3/22/16
SEPTA Specification for Flame Resistant (FR) Clothing
and Supply Management Program
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Flame Resistant (FR) Protective Clothing Supply and Management Program
Table of Contents
A. Summary Overview of FR Program
B. Applicable Codes and Reference Standards
C. FR Clothing Program, Reporting Requirements, Catalog and Website Purchasing
D. FR Clothing Delivery Process
A. Summary Overview of FR Program
SEPTA requires the services of a qualified Vendor to manufacture/provide various types and
sizes of FR clothing on demand to SEPTA employees primarily via a Vendor
provided/managed/hosted Website, and to manage the entire employee-based FR protective
clothing program in accordance with the requirements of this specification.
1.
The vendor must assign a qualified contact person (Account Manager) that will
manage the FR Clothing Supply Program and deal with SEPTA staff on behalf of the
vendor. This person must be available and empowered to handle problems, answer
questions about the account and have full knowledge of the program at all times. This
person must also be able to meet onsite as necessary.
2.
The Account Manager must be available and reachable at any time to respond to
emergency orders and requests.
3.
Vendor must have the ability to provide FR clothing services and have an active
repair facility to service/maintain the FR clothing. The vendor must have a suitable
stock of FR clothing on hand to fulfill employee orders within ten business days of
ordering. Direct drop shipments from manufacturers are not acceptable. FR clothing
must be inspected prior to shipment by the vendors.
4.
Vendors must document an adequate quality control - inspection process to ensure
that FR protective clothing garments are manufactured in accordance with all
required specifications. Vendor must have a documented process for ensuring
quality, accuracy and timeliness throughout the ordering, manufacturing and delivery
process.
5.
Invoicing – Vendor shall generate and submit an Invoice to SEPTA for each Individual
Order. Immediately after the end of each calendar month, Vendor shall provide a
Summary Invoice Report listing all individual invoices generated during the previous
month. The Summary Invoice Report shall show all transactions processed during
the previous month, including: New Orders Billed; Payments received; Credits
applied; outstanding balances; and any other adjustments made to the report.
B. Applicable Codes and Reference Standards
Vendor shall provide and manage an employee based Flame Resistant (FR) protective
clothing program that ensures compliance with the latest revision of OSHA Electrical
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Maintenance Standard 29 CFR 1910.269(l) (6) (iii), ASTM F1506 - 15, and NFPA 70E.
C. FR Clothing Program, Reporting Requirements, Catalog & Website Purchasing
FR Clothing Program
1.
The vendor will manage a SEPTA funded allowance system that provides each
SEPTA employee with an annual allowance from which he/she can purchase a
preferred combination of approved clothing items. Unused portions of the annual
allowance will roll over for the employee to use in the following year or with a new
vendor at the expiration of the contract.
2.
Vendor must record and retain details for all orders, including item, shipments,
employee account balances, direct employee payments, returns and repairs, for each
employee, for the duration of the Program.
3.
All records are organized by employee as part of his Employee Profile.
4.
Vendor must maintain back-up copies of all records.
5.
Vendor must provide Employee Profile Reports, Left-Over Allowance Reports and
Units and Volume Reports at least monthly, and on-demand by SEPTA at any time.
6.
Vendor to offer an Employee Profile report that details the garments purchased by
Employee during the year, as an audit function of our Managed Clothing Program.
This report shall also be available for any group within the clothing program.
7.
Provide the full range of reports via e-mail.
8.
Additional reports and report samples to be available as requested within two (2)
business days.
9.
Vendor must provide a personal purchase system integrated with the employee
allowance on the website that allows each SEPTA employee to buy beyond their
allowance and make out-of-pocket payments directly to the vendor.
10.
Vendor shall accept as payment, VISA, MasterCard, Discover Card, American
Express for employee direct purchases above the allowance account balance.
Vendor to follow established procedures to protect customer credit card information,
with third-party audit demonstrating compliance with Payment Card Industry Data
Security Standards (PCI-DSS). Copy of PCI Certificate of Compliance must be
provided to SEPTA.
11.
Delivery of FR Clothing shall be on an individual delivery basis, whereby each SEPTA
employee is treated as an individual customer with regard to purchase, individual
packing, returns and exchange and repair transactions.
12.
Vendor shall maintain database of employee sizes and shipping addresses and
account balances, and other related order information.
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13.
Vendor will include on-site fitting visits, as necessary to up to six (6) locations in the
five county area and on up to two shifts. Employees will be able to try on clothing
samples at these scheduled fittings. Clothing samples shall be of various sizes, colors
and quality.
Catalog
14.
Vendor shall prepare and provide a custom color catalog for each SEPTA employee,
which will be distributed by the employee’s supervision.
15.
Vendor must be able to produce the catalog and deliver it within three (3) business
days of approval by SEPTA.
16.
The catalog shall include only items approved by SEPTA.
17.
All relevant product information including description, price, size range, color, fabric
content and care instructions shall be included in the catalog.
18.
The amount of heat that each garment “blocks” shall be indicated by its Arc Rating,
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as measured in cal/cm , and be included in the catalog.
19.
The catalog must include a comprehensive FAQ about FR Clothing Protective
Characteristics, instructions for ordering online, fabric information and sizing
information, making it easy for employees to handle their protective clothing issues.
Website
20.
Vendor is to maintain a fully integrated custom website for employees to check
allowance balances, place orders, check stock, or check the status of an order.
21.
Website should be available 24/7 for access to all critical information.
22.
Vendor must be able to add and delete products to the website catalog with SEPTA’s
approval in two (2) business days.
23.
Only items that SEPTA employees are authorized to purchase will be displayed on
the custom website.
24.
SEPTA administrators and managers shall have the option to place orders for
workers and view employee orders and account information with the exception of
confidential employee information such as Credit Card information.
Order Form
25.
A customized order form shall accompany each catalog that explains the allowance
program and provides pricing information.
26.
Order forms shall be designed for maximum simplicity.
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27.
Vendor’s phone number shall be displayed on the catalog and order forms so SEPTA
employees to deal directly with the vendor.
Allowance System
28.
Vendor shall establish and maintain an allowance management system database
containing a complete profile of each SEPTA employee.
29.
The profile shall contain the employee’s name, ID#, work location, job classification,
sizing statistics, allowance balance, and a history of allowance purchases.
30.
SEPTA and vendor shall review and audit the employee participant list as needed.
31.
Vendor shall provide SEPTA with a monthly report on the orders that have been filled.
32.
Each employee’s yearly allowance will be determined by SEPTA.
33.
Vendor will update employee balances each time a transaction is made and will do
mass updates at allowance renewal within three (3) business days of request by
SEPTA.
34.
As directed by the SEPTA Program Manager, the vendor adjust balances, add and
delete participants, and make any other requested adjustments within three (3)
business days of the requested adjustment(s).
THE ABOVE DESCRIBED ESTIMATES OF FR PROTECTIVE CLOTHING
ENTITLEMENT PROVISIONS ARE INTENDED TO PROVIDE A GENERAL
OVERVIEW OF THE PROGRAM. THE QUANTITIES AND FREQUENCIES
DESCRIBED HEREIN DO NOT REPRESENT ANY GUARANTEED MINIMUM
COMMITMENT BY SEPTA AND THE NUMBERS OF EMPLOYEES AND THE
ASSOCIATED GARMENTS ARE SUBJECT TO CHANGE.
D. FR Clothing Delivery Process
Individualized Delivery System
1.
Vendor shall provide an individualized delivery system as part of a comprehensive
service program with a designated contact person (s) to provide support and
guidance throughout the ordering and delivery process.
2.
Vendor shall provide appropriate on-site fitting as necessary, fit kits, and product
presentation and sizing charts by vendor’s support personnel to assist in the ordering
process.
3.
Vendor shall process and package each order individually and deliver to the
appropriate address supplied by the ordering employee.
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4.
With each delivery, the vendor is to provide a packing list that includes the employee
name, ID#, opening allowance, value of the order, ending allowance and items
ordered, shipped and back ordered.
5.
Vendor will provide United parcel Service (UPS) or similar shipment tracking service.
6.
Back-Ordered items should show an expected ship date.
7.
The packing list shall also include a comprehensive return form.
8.
Each garment in every order is to have the proper care instructions enclosed with it.
9.
Multiple employee orders in one shipment are not permitted.
10.
Vendor must have the capability to fill rush orders on a same day or overnight
program.
11.
Vendor shall offer a comprehensive repair service and guarantee the clothing for the
expected life of the garment not to exceed the term of the contract.
Returns and Exchanges
12.
Vendor shall offer “no hassle” returns: An employee shall be able return an unworn
item within 60 days to the vendor for virtually any reason without placing a call or
receiving a Return Authorization number (RA#).
13.
Vendor shall utilize a UPS type automated return shipment service (or similar) to offer
expedited shipping at no charge to SEPTA or the employee. No additional charges
for shipping will be allowed. Each shipment will include a preprinted shipping paid (by
Vendor) return label.
14.
Vendor will provide UPS or similar shipment return tracking service.
15.
Vendor will update employee on order processing and shipment, by employee
provided email.
16.
Vendor shall process returns within five (5) business days.
Garments
17.
All garments shall be Flame Resistant (FR) protective clothing that meets the
requirements of ASTM F1506 – 15 and OSHA 29 CFR 1910.269(l)(6)(iii), and NFPA
70E.
18.
All FR garments shall be guaranteed to be flame resistant for the useful life of the
garment.
19.
The amount of heat that each garment “blocks” shall be indicated by its Arc Rating,
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as measured in cal/cm , on a tag attached to each garment.
20.
Vendor must stock clothing in sizes small through five (5) extra-large, including knits,
woven garments, shirts, pants and jackets.
21.
Vendor must stock a full selection of FR clothing in women’s styles including knits,
woven garments, shirts, pants and jackets.
22.
Vendor must quote estimated lead times and product availability for items when
ordering on the website.
23.
On demand by SEPTA, Vendor must disclose their data on FR clothing inventory on
hand, stocking levels and average order fulfillment lead-time.
24.
Vendor must have a quick ship one-business day program for core items including
coveralls, shirts and pants for men and women. Quick ship items must be designated
on the website to allow employees to select them and be outfitted for work in two
business days.
25.
All garments must have a minimum arc rating of 8 cal/cm .
26.
Garments shall be labeled with the following information:

Tracking identification code.

Meets requirements of Specification F1506 - 15

Manufacturer’s name

Size and other associated standard labeling

Care instructions and fiber content

Arc rating (ATPV) or Arc rating (EBT)
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