If centralized service isn’t probable, reach out to EHS reps regarding their lab’s lab coat systems.  EHS Rep meetings, via , or Level II Inspections.  Go over current guidelines for wearing lab coats.  Provide information on Guidance documents and Preferred Vendors.  Direct them to EHS and Procurement if further information is needed.  Follow-up to make sure all labs in your DLC have proper lab coat supply and have a system in place to launder coats as needed.

 John Fucillo  Scott Ide  Dan Herrick  Rosa Liberman  Mary Lindstrom  Sara Malconian  Michele Miele  David Petricone  Emily Ranken  Steve Wetzel LAB COAT IMPLEMENTATION TEAM