Alaska Resupply Program BIA-Seattle Support Center

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1 Alaska Resupply Program BIA-Seattle Support Center Alaska s Flag Eight stars of gold on a field of blue-alaska s flag. May it mean to you the blue of the sea, the evening sky, The mountain lakes, and flowers nearby; The gold of the early sourdough s dreams, The precious gold of the hills and streams; The brilliant stars in the northern sky, The Bear-the Dipper- and shining high, The great North Star with its steady light, Over land and sea a beacon bright. Alaska s flag-to Alaskans dear, The simple flag of the last frontier.

2 U.S. Department of the Interior Alaska Resupply Program BIA - Seattle Support Center 4735 E. Marginal Way S, Box 8 Seattle, Washington Toll Free: Phone: (206) Fax: Office Hours: 7:00 AM 3:30 PM (Pacific Time)

3 Our Mission To provide affordable transportation and service costs to the people of Alaska, for the resupply of lifesustaining goods. This will enhance the economies of individuals, tribes, and cooperatives in their location.

4 Authority BIA- Seattle Support Center gets its authority from 25CFR, Part 142 Barbara Shaw, Contracting Officer s Representative

5 We have been serving the needs of the people of Alaska for the past 122 years. We were also known as the North Star III until 1984

6 Annual Tariff * 25 CFR, Part 142 requires that we publish an annual tariff with the following; * Mission * List of Services * Charges for Services and/or Products * Billing & Collection Procedures * Penalties * Regulations for Debt Collection * Tariff Approval

7 BIA-Seattle Support Center * Is NOT Federally funded * Seattle Support Center receives no tax dollars * It is self-supporting * It exists solely for the benefit of the people of Alaska

8 BIA-SSC is a unique program * Our purpose is not to make a large profit * our earnings support the operation * BIA-SSC is not here to put anyone out of business

9 Activities of SSC operations * Booking fuel orders from Alaska communities and organizations * Purchasing of bulk fuels at the cheapest indexed rates * Contracting with barges and other transportation carriers * Strict procurement and bid selection process of lowest-cost transportation

10 SSC provides services to * Individuals & Tribal governments * Village & Regional corporations * School districts * State, Federal, and local governments * Native & Non-Native businesses * Urban communities * Churches

11 Seattle Support Center Finance services include: * Accounts payable * Accounts receivable * Willing to work with our clients, so it will not cause a financial impact

12 PREPAY Fuel Orders * SSC recommends prepaying your fuel order. * Credit will be issued to your account. * You will only be billed for remaining balance. * This will ease the burden of a large bill when payment is due.

13 What we do Supply Essential Bulk Fuels * to rural and remote Alaska * At the most affordable rates * for the benefit of ALL Alaskans

14 We are in the fourth year of a Department Of Defense(DOD)/ Defense Logistics Agency (DLA) contract called: PC&S Post Camps & Stations Ordering period: October 2012-September 2015 DLA is changing over to an automated system, BIA will keep you informed as soon as we know.

15 HOW DOES THIS PROGRAM WORK? * Contract over-seen by Defense Logistics Agency, a branch of DOD * Each individual site is bid upon by carriers that serve Alaska * Lowest bid on the transportation rate is awarded that specific site * All bulk fuel products are provided by awarded carrier, sold at an indexed rate to SSC * Any organization that would like to be in the contract, fill out a site narrative; the process takes a minimum of 90 days, once the information is forwarded to DOD it could be accepted or rejected.

16 WHAT IS PRICE INDEXING? * Indexing is NOT a fixed or set price * Products are purchased at market price at day of lift (loaded on the barge) * Prices change daily could be higher or lower depending on the market * This rate is not negotiable

17 TYPE OF PRODUCTS AVAILABLE * Diesel Fuel #1 * Unleaded Gasoline * Diesel Fuel #2 * ULSD = Ultra Low Sulfur Diesel Contractors need to know the product usage for products as DF1/DF2 so contractor is in compliance with EPA regulations. If the fuel is used for multiple uses (ie., heating & equipment) contractor should deliver ULSD instead of Heating Fuel for customers to comply with EPA.

18 HOW CAN THIS PROGRAM BENEFIT ME? * ANYONE can use our service * Carriers are bound by terms and conditions of a government contract Excise taxes on heating fuel & diesel #2 will be exempt * Seattle Support Center will work with our customers regarding payment

19 WHAT ARE THE DRAW-BACKS? * Will not be able to quote landed-price until products are loaded in barges holding tanks * Customer must apply for bulk fuel delivery earlier than usual, 60 days before load date * Minimum requirements per site may be required * Alaska State taxes could apply to all products, but could be refundable or exempt if qualified

20 continued * Seattle Support Center would have to find an alternate source or release customer if site is not awarded under this contract. * Reseller of bulk fuels must be a current Qualified Licensed Dealer with State of Alaska for state tax exemption on gasoline.

21 What is a Reseller? A person, native store, native corporation, or business that purchases bulk fuels and sells the product. A Reseller will have to apply for a Qualified Dealer s License with the State of Alaska to be exempt from state gasoline taxes, no exceptions.

22 IMPORTANT FACTS TO REMEMBER * SSC is not a transportation company * Place all orders early * Do NOT Over-order fuel * All back haul charges will be assessed, no exceptions * Once the fuel is lifted, it is YOUR property

23 continued * Any cancellation must be done in writing BEFORE fuels are lifted. * All applicable taxes will be assessed, Alaska State taxes on all products, if applicable. * All resellers must have a current Qualified Dealers License before gasoline is lifted. * If this is a spring & fall delivery let our office know, so the carrier can be notified and plan for it accordingly.

24 ANY OTHER BULK FUEL OPTIONS? * Yes * Heating fuel & diesel #2 can be purchased from SSC if purchaser provides own mode of transportation * Federal excise taxes will be exempt for these two products * SSC will coordinate pickup with suppliers

25 What if I don t get a tariff or booking order form? If you would like to purchase fuels from BIA-Seattle Support Center, there is a sign up sheet over on the table or call:

26 What if I m new to the program? * Complete Booking Application and Site Narrative in its entirety * Ensure individual tanks are compliant with Coast Guard regulations * In SAM.GOV have active DUNS number * Letter of acceptance will be issued

27 ( ) INDIVIDUAL ( ) BUSINESS ( ) TRIBAL GOVERNMENT ( ) CHURCH Address (Individual or Organization) ALASKA RESUPPLY PROGRAM SEATTLE SUPPORT CENTER 637 Registration No: S BOOKING APPLICATION FORM FOR DELIVERY SEASON 2015 BULK FUEL BOOKING APPLICATION TAX IDENTIFICATION NO: REQUIRED: DUNS# or SOCIAL SECURITY NO: Name of Representative Business Phone No. Business FAX No. BULK FUELS ORDERING Description of Bulk Fuels Ordering for Delivery: Low Sulfur Diesel #1 Unleaded Gasoline Low Sulfur Diesel #2 Gallons Ordered:Spring or Fall Delivery Delivery Location: Telephone No. Individual(s) Authorized To Accept and Sign Delivery Receipt For Fuels At Destination & Fax No Send Your Request to: Bureau of Indian Affairs For SSC Use Only: Booking Number: Seattle Support Center Check List: PO Box Previous Client: ( ) Yes ( ) No Seattle, WA Vendor Code: Or Fax to: Applicant's Signature: Date Remarks: IF YOU DO NOT HAVE A TAX EXEMPTION NUMBER, YOUR SOCIAL SECURITY NUMBER MUST BE ON FILE WITH OUR OFFICE-OTHERWISE YOUR APPLICATION WILL BE DENIED. ANY QUESTIONS PLEASE CALL OUR OFFICE ( ).

28 ADDRESS: PHONE #: Fax # NAME OF PREVIOUS CARRIER (Important to Complete): TYPE OF FUEL and QUANTITY: Unleaded Gasoline Diesel #1 Diesel #2 TYPE AND SIZE OF TANK(s) (i.e. for delivery in 1/10,000 gallon above ground tank), TANK FARM PERSONAL TANKS: (i.e. 1/500 gallon & 2/1,000 gallon tanks) MODE OF DELIVERY FROM BARGE (check appropriate blocks) HOSE PIPELINE TANK TRUCK/WAGON AIR SPECIAL DELIVERY CONDITIONS (as they apply): HOSE LENGTH FROM BARGE TO TANK(S): FEET SHORE/DOCK HEADER CONNECTIONS FOR PIPELINE: DISTANCE FROM SHORE/DOCK TO STORAGE TANK: ANY ADDITIONAL INFORMATION WHICH WILL ASSIST IN DELIVERY:

29 Seattle Support Center does not accept bookings for any type of freight, including propane or dry goods. Call Northland Services at (800) or your local freight delivery service.

30 If your site is not listed in the Tariff 1 - Fill out booking application and site narrative SSC submits to DOD/DLA site accepted/rejected takes up to 90 days 6 - SSC sends out invoice and manifest for fuel delivered Entity confirms they have Active DUNS# in SAM.GOV BIA-SSC mails out accepted or rejected letter to Village entity 5 - Carrier delivers to village (site) Signature of receiving person 3 - Up-front prepayment accepted for fuel deliveries 4 - SSC sends out ETA for Spring/Fall fuel deliveries

31 Billing Procedure for BIA-SSC * Our policy is to invoice our customers when BIA receives the pump ticket from the carrier. * Under Federal Regulations we are to receive the amount due in 30 days. * After 90 days the system will start charging you: 1% interest charge on outstanding amount due 6% penalty charge on the outstanding amount due $10.00 administrative fee * Payment agreements can be set up with the BIA; signed agreements will be for 6 months. * Please pay your bills in a timely manner, this will help you to have a good credit rating.

32 Billing Procedure for BIA-SSC continued * If bills are not paid (delinquent), the account will be sent to Treasury for collections. If this should happen, it would lock up your checking account and there will be higher collection fees added to this debt. Please do not let this happen you or your village. * The solution to paying your bill is to start sending in prepayments for your fuel order. * BIA will issue you a credit; when BIA receives your bill for fuel delivery we will deduct the credit amount from the actual amount due and you will be billed for the remaining amount due. * This will ease the burden of receiving a large bill and will help you budget for your fuel.

33 Information from the State of Alaska Website: dnn/dcra State of Alaska Department of Commerce Division of Community & Regional Affairs PO Box Juneau, AK Phone: FAX: Federal Emergency Management Agency (800) FEMA.gov/state/Alaska

34 !

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