Water Laboratory Alliance Coordination and Water Laboratory Alliance Response Plan

1. Water Laboratory Alliance Coordination and Water Laboratory Alliance Response Plan Anand Mudambi, US EPAJennifer Scheller, CSC Water Laboratory Alliance Security Summit October 22, 2009

2. Overview • Purpose of the Water Laboratory Alliance (WLA) • History and development of the Water Laboratory Alliance Response Plan (WLA-RP) • Key characteristics for the WLA-RP • Highlights of the WLA-RP • Full-Scale Exercise to test the WLA-RP

3. Purpose of the Water Laboratory Alliance (WLA) • Provide the water sector with an integrated nationwide network of laboratories • Analytical capability and capacity to support monitoring, surveillance, response, and remediation of natural, intentional, and unintentional water contamination incidents • For chemical, biological, and radiological contaminants • The WLA is the water media portion of the EPA Environmental Response Laboratory Network (ERLN)

4. Laboratory Black Box Often during emergency response, laboratories are treated as a black box for data generation: Samples go in and data comes out.

5. Need for a Laboratory Response Plan • The events of 9/11 and natural disasters like hurricane Katrina highlighted the need for better laboratory coordination to water contamination events • Work was started by developing Regional Laboratory Response Plans (RLRPs) to coordinate laboratory response activities within an EPA Region • The Regional plans were developed with input from numerous stakeholders • These plans were then consolidated to form the Water Laboratory Alliance Response Plan (WLA-RP)

6. Drinking water utility laboratories EPA and state drinking water programs EPA On-Scene Coordinators FBI National Guard Civil Support Teams (CSTs) Contributors to RLRP Development • EPA WSD • EPA OEM • EPA Regional laboratories • State environmental laboratories • State public health laboratories

7. RLRP Phases 1 & 2 1 Four Phase RLRP Project started in August 2006 • Phase 1: Develop a generic response plan template • All 10 EPA Regional lab chiefs and EPA WSD involved • Completed in October 2006 2 • Phase 2: Customize plans for each region • Facilitated meetings held in all 10 EPA regions between October 2006 and March 2007 • Draft, customized plans developed and reviewed by all participating laboratories • Draft plans completed for all regions in June 2007

8. RLRP Phases 3 & 4 3 • Phase 3: Conduct table top exercise for each region • Facilitated meetings held in all 10 EPA regions between April 2007 and August 2007 • Participants included EPA, drinking water utilities, and state and local public health and environmental laboratories • Finalized all plans in October 2007 4 • Phase 4: Functional exercise for each region • Eleven exercises conducted between February and September 2008 • Lessons learned were used for development of the WLA-RP

9. Development of the WLA-RP • The WLA-RP was developed from consolidation of the 11 RLRPs and the lessons learned from the functional exercises • The initial draft of the WLA-RP has been revised based on comments received from EPA’s internal (Regions, Program Offices) and external (state, water utilities, water sector organizations) partners • Additional changes and enhancements to the plan will be made based on lessons learned from the Full-Scale Exercise

10. WLA – RP Summary Regional Laboratory Response Plans (11) Water Laboratory Alliance – Response Plan (1) Full-Scale Exercises to Test WLA-RP

11. Purpose of the WLA-RP • Establish a comprehensive, national approach to laboratory response to intentional or unintentional water contamination incidents • Can be used to coordinate laboratory response for multi-regional and smaller scale incidents • Provides guidance on such issues as communication, sample analyses, and data reporting

12. WLA-RP Key Characteristics Provides a consistent approach to laboratory response • Consolidating the 11 RLRPs provides one plan that can be used by all laboratories • Provides approach for multi-regional and smaller responses • Focus of laboratory activities guided by the plan • Water only • All hazards approach

13. Highlights of the WLA-RP

14. Scope of Laboratory Support Types of support laboratories could provide under the plan include: • Analytical support • Sharing of resources (staff, reagents, etc.) • Rapid, on-site training of staff • Data review • Sample storage • Consulting

15. Roles and Responsibilities Analytical Service Requester (ASR) • Primary point of contact who requests analytical assistance • Primary decision maker regarding analyses needed, data turnaround times, etc. Primary Responding Laboratory (PRL) • Initial laboratory contacted by the ASR • Help coordinate activities of other support laboratories Mutual Support Laboratory (MSL) • Additional laboratory engaged by ASR or PRL to provide resources to meet the analytical needs of an incident

16. Laboratory Coordination Laboratory coordination within the Incident Command System Expanded Coordination Structure Incident Commander (IC) Initial Coordination Structure Operations Logistics Planning Finance ASR Environmental Unit Transfer of Coordination PRL MSL MSL MSL MSL

17. Laboratory Communication • Lines of communication and information flow should be established at the beginning of the response: Example: ASR  PRL  MSL • PRL and MSLs should set up a command center • Dedicated phone line; someone to answer phone at all times • Computer access • Fax machine • Document communications • Use forms in the WLA-RP • Follow-up conversations with emails

18. Sample Shipping and Tracking Laboratories should be trained in shipping and receipt of hazardous materials The ASR and PRL/MSL should agree on chain-of-custody (COC) requirements • Example COC and list of minimum data elements (Appendices G & H) • Additional guidance on criminal investigation samples (Appendix I) If sample integrity is compromised during shipping (e.g., holding time or sample temperature exceeded), labs should decide in consultation with ASR whether to receive and analyze samples

19. Analytical Methods and QC Analytical methods • Basic Field/Safety Screening, Rapid Analysis, Confirmatory Methods • Selection of methods is based on monitoring needs, including data turnaround times • Provides preferred sources for confirmatory methods Quality Control (QC) • Emphasis on setting QA/QC requirements based on monitoring needs • Establishes a minimum set of QC that should be performed for all analyses

20. Data Review and Data Reporting Data Review • The plan provides guidance for internal review of data • Any data released prior to completion of internal data review should be labeled “Preliminary Data Pending Confirmation” Data Reporting • Data should be submitted in an electronic spreadsheet following the Electronic Data Deliverable (EDD) format • EDD provides consistent format for data reporting • Facilitates data validation and compilation of data from multiple labs

21. Full-Scale Exercise to test the WLA-RP

22. Purpose of the Full Scale Exercise Goals of the exercise • First evaluation of the recently integrated, multi-regional WLA Response Plan • Concurrently evaluated the ability for two national laboratory networks (ERLN and LRN) to respond a combined public health and environmental emergency • Provided a venue for the DHS Integrated Consortium of Laboratory Networks (ICLN) National Coordinating Group (NCG) to evaluate their procedures • Piloted the use of the validated CDC ultrafiltration device for select agent analysis of drinking water in the lab and the field use of the new portable ultrafiltration device developed by EPA

23. Purpose of the Full Scale Exercise • Practiced newly implemented capability for some environmental laboratories to receive and analyze samples for chemical warfare agents (CWAs) • Practiced integration of laboratory efforts with Incident Command System (ICS) structure to support emergency response • Reviewed the interface of Field/Regional Environmental Unit (EU) and Headquarters EU on data review and reporting, data interpretation, and public messaging • Tested the procedures of CDC’s LRN-C and LRN-B

24. Full Scale Exercise (FSE) Overview Chemical Scenario (Environmental and Clinical) • A light aircraft sprays an occupied sports stadium with a chemical warfare agent (CWA), and then crashes into a warehouse containing toxic industrial chemicals (TICs) • Analyses of environmental samples for CWAs, CWA degradation products, and TICs • Clinical component testing for CWA metabolites

25. FSE Overview, cont Biological Scenario • A nearby metro area’s drinking water distribution system is intentionally contaminated with a bacterial select agent • Analyses of water samples using the ultra-filtration device and select agent screening protocol • Sample collection using the EPA portable ultra-filtration device

26. Regions 1 and 2 Full Scale Exercise by the Numbers 1 WLA-Response Plan evaluated by testing collective laboratory capabilities 4 Federal Agencies: CDC, DHS, EPA, and FBI 12 States >100 Number of “injects” to the exercise made to keep the scenarios moving WLA ERLN LRN 17 State environmental and public health/LRN, and CST Laboratories 120 Multi-media samples spiked with CWAs, CWA degradation products, and TICs 3 EPA Regional laboratories 16 100-L water samples spiked with Select Agents (Biological) 1 Water utility 3 Concurrent scenarios: CWA Environmental, CWA Clinical, Select Agent (Biological) 1 CDC jet being scrambled to transport Chemical Emergency Response Team 26

27. Things That Worked • Existing relationships between participating laboratories facilitated a coordinated response • Regional EPA coordinators managed communications with labs in their regions • The utility that collected water samples for the bio scenario felt the EPA ultrafiltration device was easy to use • Laboratories that established a “war room” and dedicated phone line for communication suggested this as a best practice

28. Preliminary Lessons Learned INCIDENT COMMAND SYSTEM • Need general guidance regarding release of information (e.g., field screening data, preliminary maps & models) • Develop a cadre of individuals to support the Environmental Unit (EU) for major incidents • Use tools to facilitate communicationswith laboratories • Help Sheet for Requesting Analytical Support (Appendix C) • Regular conference calls with labs • Email groups to facilitate messaging

29. Preliminary Lessons Learned ERLN/WLA • Standard procedures for chain-of-custody for possible criminal investigation samples are needed • Many laboratories had some difficulty in generating the required Electronic Data Deliverable for the exercise • Additional clarification of the CDC ultrafiltration protocol and select agent screening procedure is needed

30. Next Steps • Complete After-Action Reports for each Scenario • Refine WLA Response Plan based on lessons learned • Evaluate HQ Environmental Unit and Water Desk procedures • Coordinate with Regions, ERLN/WLA and other laboratory networks (CDC’s LRN) for more FSEs • Review DHS ICLN NCG Standard Operating Procedure

31. How can you get involved? • Additional multi-regional full-scale exercises will be held over the next year • Opportunities to participate • EPA Regions • Laboratories • Mobile labs/civil support teams • State water programs • Utilities • FBI/Law Enforcement • Public Information Officers EPA Regions will be leading recruitment

32. Contact Information For more information on the WLA-RP or Full-Scale Exercises please contact: • Anand Mudambi • US EPA • Office of Ground Water and Drinking Water • Phone: 202-564-2817 • E-mail: mudambi.anand@epa.gov