Directive 19B

Philadelphia Fire Department Directive #19B Summary

• Directive #19B, issued in April 2016, outlines the procedures for repair and replacement of "City to Pay" clothing items for the Philadelphia Fire Department. "City to Pay" items include bunker clothing, boots, helmets, gloves, and protective hoods.

Member Responsibilities

• Members must initiate requests for repair or replacement of "City to Pay" clothing items. For unserviceable work gloves, protective hoods, face shields, or suspenders the Battalion Chief will replace them, not the member directly.
• To replace lost "City to Pay" items, members must submit a Material Issue Slip with a detailed memo from their company officer, outlining the loss, search efforts, and corrective actions. The memo goes through channels to the Deputy Commissioner of Operations, with a copy to the Health and Safety Officer. Members may be billed for replacement.
• Members are to comply with the directive's outlined procedures when notified that they are responsible for payment of City-issued clothing items.

Company Officer Responsibilities

• Company officers initiate repair or replacement requests if they believe there's a safety factor or the item is damaged/deteriorated.
• Company officers must show the item(s) to the Battalion Chief for approval or disapproval, regardless of who initiated the request.
• Company officers use chalk, when practical, to mark damaged areas on the article of clothing.
• Before the Battalion Chief's inspection, the officer prepares a separate Material Issue Slip for each item, including the member's information - rank, name, payroll number, size, and replacement reason.
• A duplicate memorandum with pertinent facts is needed for damage-related replacements only, not for normal wear replacements.
• Members can bring a Material Issue Slip with a memo and worn/damaged clothing item from a "City to Pay" item to the Safety Office for replacements.
• Company officers should ensure "City to Pay" items needing repair are secured, tagged with an "Equipment Repair Request," and sent to the Safety Office. A Material Issue Slip is needed if repair is impossible.
• Company officers must confirm all "City to Pay" items are properly marked, except for borrowed items.
• They must ensure member payments are made payable to "City of Philadelphia, Revenue Department" via check or money order to and forwarded to the Fiscal Office, noting payment in the office log.
• Company officers must notify the Fire Commissioner if a member doesn't fulfill obligations related to Fiscal Office procedures.
• Company officers must ensure PPE condemned by a Chief Officer or the Safety Office is not worn.
• When notified of a lost "City to Pay" item, the Company Officer interviews the member, investigates, initiates corrective actions, and sends a memorandum to the Deputy Commissioner of Operations with a copy to the Health and Safety Officer.

Battalion Chief Responsibilities

• Perform a preliminary inspection of the article(s) and approve or disapprove the repair/replacement request.
• If replacement is needed after inspection, the Battalion Chief signs the Material Issue Slip (and memo if applicable) and returns them to the member.
• Void the Material Issue Slip if the replacement is disapproved.
• Replace unusable gloves, hoods, suspenders, and face shields "as needed."
• Each Battalion will maintain a maximum reserve supply of 30 pairs of gloves, 15 hoods, 6 sets of suspenders, and 10 face shields.
• When the reserve stock decreases to 15 pairs of gloves, 10 hoods, 3 sets of suspenders, or 5 face shields, the Battalion Chief will formally order the items from the Safety Office with a Material Issue Slip. This must include the Rank, Name, Company/Plt. and Payroll number of all members who were distributed PPE since the last MIS submittal. If the assignments are not properly accounted for, the incident must be reported to the Deputy Commissioner of Operations explaining the situation.

Fiscal Office Responsibilities

• After notification that a member must pay for items covered in the directive, the Fiscal Office sends a notice of determination to the member, their Company Officer, and the Division Chief.
• The notice of determination dictates payment terms: costs of $20.00 or less are due within 7 days of the member's next pay date, and costs over $20.00 are paid in $20.00 increments every 7 days after scheduled pay dates. Balances less than $20.00 are paid in full 7 days after the pay issue date.
• Payments must be made via check or money order to "City of Philadelphia, Department of Revenue."

General Information on Decals

• Fire helmets are departmental property and shouldn't be marked or defaced. Members take their helmets with them upon transfer. Only approved decals may be worn.
• "City to Pay" items are replaced on an item-for-item basis and secured properly during handling.
• Helmet decals for all ranks come from the Warehouse and are requested with a Fire Commissioner memo explaining why. Clean and dry the helmet with mild detergent before applying decals.
• Apply rank designation first, positioning the rank crescent with the top of the arc ~2" from the helmet's top reinforcing rib. Press from the center outward to remove air.
• To apply the Philadelphia strip, center the bottom of the arc ~1.5" from the shield bracket, using the "EL" in Philadelphia as a center reference. Press from the center outward to remove air. Place company numeral(s) last, centered within the two crescents.

Approved Decals for Helmets

• EMTs below Lieutenant wear the Emergency Medical Technician banner on the helmet's side.
• Paramedics wear both the paramedic banner on the side and the Star of Life on the front.
• Paramedics use blue helmets with white numerals indicating medic unit numbers on the side.
• Fire/EMS Officers center the appropriate horn(s) emblem on the helmet's front.
• Center company numbers appear on the helmet's side, with red indicating Ladder Company, black for Engine Company, and white for emergency medical services.
• Firefighters use a centered PFD emblem on the front.
• The company number will appear on the side of the helmet with red indicating Ladder Company and black numerals for the Engine Company.
• Fire Service EMTs (FSEs) wear the Emergency Medical Technician banner on the side and the Star of Life on the front of the helmet.
• FSEs wear blue helmets showing medic unit numbers with white numerals on the helmet's side.

Inspection of Protective Clothing

• Battalion Chiefs inspect member's PPE annually per a set schedule; inspections also occur at the company level led by the Battalion Chief.
• Company members present all PPE for this annual inspection: helmet, boots, gloves, bunker coat and pants, suspenders, protective hoods, and a fit-tested SCBA mask.
• The schedule for inspection months in order is:
  • January: Bn-01
  • February: Bn-02
  • March: Bn-03
  • April: Bn-04
  • June: Bn-07
  • July: Bn-08
  • August: Bn-09
  • September: Bn-10
  • October: Bn-11
  • November: Bn-12
  • December: Bn-13

Required Forms

• Memorandum #82-s-1 and 82-5-1A
• Equipment Repair Request #76-101
• Material Issue Slip #71-s-91
• Notice of Determination Mimeo

ADDENDUM #1: REPLACEMENT OF ALL WEATHER COATS/OVERCOATS

• Procedures are detailed for replacing City-issued all-weather coats/overcoats. All weather coats/overcoats are defined as the full-length outer coat issued to a member at initial hiring.

Member Responsibilities

• To bring any unacceptable condition of the City-issued all weather coat/overcoat to the Company Officer's attention. To follow Fiscal Office directions for replacing an all weather coat/overcoat.

Company Officer Responsibilities

• Ensuring a member is following procedures and obtaining a new all-weather coat.

Battalion Chief responsibilities

• At the annual clothing inspection, or other times, determining if an all weather coat/overcoat is in unacceptable condition.

Fiscal Office Responsibilities

• Directing members on obtaining a new all-weather coat and processing reimbursement requests promptly, for those who follow all directed procedures.

General Information

• The Battalion Chief inspects all weather coats/overcoats to determine if they are:
  • Unacceptable due to normal wear and tear
  • Unacceptable due to damage beyond the member's control
• Members replace coats in all circumstances outside of the ones detailed above.
• Have the member's coat size available after the Battalion Chief determines the all-weather coat/overcoat is unacceptable, and on replacing the coat.
• After Fiscal Office guidance on coat allowance/purchasing, members measure, order & purchase a new all-weather coat
• After paying/receiving the new coat, the member makes arrangements to bring or forward the original receipt to the Fiscal Office along with the damaged coat. The Fiscal Office then processes reimbursement.

ADDENDUM #2: REPAIR AND/OR THE REPLACEMENT OF BUNKER CLOTHING

• Sets forth City-issued bunker clothing repair/replacement procedures. Bunker clothing is defined as bunker coats and pants.
• The responsibility areas defined in Directive 19B, CITY TO PAY CLOTHING ITEMS, Section 3, apply.
• The Safety Office is responsible for:
  • Coordinating City-Issued bunker clothing, repairs and/or replacement
  • Measuring, ordering, distributing and recordkeeping.
• Members needing bunker clothing repair/replacement will be measured by Safety Office personnel. Bunker clothing with minor damage will be repaired.
• All bunker clothing must be inspected by Safety Office personnel for repair or replacement needs.

Safety Office Contact

• Members may bring damaged bunker clothing to the Safety Office on Monday through Friday from 0800-1630 hours. Members should call 685-8974 beforehand to ensure trained personnel are available.

Required Forms

• Members must bring a completed “Emergency Repair Request” (76-101) for each article of bunker clothing needing repairs and/or advanced or specialized cleaning.
• Member names and payroll numbers need to be on the form.
• The Safety Office forwards the canary copy “Receipt - Originating Co.” to the company officer for filing as "Repairs Pending" after receiving the bunker clothing.
• Upon receiving the repaired item, the company officer completes the ERR, entering return date and signing. The tag number is removed from the "Repairs Pending" file and destroyed. The goldenrod copy "Return Receipt - Originating Co." is filed as "Repairs Completed."
• If bunker clothing cannot be repaired, the Safety Office instructs the company officer to send an "Emergency-Cataloged" Material Issue Slip (71-S-91) to the Safety Office and properly dispose of the original ERR. The Safety Office will provide company officers with the necessary information to complete the M.I.S.
• Reserve garments may be provided for routine bunker gear repair/replacement if a member's second set is unavailable, only for emergency short-term loans, on an as needed basis by the Safety Office.
• Turn-around times are projected:
  • Advanced/Specialized Cleaning: 2 weeks
  • Repairs: 3 weeks
  • New Gear: 6 weeks
• Directive #17 regarding returned departmental property still applies to bunker clothing returns.

ADDENDUM #3: CARE AND MAINTENANCE OF PROTECTIVE CLOTHING

• Guidelines are laid out for routine upkeep and cleaning of firefighter protective clothing.
• Protective clothing: bunker coats, bunker pants, suspenders, firefighting gloves, boots, helmets, and protective hoods.

Responsibility

• Soiled/improperly maintained gear reduces thermal protection, increases heat transfer, degrades the garment, is easily ignited or burned, and leads to reduced durability.
• Each member ensures their protective ensemble is maintained, inspected, routinely cleaned, and ready for service.

Safe Cleaning - Bunker Coat/Pants

• Protective clothing is comprised from a variety of materials: PBI (polybenzimadazole), Kevlar, Nomex III, Scotchlite, Reflexite, Crosstech, Tetratex, polycarbonate, vulcanized rubber, and leather. A highly effective cleaning agent for one material may be highly damaging to another.
• DO:
  • Hand wash using warm water and mild detergent (liquids work best)
  • Pre-treat stubborn stains and scrub gently using a soft bristle brush only if necessar
  • Rinse thoroughly, inspect for damage and hang to dry; contact Safety Office with questions
• DO NOT:
  • Place non-manufacturer patches or other items to gear
  • Take soiled elements into the home or wash at home
  • Wear dirty clothing, use chlorine bleach/detergents with chlorine additives
  • Store garments in direct sunlight, machine wash (at home or in a public facility)
  • Machine dry, iron or dry clean, and EVER use soaps (detergent is NOT soap), softeners or anti-statics.

Cleaning - Gloves

• Wash with mild detergent, rinse, air dry, and use a soft brush to restore flexibility. Replace gloves through Battalion Chiefs.

Cleaning - Boots

• Wash with mild detergent, rinse, and air dry. Get rubber boots fitted/distributed through the Safety Office

Cleaning - Helmets

• Wash with mild detergent and rinse in clear, warm water. Get helmets through the Safety Office. Helmet parts are obtained from the Battalion Chiefs and Safety Office.

Cleaning - Protective Hoods

• Wash with mild detergent, rinse, and air dry. DO NOT use chlorine bleach. Protective hoods are obtained from the Battalion Chiefs.
• If in doubt about safe/acceptable cleaning methods, contact the Safety Office.

General Information

• Individual components are only designed to give optimum protection when the whole system is worn, from the bunker coat and pants with suspenders, through to and including the gloves, boots, hood and helmet (with ear coverings). Proper wearing of the components, proper fit and proper maintenance are critical for overall performance.
• NEVER separate the interior thermal/moisture barrier.

ADDENDUM #4: PERSONAL ESCAPE SYSTEM – SAFETY INSPECTION AND MAINTENANCE

• Protocols are defined for maintaining and inspecting the personal escape system, which includes a self-braking descender (rappel device), life safety grade rope, anchoring device, and Class II harness.

Member Responsibilities

• Members are responsible for all maintenance and care of the escape system, and bringing unsafe conditions to their Company Officer's attention.

Company Officer Responsibilities

• Company officers need to ensure everyone under their command is sticking to all procedures related to maintenance and inspection. They must also contact the correct fire department unit(s) to resolve safety issues related to the personal escape system.

Battalion Chief Responsibilities

• Battalions need to offer appropriate support and oversight to all Company Officers regarding their maintenance protocols for the personal escape system equipment. Also, Battalion Officers ensure that all Company Officers and the members they command are adhering to the relevant inspection procedure.

Visual Inspections

• A check is needed before each use with buckes, d-rings, snap hooks and thimbles which should also be cheked for: Mildew, wear, and damage to all working parts and the webbing of the personal escape system. Distorted buckles, d-rings, snap hooks, sharp edges, burrs, cracks, worn parts and corrosion, frayed or broken fibre, pulled stitches, tears and abrasions, mold, burns and discoloration . Any defective components musr be removed immediately.
• Additionaly the connection on the harness, the rope (to check for signs of damage) and all stitching.
• Inspect the hook for rust, nicks etc. The derescender and carabineer for nicks and damage, and cam operation.
• Inspections occur at the beginning of every shift, after every structure fire or hazardous materials incident, and after every single use.

Care of the System

• Mud, Soot, Ash etc. should be washed off. Always dry out wet components before repackaging! Avoid drying in direct sunlight. Place units out of service if the rope becomes glazed or the descender damaged; if the unit has been shock-loaded; or the hardware is damaged, including termination damage, hook or connector damage, and if the components are contaminated.
• Contact the Safety Officer (via email/memo) for help with maintenance/inspection issues.
• Contact the Safety Officer for any bunker gear modification issues.
• If there are safety concerns among multiple officers in consultation with each other, remove the system from use immediately and contact immediately the Safety Office for inspection, repair or replacement.