Fueling Operations
Fueling Facilities
The DPW&T Transportation Division is responsible for controlling access to all County-operated fueling facilities and to ensure compliance with Federal and State regulations pertaining to fuel dispensing, automation and expansion of fuel depots. All County-owned vehicles should be fueled at County facilities unless traveling out of the County. All County vehicles should be fueled using regular unleaded gasoline, diesel, or other alternative-fuels as are recommended by the vehicle manufacturer. Special fuel keys are obtained only through the Transportation Division through authorized personnel only.
Capacity and Use
Approximately 1,500 gallons of gasoline and diesel fuel are burned each day. Reorder levels for existing tanks are based on a full load delivered to ensure reduced costs due to economic scale. Full loads: diesel @ 7,000-7,500 gallons and gasoline @ 8,000-8,500 gallons. As such, at the reorder level approximately 16,000 gallons or 11 days of back-up storage is available. During Countywide emergency operations when diesel fuel use is elevated (i.e., snow removal) only 2-5 days of emergency storage would be available.
At the California site, there is one 10,000 gallon tank for gasoline and one 10,000 gallon tank for diesel which have generator back-up. At the Leonardtown site, there were only two 10,000 gallon tanks for gasoline and no emergency back-up generator. At the reorder level, approximately 16,000 gallons or 11 days of back-up storage was available. During Countywide emergency operations, when diesel fuel use is elevated, (i.e., snow removal) only 2-5 days of emergency storage was available. The fuel facility upgrades described below resolved the insufficiency of emergency back-up fuel capacity, storage and emergency operational needs.
Facility Expansion(s)
The Leonardtown facility is primarily a gasoline distribution facility and the California facility is primarily a diesel fuel dispensing facility. In 2009, the Leonardtown facility was expanded to include a 10,000 gallon above ground double-walled diesel tank and pump to primarily accommodate the Board of Education-owned Fleet (approximately 20 buses) and / or to allow one of the u/g tanks at St. Andrews to be dedicated for bio-diesel fuel use. The tank is able to accommodate regular premium diesel or any grade of bio-diesel fuels. The project also included the addition of a 125 KW emergency back-up generator to run both the fuel farm and the Building Maintenance Division during emergency response / operations.
Non-County Facility Fueling
If a vehicle is traveling outside the County and fueled at a non-County owned fueling facility, the operator must obtain a receipt showing the fuel type and gallons purchased, and file a copy with their respective department within 48 hours of return to the County. Sheriff vehicles traveling outside the County and fueled will follow current procedures as outlined by Sheriff's policy and practice. Copies of fuel purchases may be requested by the Transportation Division on an as-needed basis.
Fuel Procurement
The Transportation Division, through the Procurement Office, will be responsible for procuring all gasoline, diesel and alternative fuels for County vehicles and equipment primarily through the Southern Maryland Cooperative. The Transportation Division is also responsible for tracking fuel consumption and maintaining adequate inventories at the fueling facilities in accordance with the provisions of this Manual. User departments / agencies will be invoiced on a monthly basis. Bio-diesel fuel obtained from the State Highway Administration will utilize the adopted Bio-diesel Fuel Dispensing System Procedures. User departments / agencies will be invoiced by the SHA on a monthly basis.
Use of Alternative Fuels
The Commissioners of St. Mary's County and the Department of Public Works & Transportation is committed to supporting the President's National Energy Plan, improving environmental air quality, the prosperity of the rural economy, and our Nation's energy independence by using domestic renewable alternative fuels in our vehicles. Use of domestically renewable ethanol and bio-diesel alternative fuels will help USDA fulfill Energy Policy Act of 1992 requirements and serve as a commitment to both our nation's farmers and to better air quality for all Americans. Use of the bio-fuels in our tagged fleet, off-road vehicles and equipment will contribute to increased demand for agricultural crops and reduced pollutant emissions.
Use of blends of 20 percent (B20) or higher bio-diesel in lieu of diesel fuel, ethanol-blended fuels containing at least 10 percent domestically produced ethanol or other alcohol to the extent practicable (where the fuel is readily available and reasonably priced compared with un-leaded gasoline), compressed natural gas (CNG) and/or liquefied natural gas (LNG) fuels are encouraged and will be evaluated by the Transportation Division for integration into the County fleet.
Fuel Facility Depot Locations
All County departments have access to the fuel facilities (depots) including the Board of Education, St. Mary's Health Department and St. Mary's Nursing Center at the following locations:
St. Andrews Maintenance Facility
(un-leaded and diesel fuel)
4829 St. Andrews Church Road
California, MD 20619
Governmental Center Facility
(un-leaded and diesel fuel)
41870 Baldridge Road
Leonardtown, MD 20650
SHA Loveville Facility
(bio-diesel fuel)
27345 Point Lookout Road
Leonardtown, MD 20650
Assigned Vehicle Fueling
Operators are responsible for fueling their vehicles and for maintaining a record of all fuel and fluids used unless such data is available from one of the Transportation Division automated fueling sites. County departments/agencies shall be allowed to purchase fuel from out-of-County facilities as needed for transportation. Receipts for fuel purchases are the responsibility of the individual departments.
Motor Pool Fueling
Operators will receive motor pool vehicles and are responsible for fueling, if needed. In the event additional fuel, lubricants or emergency repairs are required, the operator will request authorization for such services as follows:
- During normal County business hours - See the Transportation Division Manager / Coordinator for the motor pool / spare fleet fuel key(s).
- During normal County business hours - Operators must return vehicles fully fueled and the using Agency/Department is responsible for all fuel costs.
- After County business hours - Use Departmental fuel keys for County-owned vehicles. 24 hour fueling service is available at the designated fuel depots.
- After County business hours - See the STS dispatcher for fuel key(s).
An employee will be reimbursed for emergency vehicle fuel by the respective agency/department based upon submission and approval of valid receipt(s). Any emergency repair expenses shall be reimbursed by the Transportation Division based upon submission and approval of valid receipt(s).
Exceptions
Based on the County Attorney's August 16, 2004 opinion, the following Non-Profit organizations are not allowed to purchase fuel from the County; Walden Sierra, Southern Maryland Tri-County Community Action, Three Oaks Centers, Center for Life Enrichment, and Pathways. None of these organizations are controlled directly or indirectly by any agency of St. Mary's County Government. Other non-profit organizations, provide either housing, counseling, or supplement other services already provided by the government or department. Revenue Ruling 82-30 also explicitly provides that community action committees do not qualify to purchase fuel from the County. In order for a sale of gasoline to a private organization to be tax-exempt, the organization must either:
Be controlled directly or indirectly by an agency of the local government; or
Perform a traditional government function on a non-profit basis.