LGRF_OI_23-100_Fuels_Mgmt_Flight_(2_May_2017)_(003).pdf

BY ORDER OF THE SUPERINTENDENT 22 LRS FUELS MANAGEMENT FLIGHT

FUELS MANAGEMENT FLIGHT OPERATING INSTRUCTION 23-100

2 May 2017

Materiel Management

FUELS MANAGEMENT FLIGHT

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

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OPR: 22 LRS/LGLOQ Certified by: 22 LRS/LGRF

Supersedes: All previous FOIs and FMT policies MSgt Christopher Pearsall

Pages: 40

This operating instruction (OI) implements policies and procedures in accordance with (IAW) Air

Force Instruction (AFI) 23-201, Fuels Management, for the 22d Logistics Readiness Squadron

(LRS), Fuels Management Flight, McConnell Air Force Base KS. Ensure that all records created as a result of processes prescribed in this publication are maintained IAW Air Force Manual 33-

363, Management of Records, and disposed of IAW with the Air Force Records Information

Management System Records Disposition Schedule. Refer recommended changes and questions about this publication to the Office of Primary Responsibility using the AF Form 847, Recommendation for Change of Publication; route AF Form 847 from the field through the appropriate functional chain of command.

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TABLE OF CONTENTS

Chapter 1 – FUELS MANAGEMENT 5

1.1. Responsibilities……………………………………………………… 5

1.2. Safety.………………………………………………………………. 5

1.3. Speed Limits within the Fuels Compound …………………………. 6

1.4. Product Verification & Fuels Comingling Prevention……………… 6

1.5. Checklist Utilization………………………………………………… 6

1.6. Tool Accountability…………………………………………….…… 7

1.7. Product Rotation Policy……………………………………………... 8

1.8. Fitness Policy………………………………………………………… 8

1.9. Flight All Call………………………………………………………... 9

1.10. Cell Phone/Laptop Computer Use…………………………………… 9

1.11. Automated Information Technology (AIT)…………………………. 9

Chapter 2 – SECURITY 10

2.1. Responsibilities.……………………………………………………… 10

Chapter 3 – FUELS INFORMATION MANAGEMENT/ADMINISTRATION 11

3.1. Duty Schedules and Duty Hours…………………………………………. 11

3.2. Leave Policy….……………………………………………………… 11

3.3. Correspondences…………………………………………………..… 12

3.4. Personnel In-processing………………………………………….….. 12

3.5. Responsibility toward Newly Assigned Personnel………………..… 13

3.6. Out-processing Procedures………………………………………….. 13

3.7. Personnel Changes………………………………………………..…. 13

3.8. Appointment Letters……………….………..………………….…… 13

Chapter 4 – AWARDS PROGRAM 14

4.1. Procedures……………………………………………….………….. 14

4.2. Awards……………………………………………………………… 14

4.3. Award Recognition…………………………………………………. 15

Chapter 5 – COLD WEATHER OPERATIONS 16

5.1. Fuels Service Center……………………………………………..….. 16

5.2. Fuels Distribution……………………………………………………. 16

5.3. Equipment/Facility Care…….……………………………………….. 16

Chapter 6 – FUELS DISTRIBUTION 17

6.1. Supervisor Responsibilities…………………………………………… 17

6.2. Fuels Expeditor…..……………………..…………………………….. 17

6.3. Vehicle Control Officer/Vehicle Control Non-Commissioned Officer. 17

6.4. Drivers Training/Qualification………………………………………… 17

6.5. Backing/Chocking Refuelers………………………………………….. 18

6.6. One-time Defuel Procedures…………………………………………… 18

Chapter 7 – FIXED FACILITY OPERATIONS (HYDRANTS) 19

7.1. Procedures.…………………………………………….……………… 19

7.2. Hydrant System Flushing……………………………………………… 19

Chapter 8 – PREVENTIVE MAINTENANCE 20

8.1. Vehicle Inspections…………………………….……………………… 20

8.2. Placing Units IN/OUT of Service…...…………………………………. 20

8.3. Corrosion Control………………………………………………………. 21

Chapter 9 – FUELS SERVICE CENTER (FSC) 22

9.1. Procedures…………….………………………………………………. 22

9.2. Positive Control of Clipboards………………………………………... 22

9.3. Product Receipt and Transfers………………………………………

9.4. Coordination of Equipment Sampling Requirements……….………… 22

9.5. Closeout Procedures……………………………….………………….. 22

9.6. Vehicle Identification Link Keys……...…………….………………… 23

9.7. Ground Fuel Requisition………………………………………………. 23

9.8. Jet Fuel Receipts………………………………………………………. 23

9.9. Fuels Manager Defense Back-up.…………………………………….. 23

9.10. Gain/Loss Tolerances…………………………………………………. 24

9.11. Ordering Levels……………………………………………………….. 25

9.12. Alert Recalls/Notifications……….………………………….………… 26

9.13. Recall Roster…………………………………………………………… 27

9.14. Ground Product Serving……………………………………………….. 27

9.15. Processing Classified Reports…………………………………………. 27

Chapter 10 – FUELS LABORATORY 28

10.1. Quality Control Hold Program…………………………………………… 28

10.2. Obtaining Fuel Samples………………………………………..…..….. 29

Chapter 11 – FUELS TRAINING AND SUPPORT 30

11.1. Procedures. …………………………………………………………… 30

11.2. Training Business Area (TBA)

11.3. Rotational Training…

11.4. Upgrade Training……………………………………………………

11.5. Task Qualification Training (TQT)……………………………………. 32

11.6. Special Experience Identifier (SEI) Refresher Training……..………… 32

11.7. Lesson Plans…………………………………………………………… 33

Chapter 12 – FUELS ENVIRONMENTAL 34

12.1. Fuel Spill Response..…………………………………………………… 34

12.2. Hazardous Waste Management………………………………………… 34

12.3. Reclaimable/Waste Fuel and Water Removal Procedures…...………… 35

Attachment 1 - GLOSSARY OF REFERENCES AND SUPPORTING

INFORMATION 37

Attachment 2 - STORAGE/HYDRANT STORAGE TANKS SAFE FILL

LEVELS 40

Chapter 1

FUELS MANAGEMENT

1.1. Responsibilities. All personnel assigned to the Fuels Management Flight will comply with this operating instruction.

1.2. Safety.

1.2.1. The Fuels Environmental Safety Office (FESO) is responsible for the Safety Program, as listed in AFI 23-201, Fuels Management, Chapter 8, para. 8.1.

1.2.2. The FESO will provide the initial job safety training for all assigned personnel and document the individual’s AF Form 55, Employee Safety and Health Record, and ensure that the AF Form 55 tracker is updated. Additionally, Section Supervisors will conduct inspections monthly verifying all training requirements are accurately documented, ensuring personnel dates are updated in the AF Form 55 tracker.

1.2.3. A two person policy will be implemented during all fuels operations outlined in AFI

23-201, Paragraph 5.19. Exception: R-11 fill-stand operations at the hydrant system require one operator as long as contact is maintained with the Fuels Service Center (FSC).

1.2.4. The wearing of jewelry, including finger rings, watches, bracelets, and/or any other items that have the potential to catch, snag, pull or tear is prohibited when performing all maintenance and fuels operations.

1.2.5. IAW AFI 91-203, Air Force Consolidated Occupational Safety Instruction, personnel exposed to vehicle or aircraft traffic (to include all Petroleum, Oils and Lubricants (POL) parking lots) during hours of darkness or periods of reduced visibility are required to wear a reflective accessory. All Fuels Management Flight personnel will wear a reflective belt during these conditions.

1.2.6. All personnel will know how to correctly report a fire. Dial 911 and give name, building number, room number, and type of fire.

1.2.7. All personnel will know how to use fire extinguishers and will complete annual fire prevention and reporting training provided by the Fuels Training and Support Element.

1.2.7.1. Personnel will only use fire extinguishers to put out small, isolated fires that can be easily extinguished. If fire endangers life, personnel will immediately evacuate the facility and alert other personnel in building.

1.2.7.2. In the event that an individual’s clothing catches fire, they will use the emergency shower, fire blanket, or utilize the stop, drop and roll method until extinguished.

1.2.8. Smoking is only authorized in specifically designated areas as approved by the base fire chief. At no time will spark producing items be handled within 50 feet of fuel carrying components.

1.3 Speed Limits within the Fuels Compound

1.3.1. Speeds in refueler parking area and storage area is 5 mph for all vehicles per posted signs.

1.3.2. Speeds on the road going to West Hydrants will be 15 mph for all Mobile Refueling

Units and 25 mph for any Special Purpose vehicle or Privately Owned vehicle.

1.4. Product Verification & Fuels Commingling Prevention

1.4.1. Prior to all product receipts, each product grade will be verified on all contractor shipment documentation using established checklists and in-place receiving documentation before fuel off-load into any storage tank. Laboratory personnel will be notified to obtain required sample prior to off-load.

1.4.2. Each ground product fillstand has a different size coupling to prevent accidental commingling of fuels.

1.4.3. All operators issuing ground products to organizational tanks, will ensure that the tank custodian and proper grade of fuel is verified through the FSC prior to issue

1.5. Checklist Utilization.

1.5.1. All Fuels Management Team (FMT) locally developed checklists are mandatory and must be used when performing tasks and operations. Element specific procedures may be developed and implemented by element NCOICs with the approval of their Section Chiefs.

1.5.2. Checklists must be readily available to the operator, reviewed prior to the start of the operation, and referred to throughout the operation. Checklists will be opened to the applicable page of the operational step taking place.

1.5.3. Functional area supervisors are responsible for maintaining currency of their checklists. The Fuels Information Manager/Administrative Element will provide updated copies to all applicable areas.

1.5.4. All checklist changes must be coordinated through the Operations (Ops)/Fuels

Information Service Center and FMT.

1.6. Tool Accountability.

1.6.1. The Fuels Support Element will manage the tool program (i.e. ordering, quarterly inspections/checks). Tools will be hand receipted to individuals/section supervisor(s). Fuels

Support Element and each section supervisor will be thoroughly familiar with AFI 23-201, Fuels Management, Para. 6.8. Fuels Support will maintain a complete list of all assigned

Tool Kits (TKs) and Expediter Tool Kits (ETKs). Fuels Support Element will also conduct quarterly (every three months) and annual inventories (accompanied by the section supervisor). A MFR will be routed through FMT to keep a record until its completion.

1.6.2. The Preventive Maintenance TK, will be inventoried daily when used and documented on the applicable form.

1.6.3. Tools will be marked with a locally assigned shop code and control number, designated by the Fuels Support Element. Additionally each tool will have a foam cutout so that any missing tools are easily identified.

Building 970/971

East Hydrants

EHYD 3803

Building 952

Preventive Maintenance MTK 0005

Fuels Expeditor ETK 0001

1.6.4. Chits will be used to indicate that a tool is broken or needs calibration. Chits will have the shop code and chit control number stamped or engraved on it. These chits will be placed in the TK to indicate a tool has been turned in to Fuels Support for replacement or calibration. Fuels Support will maintain control over the chits and issue them out only when tools are turned in. A log will be maintained to ensure tracking of replacement tools and chits.

1.6.5. TKs will be issued to the shop supervisor. A joint inventory will be conducted by the out-going and in-coming individual, when accountability of the TK changes. Fuels Support and the responsible individual will complete a joint inventory and sign the last page of the inventory and hand receipts will be filled out, issued, and kept on file.

1.6.5.1. Copies of all tool inventories will be maintained for a minimum of one year by the Fuels Training and Support section.

1.6.5.2. Hydrants personnel are responsible for ensuring EHYD toolkit tools are accounted for at the end of each duty day when used. PMT personnel are responsible for ensuring MTK tools are accounted for at the completion of checkpoint or any other use. Each shift Expeditor will ensure that all tools in the ETK are accounted for at the beginning of each shift if used or verify seal number

1.6.6. The Section Chief, Fuels Operations/NCOIC, Fuels Training and Support will be notified immediately when pilferage or the loss of a tool is discovered. The utmost effort will be put forth to find lost tools before the end of the duty day. All shop personnel will assist in the search to include inspecting the equipment being worked on prior to the tool being lost/missing. Both the individual and his/her immediate supervisor will prepare a statement stating the circumstances of the loss and the results of the search efforts to include all locations searched.

1.6.7. Tools, which are deemed necessary for occasional use, will be approved by the Section

Chief. They will be engraved and added to the tool inventory and shop TK. Government tools and facilities will not be used to repair Privately Owned Vehicles (POV’s) or General

Services Administration (GSA) assigned vehicles.

1.6.8. To ensure the security of all assigned tools, toolkits will be locked and toolkit keys will be maintained in the key box located within FSC.

1.7. Product Rotation Policy.

1.7.1. To preclude fuel being deemed “dormant stock”, the Fuels Facilities NCOIC will ensure at least 2/3 of each tank contents are replenished at least every six months to facilitate tank rotation requirements. Tanks storing Gasohol are required to have contents replenished at least every three months to facilitate tank rotation requirements. The Contracting Officer’s

Representative (COR) will ensure all contractors establish and follow same policy.

1.7.1.1. East Hydrants alternate fill-stand transfer piping will be flushed quarterly. The

Fuels Facilities NCOIC/Terminal Superintendent will coordinate joint times to accomplish this procedure.

1.7.1.2. Fuel will be rotated through the three jet fuel offload headers at storage a minimum of once every six months. The annual requirement to exercise the alternate receipt capability will fulfill one of the semi-annual requirements. The other semi-annual requirement will be accomplished by utilizing a full R-11 to push the entire content of its tank through each of the RTB headers.

1.8. Fitness Policy.

1.8.1. All flight members will participate in a vigorous fitness program a minimum of two times a week for a minimum of 30 minutes.

1.8.2. Personnel on all shifts will meet at designated time and place on Monday, Wednesday and Friday at the base fitness center in front of the martial arts room. Deviations to this schedule will be announced no later than the day prior.

1.8.3. Personnel on a physical or medical profile specifically limiting physical activity will still show up and participate in PT as scheduled above. Additionally, personnel will ensure a copy of their AF Form 422, Duty Limiting Condition Report, is on their person during PT for the duration of the waiver.

1.9. Flight All Call.

1.9.1. NCOIC, Fuels Distribution will draft, save and conduct Flight All Calls every

Thursday. The following information should be considered minimum All Call items:

1.9.1.1. Safety and environmental topics (provided by FESO).

1.9.1.2. DLA-Energy P-7, Accountability and Custodial Responsibilities for Defense

Working Capital Fund (DWCF) Inventory and Government Property.

1.9.1.3. FMT notes or special interest items.

1.9.1.4. Publication Familiarization briefing.

1.9.1.5. Around the room.

1.9.2. A daily safety briefings will be conducted on all duty days where flight all calls are not given.

1.10. Cell Phone/Laptop Computer Use. Except for official business and IAW TO 00-25-172, Ground Servicing of Aircraft and Static Grounding/Bonding, cell phones, laptop computers and other electronic devices will be turned off while performing flight line/fillstand/tank truck offloading operations. Personnel may use such devices while on duty, however cell phone use will be kept to a minimum, will not interfere with training or the performance of duties, and will be used IAW AFI 36-2903, Dress and Personal Appearance of Air Force Personnel.

1.11. Automated Information Technology (AIT). AIT will be utilized to the maximum extent possible. In the event any AIT fails to function properly a work order will be promptly called in to the supporting agency. Any AIT that is covered by a centrally managed program (i.e. Scully, Enraf, Fuels Manager Defense (FMD), Fuels Manager Operate, HAMS) will be wrote up as a discrepancy on the AFTO Form 39 (if applicable), and have a work order called in to the BSME help desk through the Fuels Service Center (FSC). FSC personnel will maintain a log of all AIT work orders that have been called in. The log will include the date the discrepancy was reported, the work order number, the last date that a follow up call was made and the corrective action/status of the work order.

Chapter 2

SECURITY

2.1. Responsibilities.

2.1.1. The NCOIC, Fuels Service Center is responsible for Security Monitor and Controlled

Area/Anti-Terrorism Force Protection Monitor duties as listed in AFI 23-201, Paragraph 6.2.

The NCOIC, Fuels Facilities or designated representative will be the alternate.

2.1.2. All fuels facilities excluding the Service Station inside the Vehicle Maintenance compound are deemed controlled areas

2.1.3. All flight personnel and storage contractors will adhere to security procedures outlined in Fuels Management Flight OI 31-101, Fuels, Propellants and Chemical Security.

2.1.4. In addition to security checks directed by OI 31-101, during unmanned hydrant operations, a thorough system check will be conducted at least every three hours when any hydrant system is left in the AUTO position and within 20 minutes after start of a hydrant servicing operation and every hour thereafter while the system is being utilized.

2.1.5. All system checks will be annotated in the controller’s log in FMD. Normal security checks may be accomplished concurrently with system checks but must be annotated as a separate item in the controller’s log.

2.1.6. Hydrant systems will be manned for any defuel, receipt and transfer operations and any time a system is placed in the MANUAL mode.

Chapter 3

FUELS INFORMATION MANAGEMENT/ADMINISTRATION

3.1. Duty Schedules and Duty Hours.

3.1.1. Duty schedules will be prepared monthly by respective section/element supervisors.

Schedules will be prepared, by supervisors, at least five calendar days in advance of being posted. Individuals are responsible for coordinating days off, leave and reporting any discrepancies that may affect POL mission support.

3.1.2. Normal duty hours for all sections/elements are listed below. These hours are a general guideline, but ultimately the mission will dictate when personnel will be released from duty.

Additionally, FMT will decide on a case by case basis which sections may deviate, on a temporary basis, from this schedule:

Days 0700-1600 hours

Swings 1500-0000 hours

Nights 2300-0800 hours

Note: All sections/elements will be prepared to initiate a 12-hour duty schedule at the 22d

LRS CC/FMT’s discretion, during exercises, contingencies, holidays and deployment bands.

3.1.3. Shift Rotation. In order to promote breadth of experience and avoid abuse of the duty schedule, personnel should not be assigned to an off-shift (B/C-shift or weekends) for extended periods of time. Normal rotation should be considered at the 1-year point, but not to exceed two years. Exceptional circumstances may be approved by FMT.

3.1.4. Personnel should be considered for a duty section change after they have completed 1-year in a duty section. Moves are not mandatory if mission/manning does not allow or supervisor/FMT discretion dictates a move is not warranted.

3.2. Leave Policy.

3.2.1. Members will forecast leave at least 30-days in advance using the flight’s Leave/Out of Area database, with coordination through their duty section’s chain of command.

3.2.2. Leave requests will be approved on a case-by-case basis, using the earliest forecast date if needed. As a baseline only 10% of the available manpower strength may be on leave at any given time. FMT will use its discretion to approve more leaves.

3.2.3. Members requesting leave must submit a Leave Request Routing Slip 14 days (no later than (NLT) five workdays) prior to the leave period they are requesting.

3.2.4. Leave Request Routing Slips will be routed through the individual’s supervisor, the

Fuels Training/Support Element, the appropriate Section for approval. Turn the approved routing slip into the Fuels Knowledge Operations office for update in the POL Dawgs

Database.

3.2.5. Input leave request into LeaveWeb per instructions on the Leave Request Routing Slip.

The Section Chief will be the Approving Official for LeaveWeb requests. If Section Chief is not available someone from the Fuels Management Team will act as an Approving Official.

3.2.6. Individuals requesting leave will not leave the local area without receipt of an approved Leave Authorization Number from LeaveWeb. Individual will provide a copy of part II of their approved leave form to Fuels Knowledge Operations section. Additionally individuals will carry a copy of their approved leave form while on leave.

3.2.7. Upon completion of leave, the member will log onto LeaveWeb to return from leave.

3.3. Correspondence. All correspondence sent to Squadron or outside organizations will be routed through the FMT for review.

3.4. Personnel In-processing. When assignment notifications are received the Knowledge

Operations section will assign a reporting official, supervisor and a sponsor. If possible, the sponsor should be in the duty section the incoming individual is being assigned to.

3.4.1. The sponsor will obtain and email a sponsorship package from Knowledge Operations section.

3.4.2. The sponsor will prepare a personalized welcome letter or utilize the squadron’s standardized form letter. The following items must be addressed:

3.4.2.1. Home mailing address.

3.4.2.2. Duty and home phone number.

3.4.2.3. Duty section.

3.4.2.4. Community and/or government housing/dorm residence information.

3.4.2.5. Dormitory/lodging facilities (bed sizes, appliances, electric clocks, etc).

3.4.2.6. Schools (if applicable).

3.4.2.7. Banking/Base Exchange/Commissary availability.

3.4.2.8. Transportation (public/POV).

3.4.3. Sponsor will make contact and obtain an estimated arrival date and leave address/contact info, and provide to FMT through the Knowledge Operation section.

3.5. Responsibility Towards Newly Assigned Personnel.

3.5.1. When new members arrive, supervisors will ensure every effort is made to allow the sponsor to:

3.5.1.1. Escort member to in-processing appointments.

3.5.1.2. Provide transportation, if needed.

3.5.1.3. Escort the member to the housing office or Dorm Managers office.

3.5.2. Member will obtain a 22 LRS and Fuels Flight Newcomers Checklist from Knowledge

Operation section

3.5.3. New members will provide a copy of their orders to Knowledge Operation section who in turn will input the individual’s personal information into the flight's POL Dawgs databases.

3.6. Out-processing Procedures. Members out-processing will provide a copy of Permanent

Change of Station/Temporary Duty (TDY) orders to Knowledge Operation section and obtain an out-processing checklist. When returning from a TDY/Deployment, personnel will contact Fuels

Training/Support/ Knowledge Operation and Unit Deployment Manager (UDM) office to let them know of their expected date and time of arrival. They will file any required travel vouchers

NLT 3 duty days from their return.

3.7. Personnel Changes. The respective flight Section Chief will coordinate all permanent personnel moves, duty title changes, position number changes and change of reporting official requests of their personnel with the FMT. Once approved the respective flight Section Chief will coordinate with Knowledge Operation section update the POL Dawgs Database. Knowledge

Operation section will forward a copy of a Personnel Actions Update worksheet to the Squadron

Commander’s Support Staff.

3.8. Appointment Letters. Knowledge Operation section will maintain all flight personnel appointment letters in Book #3. Appointment and delegation letters will be reviewed annually

(by the end of September every year) by the Operations/Fuels Information Service Center section chiefs and changes will be requested and approved by FMT. Changes will be coordinated through Knowledge Operation section. For changes to appointment letters, forward a copy of the letter with the changes to Knowledge Operation section for updating.

Chapter 4

AWARDS PROGRAM

4.1. Procedures. Every effort will be made to recognize our outstanding performers. This OI outlines basic awards criteria, as well as establishes responsibilities and timing for all flight sponsored awards. As scheduling allows, award presentations will take place during

“Thursday’s Flight Call” to ensure personnel are recognized in front of their peers. Section

Chiefs and the Fuels Information Service Center will monitor the flight’s awards program.

4.2. Awards.

4.2.1. Pumper of the Month (POM). The POM program is maintained to recognize personnel who have pumped the most fuel/servicing over the past month for their respective shift.

4.2.1.1. NCOIC, Fuels Distribution will coordinate with the FSC to identify POM for each shift for the month.

4.2.1.2. FMT will present POM recipient from each shift/ with a certificate valid for a one-day local area pass and the overall POM will have their photo placed on the POL

Wall of Fame.

4.2.1.3. The NCOIC, Fuels Distribution will coordinate with the FSC to determine the

Pumper of the Year(POY) and prepare a certificate valid for a one-day local area pass and the overall POY will have their photo placed on the POL Wall of Fame.

4.2.1.4. FMT will coordinate with the LRS Commander to have the Pumper of the Year award presented at the first commander's call or Flight Call of the New Year if possible.

4.2.2. Million Gallon Club. This program is maintained to recognize personnel who have pumped one million gallons of fuel while stationed at McConnell AFB.

4.2.2.1. NCOIC, Fuels Distribution will coordinate with the FSC quarterly to identify new One Million Gallon Club members.

4.2.2.2. FMT will present recipients with a certificate valid for a one-day local area pass as well as a One Million Gallon Club memento.

4.2.2.3. Section Chief, Fuels Information Service Center will ensure an adequate stock of mementos is available on hand and will coordinate with FMT to acquire suitable mementos.

4.2.3. AMN/NCO/SNCO/Team of the Quarter. This program is maintained to recognize personnel who have demonstrated outstanding duty performance, significant self-improvement and community involvement. See Wing guidance for details.

4.2.3.1. Supervisors will ensure nomination packages for the

Amn/NCO/Team/Innovator categories are provided to the Section Chiefs, for submission to the FMT.

4.2.3.2. FMT will nominate the SNCO and select the Amn/NCO/Team/Innovator winners.

4.2.3.3. The winners will have their photo placed on the POL Wall of Fame and represent the Fuels Flight in the squadron’s quarterly competition.

4.3. Award Recognition. Flight certificates will be handed out during Flight Call or other public event. Section Chief, Fuels Information Service Center will track recognition winners on the

Fuels Recognition Spreadsheet located in the Awards folder on the shared drive.

Chapter 5

COLD WEATHER OPERATIONS

5.1. Fuels Service Center. FSC will call the Snow Removal Team to request snow removal from the POL parking area when snow/ice accumulation poses a threat to mission accomplishment

5.1.1. Ensure at least one diesel unit is available to fuel snow removal equipment.

5.1.2. Ensure one qualified C300 operator is available at all times to service snow removal equipment.

5.1.3. Contact the Maintenance Operations Control Center (MOCC) to find out the base weather status.

5.2. Fuels Distribution. When notified by the FSC of the pending arrival of snowplows, move all refueling vehicles from the parking lot to ensure all areas are plowed properly.

5.3. Equipment/Facility Care.

5.3.1. Fuels Service Center / Fuels Distribution Element.

5.3.1.1. When the ambient temperature is at or below 37 degrees Fahrenheit, the FSC will notify the shift leader or senior person on duty to ensure all refueling vehicles regardless of type will be started. Units that do not start will be reported to Preventive

Maintenance personnel. If below Mission Essential Level FSC will contact the Vehicle

Maintenance stand-by personnel.

5.3.1.2. Efforts will be made to prevent unnecessary idling. Vehicles will never be allowed to run unattended. At least one person will visually monitor the refueling units while they are running.

5.3.1.3. Clear sidewalks and walkways around Buildings 955 and 952. Place ice melt or a suitable substitute on the ground to prevent slipping.

5.3.2. Fixed Facilities Element.

5.3.2.1. Clear walkways in and around pump houses, fillstands, and R-12 check-stations. Place ice melt or suitable substitute on the ground to prevent slipping.

5.3.2.2. After the snow plow has cleared any affected driveways, personnel will clear areas where the snow plow was unable to reach, to include walkways and stairs leading to hydrant tanks 5, 6, 12, 13, 17, 18, and Military Service Station (SSTA) areas.

Chapter 6

FUELS DISTRIBUTION

6.1. Supervisor Responsibilities.

6.1.1. Conduct Roll Calls. The following information should be considered minimum roll call items:

6.1.1.1. Safety and environmental topics.

6.1.1.2. Staff meeting notes or special interest items.

6.1.1.3. Publication Familiarization briefing.

6.1.2. Ensure the FSC has positive accountability of all personnel on duty and is aware of information that will affect an operator's status (appointments, details, etc.).

6.2. Fuels Expeditor.

6.2.1. The expeditor’s primary duties are to provide assistance during fuel servicing operations and should only be diverted during emergency or mission critical situations. This information supplements AFI 23-201, Paragraph 9.3.7.

6.2.2. The Fuels Expeditor:

6.2.2.1. Will be a designated trainer or NCO.

6.2.2.2. Must be signed off in Training Business Area (TBA).

6.2.2.3. Will assist in the coordinating and directing fuel servicing operations.

6.2.2.4. Will ensure water is available as needed.

6.3. Vehicle Control Officer (VCO)/Vehicle Control Non-Commissioned Officer (VCNCO).

6.3.1. FMT will appoint a primary and alternate VCO/VCNCO.

6.3.2. The VCO/VCNCO will initiate an AF Form 171, Request for Driver’s Training, in addition to U.S. Government Driver’s License, for newly assigned personnel.

6.4. Drivers Training/Qualification.

6.4.1. Personnel arriving from Fuels Apprentice School will complete drivers’ qualification training on R-11/R-12 (each) and C-300 prior to task qualification. The duration of this training period will be assessed by the NCOIC, Fuels Distribution.

6.4.2. Personnel with previous refueler operations experience arriving from another base will be reevaluated by his/her supervisor prior to task qualification.

6.5. Backing/Chocking Refuelers.

6.5.1. In the event that backing a refueling vehicle is required, a spotter will be used prior to any reverse movement. Forward movement of refuelers should be utilized whenever possible.

6.5.2. When a refueling vehicle is unattended, chocks will be placed to prevent vehicle movement. This includes the fuels parking area and fill-stand operations.

6.6. One-time Defuel Procedures.

6.6.1. To ensure effective and efficient use of fuels distribution assets, one-time defuels will only be accomplished when mission necessity dictates. When a one-time defuel is performed, the Vehicle operator will properly configure the ball valve strainer and notify

FSC of configuration prior to defuel operation. Vehicle operator will reset strainer for refuel operations, check for cleanliness and damage, and notify FSC after the one-time defuel operation has been completed. FSC will annotate the one-time defuel and strainer check in control log for compliance.

6.6.2. The Fuels Service Center (FSC) controller will issue the clipboard to an R-11 defuel operator and verbally notify the operator of the current inventory in the unit and the total gallons the operator is authorized to defuel. At no time will the defuel unit’s inventory exceed 5,000 gallons

Note: Back to back defuel operations are not authorized.

Chapter 7

FIXED FACILITY OPERATIONS (HYDRANTS)

7.1. Procedures.

7.1.1. Ensure the controller is aware of information that will affect personnel status

(appointments, details, etc.).

7.1.3. Safe fill levels have been set jointly between Water Fuels Maintenance (WFM) and

FMT and will not be exceeded except by special direction from FMT/WFM.

7.1.4. Personnel will wear applicable personal protective equipment when draining system filter separators/tank sumps.

7.1.5. Ensure Automatic Tank Gauging (ATG) is tested for reliability quarterly (during monthly inspection) and documented on the AFTO Form 39, Fuel System Inspection and

Discrepancy Report. Reliability testing will consist of manually gauging each tank and comparing results with ATG readings. A variance of 3/16ths of an inch or greater will require repeatability testing. Repeatability testing consists of a three day period of manually gauging the affected tanks and comparing manual measurements with the ATG. Submit work order through the DLA-E Help Desk if consistent differences of 3/16ths of an inch or greater exist.

7.2. Hydrant System Flushing. Hydrant systems will be flushed IAW TO 37-1-1, Operation and Inspection of Installed Fuel Storage and Dispensing Systems and TO 42B-1-1. The following table was provided by WFM (flushing times shown reflect the time required to flush twice the line displacement for each system):

Facility Hydrant System Piping

Length

(feet)

Gallons Flushing Time

(minutes)

Flow/ Rate

(Gallons Per

Minute)

970/971 AMC TYPE III 17,102 196,704 82 @2400 GPM

969 AMC TYPE III 6,205 44,031 37 @2400 GPM

1270 AMC TYPE III 8,263 95,122 40 @2400 GPM

Chapter 8

PREVENTIVE MAINTENANCE

8.1. Vehicle Inspections.

8.1.1. Review AF Form 1800/4427, Operator’s Inspection Guide and Trouble Report/(Fuel

Servicing Vehicles & Equipment), to ensure the forms are correctly documented on a daily basis, when used, and prior to the end of month turn-in. All forms must be turned into the

Operations Section Chief no more than five duty days after the last day of the calendar month.

8.1.1.1 Each refueling unit’s AF Form 4427 will be signed off immediately after inspection.

8.1.1.2. General purpose vehicles will be inspected by the 10th day of the month along with the tire pressure check. These inspections will be documented on the AF Form

1800.

8.1.2. Defuel R-11 fuel units will have the hose locked securely in the cam box and R-12 defuel units will have the dedicated defuel hose secured and locked to prevent accidental issue of fuel to aircraft through the defuel hose. The key will be attached to the unit’s clipboard.

8.2. Placing Units IN/OUT of Service.

8.2.1. When a discrepancy or malfunction is identified, the operator will ensure the AF Form

1800/4427 is properly documented and reported to the FSC and NCOIC, Fuels Distribution.

The on-duty controller will remove any pertinent accounting documents and place the clipboard into the Preventive Maintenance Hold box located in the FSC. The Preventive

Maintenance personnel will check the Preventive Maintenance Hold box at the beginning of each duty day, determine what action is required and move the clipboard to the QC Hold box if necessary. Additionally, the Preventive Maintenance personnel will complete the vehicle drop-off log prior to turn-in to Refueling Maintenance (RFM) along with turning in the AF

Form 4427 to RFM.

8.2.2. After a discrepancy is corrected, Preventive Maintenance personnel will review the AF

Form 4427 to ensure proper documentation and that all inspection requirements are met, to include weekly and monthly items. Additionally, the operator will sign for the vehicle using the vehicle pick-up log and pick up the AF Form 4427 from RFM personnel.

Note: If the pumping system was opened (i.e. down-stream of the filter separator), filters changed, or a hose removed, repaired, or replaced, Preventive Maintenance personnel will notify Lab personnel. After being notified by Preventive Maintenance, Lab personnel will remove the refueler’s clipboard from the QC Hold box, perform the required analysis, and annotate the AFTO form 4427.

8.2.3. Preventive Maintenance Supervisor/Distribution NCOIC will update Fuels Manager

Defense (FMD) to reflect current vehicle status. FSC personnel will update FMD if after normal duty hours.

8.3. Corrosion Control.

8.3.1. Preventive Maintenance Supervisor/Distribution NCOIC will establish a corrosion control program IAW T.O. 36-1-191.

8.3.2. All vehicles will be washed at least every 180 days as outlined in T.O. 36-1-191, Table

6-3, Corrosion Severity Zones and Minimum Wash Interval. Dates for each vehicle will be documented onto locally developed spreadsheet and the AF Form 4427.

Chapter 9

FUELS SERVICE CENTER (FSC)

9.1. Procedures.

9.1.2. On-coming and off-going controllers will jointly review and verify all FSC shift change guide items, as listed in the continuity book. On-coming controllers will review the

Dispatch Log Sheet and Equipment/ Facility modules to check for equipment/facilities that are out of service. They will also verify with the Preventive Maintenance supervisor, NCOIC

Fixed Facilities, or the previous shift supervisor if there are any questions.

9.2. Positive Control of Clipboards. All clipboards for refuelers removed from service will be placed in the Preventive Maintenance Hold box IAW the Maintenance Reporting Procedures &

4427 Discrepancy Documentation in each Checklist (LGRF 6-9).

9.3. Product Receipt and Transfers.

9.3.1. Operators must inform FSC of all product movements, transfers, receipts (including commercial receipts) and returns to Bulk/Hydrants. FSC will annotate FMD accordingly.

9.3.2. All tank truck arrivals and departures will be reported to the FSC by Fixed

Facility/Storage Contract personnel. FSC will annotate FMD accordingly.

9.3.3. The Operator/Storage personnel will verify product grade on the DD Form 250 or Bill of Lading prior to connecting to the offload header. Lab personnel will re-verify grade prior to beginning offload.

9.3.4. The controller will document all receipt start/stop times on the FMD controllers’ log.

9.4. Coordination of Equipment Sampling Requirements.

9.4.1. Coordinate sampling requirements with Lab to ensure any equipment/facilities that are overdue for samples, and/or are returning to service, are sampled before use.

9.4.2. Notify Lab upon equipment conversion from defuel to refuel.

9.4.3. Preventive Maintenance personnel will coordinate with FSC when placing equipment in/out of service and when dump/drain operations are needed.

9.5. Closeout Procedures.

9.5.1. All daily accountable documents will be forwarded to the FSC by midnight.

9.5.2. FSC will perform daily close-out procedures as of 2400 hours Monday-Friday excluding normal weekends and holidays.

9.5.3. The Base Fuels Automated Service Station will be closed daily from 2330-2400 hours for transaction download purposes.

9.6. Vehicle Identification Link (VIL) Keys.

9.6.1. IAW AFI 24-302, Paragraph 4.5.1., a letter listing all Vehicle Information

Management System vehicles and equipment will be obtained from Vehicle Management quarterly. This list will be used to verify VIL key requests.

9.6.2. VIL key request letters must be approved by the unit’s Resource Advisor, the unit’s commander or designated representative and coordinated through Vehicle Management.

This process also applies for lost or damaged VIL keys.

9.7. Ground Fuel Requisition.

9.7.1. Accounting Personnel will coordinate with the NCOIC hydrants, storage contract supervisor and local supplier for quantity determination and date of delivery.

9.7.2. All ground products will be ordered through the External Business Portal.

9.7.3. Maintain a copy of all receipt paperwork in the appropriate accounting folder.

9.8. Jet Fuel Receipts.

9.8.1. Jet fuel requirements will be coordinated by the accountant with a DLA-Energy representative. Date and amount of individual receipt shipments will be coordinated with storage contractors and Phillips 66 personnel.

9.8.2. The accountant will review the DLA Form 2046, Petroleum Daily Receipt Summary

Sheet, and all supporting paperwork/receipt tickets for accuracy. All receipt paperwork will be filed in the appropriate accounting folder.

9.8.3. Once the DD Form 1348-7, DOD MILSPETS DFSP Shipment and Receipt Document, is received (for alternate receipt only), a copy will be printed and filed with all other receipt paperwork.

9.9. Fuels Manager Defense Back-up. FMD will be backed-up IAW DLA-Energy P-3, Document/Data Control and Retention. Daily, weekly, monthly, yearly back-up CD-ROMs will be labeled appropriately and kept in a fire resistant lock box. These CD back-ups will be kept at

East-Hydrants, Building 970.

9.10. Gain/Loss Tolerances.

9.10.1. The Fuels Management Team requires inventory procedures be developed locally.

All bulk fuel tanks will be inventoried daily as of 2400 hours. Daily physical inventories

(with the exception of weekends, holidays and end of month close out in which there are special circumstances of bulk storage tanks needing to be manually gauged) will be obtained by use of an approved ATG system primarily, or by manually gauging tanks/taking temperature/Aeronautical Petroleum Institute IAW TO 37-1-1 and DLA-E P-7.

9.10.2. Any out of tolerance gain or loss will be investigated. Approved daily gain/loss tolerances are as follows:

9.10.2.1. Tank to tank transfers: 2%

9.10.2.2. If there are no transfers or receipts into below ground tanks (tanks 8, 10 &

11), these tanks are allowed a variation up to 2 gallons gain/loss for the first 100 gallons issued. If these tanks have receipts or transfers and issues greater than 100 gallons, the variation applied will be 2% allowable. Example:

(Beginning inventory: 2000 gallons) (Receipt: 1000 gallons) (Issued: 100 gallons)

(2000 + 1000 = 3000 gallons -100 gallons now equals end book inventory 2900)

Ending physical inventory was (2880) - end book inventory = 20 gallon variation.

Receipt + Issued = 1100 gallons. 1100 gallons x .02 = 22 gallon allowable variation.

9.10.2.3. Overall daily gain/loss:

JAA = 2,500 Gallons

Diesel = 25 Gallons

Mogas = 25 Gallons

BDI = 25 Gallons

9.10.2.4. Refueling vehicle fills: 2%

9.10.3. Gains and losses are considered excessive if the amount received from Bulk Storage during a truck fill exceeds three percent (2%) of amount issued from refueling unit. To figure the temporary 2%, take amount issued multiplied by .02. If the variation between the issues and fill is greater than 2% of amount filled then the fill becomes a 2% gain/loss.

9.10.3.1. If an excessive gain or loss occurs during a truck fill operation, the following actions will be taken by refueling unit operator and fuels supervisor:

9.10.3.1.1. Recheck paperwork for possible mathematical errors.

9.10.3.1.2. Check fuel level to determine if unit has been filled to marker.

9.10.3.2. If out-of-tolerance condition is valid during a truck fill operation, the operator will take the following actions:

9.10.3.2.1. The operator will complete 2% investigation report block on the locally developed Log 1232, Daily Fuel Servicing Log, verifying the actions specified above were accomplished.

9.10.3.2.2. The operator will annotate on the log, in the 2% block, a number

“1” for the first excessive gain or loss. If an excessive gain/loss occurs on next fill, it will be identified as number “2”.

9.10.3.2.3. The operator will inform the FSC that fill was a 2% gain or loss.

9.10.3.2.4. The FSC will track consecutive 2% gains or losses by reviewing incoming log(s)/clipboard(s) upon daily paperwork closeout. The FSC will be responsible for annotating a new log with the consecutive gain/loss statement “Monitor next fill for (1st, 2nd, 3rd) consecutive (gain/loss) as appropriate”. Note: Following the third consecutive gain or loss, the FSC will notify the Fuels Operations Section Chief, Fuels Management Flight

Commander, and the Flight Superintendent for investigative action to determine the cause(s)/corrective action(s).

9.10.4. The FISC Section Chief or designated representative is responsible for investigating excessive gains and losses and initiating necessary corrective action. He/she will document the investigation and if the vehicle is removed from service, a Memorandum for Record

(MFR) will be accomplished stating the corrective action(s) taken. MFR will then be filed with the daily folder.

9.10.5. Overall daily gains/losses exceeding established tolerance will be investigated to determine cause. Fuels Management will be notified of any excessive gain/loss.

Gains/losses will be investigated by determining issues and receipts for each tank to pinpoint where the gain/loss occurred. All daily paperwork will be rechecked against the daily log sheet to ensure correct reporting. Any tank in question will be re-stuck to validate the ATG reading.

9.11. Ordering Levels. Under normal operating conditions, fuel products will be ordered at the following predetermined levels:

9.11.1. JAA: Maintain within operating levels identified on the Inventory Management Plan.

9.11.2. MOGAS: 9,000 gallons On Hand Inventory in Tank 4 (bulk storage). Note: Service

Station Tank 11 (MOGAS) will be filled by C-300 bulk drops.

9.11.3. Diesel (DS2): 7,500 gallons ullage in Tank 8/bulk storage (1 Apr to 31 Oct).

9.11.4. Diesel (DS1): 5,000 gallons ullage in Tank 8 (1 Nov to 31 Mar)

9.11.5. Biodiesel (BDI): 7,500 gallons ullage Tank 10 (base service station).

9.12. Alert Recalls/Notifications.

9.12.1. Upon notification of Alert Recall/Notification by MOCC, Wing Command Post, Mission Support Group Unit Control Center (UCC), Wing Crisis Action Team or LRS/CC, will immediately implement the flight recall procedures outlined in locally developed checklist. The FSC will act as the LRS UCC until relieved by LRS UCC personnel. Note:

If there is any doubt of the validity of the recall order, immediately contact the LRS/CC or

LRS Operations Officer for guidance before implementing the recall.

9.12.1.1. Duty Hours Recall. The FSC will contact each element and personnel not on duty. FSC will track all personnel information for strength reporting.

9.12.1.2. Non-duty Hours Recall. FSC will immediately implement recall procedures.

FSC or the shift supervisor will initiate a sign-in sheet and ensure all personnel present for duty and those arriving are signed in. The sign-in sheet will be used for strength reporting.

9.12.1.3. Communication-out Recall. In the event of communication failure, the recall will be implemented using runners dispatched by FSC. Runners will be dispatched with maps to notify off-duty personnel according to procedures covered on their maps. Communication-out recall binder will be validated monthly.

9.12.1.4. FSC will log alert/emergency data on AF Form 839, Flightline Daily Fuels

Service Log, or automated database and inform the Operations Section Chief and

FMT accordingly.

9.12.2. The first person in each row, under the section chiefs, will contact all personnel in their row and report back to the FSC. FMT, at the direction of LRS/CC, will determine appropriate report times and ensure that the FSC disseminates this information during the recall. Personnel, when directed, must report to Building 955, in uniform, and sign in prior to proceeding to their normal duty element. Note: All personnel will report to duty with options identified by the FSC, IAW Page 2 of the recall roster.

9.12.3. Exercise/Emergency action checklists will be utilized by all applicable elements to ensure required actions are completed.

9.12.4. The Section Chief, Fuels Information Service Center will ensure all required equipment, and personnel are available and ready for deployment. The squadron UDM office will be notified when equipment and personnel are deployment ready.

9.12.5. Reports/Requirements Submission. All elements will report equipment, facility, and product inventory status to the FSC as soon as possible after alert notification. FSC will ensure information is forwarded to UCC. FSC will inform the FMT of equipment, facility and inventory status as changes occur. The FSC will submit personnel strength reports to the

UCC as required.

9.13. Recall Roster. The Knowledge Operation section is the focal point for the flight recall roster.

9.13.1. All assigned personnel are responsible to ensure the FSC has their most current recall roster information (phone number and address). The FSC will update and upload a current copy to the unit SharePoint site monthly.

9.13.2. All Flight personnel will maintain a current copy of the flight recall roster. Recall rosters are For Official Use Only documents. Personnel will shred old rosters upon receipt of new ones. Note: It is the supervisor’s responsibility to ensure their personnel have the most current recall roster.

9.14. Ground Product Servicing. Aircraft servicing and vehicle checkpoint operations have priority over ground product servicing. No response times will be assigned to ground product servicing.

9.14.1. A C300 will only be sent to service vehicles or equipment that are not able to access the base service station or the fuel point located in the Bulk…