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Manual of Infrastructure Engineering -

BULK FUEL INSTALLATION

MAINTENANCE INSTRUCTION

Bulk Fuel Installation Maintenance Instruction Version 2.0 – July 2013

m FOREWORD

Applicable to bulk fuel installations used to store military grade aviation and maritime fuels the Manual of Infrastructure Engineering - Bulk Fuel Installation Maintenance Instruction (MIE-BFIMI) is the primary Defence maintenance policy document. Within this document, maintenance and functional responsibilities are defined, and guidance is provided for the establishment and management of a maintenance system, and the requirements of applicable legislation and Australian Standards.

This manual can be accessed from the Defence Estate Quality Management System web site on the Defence Intranet. It is also available to the public on the Internet at http://www.defence.gov.au/im/.

The MIE-BFIMI nominates Regulations and Standards as the minimum for the maintenance of Bulk Fuel Installations (BFI), but, recognising the unique nature of Defence BFI the

F manual generally nominates additional levels of engineering requirements than those required by Regulations and Standards.

For Design related policy, refer to the separate Manual of Infrastructure Engineering Bulk Fuel Installation Design (MIEBFI-D). It is also available to the public on the Internet at http:Nw~vw.defence.gov.au/inl/.

This version of the BFIMI contains interim policy on roles and responsibilities of key appointments involved in the supply of fuels and associated Fuel Installation management. All policy in this instruction, including all roles and responsibilities will be removed and transferred to ADF Fuels Manual, planned for early 2014. The BFIMI will also be further developed to cater for installations of all fuel types, including commercial fuels used for land applications and emergency power generation, focusing on procedural matters for the maintenance and operation of a facility.

b e a d Infrastructure Defence Support and Reform Group

CONTENTS

1 INTRODUCTION 10

2 AIM 10

3 SPONSORSHIP 10

4 SCOPE AND APPLICATION 10

5 POLICY 11

6 CONTRACT PROVIDER COMPETENCY REQUIREMENTS 11

7 RESPONSIBILITIES 12

8 STRATEGIC RESPONSIBLE PERSON PETROLEUM 15

9 RESPONSIBLE PERSON (PETROLEUM) RESPONSIBILITIES 15

10 DSO–RD RESPONSIBILITIES 16

11 OPERATING AGENT (OA) RESPONSIBILITIES 17

12 MAINTENANCE AGENT (MA) RESPONSIBILITIES 19

13 WORK HEALTH AND SAFETY 21

14 REQUIREMENTS FOR POLLUTION PREVENTION AND MITIGATION 25

15 REQUIREMENTS FOR FIXED PLANT AND EQUIPMENT REQUIRING REGISTRATION 27

16 BREAKDOWN MAINTENANCE AND RESPONSE REQUIREMENTS 28

17 HOUSEKEEPING 28

18 PERMIT-TO-WORK SYSTEM 28

19 MAINTENANCE PLAN – THE PROCESS 29

20 OPERATING AGENT NON-TECHNICAL MAINTENANCE PLAN 31

21 MAINTENANCE AGENT TECHNICAL MAINTENANCE PLAN 32

22 MAINTENANCE ACTIVITY DISPENSATION 33

23 EXCHANGE OF INFORMATION 33

24 MAINTENANCE AGENT FAULT REPORTING 34

25 OPERATOR FAULT REPORTING 34

Bulk Fuel Installation Maintenance Instruction Page 3 of 40 Version 2.0 – July 2013

26 FAULT REGISTER 35

27 REPLACEMENT COMPONENTS/MATERIALS 35

28 MANAGEMENT OF CHANGE TO BFI SYSTEMS 36

29 MAINTENANCE RECORDS 36

30 MAINTENANCE LOGBOOK 37

31 OPERATOR MAINTENANCE LOGBOOK 38

32 CONFIGURATION DOCUMENTATION 38

33 BFI MAINTENANCE HISTORY 39

34 SYSTEM PERFORMANCE INFORMATION, INSPECTION AND TEST RESULTS 40

35 AUDITING 41

36 STANDARDS, REGULATIONS, REFERENCE DOCUMENTS AND GLOSSARY OF TERMS 41


Appendix A1. – The Maintenance Requirements for Defence Bulk Fuel Installation

Facilities – Maintenance Agent (MA). Appendix A2. – The Maintenance Requirements for Defence Bulk Fuel Installation

Facilities – Operating Agent (OA). Appendix B1. – Visual inspection checklist templates Cat 4 below and above ground

tanks.

Appendix B2. – Visual inspection checklist templates Cat 6 above ground tanks Appendix C. – Configuration & Maintenance Documentation and Records Appendix D. – Auditing, Monitoring, Review: Requirements and Schedule Appendix E. – Permit-to-Work Model Procedure and Attachement A ‘Flow Chart’ to Appendix E. Appendix F. – Reserved Appendix G. – Maintenance Plan Format Appendix H. – Standards and regulations Appendix I. – Glossary Of Terms Appendix J. – Annual audit proforma (used inconjunction with appendix D) Appendix K. – Maintenance Agent worksheet template Appendix L. – Operating Agent worksheet template Appendix M. – Maintenance Plan Flow Chart


AMENDMENT CERTIFICATE Amendment Effected

Number Date Amendment details Signature

2.0 July 2013 Second revision

1a May 2008 First revision

1 Dec 2004 Initial release


ABBREVIATIONS The following abbreviations may appear in this document and/or reference documents.

Abbreviation Meaning

ADO Australian Defence Organisation

ABXO Air Base Executive Officer

AS Australian Standard

AS/NZS Australian/New Zealand Standard

BCP Base Command Post

BFI Bulk Fuel Installation

BFIMI Bulk Fuel Installation Maintenance Instruction (Refers to this document. Generally referred to as the ‘Instruction’.)

BFQCO Base Fuel Quality Control Officer

BFQCM Base Fuel Quality Control Manager

BS Contractor Base Services Contractor

BS Base Services

DSO–BSM DSO – Base Support Manager

CDF Chief of the Defence Force

CMMS Computerised Maintenance Management System

BFI CMP BFI Consolidated Maintenance Plan

CM Capability Manager

CMS Comprehensive Maintenance Services

CO Commanding Officer

DEMS Defence Estate Management System (see GEMS)

DEQMS Defence Estate Quality Management System

DI(AF) Defence Instruction (Air Force)

DSO Defence Support Operation

DSO–DC DSO – Director Contracts

DSO–DEFS DSO – Director Estate & Facilities Services (DSO Regional)

DSO-RECRM DSO – Regional Estate Compliance and Risk Manager

DSO–RESM DSO – Regional Estate Support Manager

DSO–RWHSM DSO – Regional Work Health & Safety Manager

DSRG Defence Support Reform Group

DSRG–DEEP DSRG – Directorate of Estate Engineering and Policy


DSRG– DEMTR DSRG – Directorate of Estate Maintenance and Technical Regulation

DSRG–-DSPA DSRG–Directorate Safety Policy & Assurance

DSRG–EE DSRG – Environment and Engineering Branch

EPBC Act Environment Protection and Biodiversity Conservation Act

FP&EM Fixed Plant & Equipment Maintenance

FQC Fuel Quality Control

GEMS Garrison Estate Management System (under development to replace DEMS)

GSE Ground Support Equipment

GSSC Garrison Support Services (GSS) Contractor

HRU Head of Resident Unit

ID Infrastructure Division

JFLA Joint Fuels and Lubricants Agency

JSA Job Safety Analysis

JSL Joint Special Licence

KPI Key Performance Indicator

LCSB Land Combat System Branch

MA Maintenance Agent

MEOMS Mechanical Equipment Operations Maintenance Section

MMS Maintenance Management System

OA Operating Agent

OAMP Operating Agent Maintenance Plan

PCO Permit Control Officer

POL Petroleum, oils and lubricants

RAAF Royal Australian Air force

RAN Royal Australian Navy

RD Regional Director

RP (P) Responsible Person (Petroleum)

SADFO Senior ADF Officer

SAFETYMAN Defence WHS Manual

Strategic RPP Strategic Responsible Person Petroleum

DSO-SEM Senior Environmental Manager (DSO Regional)

SMS Audit Safety Management System Audit

SPI Serious Personal Injury


SWMS Safe Work Method Statement

WHS Act Work Health and Safety (WHS) Act

WHSB Work Health and Safety Branch


BULK FUEL INSTALLATION MAINTENANCE INSTRUCTION

1 INTRODUCTION

1.1 This Bulk Fuel Installation Maintenance Instruction (BFIMI) defines the maintenance responsibilities for all Defence Bulk Fuel Installations (BFI) used for the storage of military spec aviation and maritime fuels, and provides guidance on the requirements for establishing a maintenance system to meet Defence operational requirements. This Instruction also provides guidance on the requirements of applicable legislation and Australian Standards.

1.2 Sound maintenance practices are critical to a Defence BFI, to ensure the satisfactory

management of fuel to an acceptable quality, environment protection compliance, workplace health and safety standards, and high availability. Furthermore aviation and maritime BFIs are characterised by high stockholding, low fuel turnover, and the requirement to maintain an essential high level Defence capability.

2 AIM

2.1 The aim of this Instruction is to outline functional responsibilities and describe a minimum maintenance baseline for the BFIs covered by this instruction.

3 SPONSORSHIP

3.1 Directorate of Estate Maintenance and Technical Regulation (DEMTR) of Defence Support Reform Group (DSRG) Infrastructure Division (ID) Environment and Engineering Branch sponsors this Instruction.

3.2 The scope of the sponsorship is to coordinate the preparation and amendment of this

Instruction and to provide guidance on its requirements. 3.3 DSRG – ID is responsible for the design and construction of a BFI and DSRG –

Defence Support Operations (DSO) for their maintenance. 3.4 Sourcing of funds for the maintenance requirements contained in this Instruction is

the responsibility of the respective units and the local DSO region.

4 SCOPE AND APPLICATION

4.1 The requirements of this Instruction apply to all BFIs containing military aviation and maritime fuels, including fixed fuel loading and distribution piping and related fixed equipment located on a wharf.

4.2 The requirements of this Instruction do not apply to transportable or mobile fuel

installations, and the maintaining of other fixed plant such as generators and power stations.


4.3 Furthermore, this instruction does not apply to fuel storage installations used to store LPG and other commercial grade fuels (ground fuels) including, Diesel, ethanol derivatives, and unleaded petrol’s.

Note:- Although this version is specific to aviation and maritime fuel installations, this instruction will be further developed to cater for installations of all liquid fuel types, including commercial fuels used for land applications and emergency power generation, focusing on procedural matters for the maintenance and operation of a facility. Roles and responsibilities transferred to the Defence Fuels Manual.

4.4 This Instruction details maintenance responsibility and requirements guidelines. 4.5 This Instruction includes basic guidance for the development of a Consolidated

Maintenance Plan (CMP), Maintenance Agent (MA) maintenance requirements, and schedules, and the derivative Operating Agent (OA) maintenance requirements and Maintenance schedules (see appendices A1 and A2).

4.6 To ensure compliance with Work Health and Safety (WHS) and Occupational Health

and Safety (for states where OHS is still enforced), duty of care obligations and because of the hazardous nature of BFI, specific risk management and control strategies involving a Permit-to-Work system shall be used. Permit-to-Work requirements are discussed in Section 18 with additional guidance provided in appendix E – Permit-to-Work Model Procedure.

5 POLICY

5.1 The guidance provided in this Instruction must be read in conjunction with the latest edition of the following policy and guidance documents:

a. Defence WHS Policy and Requirements;

b. Defence Environmental Policy and Requirements;

c. Risk assessment in accordance with the Work Health and Safety Regulations 2011 (Cth) and associated WHS related Codes of Practices;

d. DEF(AUST) 5695B – Petroleum Oils and Lubricants Manual;

e. Relevant Commonwealth, State and Territory legislation; and Relevant Standards and Codes as detailed in the Appendices;

f. The Manual of Infrastructure Engineering – Bulk Fuel Installation Design; and

g. Defence Instruction (General) LOG 4-1-011—Defence Fuels Manual.

6 CONTRACT PROVIDER COMPETENCY REQUIREMENTS

6.1 Delivery of maintenance and garrison support services to all Defence establishments is managed by Defence Support Organisation through the vehicle of CMS/BS contracts. The maintenance of a base BFI and the operation of for a limited number


of BFI the operation of a BFI, are delivered through the same defence establishment CMS/GSS/BS contract.

6.2 Administration of these contracts is under the jurisdiction of the DSO-Regional

Director (DSO–RD) supported by DSO staff at both Regional and Defence establishment levels through the DSO-RD authority of delegation.

6.3 Given the hazardous nature of a BFI additional vigilance is necessary to ensure BFI

maintenance and operational staff members are suitably qualified, experienced, and with proven competencies equivalent to a nationally accepted competency level (e.g. through accredited training and development institutions, qualifications, Defence specific courses (where applicable), recognition schemes and/or licences).

7 RESPONSIBILITIES

7.1 The following Defence agencies have particular responsibilities for the operation and maintenance of a BFI:

a. Base Fuel Quality Control Officer (BFQCO). As the senior Operating Agent

(OA) representative for each ADF establishment holding fuel the BFQCO is ultimately responsible for implementing the JFLA prescribed program for fuel technical integrity at a base / establishment level.

b. Base Fuel Quality Control Manager (BFQCM) is normally appointed by the

BFQCO. The BFQCM) responds to the BFQCO, and who is a minimum rank of Corporal (equivalent) or APS equivalent with the technical requisite skills and experience assists the BFQCO. Refer to DEF (AUST) 5695B - Part 1 Sect 1 Chap 2 for details regarding roles and responsibilities of the BFQCO and BFQCM.

c. BFI - Responsible Person Petroleum (BFI-RPP). BFI – RPP are to provide

assurance for the safe operation, maintenance, and governance protocols of the BFI in accordance with SRPP guidance.

d. COMCARE. Under the Work Health and Safety Act 2011 (WHS Act) and the

Safety, Rehabilitation and Compensation Act 1988 (SRC Act) COMCARE is responsible for workplace safety, rehabilitation, and compensation in the Commonwealth jurisdiction reporting to the Minister for Employment and Workplace Relations.

e. CJLOG. Commander Joint Logistics (CJLOG), as the Strategic J4, is

responsible for the strategic management of Defence owned fuel and lubricants. f. DSO – Base Support Manager (DSO–BSM). The DSO–BSM on each base is

authorised by DEPSEC Defence Support and reform to deliver base support management and services including the coordinated, integrated delivery of administration, standard support services and other support services as agreed in the base support agreement on each base. The DSO–BSM will also be accountable for the coordination and administration of base wide plans.


g. DSO – Director Contracts (DSO–DC). Responsible for the management, performance and administration of regional contracts, including the Comprehensive Maintenance, Garrison Support and Base Services contracts, reporting to DSO–RD.

h. DSO – Director Estate & Facilities Services (DSO–DEFS). The Director

Estate & Facilities Services is responsible for the delivery of estate-related DSO products and services at the DSO regional level, either directly or through contractors. This includes BFI maintenance.

i. DSO – Regional Director (DSO–RD). As the DSO senior manager of the

region, the DSO-RD is responsible for the delivery of all DSRG products and services in the region. Inclusive to these products and services is the administration of the CMS/BS service contracts for the maintenance and operation of a BFI.

j. DSO – Regional Estate Compliance and Risk Manager (DSO-RECRM).

Reporting to the Director Estate and Facilities Services, the RECRM oversees, coordinates, and implements risk treatment and mitigation strategies for the DSO region.

k. DSO – Regional Estate Support Manager (DSO–RESM). Responsible for the

coordination of the maintenance of the base facilities including the BFI, provided through the CMS/BS maintenance contracts. The DSO–RESM or a competent subordinate is also responsible for the issuing of Permit-to-Work certificates as the Permit Control Officer under this instruction.

l. DSO – Regional Work Health & Safety Manager (DSO–RWHSM).

Responsible to DSO–RD for the implementation of Group WHS plans, including fire management and fuel-spill plans, and also for providing WHS advice and guidance to DSO–RD.

m. DSO – Senior Environmental Manager (DSO–SEM). Responsible for

providing environment and heritage advice and guidance on Regional/Base activities. The DSO-SEM is responsible for conducting a BFI specific environmental risk assessment as part of the Base Environmental management system. The DSO-SEM will assist with the spill and leak prevention and response strategies.

n. DSRG – Directorate Estate Engineering Policy (DSRG–DEEP). DEEP is

responsible for engineering policy in relation to BFI design and construction related matters

o. DSRG – Environment and Engineering Branch (DSRG–EE). EE branch is

responsible for establishing the engineering and environmental policy protocols and the provision of advice and guidance on all engineering and environmental policy issues.


p. DSRG – Directorate Estate Maintenance and Technical Regulation. (DSRG–DEMTR). As a member of DSRG EE, DEMTR is the sponsor and custodian of the BFI maintenance instruction and its associated appendices.

q. DSRG – Directorate Safety Policy and Assurance (DSRG–-DSPA). Whilst

WHSB provides for management policy and protocols, DSPA is responsible for providing advice and guidance to DSO– RWHSM with respect to WHS compliance assurance and governance. RWHSM is also the principle link for all matters relating to WHS compliance at the regional level through the Regional Director.

r. Head of Resident Unit (HRU). Responsible for the delivery of their capability,

operational support, force generation and other Group/Service-specific products or service (i.e. operation of a service run BFI).

s. Joint Fuels and Lubricants Agency (JFLA). Responsible for the procurement

and in-service management of POL products. JFLA is also the Australian Defence Force logistics manager for POL, responsible for prescribing the ADF POL Technical Integrity Program through which the safety, fitness for service and environmental compliance of POL can be maintained. JFLA can provide Defence advice on a wide range of POL issues either through DSO-DEFS or DSRG-DEMTR.

t. Maintenance Agent (MA). The MA is responsible for ensuring all BFI

maintenance as detailed in this instruction, its appendices and in accordance with its CMS/BS contract maintenance specification, including non-technical maintenance done by others, complies with the requirements of this instruction.

u. Operating Agent (OA). The OA is responsible for the day to day management

and operation of the BFI. This includes fuel quality control, fuel distribution to vehicle tankers and aircraft, and non-technical maintenance (where applicable).

v. Operating Agent (OA - contracted). Through the Base services contract (old

Garrison Support Services Contract) contractors are engaged at some establishments to provide Operating Agent’s services. The contracted OA is responsible for the day-to-day operations and non-technical maintenance in accordance with its Contract Specification.

w. Senior ADF Officer (SADFO). The SADFO provides the broad leadership to

all military staff on the base consistent with CDF’s expectations of all senior ADF officers. The SADFO will assume command of the relevant base in the case of a BFI, security, safety or emergency event requiring coordination of base personnel and resources.

x. Strategic Responsible Person Petroleum (SRPP). The SRPP is responsible for

ensuring a system of assurance and surveillance with relevant checks and reporting systems is in place. The systems are to provide CMs and all stakeholders with assurance that the fuel supply chain, including fuel facilities, is safe to operate and CMs are aware of the risks to be managed.


y. Work Health and Safety Branch (WHSB). Responsible for providing safety policy, guidance, tools and expert advice to the Australian Defence Organisation (ADO) including units and establishments, to reduce the incidence and severity of occupational injury and disease.

8 STRATEGIC RESPONSIBLE PERSON PETROLEUM

8.1 The Strategic RPP (SRPP) is responsible for ensuring a system of assurance and surveillance with relevant checks and reporting systems is in place. The systems are to provide CM’s and all stakeholders with assurance that the fuel supply chain, including fuel facilities, is safe to operate and CMs are aware of the risks to be managed.

8.2 The strategic RPP responsibilities are:

a. act as the SRPP and the Principle Advisor to the portfolio on all ADF POL policy, standards, fuel operations and delivery of products and services;

b. provide a fuels management assurance framework established and maintained to monitor, evaluate, audit, report and improve all elements of the fuels supply chain against preparedness requirements;

c. liaise with the Services, HQJOC, DSRG and other stakeholders in order to maintain seamless and effective fuel and lubricant logistics support to Defence Fuels Services Branch as a whole;

d. ensure the quality, and engineering – technical and safety services – integrity of all POL products and services; and

e. oversight ADF POL storage and distribution

9 RESPONSIBLE PERSON (PETROLEUM) RESPONSIBILITIES

9.1 For each Defence establishment BFI used to store aviation or maritime fuel, a designated person shall be nominated as the Responsible Person (Petroleum) – RPP. For the purposes of this instruction the BFI-RPP shall be either the:-

a. Navy – Port Services Manager; b. Army – Chief of Army representative; c. RAAF – CO of nominated City Squadron; and d. DSRG – Base Support Manager.

9.2 Their duties and responsibilities are to ensure the safe operation, maintenance and

governance protocols of the BFI. The BFI-RPP is required to seek assurance through the regular Base Management Forum meetings with the DSO-BSM, HRU, and OA of the BFI, BFQCM, and MA, covering all aspects of management and operation of the BFI, namely:


a. the continuous safety of all personnel in and around the fuel installation; b. OA and MA conformance with current policy; c. OA and MA currency of required qualifications and competencies; d. current MA certification of BFI as fit for purpose, correctly maintained, and safe

to operate in accordance with the design intent; e. MA certification that all maintenance associated risks to BFI operation represent

a level of risk acceptable to the Commonwealth, or appropriate remediation action is being pursued;

f. operational readiness of the BFI to meet the requirements of the CMs; g. fuel quality control is consistent with Defence fuel quality control standards; and h. the correct implementation of the BFI Permit-to-Work system.

9.3 A single BFI-RPP position associated with more than one BFI across multiple

Defence establishments is permissible.

10 DSO–RD RESPONSIBILITIES

10.1 As the DSO senior manager of the region, the DSO-RD is responsible for the delivery of all DSRG products and services. Inclusive to these products and services is the administration of the CMS/BS service contracts for the maintenance of all BFI; and the operation of a selection of BFI.

10.2 The administrative responsibilities and authorities of the DSO–RD are delegated to

DSO staff at both Regional and Defence establishment levels. 10.3 With respect to the requirements of this instruction, the DSO-RD shall:

a. Ensure Contractors appointed to carry out work (e.g. design, refurbishment, and maintenance) on a BFI are appropriately qualified and sufficiently skilled to conduct the work;

b. Ensure that the currency of configuration drawings, records, registers as detailed in appendix C are complete and available at the facility to the MA and the OA;

c. Nominate an appropriately qualified third party from the Defence Infrastructure Panel (2010-2014) to undertake the following audits (refer to appendix D for detailed auditing requirements) to:

i. Audit and certification of the BFI CMP and its components, MA Technical Maintenance Plan (TMP), and OA Non-Technical Maintenance Plan (NTMP) against the requirements of this Instruction after the submission;


ii. Audit the MA against contracted key performance indicators (KPIs), for compliance with this Instruction, compliance to WHS Act of 2012 and the application of sound engineering practice and management to the BFI maintenance task;

iii. Audit the contracted OA against contracted KPIs, safe BFI operation, compliance with this Instruction, and the management of non-technical maintenance tasks;

iv. Audit the current technical maintenance procedures and methods for compliance;

v. Audit of spill and leak prevention and response system;

vi. Audit of safety management system and Permit-to-Work system;

vii. Audit MA Hazard and Risk assessments in accordance with SAFETYMAN; and

viii. Audit OA Hazard and Risk assessments in accordance with SAFETYMAN.

11 OPERATING AGENT (OA) RESPONSIBILITIES

11.1 The OA is responsible for the day to day management and operation of the BFI, which includes fuel quality control, fuel distribution to vehicle tankers and aircraft, performing non-technical maintenance tasks. BFI operating personnel may be either uniformed, APS or contract personnel (includes DMO BFI contractors e.g. Exmouth), and must be appropriately accredited and competent for the task of operating and managing the BFI. The OA is also responsible for coordinating other responsible agencies to ensure the ongoing airworthiness and seaworthiness of stored aviation and maritime fuels.

11.2 All OA personnel shall be fully trained in the assessment of the need and application

of the permit-to-work certificate as it applies to the specific facility.

11.3 The OA is to monitor access to the BFI through providing authorisation, including conducting safety induction briefing, of all personnel.

11.4 The OA shall be competent with the operation and capability of BFI equipment and

systems. The OA shall notify the MA and RPP of any BFI safety breach, performance deficiencies, and overdue maintenance. The DSO-BSM is to keep DSO–DEFS and BFI-RPP advised of the situation.

11.5 The OA shall keep the MA and DSO-BSM and BFI-RPP informed, through regular

status reporting, of Defence functional requirements for base BFI facilities. These requirements shall include (in part) the configuration of the fuel systems at any point in time to meet operational requirements and the provision of safe access for Defence personnel and/or contractors to approach or work on the bulk fuel installations.

11.6 A key component to the strategy for the safe operation and management of the BFI is


non-technical maintenance tasks conducted by the OA. Outlined in Appendix A2, non-technical maintenance tasks are designed as day to day facility system checks (e.g. drain all water from low point drains). The OA shall utilise suitably qualified and competent staff.

11.7 Applicable to military OA personnel only. For the sole purpose of sustaining

technical skills and competencies and undertake emergency BFI repairs in the field Military OA may assist the MA conduct technical maintenance. The extent of the Military OA conducting technical maintenance is to be determined by agreement between DSO–BSM and BFI-RPP in conjunction with the MA. The agreement is to be in writing with correct permit to work documentation in place

11.8 The OA shall report any BFI systems failure to the MA through the raising of

DEMS/GEMS works request. Where the OA identifies shortfalls in any operational procedures and methods, they are to notify RPP, DSO–BSM, and DSRG–DEMTR.

11.9 The OA shall, when reviewing the permit-to-work, determine with the MA, what

elements of the BFI will require isolations and the necessary make safe conditions in order to conduct the necessary maintenance activity. The relevant equipment isolations, e.g. fitting of Do Not Operate / locks / and DANGER tags, are to be carried by the MA with details of the isolations provided on the relevant permit-to-work. Refer to appendix E (Permit-to-Work Model Procedure) of this Instruction for the permit-to-work model procedure.

11.10 With respect to maintenance/replacement of plant activities, should such work require

either the opening or isolation of a closed system that contains fuel (e.g. storage tank; pump; valve; filter unit) the item of plant shall be placed in quarantine at the time of completion of the work to allow for Fuel Quality Control (FQC) tests. Note:

a. Fuel Quality Control (FQC) tests (to be done on as required basis) are to be

performed by the BFQCO or BFQCM. A delegated competent person may be appointed by the BFQCO or BFQCM. When the BFQCO/BFCQM or the appointed person is satisfied that the fuel quality will not been compromised, only then can the plant item be taken out of quarantine and placed into operational service; also

b. See section 12.1.G for MA responsibilities with respect to returning plant back

into service. 11.11 The BFI-RPP shall ensure all BFI operating personnel receive all necessary training

for their area of responsibility, including if applicable, for the use of DEMS/GEMS. 11.12 Training of Defence personnel in BFI operations, including non-technical

maintenance tasks is the responsibility of the parent group and is typically provided by specific RAN, Army, or RAAF courses supported by on-the-job training.

11.13 For OA services provided through the GSS/BS Contract, the contractors are under the

contractual supervision of the DSO – DC. The BFQCO has ultimate responsibility for ensuring Fuel complies with Defence specifications. Where the BFQCM position is contracted, the applicable contract shall explicitly specify the responsibilities. Refer


to DEF (AUST) 5695B - Part 1 Sect 1 Chap 2 for details regarding roles and responsibilities of the BFQCO and BFQCM.

11.14 The GSS/BS contractor is responsible for the day-to-day operations and non-technical

maintenance in accordance with its Contract Specification. This may include mobile fuelling equipment.

11.15 For OA services provided through the GSS/BS Contract, the GSS/BS contractor shall

ensure their staff and sub-contractors have the appropriate training. The training shall be comparable to the Commonwealth equivalent for their area of responsibility in accordance with the needs of this Instruction, Defence establishment needs, and JFLA fuel quality control requirements (reference DEF (AUST) 5695B). This shall include Permit-to-Work training consistent with the responsibilities of each individual.

12 MAINTENANCE AGENT (MA) RESPONSIBILITIES

12.1 The MA is responsible for the delivery of maintenance of the BFI and to ensure:

a. Fuel quality is not compromised by any work undertaken; a. The functionality and reliability of the installation; b. The safety of all persons undertaking technical maintenance and survey

activities; c. Adherence to Permit-to-Work systems used at the BFI; d. Contracted maintenance activities are carried out in accordance with this

Instruction, BFI CMP and the CMS/BS contract; e. Conformance with all CMS/BS contract and KPI targets; f. Compliance with DSRG project commissioning guidelines as prescribed on

DEQMS and in the Manual of Infrastructure Engineering Bulk Fuel Installation – Design; and

g. All plant and equipment is to be handed back to the OA in a safe, operable, and

as-designed state (or authorised compliant configuration). In addition, the following two points must also be considered:

(1) Should such work require the opening or isolation of a closed system that

contains fuel (e.g. storage tank; pump; valve; filter unit), a competent MA supervisor shall check that all work has been satisfactorily completed. Upon completion the item of plant shall be placed in quarantine for FQC checks performed by a competent OA representative (i.e. either the BFQCO or BFQCM or a person appointed by the BFQCO/BFQCM). Recommissioning shall only commence when the BFQCO/BFQCM or their representative is satisfied that fuel quality has not be compromised; and


(2) If the situation arises where an item of plant equipment or system is handed back to the OA in a degraded state, that is, not able to be operated as-designed, the MA is to formally report to the DSO–BSM for notification to BFI-RPP, DSO–DC, BFQCO, and JFLA. The report shall outline the following details as a minimum:-

i. the reasons for the degraded status;

ii. the impact on the BFI capability;

iii. the length of time the BFI shall operate with a specific degraded equipment or system; and

iv. the steps proposed to bring the facility back to its engineering or designed status.

12.2 The MA has overall responsibility for the correct application of the Safe Work

Method Statement, preparation of the work permit(s) and for the isolation of BFI systems to be worked on, through the fitting of "Do Not Operate tags, locks and /or DANGER tag. Refer to appendix E of this Instruction for the permit-to-work model procedure.

12.3 The MA shall co-ordinate all technical maintenance activities with other authorities,

both internal and external to Defence, through the offices of the DSO–BSM or DSO–DC as directed by Defence.

12.4 The MA shall ensure and certify that the technical maintenance of the BFI meets all

relevant legislation, regulations, standards, and codes. Where the design or degraded capability of plant and equipment impacts on the MA’s capability to comply with this requirement when starting a CMS/BS contract, the MA shall notify DSO–DC. The DSO–DC, with assistance from DSO–DEFS, shall assess the issue and put a rectification plan in place. Assistance can also be sourced from a qualified third party from the Defence Infrastructure Panel (2010-2014) for BFIs, to undertake the review. A schedule of key applicable regulations, codes, and standards is included in appendix H (Standards and Regulations). This schedule is provided for information purposes only and in no way limits the MA’s contractual obligations.

12.5 The MA shall comply with directions from the OA regarding functional requirements

for BFI (e.g. the configuration of the fuel systems at any point in time to meet operational requirements and the provision of safe access for Defence personnel and/or contractors to approach or work on the bulk fuel installation).

12.6 The MA shall clearly define the roles of the MA’s staff and any sub-contractors

through:

a. Job and position descriptions;

b. Training both formal and informal (on-the-job); and

c. Prerequisite skills and knowledge.


The defined roles and responsibilities documents are to be kept regional office of the CMS/BS contract provider.

12.7 The MA shall ensure the maintenance staff, are qualified, experienced, and with

proven competencies. 12.8 All staff shall be fully trained and thoroughly familiar with all relevant legislation,

regulations, guidelines, and Standards. All staff that use DEMS/GEMS shall be fully trained and thoroughly familiar with the system and its requirements.

12.9 The MA shall engage experienced specialist sub-contractors with industry recognised

competencies, as required to meet its responsibilities (e.g. specialist inspection agencies for tank inspections, meter calibration, pressure vessel inspections, and protective coatings).

12.10 The MA shall maintain records of all maintenance works, plant and equipment

performance information and equipment faults or failures associated with the BFI in the relevant document management systems as detailed in Section 32 and in appendix C.

12.11 The MA shall for the purposes of completeness and accuracy, maintain drawings,

records, registers (including verification dossier), certifications and other documentation in accordance with statutory and industry practice, and Defence requirements. The MA is to advise DSO DC if configuration drawings, records, registers, (including verification dossier) are not available.

12.12 Where the MA identifies shortfalls in an asset’s design adequacy, this Maintenance

Instruction, previous modification, or compliance with relevant codes and standards, the MA shall ensure that such shortfalls are brought to the notice of DSO– DC, using the DEMS/GEMS mechanism. DSO–DC shall ensure DSO–BSM, BFI-RPP, DSRG–DEMTR and JFLA are also notified.

13 WORK HEALTH AND SAFETY

13.1 The aim of the Work Health and Safety (WHS) Act is to secure the health and safety of workers and workplaces through harmonised safety legislation.

13.2 As the WHS applies to all Defence personal, including Cadets, and Defence

contractors, the chief of Defence (CDF) and the Secretary of Defence have issued the Defence Work Health and Safety Policy Statement outlining the principles of the Defence Work Health and Safety Management System (WHSMS).

13.3 WHSMS is designed to give all workers the highest level of protection that is

reasonably practicable against harm to their health, safety, and welfare from hazards and risks arising at work. Accordingly, all Defence and contracted staff have a responsibility to ensure safety in the workplace compliance with the requirements WHSMS.

13.4 The operation and maintenance of bulk fuel installations, through high safety


standards, is essential for the safety of personnel and the integrity of the installations plant and equipment. To ensure the installations plant and equipment are properly maintained, Defence requires the BFI operator staff (contracted and Defence) and maintenance providers to comply with all relevant safety requirements and that they are accredited to conduct their respective tasks.

13.5 Maintenance of BFI shall comply with:

a. The Work Health and Safety Act 2011 and the Work Health and Safety Regulations 2011, and associated WHS Codes of Practices;

b. Applicable State/Territory OHS and WHS legislation which includes, but is not limited to Dangerous Goods Regulations;

c. Defence WHS safety policy, guidance and advice provided by Work Health and Safety Branch (WHSB), and Defence WHS Manuals (SAFETYMAN));

d. DEF(AUST) 5695B;

e. Relevant Standards and Codes referred to by this Instruction;

f. Guidance obtained from the WHSB publication - Contract Safety Management - A Framework for Safety in the Defence Contract Process (Revised); and

g. Defence Environmental policies including relevant pollution prevention polices.

13.6 Risk assessments shall be completed in accordance with the Work Health and Safety Regulations 2011 and associated WHS related Codes of Practices.

13.7 Defence personnel and contractors are to be provided with appropriate instruction,

courses and training to enable a safe work environment. These include, but are not limited to general WHS induction and training, and specific WHS induction and training applicable to BFI facilities.

13.8 The Defence WHS Manual shall be used for related policy guidance on contractor

safety management. The aim is to describe arrangements for contractors and their employees working in both, Defence controlled and, contractor controlled workplaces and, that contractors also meet their duty of care to Defence, and its employees, at both, Defence controlled and contractor controlled workplaces.

13.9 In light of the hazardous nature of the BFI and in accordance with the Defence WHS

Manual all workers must wear PPE. The PPE must be well maintained and stored in a designated and well-identified location.

13.10 Access to the BFI shall be controlled be the OA. The OA is to ensure all personnel

entering a BFI attend a BFI induction briefing and ensure all personnel are:

a. made aware of the general safety precautions and work practices;

b. wearing the correct PPE including suitable wearing apparel;


c. made aware of the prohibited use of portable equipment with dry batteries, and other ignition sources such as matches or cigarette lighters; and

d. aware of their personal hygiene, and safety precautions to be taken, if they come into contact with fuel.

13.11 DSO–RD or an approved delegate shall ensure that the process of qualification and

Defence’s selection criteria for contractors appointed to carry out work (e.g. design, refurbishment, and maintenance) on a fuel storage facility are implemented. The qualification process has the intent of:

a. Satisfying the required Defence Establishment and BFI Safety Induction and

Safety Agreement system elements mandated by SAFETYMAN;

b. Determining whether a contractor’s safety management provides a sound foundation for the Hazard Identification and Contractor Safety Management Plan system elements implemented specifically through the Permit-to-Work system described at appendix E (Permit-to-Work Model Procedure) to this Instruction;

c. Determining whether a contractor’s safety management system provides a sound foundation for the Contract Safety Auditing system element implemented in accordance with this Instruction. Contract Safety Auditing shall be required for all work carried out under the requirements of this Instruction;

d. Ensuring that the MA and contracted OAs, through Base inductions and with Defence training where required, are fully acquainted with:

(1) the Base regulations such as security; WHS, environment protection, emergency response, evacuation, hazardous area location and requirement, Permit-to-Work, incident reporting; and

(2) the movement of vehicles, machinery and personnel about the Base;

e. Ensuring that all MA and OA personnel are competent and suitably trained, observe all Base and local regulations, and that procedures and training are in place to carry out all the requirements of Base WHS and Safe Working procedures and policies; and

f. Ensuring that before carrying out any work on a BFI, MA and contract OA personnel have agreed to the Site Contractor Safety Agreement and a BFI Safety Agreement.

13.12 Safety checks, auditing and monitoring shall be regularly conducted on BFI and associated maintenance activities in accordance with the schedule in appendix D.

13.13 Operating Agent personnel working in a BFI shall exercise their authority to withdraw

a Permit-to-Work, if work is not being conducted in accordance with the Permit-to-Work conditions, or if circumstances change to make the work unsafe. Such course of action must be reported to the BFI-RPP and the CMS/BS contract manager for appropriate corrective action. DSO–RWHSM shall provide advice on safety matters as required.

13.14 The OA and MA shall develop a systematic approach to safety management for their


respective operations and maintenance activities using the relevant safety system information. The information includes, but is not limited to legislation, statutory regulations, relevant Australian Standards, management systems and plans, WHS policy, codes of practice, standard operating procedures, safe working procedures, safe job procedures, and Hazardous chemical safety systems. The following shall be considered in the process of development:

a. include in the defined methods and detailed procedures what parts of the plant

need to be maintained and how the plant should be safely isolated, locked out and tagged during maintenance;

b. carry out job safety analysis/check using risk assessment to identify what hazards

are associated with each step of the maintenance procedures and the measures required to address the hazards;

c. undertake appropriate actions to address the hazards identified in the job safety

analysis/check including revising the procedures for undertaking the maintenance under all specific local and current conditions; and

d. develop procedures for the reporting of faults, damages or defects of plant or

equipment, and for addressing the reported deficiencies.

13.15 Incident reporting shall comply with the requirements of SAFETYMAN and the Base Emergency Management Plan and WHS Management Plan. Noting the following requirements:-

a. As soon as practicable on the day of an incident associated with a BFI, the

incident shall be reported to the BFI-RPP on a AC563 "Defence WHS Incident Report" available at WEBFORMS;

b. Where a Contractor or other third party is involved, an AD088 "COMCOVER

Notification Record" must also be completed; and c. Incident notifications should also be provided to DSO–DC, RECRM, and the

Regional WHS Manager. 13.16 In the event a Defence contractor is involved, the contractor is also required to report

the serious personal injury and a dangerous occurrence incident to the respective State / Territory safety regulator.

13.17 On notification of an incident, the base BFI-RPP shall report immediately to the SRPP

and the SADFO, providing a brief:

a. of what happened;

b. the actions taken to protect persons and property effected;

c. measures taken to prevent escalation; and

d. what emergency procedures have been invoked and confirm the appointment of an Incident Manager.


A copy of the incident report shall be provided to DSO–RD through DSO DC.

13.18 The BFI-RPP shall report to WHSB and COMCARE by telephone within 2 hours of a fatality becoming known.

13.19 In the event of WHS incident involving a fuel spill, the OA or MA shall report to BFI-

RPP within 2 hours any fuel spill or imminent harm to the environment, including contamination reaching surface waterways or aquifers used for water supply or an incident resulting in hazardous concentrations indoors or in the open atmosphere. DSO–SEM should also be informed as soon as practicable.

13.20 Where there has been a fuel leak or spill, or an incident, the Incident Manager role

shall be carried out jointly by DSO–BSM or SADFO (if DSO-BSM is the RPP) and the BFI-RPP. With respect to incident management, all requirements and recommendations of the SAFETYMAN shall be fully complied with. For leaks and spills also refer to the next section.

14 REQUIREMENTS FOR POLLUTION PREVENTION AND MITIGATION

14.1 Pollution prevention and control shall comply with:

a. The Defence Environment Policy; Defence Pollution Prevention Strategy, June 2007, and relevant Defence pollution prevention policies;

b. Relevant State/Territory legislation in Dangerous Goods, Environment Protection and, in particular, Underground Petroleum Storage Systems;

c. The policy, guidance and advice of WHSB which include, but are not limited to, Defence Safety Manuals (SAFETYMAN);

d. Relevant Defence environment incident reporting requirements;

e. The policy, guidance and advice of DSRG – Environment and Engineering branch, DEQMS website);

f. DEF(AUST) 5695B; and

g. AS 1940 and all other relevant Australian Standards and Codes referred to by this Instruction.

14.2 A key objective of the BFI maintenance plan is to ensure that leak and spill

prevention/detection is achieved through:

a. A comprehensive process of periodic technical maintenance that is aimed at ensuring that the facilities are maintained in a condition that minimises the risk of leaks and spills occurring in the first instance;

b. Identification of necessary controls through the process of hazard and risk

management as set out in SAFETYMAN and kept under regular periodic review as described elsewhere in this Maintenance Instruction;


c. A regime of regular inspections by the OA and the MA as defined in Appendices A1 and A2, respectively to this Maintenance Instruction, and in the Defence establishment Environmental Management Plan (as advised by DSO–SEM) that shall detect and report any leaks and spills and allow quick remedial action to be taken; and

d. A regular program of auditing in accordance with appendix D.

14.3 The BFI-RPP shall ensure through the OA that BFI spill and leak prevention and response strategies are in place and implemented. These strategies are to ensure:

a. Environmental risk assessment is carried out as part of DSO–SEMs hazard and

risk management responsibilities to determine the most practicable strategies for detection and response to leaks and spills, and otherwise as required;

b. Systems and procedures for preventing spills and leaks during operations are in place through the standing instructions and work methods implemented by the OA, Permit-to-Work system and Contractor Accreditation;

c. All measures for leak and spill prevention and detection are documented as adopted on the advice of DSO–SEM specific to each BFI, integrated into OA and MA maintenance plans and recorded in the Configuration and Maintenance Documentation and Records;

d. All MA and OA personnel are suitably trained and competent to carry out their leak prevention, detection duties and spill response;

e. In the event of a spill or leakage, contingency plans such as loss investigation plans, and emergency action plans are in place in accordance with the requirements of the Base Emergency Management Committee (refer SAFETYMAN);

f. All the contingency plans are adequately documented in the maintenance plans and made readily available on site. All BFI staff personnel shall be required to assemble at the nominated emergency muster point established for BFI personnel. OA personnel shall have nominated emergency breakdown/isolation procedures identified in the contingency plans;

g. Any changes in operational conditions are updated in the contingency plans in a timely manner;

h. The BFI emergency response strategies are referenced/included in the base and regional Emergency Response Plans; and

i. Regular review, testing, and update of contingency plans.

14.4 Where fuel leaks or spills have occurred, the BFI management strategies are:

a. To have current emergency organisation details and the arrangements for activating the emergency organisation;

b. To take prompt action to contain leaks or spills and prevent further contamination, and to effect immediate repairs;


c. To inform Base Command Post (BCP) to initiate contingency plans such as the Base Emergency Plan and report to the Environment Protection Authority, as necessary;

d. To inform the DSO-SEM as soon as practicable and to report the leak or spill using the environmental reporting system;

e. To protect human health and the beneficial uses of the site and achieve the best practicable environmental outcome in consultation with DSO-SEM;

f. To clean up in compliance with relevant Commonwealth (National Environment Protection Measures) and State/Territory legislation;

g. To ensure leaks or spills are properly reported through the relevant incident reporting procedures as set out in this Instruction and recorded in BFI logbooks, noting spills greater than 20 Litres shall be reported to JFLA and DSO–SEM; and

h. To ensure BFI-RPP arranges, as soon as possible, a competent investigative team is established to determine the cause of all incidents (for example spills, leaks etc) and recommend design, management and procedural changes to avoid a future occurrence.

15 REQUIREMENTS FOR FIXED PLANT AND EQUIPMENT REQUIRING REGISTRATION

15.1 Under the Work Health and Safety Regulations 2011 (Cth) and associated WHS Codes of Practices, certain items of plant require registration or notification of design in accordance with Schedule Five of the Work Health and Safety Regulations 2011 (Cth). The Department of Defence maintains a system for the operation, management, maintenance, and record keeping of plant that is consistent with the Work Health and Safety Regulations and with Defence policy.

15.2 The management, maintenance, and record keeping of Schedule Five fixed plant and

equipment shall comply with:

a. The DEQMS; and

b. SAFETYMAN.

15.3 Typical plant found at BFI with specific registration requirements include but is not limited to:

a. Air receiver vessels;

b. AFFF foam tanks;

c. Filter / water separator vessels; and

d. Shock suppressors / accumulators / surge dampeners.

15.4 The minimum preventive maintenance actions that need to be implemented are


presented in, but not limited to appendices A1 and A2 of this Maintenance Instruction.

16 BREAKDOWN MAINTENANCE AND RESPONSE REQUIREMENTS

16.1 The MA is required to provide prompt service for unplanned maintenance including breakdown and call-out services in accordance with the CMS/BS contract.

16.2 The MA shall respond within the CMS/BS contract or locally agreed response

timeframes. Where the locally agreed timeframes differ from MA contracted obligations, the BS contract shall be amended accordingly – as an annex to the contract governance plan.

16.3 If any of these procedures requires modification in the course of the contract, the OA

shall identify the requirement with the MA and BFI-RPP and agreed response timeframes shall be authorised by the BFI-RPP and the CMS/BS contract shall be amended accordingly by DSO–DC.

16.4 The MA in consultation with the BFI-RPP, and the OA shall develop and have agreed

relevant call-out and corrective maintenance procedures to ensure proper coordination. The corrective maintenance procedures shall also detail communication procedures; required response times and key contact details.

17 HOUSEKEEPING

17.1 In addition to the specific tasks detailed at the Appendices to this Maintenance Instruction, the OA is responsible for ensuring that the BFI, and all access ways are maintained clear of debris, and that buildings, plant and equipment are kept in a clean and tidy state.

17.2 The MA is responsible for ensuring that the BFI, and all its equipment, e.g. guarding,

safety and emergency equipment and systems is in a clean and sound state and access ways are well marked. The MA will ensure that at the completion of all maintenance work, the work area, and the specific equipment are left in a clean and tidy state and that all waste materials and any hydrocarbons have been removed and correctly disposed of.

18 PERMIT-TO-WORK SYSTEM

18.1 Prior to any mainetance work being conducted within the BFI and its associated systems, the MA Working Party must have a permit-to-work certificate. The objective of the permit- to-work system is to:

b. Control the access to plant and equipment;

c. Minimise the risk of injury to personnel;

d. Minimise the risk of damage to plant;


e. Comply with the Workplace Health & Safety Legislation; and

f. Comply with the Defence Workplace Health & Safety requirements. 18.2 Appendix E, “Permit-to-Work Model Procedure”, outlines roles and responsibilities

and the procedures to be used by the OA, MA and the permit control officer. The Permit-to-Work process flow chart (attachment A to appendix E).

18.3 Access to the BFI is provided to the MA by the OA once the MA presents the

certificate(s) duly authorised by Permit Control Officer. The OA is also to ensure all members of the MA working party have undertaken a BFI safety induction within the previous six months.

18.4 Once access is authorised by the OA the MA will assume control for the BFI (or part

there of) to undertake necessary maintenance activities. Monitoring of maintenance work will be undertaken formally by the MA.

19 MAINTENANCE PLAN – THE PROCESS

19.1 The MA shall develop, coordinate and submit a BFI Consolidated Maintenance Plan (BFI CMP) covering both MA and OA activities. The plan shall show how the requirements of this Instruction are to be achieved for each BFI.

19.2 The BFI CMP shall be a separately identifiable component of the overall base

Maintenance Plan submitted by the CMS/BS contractor in accordance with the general conditions of its contract.

19.3 In accordance with the CMS/BS Contract requirements, the MA shall provide read-

only electronic and hard copies of the agreed and independently certified BFI CMP to the DSO–RD through DSO–DC for approval. Copies of the BFI CMP shall be provided to DSRG–DEMTR upon request by DSRG–DEMTR.

19.4 DSRG–DEMTR shall provide guidance with respect to contractual requirements and

third party certification providers if requested. All copies shall be controlled copies in accordance with the relevant standards and requirements specified in the CMS/BS Contract.

19.5 Guidance for respective OA and MA maintenance activities is provided in the

Appendices A1 and A2, and below. 19.6 In reference to appendix M, the flow chart of the Maintenance Plan development and

implementation process outlines the steps in the development of the BFI CMP. Its development shall be as defined in the CMS/BS Contract and include the following aspects:

a. The MA shall be competent in accordance with the requirements of this

Instruction;


b. Where contracted OAs are in place at a specific BFI, they shall be competent for non-technical maintenance activities in accordance with the requirements of this Instruction;

c. The OA has developed their BFI OA non-technical Maintenance Plan (NTMP) as agreed with the MA for inclusion;

d. The MA shall complete the draft BFI CMP for a specific BFI and submit to DSO–DC for review and approval;

e. DSO–DC shall submit the draft BFI CMP for each specific BFI, clearly identifying the agreed division of maintenance activities between the OA and the MA, to BFI-RPP for endorsement of the plan and agreement to the division of maintenance activities. DSRG–DEMTR is to provide guidance with respect to the draft BFI CMP if requested by DSO–DC; and

f. DSRG–RD conducts an independent third party review of the BFI CMP (refer appendix D for audit requirements) at its own discretion against the requirements of this Instruction and forwards the draft BFI CMP for endorsement by DSO–DC.

19.7 The format of the BFI CMP shall be as detailed at appendix G.

19.8 The appropriate maintenance and inspection frequency of plant, equipment, or system shall comply with the requirements of the detailed reference or authority and maintenance schedules at appendices A1 and A2, and the following requirements:

a. Equipment manufacturers recommendations and instructions;

b. As-installed operation and maintenance information; c. Relevant Standards and Codes of Practice, DEF(AUST) 5695B including any

relevant military standardisation agreements the MA has been directed to; d. Work Health and Safety Codes of Practices; e. Preventive maintenance requirements provided in the Appendices; f. In consideration of additional factors including:

(1) criticality of the facility or system, (2) age or condition of the facility or system based on the DGSR estate

appraisal methods; and

g. Review of the frequency and type of inspection or maintenance required based on the condition as determined from previous inspections.

19.9 The certified BFI CMP submitted by the MA shall be the control document with

appropriate Defence document control procedures in place to ensure the correct BFI CMP is used. The MA is responsible for the administration and management of all technical aspects of the BFI CMP. With assistance from DSO–DC, BFI-RPP shall


ensure for each base BFI that sound and effective formal and informal communication is established and operating between the MA, OA, and BFI-RPP.

19.10 Amendments to the BFI CMP as a result of implementing recommendations from the

MA, changes to the BFI, or changes to the schedules may need to undertake the process identified above for implementing a new Maintenance Plan. Independent JFLA approved third-party certification may be required for any changes to the technical content of the procedures with respect to fuel quality control, but not to the administrative responsibilities and contact details. These changes shall be endorsed by DSRG–DEMTR, and forwarded to DSO–RD for consent. DSRG–DEMTR shall advise the DSO–RD as to whether third party certification is required.

20 OPERATING AGENT NON-TECHNICAL MAINTENANCE PLAN

20.1 The OA shall develop a BFI Operating Agent Non-Technical Maintenance Plan (NTMP) for each BFI and submit to the MA for incorporation to the BFI CMP. The NTMP shall be submitted to the MA in a mutually agreed timeframe so that MA is in agreement with the general conditions of its CMS/BS contract.

20.2 The NTMP shall incorporate the basic non-technical maintenance schedule, general

operating procedures and inspection check lists as detailed in appendix A2, and agreed with the MA. Where specific procedures or requirements have not been detailed in this Instruction, the OA shall develop work instructions based on the requirements of the relevant Australian Standards identified in this Instruction and manufacturers recommendations. A typical inspection check list template is provided in appendix L.

20.3 For dispensation of NTMP requirements in the Appendices requires endorsement by

the DSRG–DEMTR (who will consult with JFLA, as required) and approval from DSO–DC. See section 22 for dispensation details.

20.4 The NTMP shall also provide to the MA any emergency and breakdown procedures

for inclusion in the BFI CMP. 20.5 The OA is responsible within its BFI area of responsibility for the following:

a. The safety of persons, property and the environment;

b. Checking fuel quality;

c. Compliance with related WHS and environment protection legislation;

d. Compliance with BFI Permit-to-Work procedures

e. Undertaking non-technical maintenance tasks of a BFI as outlined in appendix A2, as agreed with the MA; and

f. Ensuring that plant and equipment are safely operated.


21 MAINTENANCE AGENT TECHNICAL MAINTENANCE PLAN

21.1 The MA has the primary responsibility for all technical maintenance of a BFI, including non-technical maintenance activities that have been agreed for delegation to the OA as per the tasks listed in appendix A2.

21.2 The MA is responsible for all BFI technical maintenance. The Maintenance Agent

Technical Maintenance Plan (TMP) shall incorporate the basic technical maintenance schedule as detailed in appendix A1. The MA is to ensure at all times:

a. That fuel quality is not compromised by any work undertaken;

b. The minimisation of BFI down time;

c. The safety of persons, property and the environment;

d. That contracted maintenance activities are carried out in accordance with this Instruction and the CMS/BS;

e. The safe isolation of all plant and equipment under MA control during technical maintenance and survey activities;

f. All plant and equipment is handed back to the OA in a safe, operable, and as-designed state;

g. Compliance with BFI Permit-to-Work procedures;

h. Compliance with relevant WHS and environmental legislation and enabling regulations; and

i. The OA and BFI-RPP fully informed of the consequences of operating plant and equipment outside of design limits or statutory obligations, and their compliance responsibilities.

21.3 The MA BFI technical Maintenance Plan shall contain the following:

a. Extent of the fuel installations (prepared for separate inclusion in manual);

b. Standard maintenance procedures and safe working procedures;

c. Performance, availability and reliability criteria for the specific fuel installation;

d. A plant register for equipment and systems at the specific fuel installation – this plant & equipment register is to comply with the DEMS (future - GEMS) numbering system, with appropriate details applicable to plant registers, including plant type, serial and model numbers, manufacture, WHS registration (i.e. pressure vessels) and so on. The plant register is to be cross-referenced to any in-house MMS/CMMS system used by the MA;

e. A methodology for identifying plant & equipment replacements;

f. Detailed procedures shall also be provided for responding to an emergency:


g. A list of current agencies, key personnel (by position) and specialist support staff/contractors (prepared for separate inclusion in manual);

h. A list of required consumables, spare parts, and key materials to meet the required availability, reliability, and fuel quality specified in the maintenance contract. Future spares shall be determined by trending availability/reliability data or by the use of appropriate prediction and optimisation tools where appropriate; and

i. List of consumables and critical spares to be held by the MA to ensure facility availability and fuel quality.

21.4 A typical inspection check list template is provided in appendix K.

22 MAINTENANCE ACTIVITY DISPENSATION

22.1 Periodically deviation from the planned maintenance activity performed by the MA is unavoidable. A dispensation shall be sort from Assistant Secretary Environment and Engineering (ASEE) if a delay or deviation from a planned maintenance activity causes significant impact on the operational capability of the BFI. ASEE has the responsibility for managing the provisions of maintenance policy for the Defence Portfolio as required, and will seek a technical assessment and recommendation from the DEMTR for the dispensation.

22.2 The dispensation request shall outline the following:-

a. The reason why the maintenance activity needs to be delayed and the timeframe; b. Impact statement; c. The proposed new requirement including the work to be done; d. Documented maintenance history; and e. Supporting evidence such as a condition reports.

23 EXCHANGE OF INFORMATION

23.1 The MA and the OA shall exchange information with each other in a timely and cooperative manner (ideally monthly) to ensure that they each have all the necessary, current and accurate information for completing the maintenance plans and carrying out their duties as required in this Instruction. The BFI-RPP shall be kept informed of the communication procedures and records used. The BFI-RPP is the responsible authority for managing the process to ensure a satisfactory outcome for the BFI and safety performance is achieved.

23.2 The MA shall make available to the OA all planned BFI related technical maintenance

activities a minimum of three (3) months in advance. Where major maintenance works are scheduled (i.e. tank internal painting) the OA and DSO-BSM, DSO–DC,


DSO DEFS (for DSO–RD notification), must be advised formally six (6) months in advance for the purposes of planning by Defence around base activities including military activities and/or exercises.

23.3 Both the contracted MA and OA shall fully acquaint themselves (through training

where required) with, and observe Base and local regulations such as security, WHS, environment protection, emergency response, evacuation, hazardous area location and requirement, Permit-to-Work, incident reporting and the movement of vehicles, machinery and personnel about the Base.

23.4 The MA and OA shall be available for Base and BFI specific emergency response and

evacuation exercises and training as required by Defence. 23.5 BFI-RPP and DSO–DC shall ensure that the MA and OA are competent and suitably

trained, and that procedures and training are in place to carry out all the requirements of Base WHS and Safe Working procedures and policies.

24 MAINTENANCE AGENT FAULT REPORTING

24.1 The MA shall fully co-operate with the OA and the DSO–DC and keep them informed on all matters relating to the safety, reliability, and availability of the BFI and its systems. The MA shall notify the OA of the need to disconnect or disrupt any BFI equipment.

24.2 The MA shall immediately notify the OA and DSO–DC for DSO–RD notification, of

any BFI equipment/systems, which is found to be unserviceable or unsafe, or of deficiencies likely to cause faults. The OA is responsible for informing JFLA on matters relating to the quality of the fuel. The OA will liaise with the BFI-RPP who shall determine whether an Incident Report is to be raised as described earlier in this Instruction.

24.3 Unserviceable and unsafe equipment/systems shall be electrically isolated and tagged

until repairs are completed and the equipment/system is deemed safe to operate by competent and experienced MA personnel.

24.4 The MA is required to forward to the DSO–DC for DSO–RD approval, any

suggestions or recommendations that may improve the maintenance procedures or performance of the BFI. The DSO–DC shall respond within 14 calendar days of such suggestions or recommendations, and keep BFI-RPP advised.

25 OPERATOR FAULT REPORTING

25.1 Through the OA’s routine operation, checking and inspection activities, corrective maintenance, or breakdown maintenance are to be passed on to the MA formally as a work order (DEMS/GEMS works request). After-hours emergency call-outs raised on BFI equipment shall be sent to the regional DSO call centres in accordance with the procedures established in the regions.

25.2 If there is or is likely to be an impact on operations, the OA shall send relevant details


to the following organisations as per SOP nominated timeframes:

a. Deputy Director Operations (DD–OPS), Joint Fuels and Lubricants Agency (JFLA) at Defence Plaza Sydney; and

b. RAAF: - Headquarters Air Command for A8 (Capability Management), where

maintenance may affect air operations; or c. RAN: - Joint Fuels and Lubricants Agency (JFLA) for POLENG (Sea) at

Defence Plaza – Sydney, and Directorate of Navy Logistics Requirements and Sustainment; or

d. ARMY: - Land Combat System Branch (LCSB) for Bulk Liquid Distribution

where this agency is the applicable item manager.

25.3 These reporting requirements do not preclude the OA from reporting details through their usual chains of command.

26 FAULT REGISTER

26.1 All faults shall be recorded in the maintenance logbook, kept on site, and electronically in DEMS/GEMS. The MA shall maintain accurate and adequate records of all BFI maintenance, inspections, plant and equipment history, and plant and equipment configuration as detailed in this Maintenance Instruction, including appendix C (Configuration and Maintenance Documentation and Records).

26.2 The MA shall ensure that Configuration and Maintenance Documentation and

Records are maintained in accordance with the relevant Commonwealth, and State/Territory Legislation and Regulations, AS 1940, the directions of this Instruction and contractual requirements. A copy of all Configuration and Maintenance Documentation and Records shall be locally available on the Base at all times on a 24/7 access and located at the BFI Operating Agents office.

26.3 The DSO–DC shall ensure that the MA provides this information to Defence in the

required format and detail required in the BS contract, and that the information is managed appropriately in accordance with the Region’s document control requirements.

26.4 The DSO–DC shall manage the changeover between MA’s to ensure continuity of the

maintenance schedules, BFI performance, and the information recording requirements. The DSO–DC shall ensure that the information is readily available and suitably transferred to the incoming MA.

27 REPLACEMENT COMPONENTS/MATERIALS

27.1 The MA shall replace any worn, failed, or defective parts of plant or equipment in accordance with the CMS/BS contract and shall only use suitable components and materials nominated in the configuration documentation to maintain design integrity and equipment manufacturers’ specifications. Guidance is to be sought from the


DEEP Fuel Farm Design Policy and DSRG–DEMTR through DSO–DEFS/RESM where required.

27.2 Where components and materials are not nominated in the configuration

documentation or information is not obtainable, the MA shall provide a specification and proposal for replacement or modification and change to the DSO–DEFS/RESM for DSRG–DEMTR consideration and third party assessment by consultant specialist. On obtaining approval, the MA shall amend the relevant BFI configuration documentation.

27.3 DSRG–DEMTR shall ensure that such authorised changes to plant and equipment

specification is promulgated to all DEFS/RESM responsible for BFI so as to ensure equipment standardisation, and to communicate approved equipment or specification configuration changes.

27.4 These requirements shall be incorporated into the Maintenance Plan and other

relevant documentation.

28 MANAGEMENT OF CHANGE TO BFI SYSTEMS

28.1 The modification, upgrade, addition, or decommissioning/deactivation of all or part of a BFI requires updating of the following documents:

a. The MA shall update the Maintenance Plan to be consistent with the changed

BFI as per the ‘Maintenance Plan – The Process’ section of this document; and

b. The MA shall update and maintain the Hazardous Area Verification Dossier to reflect the BFI configuration following modification, upgrade or decommissioning in accordance with AS/NZS 2381.1 and the Manual of Infrastructure Engineering – Electrical. If the Hazardous Area Verification Dossier is found to be non-compliant with the existing installation, the MA shall communicate this to DSO–DEFS for follow up.

29 MAINTENANCE RECORDS

29.1 Defence requires all maintenance carried out on a BFI be clearly recorded and documented. The documentation of all maintenance actions shall allow a clear audit trail should a fuel quality incident occur.

29.2 The MA is the manager of all BFI configuration and maintenance information and

shall ensure suitable configuration and maintenance information management systems are in place. Where such configuration and maintenance information is not available to the MA, the MA shall notify the DSO–DC who shall ensure that such information is supplied to the MA in a timely manner. The MA shall ensure its inclusion in the relevant configuration document file. Where such configuration files or systems are not available, or the configuration information available at the start of a maintenance contract is inaccurate or not current, the MA shall generate a schedule of the information, drawings, and data sheets. The configuration documentation/system is required to comply with the relevant legislation, standards, and requirements of this


Instruction. Any shortfalls of the configuration documentation/system shall be passed on to DSO–DC and DSRG–DEMTR.

29.3 The MA shall update all maintenance records (within the MAs scope) in the DSRG

DEMS/GEMS in accordance with the CMS/BS contract on completion of each piece of work.

29.4 The MA shall maintain an independent manual or computerised maintenance

management system and ensure BFI configuration and maintenance documents and records, and maintenance procedures as detailed at appendix C are accessible to the OA and DSO–DC.

29.5 The MA shall keep maintenance records on site in accordance with relevant

Government Legislation & Regulations and these Instructions. These include, but are not limited to CMMS records, maintenance logbooks, maintenance action records, and system performance information. The records shall be kept in a place where the OA and DSO–DC can access them easily. As noted above, there is requirement for all copies of maintenance and configuration records to be kept on, or accessed from site. The MA shall detail in the Maintenance Plan the method, DSO–DEFS and DSO–DC agreed format, of recording the configuration and maintenance record requirements.

29.6 The MA shall archive plant maintenance history and maintain maintenance records

such as maintenance logbooks, maintenance action records, and system performance information in the DSRG DEMS system where practicable. This should be done regularly and not longer than monthly.

29.7 Where this is not feasible or practicable due to DEMS/GEMS limitations, and where

the fore-mentioned limitations are recognised by the MA, the MA shall arrange real-time Base-level access to their CMMS system during normal business hours, where this information shall also be held. An electronic copy shall be provided to the DSO–RD in a suitable electronic format on request.

30 MAINTENANCE LOGBOOK

30.1 The MA shall keep accurate and adequate records of their maintenance activities in a separate maintenance logbook for each BFI. The purposes of the logbook are to:

a. Record all maintenance work carried out by the MA; and b. Record the satisfactory completion of tests and surveys required by this

Instruction and to inform the OA, JFLA (where required), and DSRG–DEFS of the condition of the BFI.

30.2 The MA shall provide the logbook for each BFI, and can be in the form of an MMS or a CMMS. The relevant sections of configuration data, maintenance records, and Permit-to-Work records are to be accessible to the OA office facility on site, 24/7. As a minimum, the Permit-to-Work records for each completed item of maintenance work by the MA shall be cross referenced to the maintenance logbook by its Permit-to-Work number to enable traceability of the safety precautions followed, and to


identify the MA personnel who were engaged on the work. It may be filed as an attachment to the corresponding page in the logbook.

30.3 It is essential that accurate entries are made in the logbook in sufficient detail to

record the equipment (e.g. plant identification number, cable identification, and equipment description), the faults if applicable, the work performed, and the parts replaced.

30.4 The MA shall also identify and record the cause(s) of actual or potential plant and

equipment degradation or failure (as noted in section 27 - Replacement Components/Materials); the impact on the future operation and maintenance of the BFI and an interim and long-term solution to correct the identified equipment or system design or specification deficiency. Procedural aspects must also be considered when assessing solutions to plant and equipment issues.

30.5 Where the technical maintenance task is not complete at the end of a working day, the

logbook/MMS must show the progress reached at that point.

31 OPERATOR MAINTENANCE LOGBOOK

31.1 With respect to non-technical maintenance, the OA shall keep records of all activities carried out in addition to those required by the MA in accordance with this Instruction.

31.2 Records of all OA non-technical maintenance shall be made available to the MA. The

BFI-RPP shall ensure OA non-technical maintenance history data is made available to the MA in an agreed timely manner and in a format that minimises the inputting to the MA managed consolidated BFI configuration and maintenance record.

32 CONFIGURATION DOCUMENTATION

32.1 The configuration and maintenance documentation is a collection of documents and procedures designed to provide for the efficient management of BFI, encompassing design configuration, maintenance history, risk assessment, monitoring, and review.

32.2 The Configuration and Maintenance Documentation is detailed at appendix C and

includes (in part) the DEMS/GEMS database, Maintenance Plan, Maintenance Specification, O&M manuals, emergency response information, test reports, hazardous area verification dossier, and as-constructed documentation.

32.3 The MA shall maintain system configuration and maintenance documentation and

records to ensure the safe operation and maintenance of the BFI systems and shall be in sufficient detail to allow ordering of replacement parts. Also, the configuration documentation shall be an accurate representation of the installed equipment. Any deficiencies found in this documentation shall be formally notified to the DSO–RD. The MA shall implement corrective actions after the DSO–RD has authorised such actions.

32.4 Operation and maintenance (O&M) documentation shall require ongoing revision by


the OA and MA throughout the service life of a BFI to ensure that the documentation is current.

32.5 The MA shall ensure that configuration documentation and maintenance records are

maintained in accordance with the relevant Commonwealth, and State/Territory legislation, the directions of this Instruction and contractual requirements.

32.6 A copy of all configuration and maintenance records shall be locally available within

the BFI site on a 24/7 access. The DSO–DC shall ensure that the MA provides this information to Defence in the required format and detail required in the BS contract, and that the information is managed appropriately in accordance with the Region’s document control requirements.

32.7 A list of referenced publications to be consulted by the MA in the development of the

maintenance requirements for a Defence BFI is detailed on an activity basis at appendices A1 and A2 (maintenance schedules) and summarised in appendix H (standards and regulations).

32.8 These lists and references are by no means exhaustive. The MA shall be responsible

for obtaining and complying with all current relevant and referred publications as required.

32.9 DSO–RD or his delegate is to ensure that current configuration drawings, records,

registers, (including verification dossier), certifications and documentation as detailed in appendix C are complete and available at the facility to the MA and the OA. The MA, except where directed by DSO–RD through DSO–DC, shall for the purposes of completeness and accuracy, maintain this documentation in accordance with statutory and industry practice. The MA is to also advise DSO–DC if drawings, records, registers, (including verification dossier) are not available. DSO-DC is to make every effort to locate the drawings, records, registers, (including verification dossier). JFLA shall direct their requirements of the MA through DSRG DEMTR.

33 BFI MAINTENANCE HISTORY

33.1 The MA shall maintain comprehensive and accurate records of plant maintenance history for each item of plant, in accordance with the requirements of the Configuration and Maintenance Documentation and Records detailed in appendix C. The equipment history should include a data sheet showing equipment designation, location, associated system, manufacturer, model number, serial number, purchase order number, purchase date, warranty, status and list all maintenance actions, all faults and repairs undertaken. The plant history data must correlate with the same data on DEMS/GEMS.

33.2 Plant history records are of particular importance in detailing the original as-built

conditions of the fuel installations and all subsequent modifications. They become the basis for future planned upgrades or changes. Original manufacturers’ operating and maintenance manuals and parts lists shall be preserved where possible and key data transferred to the MA controlled configuration and maintenance documentation and record systems.


33.3 For maintenance history purposes, each maintenance action shall be recorded on the

work order as a minimum:

a. Date; b. Plant designation; c. Description of maintenance action performed; d. Time of maintenance action performed (where required in the maintenance

contract); e. Technicians name(s); f. Maintenance companies name (including subcontractor); g. Technical report (including comments, recommendations and any testing and

inspection reports);

(1) Any testing, which requires a test instrument, shall include a record of a current calibration certificate from a certified laboratory.

h. Any other information that facilitates audit trail and information search; and i. Permit-to-Work information sufficient to identify the isolations and safe work

procedures specified and the personnel who carried them out.

33.4 The MA shall produce a monthly BFI report for DSO–DC and DSO–DEFS. The report is to identify significant maintenance completed during the past month and commenting on the state of the plant & equipment and systems in the BFI.

33.5 The MA shall also highlight major planned maintenance works, such as tank internal

inspections, or major plant and equipment maintenance, concerns impacting personal and equipment safety, fuel quality and facility availability and performance, together with the notification of the work and engineering procedures required to rectify the identified concern(s). A copy of the report is to be forwarded DSO–DEFS.

33.6 In relation to a potential plant failure with safety implications DSO–DEFS is to advise

DEMTR for promulgation to other DSO Regions.

34 SYSTEM PERFORMANCE INFORMATION, INSPECTION AND TEST RESULTS

34.1 The MA shall keep system performance information such as inspection and test results to the requirements of the DSO–DEFS and this Instruction. Defence requires the MA to provide inspection and test results that verify compliance with legislation, environment protection compliance, safety, integrity. Additionally the information provided will be used in ascertaining the remaining service life of plant and


equipment.

35 AUDITING

35.1 Appendix D contains details of the audits required to monitor the implementation and adherence to this Instruction.

36 STANDARDS, REGULATIONS, REFERENCE DOCUMENTS AND GLOSSARY OF TERMS

36.1 Appendix H provides a list of applicable standards and regulations; and appendix I provides a glossary of terms for the purpose of this Maintenance Instruction. However, Government Legislation and Regulations, Technical Standards, Defence Standards and Instructions, and Codes of Practice have their own list of definitions and terminology, which shall be referred to as required.


Documents

Department of Defence Manual of Infrastructure · PDF fileDepartment of Defence Manual of Infrastructure Engineering - ... SWMS Safe Work Method Statement ... LPG and other commercial