5 Questions Fleet Managers Should Ask Their Fuel Provider Before an Emergency
Emergencies are unpredictable, and they know no season. Winter, spring, summer, fall — or hurricane season — severe storms, hurricanes, floods, wildfires, power outages, supply chain disruptions, and other unexpected events can happen with little or no warning.
And when they do, the last thing fleet managers need amid the chaos is uncertainty about fuel — from availability and delivery schedules to communication and provider support. The time for fleet managers to be certain about their fuel provider’s emergency preparedness is before an emergency occurs.
Knowing a provider’s capabilities, resources, communication processes, and backup plans when primary fuel sources become unavailable can help fleet managers identify potential gaps and know what to expect when normal operations are disrupted. So, what should every fleet manager ask to ensure their fuel provider is prepared to help keep their fleet running when an emergency strikes?
Here are the top five questions to accomplish just that.
What Is Your Emergency Response Plan, and Has It Been Tested and Proven?
It’s not enough for a fuel provider to have an emergency response plan. The plan should be tested, proven, and regularly reviewed.
Ask your fuel provider how they prepare for severe weather, supply shortages, power outages, and other events that could affect fuel availability or deliveries. Find out how quickly their emergency response plan can be put into action, who coordinates their response, and how frequently the plan is reviewed and tested. Ask about previous emergencies. What worked, what didn’t, and what changes were made as a result?
A provider with a proven track record can clearly explain their emergency response plan, giving you greater confidence they can respond efficiently and meet your needs when an emergency occurs.
How Reliable Is Your Fuel Supply?
A fuel provider is only as reliable as the supply network behind it. Ask your provider where they source fuel and what alternatives are available if their primary fuel supply is interrupted.
It’s important for your provider to have access to multiple suppliers and terminals. So, ask if they can source fuel from another market or location if necessary and what happens if a terminal closes, fuel becomes scarce, or deliveries are disrupted or delayed. Also ask about drivers, trucks, and other delivery assets.
The more diversified and flexible the supply network, the more options your provider has to get the fuel you need when normal supply channels are disrupted.
Read our guide here to learn more about the importance of an emergency fueling program.
Can You Prioritize My Fleet and Meet Increased Fuel Demand?
During an emergency, increased fuel demand can put added pressure on an already limited supply. Your fleet may require more fuel than usual if vehicles are operating longer hours, generators are running continuously, and equipment use is on an upswing.
Ask your fuel provider how they prioritize customers when fuel demand spikes and where your fleet falls on the priority list. If your fleet provides critical or essential services, ask whether that affects your priority status and whether you need to establish any arrangements in advance.
You also need to ask about capacity. Can your provider accommodate a sudden increase in your fuel requirements? What are their emergency delivery capabilities? Is 24/7/365 service offered? Do they offer mobile or wet-hose fueling for vehicles or equipment on a job site, or for vehicles on the lot?
Knowing the answers to these questions ensures your expectations and your provider’s capabilities are aligned, reducing surprises when it matters most.
How Will We Communicate During an Emergency?
When conditions are changing quickly, communication with your fuel provider is more crucial than ever. Make sure you know who to contact, when they are available, and who to contact should your primary contact be unavailable.
Once you have the “who” nailed down, focus on the “how.” How will your provider keep you informed about fuel availability, delivery schedules, delays, terminal closures, pricing changes, and other pertinent information that affect your fleet operations? How will updates be sent — phone, text, or email?
Knowing the communication protocol before an emergency helps eliminate confusion and save valuable time when one occurs.
What Information Do You Need From Us?
To respond quickly and efficiently, your fuel provider needs accurate information about your operations.
Ask what information should be established and kept current, including:
- Primary and secondary delivery locations
- Tank sizes and fuel types
- Normal and emergency fueling requirements
- Site access and after-hours delivery instructions
- Primary and backup contacts
Also ask if there are contracts, emergency service agreements, credit arrangements, or other documentation that should be completed ahead of time. If you already have any of these in place, make sure they are current and in good standing.
The more your fuel provider knows before an emergency, the fewer details there are to work out during an emergency.
Ask Now … Not Later
Asking these questions before an emergency occurs can help uncover potential gaps, clarify expectations, and allow you and your provider to address issues before they become problems.
Don’t wait until an emergency to find out if your fuel provider can handle your needs. That’s a gamble that puts your reputation, employees, customers, and the public at risk.