ATT8_DLA_Energy_Guidance_for_Fue_Spill_g.pdf

DEFENSE LOGISTICS AGENCY

ENERGY

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6222

SUBJECT: DLA Energy P-40 12 August 2015

FUEL SPILL/LEAK/RELEASE REPORTING

References: See Enclosure 1

1. PURPOSE. This procedural guidance document provides instructions and responsibilities relative to reporting and documentation requirements for any discharged, leaked, or spilled Defense Working Capital Funds (DWCF) product. The term spill describes a leak/spill in the quantity DLA Energy defines as reportable.

2. APPLICABILITY. The procedures contained within this document are applicable to all DLA Energy capitalized fuel located at Government Owned/Government Operated (GOGO), Government Owned/Contractor Operated (GOCO), and Contractor Owned/Contractor Operated (COCO) Defense Fuel Support Points (DFSPs). DLA Energy Regions shall report Transportation Operating Agreement (TOA) notifications of government owned fuel spill in a Situation Report (SITREP) that describes the spill incident.

3. SUPERSESSION. This document supersedes DESC-I-13 dated January 28, 2008.

4. PROCEDURES. See Enclosures 2.

JASON BRIDGES

CDR, SC, USN

Chief of Staff

DLA Energy OPR: DS-FE DLA Energy OCR: DLA Energy-SA, Finance, FE, and Regions

Enclosures

1. References

2. Reporting, Monitoring, and Investigation

DLA Energy P-40

Fuel Spill/Leak/Release Reporting 12 August 2015

TABLE OF CONTENTS

ENCLOSURE 1: REFERENCES 3

ENCLOSURE 2: REPORTING, MONITORING, AND INVESTIGATION

1. REPORTABLE FUEL LEAK/SPILL 4

2. REPORTING 4

3. DISCOVERY OF A FUEL SPILL 5

4. THE ENVIRONMENTAL GUIDE FOR FUEL TERMINALS 5

5. INITIAL FUEL SPILL REPORTING REQUIREMENT 5

6. FUEL SPILL REPORT REVIEW AND EVALUATION 7

7. FINANCIAL LIABILITY INVESTIGATION 7

8. DLA ENERGY REIMBURSEMENT OF SPILL RELATED COSTS 8

9. NON-REIMBURSED SPILL RELATED COSTS 8

10. DOCUMENT RETENTION 10

ENCLOSURE 1

REFERENCES

(a) DOD 4140.25-M, Volume II, Bulk Petroleum Management, Chapter 10, Accountability

(b) Environmental Guide for Fuel Facilities, February 2014

(c) DOD 7000.14-R, Volume 12, Chapter 7, Financial Liability for Government Property Lost, Damaged, Destroyed, or Stolen

(d) DLA Energy P-1, Recording and Processing Inventory Transactions, 27 February, 2014

(e) DLA Energy-P-3, Document Data Control and Retention, 14 May, 2013

(f) DLA Energy-P-14, Causative Research and Financial Liability Investigation of Property Loss, 21 March 2011 http://www.desc.dla.mil/DCM/DCMPage.asp?pageid=701 http://www.desc.dla.mil/DCM/DCMPage.asp?pageid=18 http://www.defenselink.mil/comptroller/fmr/12/ http://www.defenselink.mil/comptroller/fmr/12/

ENCLOSURE 2

REPORTING, MONITORING, AND INVESTIGATION

1. REPORTABLE FUEL LEAK/SPILL

a. DLA Energy defines a reportable fuel leak/spill as any leaking, spilling, pumping, pouring, emitting, emptying, discharging, injecting, escaping, leaching, dumping, or disposing into the environment of 25 gallons or more on land, inside or outside of containment including interstitial space of a tank or piping, or any waterway discharge that creates a sheen upon the water. Integral to the DLA Energy environmental protection mission, every capitalized Defense Fuel Support Point (DFSP) shall notify DLA Energy of reportable spill of Defense Working Capital Fund (DWCF)Class III Bulk Petroleum products (i.e., capitalized fuel). Transportation Operating Agreement (TOA) notification of government owned fuel spills shall be reported by DLA Energy Regions in a Situation Report (SITREP).

b. Fuel spill reporting for quantities less than 25 gallons on land shall comply with applicable local regulations and contingency response plans. This reporting requirement shall not circumvent procedures in local spill contingency response plans or Service level instructions.

DFSPs shall continue to complete and forward fuel spill reports through the chain of command as outlined in those plans. If a DFSP or TOA terminal is required to report for quantities less than 25 gallons forward copy of the spill report to DLA Energy using applicable Service instructions.

2. REPORTING Reporting of fuel releases 25 gallons or more is important to DLA Energy program managers for many reasons, including:

a. Record and document appropriate determinable loss and recovery of DWCF product.

Indicate volume recovered and if returned to stock and also indicate volume disposed.

b. Allocate resources necessary to achieve timely and cost effective repairs and cleanups.

c. Facilitate the continuous improvement process associated with DLA Energy spill prevention and response program efforts.

d. Allow for the reporting and documentation of near miss activity, such as spills that are contained and return to inventory but if they weren’t contained may have resulted in an impact to the environment.

e. Assist with quick return to service of affected fuel storage and distribution facilities.

f. Develop spill trend analyses related to equipment and facilities.

g. Benchmark spill related information including periodic trend analysis results and lessons learned with Service Control Points.

h. Assist DLA Energy in environmental budget development.

3. DISCOVERY OF A FUEL SPILL DFSP Responsible Officers (ROs), Terminal Managers (TMs), and/or DFSP personnel upon discovery of a fuel spill, if it is safe to do so, shall (NOTE:

The following are suggested response procedures. Personnel should follow site specific Facility Response Plans (FRP) and/or Spill Prevention, Control and Countermeasure (SPCC) response plans.):

a. Alert personnel within the immediate area and evacuate as necessary.

b. Stop the fuel flow.

c. Eliminate ignition sources.

d. Isolate the fuel spill area and estimate the amount of fuel released for emergency response reporting.

e. Activate emergency response resources.

f. Contain the fuel spill and direct emergency responders to location of fuel spill.

g. Notify appropriate regulatory agencies and/or installation management.

h. Initiate product collection, cleanup, disposal, and recovery operations.

i. Submit required reports.

j. Notify DFSP senior management and respective Service Control Point and request assistance.

4. THE ENVIRONMENTAL GUIDE FOR FUEL FACILITIES, FEBRUARY 2014 Provides related information regarding governing acts, laws, regulations, guidelines, and so forth. The RO or TM shall comply with applicable local spill reporting procedures and provide local spill containment and reporting procedures training to assigned DFSP personnel.

5. INITIAL FUEL SPILL REPORTING REQUIREMENTS DFSPs shall report fuel spills involving DWCF product to DS-FEE (Environmental Management Division), the respective Service Control Point, and DLA Energy Regional Office as quickly as possible, but not later than 24 hours from discovery. Military Services will follow their specific spill reporting procedures to satisfy intent of this paragraph and reporting timelines. DLA Energy Regional Offices shall ensure reporting of the incident flows appropriately up the chain to DS-FEE. Regional Offices shall contact the affected DFSP directly to offer assistance and/or determine what further assistance is required. In order to accomplish this, DFSPs shall report spill information through three entities:

1. The appropriate Military Service chain of command, as applicable

2. DLA Energy Operations Center

3. The Applicable DLA Energy Region (Note: The DESC name changed to DLA Energy but the following remain as the official email addresses), DLA Energy desc.spillreports@dla.mil

DLA Energy Americas DESC-AM.spillreports@dla.mil DLA Energy Pacific DESC-PAC.spillreports@dla.mil DLA Energy Europe & Africa DESC-EU.spillreports@dla.mil DLA Energy Middle East DESC-ME.spillreports@dla.mil

* For users of the DLA Global Address List (GAL) the above email addresses are imbedded in the following GAL names:

DLA Energy DLA Energy Spill Reports DLA Energy Americas DLA Energy-AM Spill Reports DLA Energy Pacific Energy Pacific-Spill Reports DLA Energy Europe & Africa DLA Energy Europe DLA Energy Middle East DLA Energy ME Spill Reports

DS-FEE environmental protection specialists, DLA Energy Operations Center, and the DLA Energy Inventory Management Division shall review the reports received at desc.spillreports@dla.mil to provide technical assistance as required.

a. DFSPs shall attach copies of fuel spill reports to auditable documents as supporting documentation to the DD Form 1348-8, DOD MILPET: DFSP Inventory Accounting Document and End-of-Month Report in accordance with DLA Energy P-1, Recording and Processing Inventory Transactions.

b. DLA Energy accepts locally developed spill and near miss report forms as attachments to the e-mail message provided the information required to complete the SITREP located in the Appendix is included.

c. Follow-on Reports: DFSPs shall provide SITREPs as follow-on updates to the spill incident. The Appendix provides the SITREP format for DFSPs to submit through the applicable Service Control Point and respective DLA Energy Regional Office to desc.spillreports@dla.mil. Military Services will follow their specific spill reporting procedures to satisfy the intent of this paragraph and specific reporting timelines. SITREPs provide status updates to military service chains of command and DLA Energy after the initial spill report and mailto:desc.spillreports@dla.mil mailto:DESC-AM.spillreports@dla.mil mailto:DESC-PAC.spillreports@dla.mil mailto:DESC-EU.spillreports@dla.mil mailto:DESC-ME.spillreports@dla.mil mailto:DESC-EU.spillreports@dla.mil mailto:desc.spillreports@dla.mil as conditions/events change or occur. DFSPs shall submit a SITREP to DLA Energy as quickly as possible, but not later than 24 hours after the initial SITREP submission. The installation commander for the DFSP shall determine when the incident is over and shall ensure SITREPs are submitted until the conclusion of the spill event or as directed by DS-FEE to terminate.

SITREPS shall include any local press releases concerning the fuel spill.

d. DS-FEE, DS-FEI (Engineering Plans and Services Division), DLA Energy Regions, DLA Energy Program Budget Division, and DLA Energy Inventory Accountability and Inventory Management Divisions shall use the information provided from initial and follow-on spill reports for a technical review and/or investigation of the spill response to identify lessons learned, determine cause and circumstances, and develop recommended action. The recommended action will be worked through/in conjunction with the Service Control Points.

6. FUEL SPILL REPORT REVIEW AND EVALUATION

a. The DLA Energy Inventory Accountability Division shall review and evaluate adequacy of fuel spill reports to determine if an additional financial liability investigation for property loss (FLIPL) or DD Form 200 is required (refer to DLA Energy P-14, Causative Research and Financial Liability Investigation of Property Loss).

(1) Recommend appointment of an investigating officer or financial liability board when appropriate to review the root cause of the spill, evaluate corrective actions and to recover costs when negligence, abuse, willful misconduct, or deliberate unauthorized property use/disposition is apparent or evident.

(2) Review SITREPs for evidence of compliance to prescribed regulations and if adequate spill response procedures exist and were followed.

(3) Review SITREPs to identify personnel involved in the spill incident and level of responsibility assigned to them by management.

b. Identify lessons learned and recommend actions to minimize recurrence of petroleum inventory losses due to spills. Coordinate with the Service Control Points to ensure they are aware of the information being passed to DLA Energy.

7. FINANCIAL LIABILITY INVESTIGATION As applicable, the host military installation commander shall, when appropriate and in accordance with applicable military service regulations, initiate a financial liability investigation regarding the causes of the leak or spill in a timely manner. The host installation commander shall provide a copy of the approved financial liability investigation to DLA Energy for inventory adjustment and funding determinations.

8. DLA ENERGY REIMBURSEMENT OF SPILL RELATED COSTS. To minimize total government spill cleanup costs and expedite cleanup effort, the host military installation shall fund initial spill response costs and DLA Energy shall reimburse the host military installation.

DLA Energy shall reimburse the host military installation for spill response and/or cleanup costs that involve spilled DWCF/DLA Energy managed petroleum when required documentation is provided. DLA Energy will not reimburse the host military installation for military and civilian personnel salaries except for those overtime hours of federal civilian employees directly involved in the spill response and/or cleanup. DLA Energy will review costs submitted for funding and will fund eligible leak/spill related costs per DoD guidance.

a. Military installations have a choice of how to submit supporting documentation to recoup fuel spill response/cleanup costs. One method is through preparation and submittal of a DD Form 1391, FY__ Military Construction Project Data. The documentation will also identify all related spill incident reports associated with the spill and is sent directly to DS-FEE to ensure a complete administrative record is established for audit purposes.

b. Appropriate government personnel for the Government-owned DFSP (i.e, Civil Engineer, Department of Public Works (DPW), Environmental Remediation Personnel, etc.) shall provide a copy of proposed cleanup actions and projected funding levels required for cleanup completion including an itemized cost breakdown. Funding requests shall include a projected schedule of out-year funding costs and cost breakdown for spill incident response and cleanup efforts.

9. NON-REIMBURSED SPILL RELATED COSTS. Upon delivery of DWCF petroleum product into an end-use customer vehicle, equipment item, facility, vessel/ship, or aircraft, subsequent petroleum spill incidents are not eligible for DLA Energy fuel spill cleanup funding.

The respective military service is responsible to fund these types of spills.

10. DOCUMENT RETENTION. DFSPs shall retain all supporting causative research and spill report documents in the DFSP document control file and Accountable Official files in accordance with DLA Energy P-3, Document/Data Control and Retention. This includes but is not limited to the following DLA Energy P-e File Code Designations: 214.17A and 534.42.

APPENDIX

DLA INSTALLATION SUPPORT FOR ENERGY (DS-FE)

SPILL NOTIFICATION FORM (SITREP)

** Complete each form section as completely as possible. Situation Report (SITREP) Follow- On Reports are required after the Spill Notification.

FORM INSTRUCTIONS: Use this form to report spills/releases to DLA Installation Support for Energy (DS-FE), the respective Service Control point, and DLA Energy Region/Office within 24 hours of discovery. Defense Fuel Support Points (DFSPs) shall report spill information through the appropriate chain of command and respective DLA Energy Region/Office to (Note-The DESC name changed to DLA Energy but the following remain as the official email addresses):

DLA Energy desc.spillreports@dla.mil DLA Energy Americas DESC-AM.spillreports@dla.mil DLA Energy Pacific DESC-PAC.spillreports@dla.mil DLA Energy Europe & Africa DESC-EU.spillreports@dla.mil DLA Energy Middle East DESC-ME.spillreports@dla.mil

For users of the DLA Global Address List (GAL) the above email addresses are imbedded in the following GAL names:

DLA Energy DLA Energy Spill Reports DLA Energy Americas DLA Energy-AM Spill Reports DLA Energy Pacific Energy Pacific-Spill Reports DLA Energy Europe & Africa DLA Energy Europe DLA Energy Middle East DLA Energy ME Spill Reports

** Complete each form section as completely as possible. SITREP Follow-On Reports are required after the Spill Notification

Section 1 - Involved Parties Date of Form Completion (mm/dd/yyyy)__8/1/2012_____

Date Spill/Release Discovered (mm/dd/yyyy) __8/1/2012_____ Date Reported to Regulatory Agency(s) (mm/dd/yyyy) ____8/1/2012_________

Your Name:___________________

SITREP (Report) Number (report # 3 would be Number 003):___________

Your Title:______________________ Agency/Affiliation:_______________

Estimate Time of Spill:______________

Section 2 - Spill Notification Emergency Incident:

☐ Yes ☐ No

☐ Personal Injury Name of Injured:__________________

Impacts: Choose one or more items.

☐ Public drinking water supply impacted ☐ Drinking Water Wells Emergency water supply required:__________________________

Method of Discovery: Choose an item.

mailto:DESC-AM.spillreports@dla.mil mailto:DESC-PAC.spillreports@dla.mil mailto:DESC-EU.spillreports@dla.mil mailto:DESC-ME.spillreports@dla.mil mailto:DESC-EU.spillreports@dla.mil

Location where moved:____________ ☐ Fire ☐ Operations curtailed ☐ Road Blocks required Locations:_____________________ Date and Time emergency ended:________________________ Date and Time operations resumed:______________________

Describe emergency abatement action:____________________________

☐ Damage to property and the environment beyond Facility Boundary

Other sensitive receptor:__________________________

Volume Spilled/Released:

(in gallons)

Suspected Amount Released _______ gal

Confirmed Amount Released ________ gal

Failed Fuel System/Component: Choose an item.

Failed Equipment/Part: Choose an item.

Failed Material: Choose an item.

Spilled Product: Choose an item.

Other:

**Notification items listed in the above highlighted drop down menus may not be readily available/functional for use for spill report electronic submission. In this situation annotate by checking the box for each item applicable to the spill incident in each category listed in the following table.

METHOD OF DISCOVERY IMPACTS FAILED FUEL

SYSTEM/COMPONENT

Choose an item

Electronic monitoring equipment Interstitial monitoring sensor Vapor Detector (automatic or manual) 1-mo. SIR failure or

“inconclusive” 2-mo. Inventory control discrepancy Tank Tightness test Line tightness test Tracer test Sump Sensor Automatic tank gauging Visual identification Other:_______________________

Choose an item(s)

Soil Groundwater Surface water navigable Surface water non- navigable Potable water wells Vapor Intrusion

Choose an item

UST pressurized system AST pressurized system Hydrant pressurized system Pressurized pipeline Barge transfer operation Truck transfer operation Ship transfer operation Suction piping Gravity piping Drum

FAILED EQUIPMENT/PART:

FAILED MATERIAL SPILLED PRODUCT

Choose an item

Delivery Shut-off Valve Pipeline rupture Pipeline valve station Dispensing Shear Impact Valve Piping swing joint Piping Flexible connector Piping shut-off valve Flow restrictor valve Hydrant valve Hydrant Gasket Fiberglass pit Maintenance valve Tank shut-off valve Tank Spill Bucket Tank corrosion Tank rupture Tank puncture Line rupture Line puncture Sump tight-fill fitting Refuel Pit corrosion Pipe Flange Hydrant Hose Pantograph fill fitting Transfer hose fitting Shut off switch Line Connection Gasket

Choose an item

Steel Aluminum Fiberglass Reinforced Plastic

(FRP)

Steel with FRP coating Concrete Concrete with coating Polyethylene

Choose an item

JP8

F-24

JA1

JP5

Midgrade-Unleaded-MUM Engine 40 Jet Engine Aircraft Engine Diesel Fuel Diesel Marine Other

Section 3 – Spill Comments – Include:

1. Identify personnel involved in the spill incident and level of responsibility assigned to them by management

2. Material used and amount to clean up spill, .ie. spill pads, boom, etc.