Joint Bulk Petroleum Responsibilities PDF

CHAPTER II JOINT BULK PETROLEUM RESPONSIBILITIES “The pipeline constructed to support Operation IRAQI FREEDOM is the longest operational IPDS [inland petroleum distribution system] tactical fuel pipeline the Army has ever constructed. It is longer and moved more fuel than any previous IPDS pipeline....

CHAPTER II JOINT BULK PETROLEUM RESPONSIBILITIES “The pipeline constructed to support Operation IRAQI FREEDOM is the longest operational IPDS [inland petroleum distribution system] tactical fuel pipeline the Army has ever constructed. It is longer and moved more fuel than any previous IPDS pipeline. To construct it, more than 1,300 twenty-foot ISO [International Organization for Standardization] containers were transported and more than 1,500 soldiers were required to build and operate it.” To Support Operation IRAQI FREEDOM, Pipeline & Gas Journal, January 2004 1. Introduction a. Joint bulk petroleum organizations enable safe and effective operations through the supply chain process. Efficient bulk petroleum supply and distribution operations increase the velocity at which the warfighter is supported. Properly accounting for and reporting bulk fuel inventories enable sound senior leader decisions during operations. Support agencies need to ensure that the fuel meets military specifications while following strict guidelines to safeguard against environmental contamination. When supply chains are not able to meet requirements, suppliers need to have robust contracting and international agreements in place to overcome these support gaps. In smaller-scale operations, Army-led Service bulk petroleum support may come from tactical-level units, such as sustainment brigade, rather than a theater sustainment command (TSC). b. DODD 4140.25, DOD Management Policy for Energy Commodities and Related Services, provides overarching policy and responsibilities. IAW DODD 5101.8, DOD Executive Agent (EA) for Bulk Petroleum, DLA is designated as the EA for bulk petroleum and has delegated execution responsibilities to DLA Energy. 2. Bulk Petroleum Supply and Distribution Operations a. DLA Energy supports bulk petroleum supply and distribution operations by exercising management responsibilities for consolidation and review of requirements, procurement, funding, budgeting, storage, and designated distribution of bulk petroleum to meet operational requirements. DLA Energy exercises responsibilities for the ownership of bulk petroleum in non-tactical bulk storage through sustainment, restoration, and modernization (SRM) funding for Service bulk petroleum storage and distribution facilities. SRM is the facility asset program designed to sustain, restore, and modernize fuel facilities for the warfighter. The corresponding JPO should coordinate SRM actions and military construction (MILCON) affecting their area of responsibility (AOR) to ensure synchronization with contingency planning. b. Many organizations have, or are currently developing, computer-based common operational pictures (COPs) for situational awareness. COPs can provide an effective tool for decision making at all levels of the organization. The graphical description (see Figure II-1) depicts the operational elements, organizations, and units that are required to II-1 Chapter II Bulk Petroleum Common Operational Picture Information Flow Joint Logistics Environment Strategic Level BP Information Resources BP-COP Managing Organization Control the BP-COP Plan the BP-COP Configuration Adjustments Configure BP-COP Resources Plan BP-COP Improvements Implement BP-COP Improvement Plan Collect Strategic BP Information Non-DOD BP Information Resources Designated Partners Collect Non-DOD BP Information BP-COP Information Fusion Processors Operational Level BP Information Resources Collect Operational BP Information Tactical Level BP Information Resources Collect Tactical BP Information Non-Joint Logistics Environment Process Information Report BP-COP Information JLEnt Non-BP Information Resources Collect JLEnt Non-BP Information Non-BP Information Resources Collect Non-BP Information Legend BP COP DOD JLEnt bulk petroleum common operational picture Department of Defense joint logistics enterprise information destination information sources and processors Figure II-1. Bulk Petroleum Common Operational Picture Information Flow exchange information directly with each other, and the types of information they exchange. This figure also depicts the need to exchange information from one operational node to another; however, it does not show the connectivity between them. II-2 JP 4-03 Joint Bulk Petroleum Responsibilities c. The notional bulk petroleum COP information node diagram displays the strategic, operational, and tactical sources of bulk petroleum information; the sources of non-bulk petroleum information such as geographic and weather data; and the flow of each type of information to the bulk petroleum COP processing center. It also shows that the processed information is made available for subsequent distribution to approved stakeholders. d. The modern world is highly dependent upon petroleum products; therefore, it is likely that some infrastructure would be available for use by US forces almost anywhere in the world. However, it is entirely likely, depending on the size of the operation, that sufficient fuel product and infrastructure would not exist to support planned operations; therefore, tactical systems may be required to supplement infrastructure available in the theater. e. Bulk petroleum may need to be received via joint logistics over-the-shore (JLOTS) operations. Such operations use an offshore petroleum discharge system (OPDS) or other bulk liquids transfer system to deliver fuel to tactical storage facilities located immediately ashore. The offshore system delivers fuel to a tactical or commercial terminal, normally operated by a petroleum pipeline and terminal operating company. Fuel may then be moved forward through the use of trucks, rail, or installed pipeline systems that can quickly establish inland product distribution. If the theater is not an active theater of war, it should have an established operating stocks (OS) level and pre-positioned war reserve stock (PWRS). The USA manages overland petroleum distribution support. 3. Web-Based Petroleum Contingency Report a. The JPOs, at the direction of the Chairman of the Joint Chiefs of Staff, submit two key joint petroleum reports: bulk petroleum contingency report (REPOL) and bulk petroleum capabilities report (POLCAP). Information on frequency and how to complete these reports is outlined in Chairman of the Joint Chiefs of Staff Manual (CJCSM) 3150.14, Joint Reporting Structure—Logistics. b. The REPOL provides the Joint Staff, Services, and DLA Energy with summary information on bulk petroleum inventories, a damage assessment for bulk petroleum distribution systems, and other strategic information pertaining to bulk petroleum support posture at specific bases, posts, locations, and/or forward operating bases. During contingencies, a REPOL can be submitted as frequently as daily. The JPO or SAPO consolidates the information to develop the REPOL for submission to the Joint Staff and supporting CCDRs using the Joint Chiefs of Staff Web-based REPOL application. c. The POLCAP provides the Joint Staff, Services, and DLA Energy with an assessment of bulk petroleum support capabilities for contingency requirements in a specific theater. d. The JPO or SAPO develops a theater-unique version of the POLCAP and REPOL for their respective Service components and supporting DLA Energy regional II-3 Chapter II office to use when reporting essential theater bulk petroleum information. They also publish the POLCAP and REPOL reporting instructions per their respective CCDR’s logistic reporting directives. 4. Bulk Petroleum Quality Management a. The two main functional areas of quality management are quality assurance (QA) and quality surveillance (QS). Contract provisions detail the quality requirements for commercial suppliers, while DOD 4140.25-M, DOD Management of Bulk Petroleum Products, Natural Gas, and Coal Acquisition and Technology, and the Military Standard (MIL-STD)-3004, Quality Assurance/Surveillance for Fuels, Lubricants, and Related Products, prescribe the quality management requirements for QA and QS performed by the government. With reference to these publications, QA covers the life cycle quality management requirements. Contract QA focuses on assuring product and service compliance of a contractor. QS is the follow-on of QA. Once received from the contractor, QS focuses on assuring government-owned product and services being received, stored, and issued from a supply point. Quality Assurance (QA)—A system of activities, the purpose of which is to provide to the producer and user of a product, measurement or service the assurance that it meets the defined standards of quality with a stated level of confidence and includes quality planning and quality control. A planned and systematic pattern of all actions necessary to ensure that adequate technical requirements are established; that products, quantity accountability, and services conform to these established technical requirements; and that satisfactory performance is achieved. It includes: quality planning during specification development and review, quality support to contracting and acquisition teams, quality oversight of product and service providers to assure compliance to contracts and agreements, quality control operations for products and services incoming or in the US Government supply chain, and quantity measurement and control activities. Contract QA is a method the US Government uses to determine if products and/or services that a supplier provided fulfilled its contractual obligations and included all actions required to ensure compliance to contractual or agreement terms and conditions. Generically, the term QA refers to all processes and procedures encompassing quality planning/development, QA, quality surveillance, and quality control. Quality Surveillance—a subset of QA encompassing the program of inspections, sampling, testing, quantity measurement and control and documentation established to monitor the quality/quantity of product being received, stored and issued within the US Government supply chain. Military-Standard-3004, Quality Assurance/Surveillance for Fuels, Lubricants, and Related Products II-4 JP 4-03 Joint Bulk Petroleum Responsibilities b. All providers and users of bulk petroleum have a vested interest in quality management and must work closely together to provide the capability needed. Planning for bulk petroleum support should be fully accounted for in OPLANs and operations orders (OPORDs), particularly activities involving storage and distribution. These activities should be designed around all available quality management assets from contract to customer support, including tactical petroleum laboratories and kits. Execution of bulk petroleum support requires a high level of diligence across all operations, including those involving captured petroleum stocks that can be used by friendly forces in joint operations. The control of bulk petroleum quality management in the JLEnt involves the coordination of many civil, commercial, and military assets overlapping several lines of command and authority. c. Sediment and water are the most common types of contaminants found in storage, distribution, and dispensing systems. Their presence can cause serious problems in fuel systems, particularly in aircraft. Positive action must be taken to prevent and eliminate the occurrence of these contaminants in bulk products. DLA Energy and Service components must plan and ensure trained bulk petroleum quality personnel and equipment are available to ensure contingency petroleum stocks meet military requirements. QA ensures that suppliers have fulfilled their contract obligations and that the government is receiving the proper quantity and quality of specified bulk petroleum. Petroleum contract QA is fulfilled when the product has been accepted by the government and becomes government-owned. Petroleum QS is an aggregate of measures applied to determine and maintain the quality of government-owned petroleum and related products so such products are suitable for their intended use. QS of bulk products begins during receiving operations and continues as long as the products are in the physical possession of the government and until consumed. 5. Fuel Safety Health and safety are principal concerns. Petroleum products are hazardous due to their toxicity, explosiveness, flammability, and potential to create environmental damage. Prescribed health and safety precautions will be strictly followed for the protection of personnel, equipment, and the environment. Fire hazards are possible whenever petroleum products are handled, due to leaks, spills, vapor accumulation, improper grounding or bonding, or proximity of any heat source. Some of the key chemical properties of fuel and fuel additives that should be of interest to users are contained in MIL-STD-3004, Quality Assurance/Surveillance for Fuels, Lubricants, and Related Products. 6. Environmental Concerns a. All US military activities are required to conform to US environmental laws and guidelines as set forth in DOD issuances. Additionally, these activities must comply with all applicable state and local laws, rules, and ordinances, unless a waiver has been obtained from the appropriate authority. II-5 Chapter II b. Leaks or spills must be avoided to prevent the discharge of petroleum products to waterways and underground water tables. Code of Federal Regulations, Title 40, Part 112.7, General Requirements for Spill Prevention, Control, and Countermeasure Plans, provides guidance on establishing a spill prevention and control plan. c. For activities and facilities at enduring locations outside the United States, follow applicable international agreements and the appropriate country-specific final governing standards (FGSs) developed IAW Department of Defense Instruction (DODI) 4715.05, Environmental Compliance at Installations Outside the United States. In countries where no FGS exist, follow applicable international agreements and DOD 4715.05-G, Overseas Environmental Baseline Guidance Document. (1) Follow HN environmental laws (when applicable), North Atlantic Treaty Organization environmental standardization agreements, and regulations to the extent required by relevant status-of-forces agreements or other international agreements. (2) Adhere to HN environmental requirements reflected in country-specific FGSs. (3) Where FGS are not in place, apply DODI 4715.05, Environmental Compliance at Installations Outside the United States, when HN environmental laws do not exist, are not applicable, or provide less protection to human health and the natural environment. (4) Seek legal advice regarding the applicability of HN environmental laws or other US federal standards in contingency operations. For additional information on environmental concerns, see DODI 4715.05, Environmental Compliance at Installations Outside the United States, and DLA Energy Environmental Guide for Fuel Terminals. 7. Petroleum Operational Contract Support and International Logistics Acquisition Agreements a. DLA Energy has responsibility for the centralized procurement of bulk petroleum for DOD. The contracting officer is the DLA Energy point of contact for questions and concerns regarding contract award or administration and may appoint a contracting officer representative (COR) to assist with administrative or quality issues. The scope and limits on the COR responsibilities are defined in the appointment documents. b. DOD components submit requests to the geographic combatant commander’s (GCC’s) JPO for validation and obtain DLA Energy authority to locally purchase petroleum products in excess of the annual limits described in DOD 4140.25-M, DOD Management of Bulk Petroleum Products, Natural Gas, and Coal Acquisition and Technology. The contracting officers will respond with the information required in order to approve the request. However, in the case of bulk petroleum, requests are submitted through the service control point (SCP), who validates the request and then II-6 JP 4-03 Joint Bulk Petroleum Responsibilities forwards it to the DLA Energy for approval. If a DOD component is not supported by a DLA Energy contracting officer, it should send all requests through the cognizant SCP or DLA Energy duty officer. c. Into-Plane Contracts. DLA Energy into-plane contracts allow government aircraft from military and federal civilian agencies to purchase fuel and refueling services at commercial airports at substantial discounts from the posted airport price. The Services send requests for into-plane contracts through the CCMD JPO for validation to DLA Energy. However, the Services may use an Aviation Into-Plane Reimbursement Card without requesting DLA Energy authorization when the commercial airport lacks any DLA Energy into-plane contract coverage. d. Emergency Requirements. When requirements prohibit time to obtain a DLA Energy contract through normal procurement channels, the user determines the need for emergency procurement. Emergency procurement should cover only the amount calculated to sustain immediate operational needs and until normal contracting channels are secured. For work stoppages, local purchase is limited to immediate use quantity. A copy of the local purchase procurement documents is mailed to DLA Energy with the annotation: “Local purchase of a DLA-integrated managed item.” II-7