Regulating Energy for Sustainable Development

GUIDELINES FOR CONSTRUCTION AND

DECOMMISSIONING

OF

SERVICE STATIONS

(MALAWI)

.................................
ppppppppppppp
rrrrrrrrrrrrrrrrrrrrrrrrrrr
rrrrrrrrrrrrrrrrrrrrrrrrrrr
FINAL DRAFT
........................gfhhhhhhhhh000....
rrrrrrrrrrrrrrrrrrrrrrrrrrrrr
.........................................
llllllllllllllllllllllllllllllllllllllllllllll11111111111111

1
Table of Contents
1. INTRODUCTION ...........................................................................................................................................4
2. REQUIREMENTS ...........................................................................................................................................4
2.1 Site Location .................................................................................................................................... 4
2.2 Minimum Requirements .............................................................................................................. 5
2.3 Technical Requirements and Designs .................................................................................... 7
2.3.1 Minimum distances ............................................................................................................... 7
2.3.2 Tanks and Pipes Installation ............................................................................................. 7
2.3.2.1 Excavations ..................................................................................................................... 8
2.3.2.2 Corrosion protection .................................................................................................... 8
2.3.2.3 Backfilling ........................................................................................................................ 8
2.3.2.4 Pipe Connections and Manholes on Fibre-Reinforced Resin Tanks ............ 9
2.3.2.5 Pipework and Fittings.................................................................................................. 9
2.3.2.6 Dip pipes or gauging pipes. .................................................................................... 10
2.3.2.7 Breather pipes or vent pipes .................................................................................. 10
2.3.2.8 Fillers and Filler Boxes .............................................................................................. 11
2.3.2.9 Leak Detection ............................................................................................................. 12
2.3.2.10 In-Situ Leak Test ........................................................................................................ 12
2.3.3 Driveways/Forecourt .......................................................................................................... 12
2.3.4 Drainage System ................................................................................................................. 12
2.3.5 Electrical Installation ......................................................................................................... 12
2.3.5.1 Electrical cables ........................................................................................................... 13
2.3.5.2 Buried cables ................................................................................................................ 13
2.3.5.3 Flame proof fittings ................................................................................................... 13
2.3.5.4 Accredited electricians and certification of electrical work ......................... 13
2.3.6 Canopy .................................................................................................................................... 13
2.3.7 Buildings on the Premises of the Service Station ................................................... 14
2.4 Environmental Management Guidelines .............................................................................. 14
2.5 Fire Protection ............................................................................................................................... 15
3 LICENCE APPLICATION PROCESS AND REQUIREMENTS ........................................................... 15
4 REQUIREMENTS FOR CONSTRUCTION OF RURAL SERVICE STATIONS ........................................ 18
4.1 Siting and Plot Size ............................................................................................................................ 18
4.2 Technical Requirements and Designs .................................................................................. 19
4.2.1 The minimum size of the reinforced concrete forecourt around the
dispensers/dispensing pumps shall be 6m by 4m. .................................................................. 19
4.2.2 Provision of canopy is not mandatory ......................................................................... 19
4.2.4 Fire Protection ...................................................................................................................... 20
5.0 MODIFICATION OF INSTALLATION AND FACILITIES AT THE SERVICE STATION ...................... 20
6.0 DECOMMISSIONING A SITE .................................................................................................................. 21
6.1 Temporary decommissioning .................................................................................................. 21
6.1.1 Removal of product ............................................................................................................ 21
6.1.2 Rendering the tank(s) safe ............................................................................................. 21
6.1.3 Pumps left on Site .............................................................................................................. 23
6.1.4 Reinstatement following temporary decommissioning ......................................... 23
6.1.4.1 Reinstatement after Short Term........................................................................... 23
6.1.4.2 Reinstatement following long term ..................................................................... 24
6.2 Permanent Decommissioning .................................................................................................. 24
6.2.1 The product in the tanks and associated pipework to be removed; ............... 24
6.2.2 The tanks made safe, together with the corresponding pipework ................... 24
6.2.3 Removal of tanks from Site............................................................................................. 24
6.2.4 Removal of pumps from Site .......................................................................................... 24

2
6.3 Interceptor ..................................................................................................................................... 25
6.4 Dispensers ...................................................................................................................................... 25
6.5 Electrical installation ................................................................................................................... 25
6.6 Contaminated Land Issue ......................................................................................................... 25

3
1. INTRODUCTION

These guidelines have been prepared to direct developers of new service

stations on location, construction, licensing and decommissioning of the
facilities.

There is a number of filling stations in the country whose construction

was unregulated despite the requirement by law for construction licence.
There have been concerns that most service station developers do not
comply with the minimum requirements during the construction phases
and these are noted after completion during the final inspection.

Section 16 of the Liquid Fuels and Gas (Production and Supply) Act
stipulates that no person shall carry out the construction or modification
of installations and facilities of the liquid fuels and gas chain of supply
without having obtained a licence from MERA. The Licence is intended to
ensure that prospective investors in the industry comply with minimum
standards as stipulated in these guidelines.

The objective of these regulations is to provide guidance to investors in

terms of standards, procedures and best practices in the construction of
service stations to ensure health, safety, security and protection of the
environment. The guidelines shall also ensure coordination among
stakeholders in the enforcement of this legislation.

The technical requirements of these guidelines shall also apply to sites for
commercial customers located within their premises

2. REQUIREMENTS

2.1 Site Location

The prospective investor shall make sure that the identified site for
service station construction complies with stipulated standards. MERA
shall inspect the proposed site to assess its suitability for development of
a service station and to verify absence of any incompatible activities
within the vicinity. MERA will NOT consider for approval, construction of
any service station on the following grounds:

i) If the proposed site is located within a radius of 1 Km of an operational

service station in urban, built-up or residential area. Consideration can
be made only:

a) If the new service station will be located on a one way road

and has an island between the lanes, in which case the nearest

4
 service station can be located not less than 750 m on the
other road with traffic flowing in the opposite direction.
b) If the locality’s security of supply is considered to be vulnerable
by MERA.

ii) If the proposed site is located within a radius of 100 m from any
public institutions which are normally overcrowded such as but not
restricted to schools, churches, markets, bus stops, public libraries,
auditoriums, stadiums, hospitals, public playgrounds and any other
places as may be prescribed by MERA.

iii) If the station is to be part of a shopping complex, it should be located

in the isolated part of the development 50m away, which distance
can be reduced if the developer can clearly demonstrate the need
exists and that no significant safety and operational risks will occur
as a result of the location of the service station;

iv) If the proposed site is located within a sensitive area as declared by

Department of Environmental Affairs (DEA) as provided for by the
Environment Management Act.

v) If the proposed site is within 50m of residential areas subject to

approval by the City Council.

Vi) If the site does not meet requirements of the City Council.

2.2 Minimum Requirements

Before issuance of the construction license, the identified site must meet
the following technical and regulatory requirements.

Table 1 Requirements for Urban and Semi-urban Areas

Item Standards and Guidelines
General site Minimum size: 2500 sq. metres.
dimensions minimum frontage: 50 m
minimum width of access: 6 m

MERA may give exemption to this provision under

special cases. In that case additional measures shall
have to be proposed by the developer and some
imposed by MERA to compensate for the size so that
the safety requirements of the service station are still
met.
5
Sight distance 1. Minimum sight distance of 100 m, on the approaches
on the main to entrances and exits.
road 2. Slip lanes to be provided and approved by the Roads
Authority
Waiting spaces 1. 1 vehicle space adjacent to each metered service
point
2. minimum of 4 waiting spaces between the entrance
and the service points;
3. additional 4 spaces for each service bay if general
lubrication and servicing facilities are available
4. 1 additional space between each air–pumping point
Other site 1. The site to allow for provision of separate washrooms
requirements for males and females and as a minimum 2 toilets
shall be provided.
2. Site on highways should preferably be able to
accommodate a service centre for emergency
shopping, refreshments, restaurant, shops, etc.
3. Stations on highways shall provide parking space for
not less than 4 vehicles at any one given time
available to motorists for short periods of up to 20
minutes.
4. provision for water reservoir, minimum 2,500 litres
5. provision of 1.5m high wall and a kerb of 12.5 cm to
ensure one entrance and exit from the service
station,
6. to provide power backup generator on the back side
of the facility
7. to provide a compressor for tyre pressure.
Environmental 1. located in relatively open areas;
and fire 2. provision for adequate oil intercepting facilities;
safety 3. provision for proper drainage facilities;
considerations 4. provision for water reservoir, minimum 5,000 litres
for firefighting;
5. provision of fire hose reel on site building;
6. Provision of foam for firefighting; and
7. Where the site adjoins the side or rear boundary of a
residential lot, a solid wall 2 m in height should be
constructed and maintained along that lot boundary.

NOTE: Requirements for Rural Service Stations are included in the

Guidelines for Rural Service Stations document.

6
In all the above situations, safety, health, environmental protection of the
surrounding people and facilities and assurance for product quality will
not be compromised.

2.3 Technical Requirements and Designs

The prospective investor shall comply to Malawi Standards (MS) 172 part
3 and any other regulations with special emphasis on the following:

2.3.1 Minimum distances

The following minimum distances shall be observed:

• Tank distance from building of 6m
• Overhead/Underground power lines available 1.5m outside the
boundaries of the Service station
• Tank distance from Water lines 1.5m outside the boundaries of the
Service station
• Tank distance from generator room 6m
• Tank distance from traffic access should be 2m
• Tank distance from dispensing pumps should be 3m rear side and
front 6m side
• Tank distance from road reserve should be 2m
• No tank shall be placed under canopy

2.3.2 Tanks and Pipes Installation

Tanks for all classes of petroleum in a service station shall be installed

underground.

All underground tanks shall have a capacity of not less than 9,000 litres
each.

Steel tanks - steel tanks shall comply with the requirements of MS 114.

Fibre -reinforced tanks: Fibre - reinforced tanks shall comply with the
requirements of SABS 1668 and all materials used in contact with the
tank shall be compatible with fibre - reinforced resin.

7
2.3.2.1 Excavations

The depth of the excavation, measured downwards from the proposed

finished ground level or from the top of the finished drive way surface,
shall be at least equal to the sum of the tank diameter, plus

a) at least 150 mm for the depth of the bedding layer plus;

b) at least 750 mm for the depth of the overlay.

The width and length of the excavation shall be in accordance with the
tank plan dimensions plus a clearance of at least 500 mm all around.

The distance between tanks in a single excavation shall be at least 500

mm.

The prospective investor will have to apply for permission from MERA to
bury the tanks and MERA will conduct inspection and necessary tests
before granting permission.

2.3.2.2 Corrosion protection

When the metal tank is placed in a hazardous location cathodic protection

of the tank and pipe work is needed, and the safety parameter laid down
in MS 172 part 2 shall be strictly adhered to.

2.3.2.3 Backfilling

The stability of underground tanks depends on the backfill support, and it

is therefore essential that the correct backfill be used. The backfill shall
be spread in layers of thickness 150 mm, each lay being compacted

Observation/Inspection wells. Each underground tank shall have at

least one inspection well for monitoring possible leakages.

Impervious lining. The excavated pit shall be provided with an

impervious lining all around to prevent any leaks to sip into the ground
and ground water to come near the tank except where double skinned
tanks have been used

Backfill material. One of the following materials shall be used as backfill

as recommended by the Engineer:

8
 a) Sand: Clean, inert, granular, well-graded sand, free from any
organic material, and of grading 0.02 mm to 2 mm.

b) Stone crusting: Clean and free-flowing crusher dust,

obtained from commercial sources and that complies with the
requirements

c) Gravel: Clean and free-flowing naturally rounded cohesion less

gravel of nominal diameter 6 mm and of particle size diameter in
the range 3 mm to 10 mm.

Water level. During construction the ground water level shall be

maintained lower than excavation by de-watering from a sump.

2.3.2.4 Pipe Connections and Manholes on Fibre-Reinforced

Resin Tanks

Pipe connections: Piping shall be free to move with the tank.

Connections into the tank shall be made with short lengths of acceptable
flexible hose, using compression fittings, or double gland type fittings for
plain end pipe.

Manhole construction: Manholes may be constructed from but are not

limited to the following materials: load-bearing brickwork (fully bedded
and jointed), high density poly-ethylene, precast or in-situ concrete and
fibre -reinforced resin.

Manholes shall at least be 1m diameter, and shall be so designed as to

prevent the ingress of surface water.

2.3.2.5 Pipework and Fittings

Steel pipe & fittings for welding: Piping for welding shall be suitable
for working pressures of up to 1000 kPa

Flanges. Flanges for welding shall be of class 150 pressure temperature

rating, slip-on or weld neck flanges that comply with the requirements of
SABS 1123 or any other approved standard.

Gaskets. Gaskets shall be non-asbestos, compatible with the liquid

being handled, of thickness at least 1.5 mm and shall comply with an
approved standard.
9
Primary delivery pipes. Both positive pressure and vacuum suction
lines where the pipes continually contain liquid fuel, shall be capable of
withstanding 400 kPa positive pressure and 1000 kPa peak pressure
pulse.

Suction lines shall be capable of withstanding 60kPa vacuum and 70 kPa

peak vacuum pulse, and a 100 kPa positive pressure.

Vents. Vent lines that contain petroleum vapours but that are not
normally exposed to liquid fuel shall be capable of withstanding 100 kPa
pressure and 10 kPa vacuum pulse.

Fill pipes. Fill lines experience regular, but short periods of exposure to
liquid fuels and continual exposure to petroleum vapours. The lines shall
be capable of withstanding 100kPa positive pressure and 60kPa vacuum
pulse.

Pipe work leak test. Before the pipe work system is backfilled, it shall
be isolated from the tank(s) and pump/ dispenser and subjected to a
pneumatic pressure of at least 600 kPa or to a nitrogen gas and soap
solution test for at least 1 hr. A hydraulic test can be performed, with the
pressure being maintained for 15 min at 1000 kPa, or an ultrasonic leak
detection can be used to search for leaks within the system.

2.3.2.6 Dip pipes or gauging pipes.

Each tank shall have a connection through which the contents of the tank
can be manually or automatically gauged. The connection shall be of
nominal diameter at least 40 mm and shall be fitted with a lockable cap
capable of sealing against a hydrostatic pressure at least equal to the
pressure of the tank or that of the delivery head whichever is the
greatest. In addition, there should be colour coding, product name tag,
and provision for locking of dipping point, manhole and inside the
manhole.

2.3.2.7 Breather pipes or vent pipes

There shall be 1 vent for each storage tank.

The vent outlets shall be so located that they:

10
a) Are not situated beyond the existing building boundary on a stand
excluding the street boundary,

b) Allow unrestricted venting to the open out

c) Are at least

i. 600 mm above roof level

ii. 3.5 m above ground level
iii. 1.5 m from any door, window, or other opening in a building, and
iv. 3 m from any chimney opening, any hot surface, or any source of
ignition,

d) Are not installed within 1.5 m of any electrical and electronic

equipment.

2.3.2.8 Fillers and Filler Boxes

Fillers: Each filler shall be so sited that the tanker is able to leave the
premises without having to reverse, and can park safely when bulk
deliveries are being made where limited access prevents tankers from
parking or entering the premises. Filler sites shall be designed by the
engineering professional to accommodate them.

Filler box: The filler box shall be leak proof, shall be able to contain the
contents of a bulk delivery vehicle discharge hose and shall be of capacity
not less than 35 ℓ.

Earthing: Metal filler box shall have a frame bolt that can be used as an
earth connection point and the filler box shall be connected to the
electrical earth continuity conductor of the installation.

A metal tag shall be provided onto which the operator can connect the
bonding cable from the bulk vehicle while delivering the product.

Non-conductive filler boxes. In a non-conductive filler box,

conductive parts inside the box shall be connected to the electrical earth
continuity conductor, and a connection point shall be provided onto which
the operator can connect the bonding cable of the bulk vehicle.

11
2.3.2.9 Leak Detection

Leak detector. Each submersible pump shall have a leak detector that
automatically checks the integrity of the pipe work on the pressure side
of the pump.

2.3.2.10 In-Situ Leak Test

A full system pressure leak at 40 kPa in accordance with an approval test

method shall be carried out on the tank after installation.

2.3.3 Driveways/Forecourt

The driveway area around the dispensers/dispensing pumps where

spillage might occur during the refueling operation, shall be so
constructed that any effluent run-off will not sip into the soil or flow
directly to the environment.

The forecourt around the dispensers/dispensing pumps and under the

canopy as a minimum shall be of reinforced concrete of class 20/20 with
impervious lining at the base.

2.3.4 Drainage System

The service station shall have drainage system that will ensure that rain
water/storm water and spills do not mix before a gravity separator. There
shall be drainage around the pump area/forecourt that will only take
effluent/spills from the forecourt to pass through the interceptor before
going into the environment.

The design of the drainage system shall be reviewed and approved by the
Authority

2.3.5 Electrical Installation

All electrical installations at the service station shall be done in

accordance with Malawi Standard 172 part 2.

12
2.3.5.1 Electrical cables

Electrical cables and wiring shall be so installed that they do not come
into extended contact with substances that might be harmful to their
insulation.

2.3.5.2 Buried cables

All power and electrical cables passing under paving and driveways shall
be encased in suitable sleeve piping.

2.3.5.3 Flame proof fittings

Only flame proof electrical fittings should be used around the Pump Island
and canopy.

2.3.5.4 Accredited electricians and certification of electrical

work

Electricians All electricians to work on service station installations

shall have a special accreditation in addition to Electrical Installation
Permit and National Construction Industry Council registration.

Emergency. There shall be an emergency stop button so

demarcated as to be easily visible in the forecourt and easily accessible
for operation in case of an emergency. When the emergency stop button
is activated, it shall cut all power to the forecourt. Each pump shall have
an individual circuit with overload and thermal protection.

Further care shall be taken not to introduce sources of ignition into

hazardous areas.

2.3.6 Canopy

The minimum underside height of the canopy shall be 4,550 mm

13
2.3.7 Buildings on the Premises of the Service Station

The buildings at the station shall be designed to the satisfaction of the

Local Authorities. As a minimum requirement, it shall include separate
rooms for the attendants’ office and store for lubricants. The Local
Authorities shall consider the designs for approval after an EMP has been
produced.

The prospective investor shall ensure that construction of all buildings on

service station is completed or securely cordoned off during construction
to minimize the risk to service station operations.
MERA shall not issue an operating licence if construction works of
buildings in progress is perceived to be risky to service station staff,
customers and the general public despite having the fueling facilities
construction completed and compliant to all requirements.

2.4 Environmental Management Guidelines

The construction and operation of a fuel service station shall comply with
the provisions of Environment Management Act (EMA) and any other
relevant law that aims to protect the environment.

The EMA stipulates that the Environmental Management Plan (EMP)

should be prepared before licensing and construction commences.

The site selected for the construction of a Service Station should be

chosen so as to minimize the potential risk the facility may pose to itself
and the surrounding environment.

An EMP should be produced by a qualified person and approved by

Environmental Affairs Department. The EMP should cover but not limited
to the following:
• Potential impacts and mitigation measures during construction,
operation and decommissioning phases;
• Pollution prevention strategies for surface and ground water;
• Solid and liquid waste management;
• Fire prevention and protection measures.
Detailed terms of reference (TOR) should be obtained from EAD

14
2.5 Fire Protection

Fire Extinguishers

Approved types of fire extinguishers of rating not less than 9kg shall be
provided at the individual dispensing units and protected from the
weather.

Hose reels

(a) Sufficient hose reels coverage shall be provided such that the service
station usable area is within 6m of a nozzle attached to a 30m hose.

(b) Hose reels shall comply with the requirements of CP29.

Absorbents

A small quantity of absorbent or sand (as a guide, 1 full bucket minimum

of 40 litres) shall be provided at the service station to mop up any
spillage. These absorbent materials shall be kept in a container in a close
fitting lid and shall be installed in an accessible place.

Fire Hydrant

Where a fire hydrant is present it must be within 50m from any part of
the fire engine access road. The actual travel distance from the edge of
the fire engine access road to the most remote point of the petroleum
service station usable space must not be more than 50m.

Foam

The service station shall have in its storage adequate foam for
firefighting.

3 LICENCE APPLICATION PROCESS AND REQUIREMENTS

The process flow of obtaining a construction licence is summarized as

follows:

1. The prospective investor acquires land and processes

documentation confirming ownership or approval of use.

15
2. The prospective investor seeks confirmation on suitability of zone
for service station construction from planning authorities.
3. The prospective investor developer produces site plans showing all
safety distances and position of important provisions such as tank
farm, drainage system, offloading points, oil interceptor, vent pipes
and egress/ingress as stipulated in the guidelines.
4. The prospective investor conducts an environmental study
(ESIA/EMP) as guided by Environmental Affairs Department;
5. The prospective investor gets an approval from the Roads Authority
on compliance to road reserve and slip lane requirements.
6. The prospective investor develops detailed architectural and
structural designs of the service station for the planning approval
by the local councils.
7. The prospective investor submits an application Form (Appendix I)
to MERA with the following documents:
(a) Approval from Director of Environmental Affairs with the
actual document after submitting an EMP/EIA.
(b) Two (02) copies of drawings indicating all safety distances
and position of important provisions such as tank farm,
drainage system, offloading points, oil interceptor, vent pipes
and egress/ingress;
(c) Approved Architectural and Engineering building plans
(d) A valid practicing certificate for the Registered
Engineer/Architect to be the project manager.
(e) Commitment letter from the identified project manager.
(f) Documentary evidence of the Registered Engineering
professional’s commitment to the project on the said location.
Such commitment could be in the form of acceptance letter
from the Registered Engineer or a contract signed by both
parties.
(g) Grants permission from Planning Authorities.
(h) Approval from the Road Development Agency or its
designated agent.
(i) Engineers Certificate number 1
(j) Certificate of ownership of Land
(k) Proof of Business registration /business names registration
certificate (if operating under a name other than your name)
(accompanied with Identification of the Directors).
16
 (l) Memorandum and Article of Association.
(m) Proof of financial capacity to complete the construction within
the tenure of the licence/permit.
(n) Two (02) copies of construction schedule or Gantt chart.
8. Payment of application fees.
9. Once the application has been considered ‘duly lodged’, it will be
referred to the Liquid Fuel and Gas Directorate for assessment and
verification of the documents submitted.
10. The proposed site is inspected by MERA officials to confirm
compliance to all requirements as stipulated in the guidelines.
11. Upon verification of the documents and inspection, Liquid Fuel and
Gas Directorate will forward the application with their
recommendation to the Legal and Licensing section.
12. Legal and Licensing section will issue a licence or rejection notice
for the Chief Executive officer’s approval.
13. Issuance or rejection of the Licence.
14. MERA and other relevant stakeholders shall conduct inspections at
different stages as listed in appendix III to ensure adherence to
the provisions of the standards and regulations. Appendix IV
presents checklists of what will be expected to have been complied
with during inspections.
15. The prospective investor to get an approval from MERA to effect
any changes or modifications to the approved plans during the
construction.

16. Subject to compliance to all the above requirements, MERA shall

issue a NO objection for the developer to apply for an operating
licence.

17. Developer shall lodge an application for an operating licence to

MERA with supporting documentation if different to documents that
were already submitted during application for a construction
licence.

18. Energy Technical and Licencing Committee recommends to the

board for the issuance of an operating licence.

19. MERA Board issues an operating licence.

17
During construction, the licensee shall strictly follow the requirements as
listed in section 2 above.

4 REQUIREMENTS FOR CONSTRUCTION OF RURAL SERVICE

STATIONS

A rural service station is defined by its location. It is one located in an

un-serviced area outside a minimum radius of 5 km off the main road
from an existing and operating service station. The rural service station
shall either be a fixed installation or of the movable unit type.

Once the rural service station has been constructed, during operation the
licensee shall be monitored on the monthly throughput. When the
throughput is equal or above 40,000litres per month, the service station
will have to be upgraded to a standard service station. All service stations
developed in the area after a recognized rural service station shall comply
with the guidelines for standard service station.

The objective of the special requirements for rural service stations is to

minimize costs involved in establishing a service station but without
compromising environmental and safety requirements. Some of the
requirements are set at the barest minimum in order to act as an
incentive to promote the setting up of service stations in rural areas.
These requirements include:

4.1 Siting and Plot Size

Item Standards and Guidelines

General site dimensions 1. Minimum size: 600 sq. metres;
2. minimum frontage: 20 m;
3. minimum width of access: 4 m.
Sight distance on the main Minimum sight distance of 50 m, on the
road approaches to entrances and exits.
Waiting spaces 1. 1 vehicle space adjacent to each metered
service point;
2. minimum of 2 waiting spaces between
the entrance and the service points;
additional 2 spaces for each service bay if
general lubrication and servicing facilities
are available;

18
 3. 1 additional space between each air–
pumping point.
Other site requirements 1. The site to allow for provision of separate
washrooms for males and females. These
may VIP pit latrines;
2. Provide parking space for not less than 2
vehicles at any one given time available to
motorists for short periods of up to 20
minutes;
3. Provision for water reservoir, minimum
1000 litres to cater for sanitation and
firefighting, Use of borehole or protected
wells for water supply is also acceptable;
4. To provide power backup diesel
generator.
Environmental considerations 1. Located in relatively open areas;
2. Provision for adequate oil intercepting
facilities;
3. Provision for proper drainage facilities.

4.2 Technical Requirements and Designs

4.2.1 The minimum size of the reinforced concrete forecourt around the
dispensers/dispensing pumps shall be 6m by 4m.

4.2.2 Provision of canopy is not mandatory

4.2.3 The guidelines also considered portable, above ground service

stations as convenient, low cost service stations that can be installed in
rural areas. These service stations are quick to assemble and relatively
cheaper whilst meeting all the key safety requirements for conventional
built service stations to promote investments in rural areas. The service
stations have built-in facilities containing storage tanks, dispensing
pumps, and firefighting equipment housed in a container which are
shipped in parts and assembled on site.

19
4.2.4 Fire Protection

Fire Extinguishers

Approved types of fire extinguishers of rating not less than 9kg shall be
provided at the individual dispensing units and protected from the
weather.

Absorbents

A small quantity of absorbent or sand (as a guide, 1 full bucket minimum

of 20 litres) shall be provided at the service station to mop up any
spillage. These absorbent materials shall be kept in a container in a close
fitting lid and shall be installed in an accessible place.

5.0 MODIFICATION OF INSTALLATION AND FACILITIES AT

THE SERVICE STATION
Any licensee who would want to make modification or carry out any
rehabilitation works to existing service station or auxiliary buildings at the
service station premises shall also apply for a construction licence.

The application for modification or rehabilitation shall be submitted with

the following documents:
(a) A full risk assessment report detailing all the risks associated
with the modification works, the impact such modifications
have on the safety of the people and service station
operations and their associated effective control measures
which will be adopted to reduce the risk to acceptable levels
during construction and after the modifications have been
completed and the business is operational.
(b) Method statement indicating how the works are going to be
done in line with the risk assessment in (a) above.
(c) Copies of construction schedule or Gantt chart.

(d) Approval from Director of Environmental Affairs with the

actual document after submitting an EMP/EIA.

20
 (e) Approved Architectural and Engineering plans for the
modifications.
(f) A valid practicing certificate for the Registered
Engineer/Architect to be the project manager.
(g) Commitment letter from the identified project manager.
(h) Documentary evidence of the Registered Engineering
professional’s commitment to the project on the said location.
Such commitment could be in the form of acceptance letter
from the Registered Engineer or a contract signed by both
parties.

MERA will conduct inspection of the site to determine the conditions of

the modification licence.

6.0 DECOMMISSIONING A SITE

It is a legal requirement that storage tanks and other equipment falling

into disuse at a service station must be decommissioned either
permanently or temporarily depending on the future use and condition. .

6.1 Temporary decommissioning

Where it is the intention of the occupier or owner to reinstate the site in

future for the storage of petrol, diesel or paraffin, it may be acceptable to
temporarily decommission the site for a period of up to 12 months. Any
proposal to temporarily decommission a site should first be discussed and
agreed with MERA

6.1.1 Removal of product

Before the site is decommissioned, it is mandatory that the products in

the tanks are safely removed. The contractor need to follow a recognized
uplift procedure and shall provide a method statement to MERA prior to
the commencement of the operation.

6.1.2 Rendering the tank(s) safe

Either of the following methods shall be followed when rendering a

tank(s) to be safe.
21
 a. Water Fill Method

i. Residual fuel should be removed from the tank or compartments.

ii. All pipe work except the vent pipe work connected to the tank
should be drained and then disconnected in the manhole chamber
of the tank.
iii. The tank should be filled with water to a level where clear water
appears but does not overflow at the disconnected pipe work
openings.
iv. All disconnected pipe work should be effectively sealed in the
manhole chamber and the service/dipping pipe should be kept
securely locked.
v. Offset fill-pipes should be adequately secured against unauthorised
access or vandalism or inadvertent use if other tanks remain in use.
In the latter case the fill-point connection should bear an
appropriate warning notice and should be sealed with a blank cap.
vi. The vent pipe work, together with the flame-trap outlet(s) should
remain connected to allow the tank to breathe.
vii. The manhole chamber lid should be replaced.
viii. The water content of the tank(s) should be inspected at intervals at
least once per month and any reduction in level should immediately
be notified to MERA.
b. Manhole Chamber Seal Method
Sufficient product should be left in the tank or diesel or water
introduced to maintain an internal fill point seal. The manhole
chamber should be filled with salt free sand to a sufficient depth to
cover all pipe work or to 150mm of the level of the manhole surface
cover, whichever is the greater. The manhole chamber should be
sealed above the sand with a screed of sand and cement mixture of
at least 50mm.
With the exception of items iii and viii this procedure should also
incorporate the method detailed above in 4.1,2 (a).

c. Hydrophobic Foam Fill Method

The tank may be filled with foam having the designed compressive
strength of 15 tons per square metre generated on site and pumped
22
 directly into the tank. Tanks filled with hydrophobic foam are
reinstated by mechanical removal of the foam using a solvent and
vacuum extraction method.
The procedure for servicing the tank with foam, including the
treatment of residual fuel with an emulsifier, should be carried out in
accordance with the manufacturers/suppliers instructions.

6.1.3 Pumps left on Site

Where pumps are to be left on site in the case of temporary closure the
following measures should be undertaken:
• The pumps should be electrically isolated, all suction lines drained
and flexible connectors disconnected.
• The pump suction entries should be plugged off and the suction
lines capped off in the under pump cavity.
• The under pump cavity should be in filled with dry sand and cladded
over with a sand/cement mixture.
• The pumps should be protected from vandalism by sturdy wooden
encasement or other suitable material.
This method is only suitable for short periods of decommissioning. If the
period of disuse is considered not to be short term then the pumps should
be completely removed from site.

6.1.4 Reinstatement following temporary decommissioning

Given that a tank or service station can be temporarily decommissioned

for a period of up to one year or longer by the approval from MERA, the
procedures for reinstatement will be site specific and should first be
agreed with the MERA.
6.1.4.1 Reinstatement after Short Term

In the case of tanks and associated pipe work taken out of service
pending cleaning, modifications or site development i.e. a short period of
decommissioning, the only testing necessary should be that to prove the
integrity of the tank lid gasket and pipe work reconnections as
appropriate.

23
The service station’s electrical installation should be subjected to a full
examination and test by a competent electrical contractor.
Before petrol and other products are reintroduced into the storage tanks
a full visual inspection will be carried out by MERA and any defects or
omissions must be rectified or replaced as necessary.
6.1.4.2 Reinstatement following long term

Where the service station has been decommissioned for up to a year or

longer, the site should be assessed to establish whether or not there are
adequate safeguards in place to control the risks of fire or explosion from
the storage and handling of fuel.
Any tanks or a compartmented of the tank and associated pipe work
taken out of use for up to one year or more should first be tested for
integrity for the purpose of establishing the suitability for re-use as a
storage vessel.

6.2 Permanent Decommissioning

Following closure, a site may remain dormant for a considerable time

prior to sale or redevelopment. Decommissioning should take place as
soon as possible after the site has ceased trading.

During permanent decommissioning, the following measures just as for

temporary decommissioning should be carried out:

6.2.1 The product in the tanks and associated pipework to be removed;

6.2.2 The tanks made safe, together with the corresponding pipework

6.2.3 Removal of tanks from Site

Before removal from the site, all openings to excavated tanks should be
sealed, including apertures caused by corrosion

The contractors responsible for removal of the tanks from the site must
ensure that whoever receives them must be made aware of the previous
use of the tanks and take the necessary health and safety precautions
regarding toxicity, fire and explosion hazards

6.2.4 Removal of pumps from Site

Where pumps are to be removed from site (in the case of permanent
decommissioning of the site or extended period of disuse) the following
measures should be undertaken:
24
 • Isolate electrically, drain all suction lines and disconnect the flexible
connectors.
• Plug off the pump suction entries and remove the pumps to a safe
place of storage.
• Cap off the suction line in the under pump cavity.
• Infill the under pump cavity with dry sand and screed over with a
sand/cement mixture.

6.3 Interceptor

In the case of decommissioning of a site the interceptor chambers should

be emptied and cleaned of all liquid/sludge contents as a hazardous
waste. The chambers should then be replenished with clean water.

6.4 Dispensers

Dispensers should be drained of the product, purged with nitrogen and

the suction line entry plugged off before the removal from the site

6.5 Electrical installation

Electricity for the whole site has to be isolated by ESCOM who will apply
the appropriate degree of disconnection.

6.6 Contaminated Land Issue

If the site which has been decommissioned is found to be contaminated,

the owner of the service station shall ensure that the site is cleaned up.
If a planning application to change the use of the land was to be made,
then a contaminated land site investigation would be required to
demonstrate that the land is suitable for use.

25
 APPENDIX I: CONSTRUCTION LICENCE APPLICATION FORM

APPLICATION FOR LICENCE TO CONSTRUCT A SERVICE STATION

SECTION A

PARTICULARS OF APPLICANT

A.1 Full Name of Applicant …………………………………………………………...

………………………………………………………………………………………
A.2 Address of applicant, or in the case of a body corporate, the registered office
………………………………………………………………………………………
………………………………………………………………………………………
A.3 Telephone Number of Applicant ………..……………. ………………….…….
A.4 Fax Number of Applicant ……………..………. ………………………………
A.5 E-mail of Applicant ………………………………………………………………..
A.6 Contact Person
Name ……………………………………………………………………………..
Telephone No. ……………………………………………………………………
Fax No. ……………………………………………………………………………..
E-mail …………………………………………………………………………….
A.7 Legal Personality of applicant …………………………………………………..
………………………………..…………………………………………………
A.8 If the Applicant is a registered company or organisation, enclose the following:
(a) Full names of shareholders and their holding percentages;
26
 (b) Full names and occupations of Directors;
(c) Certificate of Incorporation;
(d) Memorandum and Articles of Association/ Trust Deed or Constitution; and
(e) past experience in Liquid Fuels or Gas.

SECTION B

AREA TO WHICH THE APPLICATION RELATES

B.1 Proof of applicant’s ownership or acquisition of land such as certificate of transfer or

lease.

Certificate of Transfer of Land:

Date of issue …………………………………….………………………..
Name of Proprietor ……………………………..………………………..
Location……………………………………………………………………
Certificate of Lease:
Date of issue ……………………………………..……………………….
Name of Lessor ………………………………….…………………………
Name of Lessee……………………………….…………………………….
Duration of Lease…………………………………………………………
Location………………………….…………………………………………

B.2 Provide site specific approved plan and sufficient information on plot size, maps or
sketch plans of the area to which the application relates.
B.3 Provide properly approved site layout drawings indicating all safety distances and
position of other important provisions such as tank farm, drainage system, offloading
points, oil interceptor and vent pipes (Refer to detailed guidelines)
B.4 Provide detailed engineering and structural drawings for the service station’s oil
interceptor, tank specification and canopy.
27
B.5 Technical design shall be generated by a registered engineer or registered architect
B.6 Bank reference letter

SECTION C
GOVERNMENT APPROVALS
C.1 Provide the following approvals from the Government Authorities:
(a) Approved Building Plans from Planning Authorities
(b) Approval from City/ Town /District councils and confirmation of ownership
and use
(c) Development Approval from Local Authorities through the town planning
Committee at the Councils
(d) Approval from Director of Environmental Affairs with the actual document
after submitting an EMP/EIA
(e) Approval from Ministry of Lands, Housing and Urban development -Physical
Planning
(f) Copy of Fire report and certificate

SECTION D
PERSONNEL
D.1 Provide valid practicing certificate for the Registered Engineering Professional who
will supervise the project
D.2 Provide evidence of the Registered Engineering professional’s commitment to the
project on the said project in writing

SECTION E
VALIDITY OF THE LICENCE
E.1 The Licence shall be specific to the site and the applicant.
E.2 The Licence shall be valid for a period of one year and may be renewed at the
Board’s discretion.

28
APPENDIX II: COPY OF A DRAFT LICENCE AND REJECTION
NOTICE

29
 APPENDIX III: DOCUMENTATION

SUPPORTING DOCUMENTATION TO APPLICATION OF

CONSTRUCTION LICENCE
MERA shall verify the approvals using the following documentation
under each phase of licensing and inspection:

a) Expression of Intent to Establish Service Station

❖ Application letter to MERA expressing interest to construct service
station.

b) Submission of Application Form

❖ Approval from City/ Town /District councils and confirmation of
ownership and use;
❖ Certificate of Incorporation (limited liability company) /business
names registration certificate (if operating under a name other than
your name);
❖ Memorandum and Article of Association;
❖ Certificate of transfer of land/lease;
❖ Bank Reference letters;
❖ Fire report and Certificate;
❖ Approval from Ministry of Lands, Housing and Urban development -
Physical Planning Site sketch maps/plans;
❖ Site layout drawings indicating all safety distances and position of
other important provisions such as tank farm, drainage system,
offloading points, oil interceptor and vent pipes;
❖ Engineering and structural drawings of structures;
❖ Engineers certificate of structural designs;
❖ Original copy of Approved building plan;
❖ Schedule of work;
❖ Approval from Director of Environmental Affairs with the actual
document after submitting an EMP/EIA.

MERA shall conduct Initial inspection of the proposed site to verify

information submitted from documentation above. Upon satisfying
requirements, construction licence shall be granted to commence
excavations and installations.

c) Tank and Pipe Work Installation

Second Inspection shall be carried out to ensure that material
standards and installations on site conform to requirements. The
following documents shall be checked:

30
❖ Quality certificates of construction materials such as tanks, pipes,
wires, pumps, dispensers, electrical cables;
❖ Pressure test reports, tanks, pipes, pumps;
❖ Laboratory report of back fill material;
❖ Certificates of electrical installers;

d) Inspection of Final Completed Structures

After construction of the service station, MERA shall finally inspect the
site to check that all structures have been erected as required. At this
stage, the following documents shall be required (in addition to the
ones provided in b and c above) for issuance of operating licence:
❖ Certificate of occupation;
❖ Workplace certificate to signify that necessary safety provisions
have been made;
❖ Calibration certificate from Malawi Bureau of Standards.

Finally, MERA shall issue operation licence upon satisfying all

licensing requirements to enable the developer to start operating the
Service Station.

31
 APPENDIX IV: INSPECTION CHECKLISTS

A. INITIAL SITE INSPECTION CHECKLIST

Head Office: 2nd Floor, Phone: +265(1) 774 103//135

Development House, City Centre Fax : +265 (1) 772 666
Private Bag B-496 E-Mail : [email protected]
Website: www.meramalawi.mw
Capital City
Lilongwe 3
MALAWI

Regulating Energy for Sustainable Development

SITE INSPECTION CHECKLIST FOR CONSTRUCTION OF SERVICE STATIONS

1.0 PARTICULARS OF THE PROSPECTIVE OPERATOR

NAME OF PROSPECTIVE OPERATOR (DEALER) .
PHONE NUMBER. .
NAME OF THE PROSPECTIVE SERVICE STATION __________________ ____________________
LOCATION .
POSTAL ADDRESS .
CONTACT PERSON .
TELEPHONE NUMBERS .
NAME OF PROSPECTIVE OIL MARKETING COMPANY SUPPLYING FUEL___________________
OPERATING ARRANGEMENTS (CODO) (DODO) (COCO)

2.0 DETAILS OF THE PROSPECTIVE TANKS (Each not less than 9,000 litres)
TANKS NUMBER CAPACITIES:
Diesel ………… ……………..…………………..
Petrol ………… …………………..……………..
Paraffin ………… ……………….…….…………..
3.0 SUITABILITY OF THE SITE FOR THE DEVELOPMENT OF A SERVICE STATION
1 LAYOUT AND DESIGNS
Site location COMPLIANCE REMARKS
Site lay out drawings available?
Is the proposed site located within a radius of 500m of an operational
service station in urban, built-up or residential area
If the above answer is yes:
a) Will the new service station be located on a one way road and has
an island between the lanes, and is the distance between them not
less than 250 m on the other road with traffic flowing in the opposite
direction?
b) Is the locality’s security of supply considered to be vulnerable

Is the proposed site not located within a radius of 100 m from any public
institutions which are normally over crowded such as but not restricted to
schools, churches, markets, bus stops, public libraries, auditoriums,
32
 stadiums, hospitals, public playgrounds and any other place as may be
prescribed by MERA.

If the station is to be part of a shopping complex, is it located in the

isolated part of the development 50m away?
Is the proposed site within 50m of residential areas?
Does the site meet requirements of the City Council i.e. is there an
approval from the City Council.

Adequacy of the Site for the following Minimum Requirements

General site Dimensions
• Minimum size: 2500 m2
• Frontage: 50 m

Environment and safety

located in open areas,
Are there high voltage lines within the plot or is the plot within the way
leave?
Is there a minimum sight distance of 100 m, on the approaches to
entrances and exits.

Other comments:
_ ________
_ _____________
_ _____________
INSPECTORS’ NAMES______ _____SIGNATURE__ ___________
______ _____SIGNATURE___ _________
______ _____SIGNATURE___ ___________

INSPECTION DATE:__ _

33
 B. SECOND INSPECTION CHECKLIST

Head Office: 2nd Floor, Phone: +265(1) 774 103//135

Development House, City Centre Fax : +265 (1) 772 666
Private Bag B-496 E-Mail : [email protected]
Website: www.meramalawi.mw
Capital City
Lilongwe 3
MALAWI

Regulating Energy for Sustainable Development

CONSTRUCTION PHASES OF SERVICE STATIONS INSPECTION CHECKLIST

1.0 PARTICULARS OF THE PROSPECTIVE OPERATOR

NAME OF PROSPECTIVE OPERATOR (DEALER) .

PHONE NUMBER. .

NAME OF THE PROSPECTIVE SERVICE STATION ______________________________________

LOCATION .

POSTAL ADDRESS .

CONTACT PERSON .

TELEPHONE NUMBERS .

NAME OF PROSPECTIVE OIL MARKETING COMPANY SUPPLYING FUEL___________________

OPERATING ARRANGEMENTS (CODO) (DODO) (COCO)

2.0 DETAILS OF THE PROSPECTIVE TANKS

TANKS NUMBER CAPACITIES: BOTTOMAGE

Diesel ………… …………………….. ………………………

Petrol ………… …………………….. ………………………..

Paraffin ………… …………………….. ………………………..

3.0 PHASES DURING CONSTRUCTION PROCESS

1 LAYOUT AND DESIGNS
Site location COMPLIANCE REMARKS

34
 • Site lay out drawings,

• Engineering and structural drawings of

structures,

• Engineers certificate of structural designs

Minimum Requirements
General site Dimensions
• Minimum size: 2,500 m2

• Frontage: 50 m

• Width of access: 6 m

• Slip lanes approved by Roads Authority(where

necessary)

Waiting Spaces
• 4 waiting spaces between entrance and filling
points

• 1 additional space for each air pumping point

Sight distance on the main road

• minimum sight distance of 100 m, on the
approaches to entrances and exits

• 1 vehicle space adjacent to each metered

service point

Other Requirements
• Washrooms: 1 for each sex

• Parking space: for not less than 4 vehicles at any

given time

• Emergency shopping, refreshments, restaurant,

shops, etc

• Provision of water reservoir of minimum 2,500

litres

• Provision of 1.5m high wall and a 12.5cm kerb

35
 Environment and Fire safety considerations
• provision for adequate oil intercepting facilities

• provision for drainage facilities

• provision of firefighting equipment: foam, hose

reel,

• provision of water reservoir of minimum 5,000

litres for fire fighting

• Where the site adjoins the side or rear boundary

of a residential lot, a solid wall 3 m in height
should be constructed and maintained along that
lot boundary.

Technical Requirements and Designs

Minimum distances
• Tank distance from building of 6m

• Overhead/underground power lines available

1.5m outside the boundaries of the service
station

• Tank distance from Water lines 1.5m outside the

boundaries of the service station

• Tank distance from generator room 6m

• Tank distance from traffic access should be 2m

• Tank distance from dispensing pumps should be

3m rear side and 6m front side

• Tank distance from road reserve should be 2m

• Tanks shall not be under the canopy

Positioning of tanks should avoid

• traffic load bearing areas;

• under canopy

2 INSTALLATION
Tank Installation COMPLIANCE REMARKS
• Tanks shall be installed underground.

• All underground tanks shall have a water

36
 capacity not less than 9,000 litres each.

Steel tanks
• Compliance with the requirements of MS
114.

• Protective coating

• Availability of Certificate for hydrostatic test

• Thorough inspection of the tank to check

defects

Fibre -reinforced tanks

• Compliance with the requirements of SABS
1668

• All materials used in contact with the tank

shall be compatible with fibre - reinforced
resin.

• Double skinned

• Tanks shall be installed underground.

• Availability of Certificate for hydrostatic test

• Thorough inspection of the tank to check

defects

• All underground tanks shall have a water

capacity not less than 9000 litres each.

Excavations
• Site soil analysis results

• Depth of the bedding layer, minimum 150mm

• Depth of the overlay, minimum 750 mm

• The width and length of the excavation shall

be in accordance with the tank plan
dimensions plus a clearance of at least 500
mm all around.

37
 • The distance between tanks in a single
excavation shall be at least 500 mm.

• Requirement for inspection and testing by

MERA before granting permission to bury
tanks

Corrosion Protection
• Requirement for cathodic protection of the
tank and pipe work if it is placed in a
hazardous location,

• adherence to the safety parameter laid down

in MS 172 - 2

Backfilling
• The backfill shall be spread in layers of
thickness 150 mm, each lay being
compacted

• Provision of observation wells

• If no risk assessment is done, observation

wells (two for a single tank and four for a
multi-tank installation) shall be installed.

• Provision of Impervious lining all around

excavated pit to prevent any leaks to sip into
the ground and ground water to come near
the tank

Backfill materials
• Sand of well-graded sand, free from any organic
material

• Stone crusting of clean and free-flowing crusher

dust

• Gravel of clean and free-flowing naturally

rounded cohensionless

Water level
• Water table level be maintained lower than

38
 excavation by de-watering from a sump

Pipe Connections and Manholes On Fibre-Reinforced

Resin
Pipe connections
• Piping be free to move with the tank

• Connections into the tank be made with short

lengths of acceptable flexible hose,

• using compression fittings, or double gland type

fittings for plain end pipe

Manhole construction

• Manholes constructed from but are not

limited to the following materials:
➢ load - bearing brickwork (fully
bedded and jointed),
➢ high density poly -ethylene, precast
➢ in-situ concrete and fibre -
reinforced resin.

• Do not place bricks or other manhole

material directly onto the tank surface.

• Manholes shall be of diameter at least 1 m,

and shall be so designed as to prevent the
ingress of surface water.

Pipework and Fittings

Steel pipe & fittings for welding
• Piping for welding shall be suitable for
working pressures of up to 1000 kPa

Flanges

• Flanges for welding shall be of class 150

pressure temperature rating

39
Gaskets

• Gaskets shall be non-asbestos,

• compatible with the liquid being handled

• Of thickness at least 1.5 mm

• Complied with an approved standard.

Primary delivery pipes capable of withstanding

• 400 kPa positive pressure

• 1000kPa peak pressure pulse

Suction lines shall be capable of withstanding

• 60 kPA bar vacuum

• 70kPa bar peak vacuum pulse

Vent lines capable of withstanding
• 100kPa positive pressure

• 60 kPa vacuum pulse.

Pipe work leak test subjected to a pneumatic

pressure of at least

• 600 kPa or to a nitrogen gas

• soap solution test for at least 1 hr

• A hydraulic test with the pressure being

maintained for 15 min at 1000 kPa

• an ultrasonic leak detection can be used to

search for leaks within the system

Dip pipes or gauging pipes

• Availability of a connection through which the

contents of the tank can be manually or
automatically gauged.

40
 • The connection shall be of nominal diameter
at least 40 mm

• be fitted with a lockable cap capable of

sealing against a hydrostatic pressure

Breather pipes or vent pipes

• Availability of 1 vent for each storage tank

• vent outlets shall be so located that they

allow unrestricted venting to the open out

Fillers, Pumps and Drainage

Fillers

• Each filler shall be so sited that the tanker

leaves the premises without reversing

• park safely when bulk deliveries are being

made
• filler sites designed by the engineering
professional

Filler box

• leak proof,

• able to contain the contents of a bulk

delivery vehicle discharge hose,

• Capacity not less than 35 ℓ.

Earthing
Metal filler box shall

• have a frame bolt that can be used as an

earth connection point,

• Filler box be connected to the electrical earth

continuity conductor of the installation.

• Provision of a metal tag onto which the

41
 operator can connect the bonding cable
(from the bulk vehicle while delivering the
product)

Non-conductive filler boxes

• conductive parts inside the box shall be

connected to the electrical earth continuity
conductor,
• provision of a connection point onto which
the operator can connect the bonding cable
of the bulk vehicle

Leak Detection

• Availability of Leak detector for submersible

pump

• Automatically checks the integrity of the pipe

work on the pressure side of the pump.

In-Situ Test
• A full system pressure leak at 40 kPa shall
be carried out on the tank after installation

Driveways/Forecourt

• The driveway area should be able of letting

any effluent run-off into the oil interceptor
before the environment

• The forecourt shall be of reinforced concrete

of class 20/20 as a minimum

• Have an impervious lining at the base.

Drainage System
• Ensure rain water/storm water and spills do
not mix before an oil interceptor/separator

• Availability of drainage around dispensing

pumps/forecourt taking effluent/spill into the
42
 oil interceptor before the environment

Electrical Installations
Electrical cables

• Electrical cables and wiring installed and

avoid contact with substances that might be
harmful to their insulation.

Buried cables
All power and electrical cables passing under paving
and driveways be encased in suitable sleeve piping

Flame proof fittings

• All electrical fittings should be used around

the pump island and Canopy should be of
flame proof

Electricians

• All electricians be registered with the

National Construction Industry Council

• Issued with an Electrical Installation Permit.

• All electrical work shall be done by an

accredited electrician or under the general
control of an accredited electrician

Emergency

• Availability of an emergency stop button so

easily visible in the forecourt and easily
accessible for operation in case of an
emergency.

• When activated, it shall cut all power to the

forecourt.

43
 • Each pump shall have an individual circuit
with overload and thermal protection.

• Further care shall be taken not to introduce

sources of ignition into hazardous areas.

Fire Fighting Protection

Fire Extinguishers

• Provision of approved types of fire

extinguishers of rating not less than 9kg or 2
x4.5kg

• Provided at the individual dispensing units

and protected from the weather.

• Provision for water reservoir: minimum 2,500

litres

Hose reels

• Sufficient hose reels coverage shall be

provided

• usable area within 6m of a nozzle attached

to a 30m hose.

• Hose reels shall comply with the

requirements of CP29.

Absorbents

• Provision of a small quantity of absorbent or

sand (as a guide, 1 full bucket minimum of
40 litres)

• Absorbent materials be kept in a container in

a close fitting lid

• Installed in an accessible places.

Fire Hydrant

• Fire hydrant must be within 100m from any

44
 part of the fire engine access road.

• Usable space must not be more than 50m.

Canopy

• The underside height of the canopy

minimum is 4,550 mm

• All electrical fittings and finishing materials

shall be of flame proof

Buildings on the Premises of Service Station

• The buildings designed to the satisfaction of

the local authorities

• Provision of separate rooms for the

attendants’ office, store for lubricants,
separate safe rooms for generator,
compressed air system and welfare facilities.

Environmental Management Guidelines

• Compliance with provisions of Environmental
Management Act and any other relevant law
that aims at protecting the environment

• Availability of Environmental Management

Plan

Fire Fighting Protection

Fire Extinguishers

• Provision of approved types of fire

extinguishers of rating not less than 9kg or 2
x4.5kg

• Provided at the individual dispensing units

and protected from the weather.

• Provision for water reservoir: minimum 2,500

litres

45
 Hose reels

• Sufficient hose reels coverage shall be

provided

• usable area within 6m of a nozzle attached

to a 30m hose.

• Hose reels shall comply with the

requirements of CP29.

Absorbents

• Provision of a small quantity of absorbent or

sand (as a guide, 1 full bucket minimum of
40 litres)

• Absorbent materials be kept in a container in

a close fitting lid

• Installed in an accessible places.

Fire Hydrant

• Fire hydrant must be within 100m from any

part of the fire engine access road.

• Usable space must not be more than 50m.

3 FINAL INSPECTION PRIOR TO COMMISSIONING

Particulars of the operator including COMPLIANCE REMARKS

• Name of Oil Marketing Company

• Operating Arrangements

Certificate of Occupation

• From City/Town/District Council

Details of the tanks

46
 • Type of product

• Number of tanks per product

• Capacities

• Bottom-ages

Traffic Accident Prevention

• Marking of Entrance and Exit

• Provision of Mechanical Protection

• Provision of designated parking areas

Waste Management and Welfare Facilities

• Proper way of disposal

• Good sanitary facilities

Spills and drainage System

• Condition of forecourt

• Provision of an oil interceptor

• Availability of absorbents

• Drainage system allowing stormwater by-

passing an oil interceptor

• Condition of drainage system( being clear of

debris)

Electricity safety

• Availability of Regular maintenance program

• Insulation of electrical equipment used

indoors or outdoors

• General condition of the electricity panel

• Availability of a readily accessible

47
 emergency push button

• Operation of the main switch

Fire Risk, Fire Protection and Emergency

Availability of

• Fire extinguishers - 1 of 9kg or 2x4.5kg at

each dispensing pump

• Absorbents - sand buckets(1 full bucket

minimum of 40 litres/dispensing pump)

• Hose reel

Storage Tanks

• Availability of excess pressure release

valves

• Mechanism used for leakage detection i.e.

observation wells

Dispensing Facilities and Canopy

• Well labelled indicating product name

• Calibration certificate by Malawi Bureau of

Standards

• The underside height of the canopy

minimum is 4,550 mm

• All electrical fittings and finishing materials

shall be of flame proof

Provision of Protective Clothing to Attendants

• An eligible signage with price displayed and

services provided

48
 Provision of Protective Clothing to Attendants

• Safety boots – of oil resistant

• Uniform - branded

• Gloves( During offloading

Other comments:

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
________________________________________________________________

FOLLOW UP INSPECTION:__________________________________________________________

INSPECTORS’ NAMES: ____________________________ SIGNATURE:______________________

_________________________________ ____________ SIGNATURE:_____________________

DEALER’S (REPRESENTATIVE) NAMES:_______________________ SIGNATURE:____________

INSPECTION DATE: _______________________________________

49
 C. FINAL INSPECTION CHECKLIST

Head Office: 2nd Floor, Phone: +265(1) 774 103//135

Development House, City Centre Fax : +265 (1) 772 666
Private Bag B-496 E-Mail : [email protected]
Website: www.meramalawi.mw
Capital City
Lilongwe 3
MALAWI
INSPECTION C HECKLIST
Regulating Energy for Sustainable Development

FILLING STATIONS INSPECTION CHECKLIST

1.0 PARTICULARS OF THE OPERATOR

NAME OF OPERATOR (DEALER) .

PHONE NUMBER. .

NAME OF THE FILLING STATION .

LOCATION .

POSTAL ADDRESS .

CONTACT PERSON .

TELEPHONE NUMBERS .

NAME OF OIL MARKETING COMPANY SUPPLYING FUEL .

OPERATING ARRANGEMENTS (CODO) (DODO) (COCO)

2.0 DETAILS OF THE TANKS

TANKS NUMBER CAPACITIES: BOTTOMAGE

Diesel ………… …………………….. ………………………………

Petrol ………… …………………….. ……………………………..

Paraffin ………… ………….………….. ……………………………..

3.0 CHECKLIST

50
A TRAFFIC ACCIDENT PREVENTION COMPLIANCE REMARKS
safe system of traffic movement
❖ Marking of entrance and exit YES / NO

❖ Causing undue Interference with traffic in the YES / NO

main road likely to cause accidents

❖ Sufficient designated parking areas (away from YES / NO

the pumps)

Have they provided mechanical protection to YES / NO

vulnerable structures such as fuel tanks and
pumps

B WASTE MANAGEMENT AND WELFARE FACILITIES COMPLIANCE REMARKS

Is there a proper way of disposing waste? YES / NO
Are there good sanitary facilities? YES / NO

C SPILLS AND DRAINANGE SYSTEM COMPLIANCE REMARKS

Is the forecourt in good Condition YES / NO
Is the drainage system operational (are all drains YES / NO
clear of debris)?
Is there fuel and oil separator (interceptor) YES / NO
Do all areas at risk of spill drain to an interceptor? YES / NO
Is the forecourt clean of spills
Is there any means used promptly to absorb and YES / NO
clean up any fuel or oil spill
Is there a system to prevent washwater to enter YES / NO
into the interceptor? (to be drained into sewer
system/ septic tanks)
Does the drainage system allow stormwater to by- YES / NO
pass the interceptor?

D ELECTRIC SAFETY COMPLIANCE REMARKS

Is there a regular maintenance program to electric YES / NO
installation?
Date last inspected. (Check records)
Are all electrical equipment used indoors or out of YES / NO
doors suitably insulated
Is the electric installation supplied through an earth
leakage circuit breaker?
Operation of the main switch
Are electrical installations used for mechanical car YES / NO
washes and other equipment on the filling station
have adequate protection from mechanical and
heat damage?

51
 General condition of the electricity panel
Condition of the fittings (any exposed wiring?)
Is there a readily accessible emergency stop YES / NO
button fitted.

E FIRE RISK, FIRE PROTECTION AND EMERGENCY COMPLIANCE REMARKS

MANAGEMENT
Are there enough firefighting equipment and YES / NO
protection system?
Is there ‘smoking prohibited’ sign used in lieu of the YES / NO
words ‘no smoking’. What about the words ‘no
flames, pilot lights or mobile phones’
Are there areas designated as assembly points YES / NO
Do all employees know about an assembly point? YES / NO
Are all employees trained on fire protection and YES / NO
other safety issues?
Are there written procedures for dealing with YES / NO
emergency situations? (Heavy spills, fire, burglary,
Injuries)
Check accident records involving Fire, explosion YES / NO
or the escape of any toxic materials causing death
or injury to persons or damage to property

F COMPRESSED AIR SYSTEM COMPLIANCE REMARKS

Make sure that the air system is located within YES / NO
sight of the shop attendant to ensure constant
supervision.
Display clear information on the use of the air YES / NO
system e.g. the driver should check the correct tyre
pressures
Train staff in the safe use of the equipment YES / NO
Valid air receiver certificate issued by Directorate YES / NO
of Occupational Safety and Health of the Ministry
of Labour?

G STORAGE TANKS COMPLIANCE REMARKS

Is there excess pressure release valve (air vents)? YES / NO
What mechanism is used for leakage detection?

H DISPENSING FACILITIES AND CANOPY COMPLIANCE REMARKS

Are the dispensing pumps well labeled? YES / NO
Is there a canopy? (if yes in what condition?) YES / NO
Where there is a canopy is there height limitation YES / NO
sign for vehicles to go under canopy
Is the Malawi Bureau of Standards certificate valid? YES / NO

52
I PROVISION OF PROTECTIVE CLOTHING TO
ATTENDANTS AND IN WHAT CONDITION?
❖ Safety boots YES / NO

❖ Gloves (During offloading) YES / NO

❖ Hard hat (During offloading) YES / NO

❖ Uniform YES / NO

J PRICE DISPLAY
Does the filling station have a signage with price YES / NO
displayed?

Other comments: _____

__ _____________

___ _____________

FOLLOW UP INSPECTION:. .

INSPECTORS’ NAMES______ _____SIGNATURE_ ___________

DEALER’S (HIS REPRESENTATIVE) NAMES______ SIGNATURE_ ___________

INSPECTION DATE:__ _

53