Emergency Fuel Readiness for Data Centers: SLAs, Playbooks and Proactive Planning
When storms, hurricanes, wildfires or grid events hit, “call us if you need fuel” is not a plan. Data centers and other critical facilities need documented SLAs, staged supply, telemetry-driven reorders and a tested playbook so power stays on and teams stay calm. This guide shows how to build a proactive program with Fuel Me that works before, during and after an event.
Why reactive fueling fails for critical sites
- Phones and inboxes flood at the same time, vendors triage unknowns
- Roads close and ad-hoc access rules cause failed deliveries
- Unverified tank levels and consumption rates produce wrong order sizes
- Paper tickets slow cost recovery and incident reporting
A proactive program replaces uncertainty with coverage, sequencing and proof.
Build the right SLA and playbook
SLA basics for emergency fueling
- Priority tiers: list sites by criticality with contact trees and 24/7 numbers
- Windows: response time targets for standby, storm approach and active incident
- Minimum drop sizes: tank-wagon vs transport for each location
- Proof of service: data fields required for compliance and audits
Playbook essentials
- Access rules: gates, escorts, PPE, remote fill, SPCC notes
- Site sequence: the exact route order per metro or region
- Escalation: who approves reroutes and exceptions
- Documentation: where photos, tickets and incidents are stored
Proactive stack with Fuel Me modules
- FuelConnect, Nationwide Vendor Marketplace. Confirm multi-vendor coverage in each region so one outage does not break the plan.
- FuelIQ, Tank Monitoring and Auto Reordering. Set tank min/target thresholds and add weather buffers so orders trigger early before landfall or red flag warnings.
- FuelRescue, Emergency Fueling and Standby. Put priority sites on standby coverage with defined SLAs and dispatch rules.
- FuelIntel, Reporting and Visibility. Live dashboards for site status, ETAs, gallons delivered and burn rates; exports for incident reports.
- FuelControl, Auditing and Reconciliation. OCR on tickets, three-way match to orders and pricing; clean invoices for FEMA and insurance documentation.
- FuelEvent, RFP and Procurement Engine. Run pre-season events to lock in storm SLAs, access requirements and pricing.
- FuelScore, Vendor Compliance and Performance. Track COIs, safety credentials and SLA adherence by vendor.
- FuelHelp, Support. One team for onboarding, drills and live incident coordination.
Related services to link:
- Generator Fueling
- Onsite Tank Fueling
- Tank Rentals
- Testing & Fuel Polishing
30/60/90-day readiness plan
Day 0–30: Baseline and coverage
- Inventory tanks, connections and safe fill levels per site
- Confirm generator make, model and gallons per hour at your typical load
- Load access rules and contacts into Fuel Me; set initial FuelIQ thresholds
- Run a light FuelEvent to validate vendors and add backups
Day 31-60: Drill and Document
- Dry-run one metro route and record proof-of-service fields you expect in a real event
- Stage tanks/telemetry for weak sites; fix fittings and signage
- Finalize SLA tiers and obtain executive sign-off
Day 61–90: Hardening
- Add weather buffers to thresholds for storm season
- Pre-approve emergency PO logic and invoice coding in FuelControl
- Publish the playbook PDF and emergency contact directory
The 72-hour storm checklist
72–48 hours before
- Move priority sites to standby in FuelRescue
- Top to target level on day tanks and bulk tanks
- Verify generator starts and fuel quality; schedule polishing if needed
- Confirm access: badges, escorts, remote fill
48–0 hours before
- Lock delivery sequence by metro, freeze non-critical refills
- Push extra margins to hospitals, data centers and telecom hubs
- Stage transport loads for hard-to-reach corridors
During the event
- Use FuelIntel to track ETAs, site status and exceptions
- Approve reroutes through the playbook’s escalation path
- Log photos and drops automatically for each site
0-72 hours after
- Refill to target, then resume normal thresholds
- Export after-action reports and invoice packets from FuelControl
- Update vendor scores in FuelScore and tune the playbook
Capacity math you should confirm now
- Run time estimate:
Run time (hours) ≈ usable tank gallons ÷ generator burn rate (gph at expected load). Example: 1,200 usable gallons ÷ 40 gph ≈ 30 hours of run time. - Reorder logic:
Set min at the hour mark you never want to cross (for example 24 hours) and target at a safe refill level (for example 80 percent). FuelIQ will create orders automatically. - Transport vs tank-wagon:
Pre-plan when to switch to transport loads so you maximize gallons per truck on long hauls.
KPIs for resilience
- Hours of assured runtime on hand per Tier-1 site
- On-time percentage against SLA windows
- Number of failed attempts (access or routing)
- Exceptions per 100 deliveries and time to resolve
- Percent of emergency deliveries created by FuelIQ vs manual
- Invoice exceptions caught by FuelControl before close
FAQs
How does standby coverage work for data centers?
FuelRescue places designated sites in a priority queue with pre-defined response windows, routing rules and minimum drop sizes. Dispatch follows your playbook.
What if roads are closed or escorted?
Load site access rules into the order. Vendors follow posted closures, coordinate escorts where required and document any reroutes in FuelIntel.
How early should we top tanks before landfall?
Many programs push tanks to target 48–72 hours before impact, then hold capacity for last-mile refills during the event. FuelIQ weather buffers automate the earlier trigger.
Can you help if fuel quality is questionable after long storage?
Yes. Coordinate testing and polishing before peak season. If contamination appears during an event, FuelRescue prioritizes remediation and refill.
How do we handle multiple metros at once?
Use SLA tiers and metro route sequences in the playbook. FuelConnect provides multi-vendor depth so one carrier outage does not break coverage.
Can you support renewable diesel and dyed diesel where allowed?
Yes, subject to market availability and site rules. Fuel Me captures product type and stores documentation in FuelControl for audits.
What proof of service is captured?
Typical fields include site ID, tank ID, GPS, timestamps, quantity and photos. Data lives in FuelIntel and is attached to invoices in FuelControl.
How do we budget for events?
Create seasonal thresholds, transport vs tank-wagon logic and pre-approved emergency POs. FuelIntel reports forecast gallons by tier and region.
