Metropolitan Police Department Washington D.C.

Subject:

Maintenance of Gasoline

and Oil Supplies

Series    Number  Change

603       02

Effective Date

February 05, 1985

Revision Date

*

 

The purpose of this order is to establish the procedures for handling gaso­line, oil supplies, and related equipment. This order consists of the following parts:

 

PART I    Responsibilities and Procedures for

          Members of the Department

 

A.   Sworn Members.

B.   Civilian Members.

 

PART II   Responsibilities and Procedures for

          Special Assignment Personnel

          Station Clerks.

 

PART III Responsibilities and Procedures for

          Supervisory and Command Personnel

 

A.   Commanding Officers.

B.   Director, Office of Finance and Management.

C.   Director, Fleet Management Division.

D.   Official in Charge, Field Inspections Unit.

 

PART I

 

A. Sworn Members.

 

1.   Sworn members drawing gasoline or oil for use In departmental vehicles shall adhere to the procedures for refueling their vehicle as outlined in General Order 301.1 (Vehicle Operation and Maintenance) and shall provide the station clerk with the following information:

 

a.   Vehicle shop number;

b.   Member’s name and badge number;

c.   Pump number;

d.   Vehicle odometer reading; and

e.   Gallons of gasoline and/or quarts of oil drawn.

 

 

 

 

Publication

 

Effective Date

Page Number

General Order 603.02

 

February 05, 1985

2 of 7

 

 

 

2.   Sworn members drawing fuel for harbor vessels, helicopters, and specialized vehicles (i.e., fork lifts, diesel vehicles, etc.) shall enter the necessary information regarding the action on a PD Form 132 (Gasoline and Oil 1 Report), Part A, (except that an official’s approval need not be obtained).

 

3.   Each time gasoline and/or oil is drawn, the drawing member shall ensure that the dispensing action is recorded with the station clerk. No trans­action shall be made for more than one vehicle. Adding gasoline assigned to one vehicle to another vehicle (i.e., scooters) without a separate entry Is express­ly prohibited.

 

B.   Civilian Members.

Civilian members drawing gasoline and/or oil for use in departmental vehicles shall adhere to the above procedures for sworn members, except that the member’s Identification Card Number shall be used in place of a badge number.

 

PART II

 

A.   Station Clerks shall be responsible for the following:

 

     1.   Dispensing gasoline and oil.

 

          a.   Control the dispensing of gasoline and oil within their                 unit.

 

b.   Record each gasoline and/or oil transaction on a PD Form 131 (Gasoline and Oil Summary) each day beginning at 0001 hours and ending 2400 hours.

 

c.   Enter the amount dispensed (other than those identified in Part IA2) into the computer system prior to the departure of the drawing member.

 

(1)  In facilities equipped with remote pump readout sys­tems, enter the amount dispensed while the member is at the pumping station.

 

(2)  In all instances where the computer system will not ac­cept the transaction, complete a PD Form 132 (Gasoline Oil Report) Part A, verify the accuracy of the information  which he/she attempted to input and have each en­try approved by an official.

 

 

 

 

 

Publication

 

Effective Date

Page Number

General Order 603.02

 

February 05, 1985

3 of 7

 

 

 

d.   Prepare, on a daily basis, a PD Form 132 which shall:

 

(1)  Account for all gasoline and/or oil dispensed which      could not be entered Into the computer system (Part      A);

 

(2)  Account for. all gasoline and/or oil received for one      day (Part B);

 

(3)  Be closed out and completed no later than 0100 hours;

 

(4)  Contain an explanation of any discrepancies concerning the balancing of totals (line L); and

 

(5)  Be distributed on the next business day according to the distribution schedule indicated on the form.

 

e.   Prepare, on a weekly basis, a PD Form 133 (Weekly Gasoline Inventory Report) which shall:

 

(1)  Show the weekly totals of gasoline and oil received and dispensed by each e1ement;

 

(2)  Account for total daily transactions during the period 0001 hours Sunday through 2400 hours the following Saturday; and

 

(3)  Be submitted to the Office of Finance and Management by 0900 hours each Tuesday.

 

f.   Notify the Communications Division during all tours of duty and the Physical Resource Management Section, Planning and Development Division during the day work tour, when a gaso­line tank becomes empty, a pump breaks down and when ser­vices have been restored. (Note: This information is needed by the Communications Division In order that the dis­patcher may notify all units that they are to refuel at another location until they are further notified that the problem has been resolved).

 

     2.   Maintaining and Verifying Fuel Supplies.

 

          a.   Check the quantity of gas and oil on each tour of duty to                    ensure that adequate supplies are on—hand.

 

b.   Place an order for additional supplies if gas supplies reach the minimum amount shown on attachment "A" of this order.

 

 

 

Publication

 

Effective Date

Page Number

General Order 603.02

 

February 05, 1985

4 of 7

 

 

 

c.   When deliveries of gasoline are made:

 

(1)  Personally witness the dispensing of same into the tanks, and verify the truck meter readings before and after filling.

 

(2)  Stick each tank before and after receipt of fuel or witness and record stick readings done by the driver of the delivery truck on the back of the PD Form 132 (Gasoline and Oil Report).

(3)  Ensure that the recovery hose from the dispensing vehicle  is being used, so that unnecessary fumes do not create a hazard. If the operator of the dispensing vehicle is observed falling to hook up the vapor re­covery hose, the Department of Consumer and Regulatory Affairs, Compliance and Abate Unit shall be notified.

 

(4)  All spillage shall be reported to the Physical Resource Management Section, Planning and Development Division and if the spillage Is over 50 gallons, notify the D.C. Department of Consumer and Regulatory Affairs.

 

(5)  Complete line C (and D if needed)on the PD Form 132, Part B.

 

(6)  Verify, sign and distribute copies of the contractor’s delivery ticket.

 

(a)  The original copy shall be submitted to the Office of Finance and Management, Room 4106, Municipal Center.

 

(b)  A copy shall be kept on file at the receiving unit.

 

d.   Check each tank with the dip stick on each Monday at 0100 hours, to determine the beginning Inventory, and at the sane time a test for water in each storage tank shall be conduct­ed, using the water sensitive paste (Kolor Kut) on the dip stick.

 

(1)  If the water reading reaches three (3) inches, the tank needs pumping.

 

(2)  Contact the Physical Resource Management Section, Planning and Development Division to make arrangements for pumping; and

Publication

 

Effective Date

Page Number

General Order 603.02

 

February 05, 1985

5 of 7

 

 

 

(3)  Complete a PD Form 133, Part B (Weekly check for Water In the Gasoline Tanks).

 

     3.   Ordering Gasoline and Oil.

 

a.   Upon determining that the gasoline supply has reached the minimum level allowed by this order prior to the scheduled delivery, the Physical Resource Management Section, Planning and Development Division shall be notified to arrange for a special delivery.

NOTE:     Gasoline is purchased by contract, which provides for scheduled deliveries. Due to variations in volume of gasoline drawn from each element, It is sometimes necessary to request additional gasoline between scheduled deliveries.

 

b.   Check the supplies of oil on hand during each tour of duty. When additional oil is needed, contact the Fleet Management Division between 0700 and 1500 hours, Monday through Friday.

 

     4.   Repairs to Gasoline Pumps.

 

a.   Make a daily check of pumps, hoses, nozzles, and hose re­trievers to ensure that needed repairs are accomplished during normal working hours.

 

b.   Contact a member of the Physical Resource Management Section, Planning and Development Division, when requesting repairs for gasoline pumps.

 

PART III

 

A.   Commanding Officers shall ensure that:

 

1.   An adequate supply of gasoline and motor oil is maintained in their organizational elements at all times.

 

2.   Such fuels are properly monitored to ascertain that amounts on hand and dispensed are consistent with those reported.

 

3.   Periodic Inspections of the dispensing procedures are conducted.

 

4.   Gasoline from commercial gasoline stations is obtained, if an un­reasonable delay in refilling a gasoline tank is encountered and gasoline from other department sources Is not readily available. (This procedure shall be used only in extreme emergency).

 

Publication

 

Effective Date

Page Number

General Order 603.02

 

February 05, 1985

6 of 7

 

 

 

5.   Gasoline, lubricants and motor oils are used in an economical and legitimate manner.

 

6.   Suitable locks for gasoline pumps end tank fill caps are provided, kept locked when not In use and that the keys to the locks are only accessible to authorized personnel; except at those stations where a remote control system is In use.

B.   Director, Office of Finance and Management shall:

 

1.   Verify the amount of gasoline billed as delivered by the contract­or versus gasoline received by the elements as reported on the PD Form 133, Part

 

2.   Review organizational elements’ explanation of discrepancies as reported on the PD Form 133, Part A.

 

3.   Refer consistent patterns of discrepancies, as reported on the PD Form 133, Part A, or PD Form 132, to the Field Inspections Unit for further in­vestigation.

 

C.   Director, Fleet Management Division shall:

 

1.   Evaluate the amount of gasoline reported used by each vehicle.

 

2.   Refer consistent patterns of discrepancies to the Field Inspec­tions Unit for further investigation.

 

3.   Submit a PD Form 160 (Request for Issue or Turn-In) to the Office of Finance and Management by September 15 of each year for a sufficient quantity of gasoline to fuel the entire fleet for the next fiscal year.

 

D.   Official in Charge, Field Inspections Unit, shall cause each      dispensing element to be inspected for adherence to this order at      least once each fiscal year.

 

 

 

 

 

 

 

 MTT:JJD:jtw

Organizational

Element

No. of Tanks

Gas(1st Line)

Tank Capacity

Gas (Gallons)

Predestinated

Minimum Amts.

No. of

Pumps

1D

2

10,000

5,000

2

1D-1

1

1,000

456

1

2D

3

5,000(2) & 11,000

6,300

2

3D

2

10,000 each

6,000

2

4D

2

2,500 & 11,000

4,050

2

5D

2

5,000 each

3,000

2

6D

2

10,000

6,000

2

7D

1

5,000

1,500

2

SOD (Harbor)

1

1,500

750

2

SOD(Tact)

1

300

100

1

SOD(Traffic Branch)

1

1,000

300

1

SOD(HQ)

1

2,500

750

1

Training Division

1

5,000

1,500

1

Youth Division

1

5,000

1,500

1

 

 

 

 

 

 

 

 

 

 

 

 

 

Attachment "A"

General Order No. 603.2