U.S. Department of the Interior Alaska Resupply Program BIA - Seattle Support Center 4735 E. Marginal Way Suite 1106, Box 8 Seattle, Washington 98134 Barb Shaw toll Free: 1-800-836-7926 Phone: (206) 764-3328 Fax: 206-764-6881 Office Hours: 7:00 AM – 3:30 PM (Pacific Time) Diane Lawrence, Alaska Regional Office Toll Free: 1-800-645-8465 option 4 then option 2 Phone: (907) 271- 3926 Fax: 907-271-6163 Office Hours: 7:00 AM – 3:30 PM Alaska Time

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

Authority BIA- Seattle Support Center gets its authority from 25CFR, Part 142 Barbara Shaw Diane Lawrence Contracting Officer’s Representative Barbara.Shaw@bia.gov Diane.Lawrence@bia.gov

We were also known as the “North Star III” until 1984 We have been serving the needs of the people of Alaska for the past 124 years. We were also known as the “North Star III” until 1984

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

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

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

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

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

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

SSC recommends prepaying your fuel order. 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.

We are in the third year with the DOD/ Defense Logistics Agency Energy (DLA) contract. Defense Logistics Agency Energy Ordering period: Oct 1,2015 through Sept 30, 2020

HOW DOES THIS PROGRAM WORK? Contract over-seen by Defense Logistics Agency Energy Alaska - 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 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.

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

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.

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

WHAT ARE THE DRAW-BACKS? We will not be able to quote landed-price until products are loaded in barges holding tanks Customer must apply for fuel orders over 500,000 gallons earlier than usual, 90 days before load date Minimum requirements per site will be required 10,000 gallons Alaska State taxes could apply to all products, but could be refundable or exempt if qualified

continued If site (village) is not awarded under this contract, Seattle Support Center will let you know and you will need to arrange your own fuel delivery. Reseller of bulk fuels must be a current “Qualified Licensed Dealer” with State of Alaska for state tax exemption on gasoline.

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.

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

Important Facts to Remember Any cancellation must be done in writing BEFORE fuels are lifted. All applicable taxes will be assessed, Alaska State taxes on all products. 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.

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: 1-800-836-7926

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 Have active DUNS number in SAM.GOV Letter of acceptance will be issued

Seattle Support Center does not accept bookings for any type of freight, including propane or dry goods. FREIGHT BOOKINGS: Call Northland Services at (800) 426-3113 www.northlandservices.com or your local freight delivery service.

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 pump ticket/manifest for fuel delivered. 2 -. Entity confirms they have Active DUNS# in SAM.GOV Be sure to hit active yearly from e-mail received from SAM. BIA-SSC mails out accepted or rejected letter to Village entity 5 - Carrier delivers to village (site) Signature of receiving person 3 - Up-front pre-payment accepted for fuel deliveries 4 - SSC sends out ETA for Spring/Fall fuel deliveries

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, before fuel is delivered. 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.

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 pre- payments 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.

Consortium = an association of institutions effecting a venture requiring extensive financial resources.. fellowship, participation, partner, companion. 1) Identify villages to be included in consortium. 2) Village tank capacity – gallons per site. 3) Names of authorized personnel for fuel ordering and authorized signers- when you receive the fuel. 4) Future prospects/Airports/Refuel 5) Do you have the tanks to hold large amount of fuel that you are ordering, and they are up to EPA specs.

Ensure the villages that are involved with consortium - understand that once committed they have to stay with the consortium. Have the funding from each village received and available to pay for fuel. Have your own transportation from main tanks to village tanks., trucks, boats, etc. 9) GSAautions.gov has outboards, trucks.,

Confirm: Type of fuel and quantities Delivery Dates Who owns the tanks Who is responsible for ordering fuel Who is authorized signer for fuel Location for delivery Are there any specific connections needed to pump fuel: Pipeline diameters Camlock fittings Manifolds Who do you rely on for sounding tanks Who is responsible for the maintenance of tanks

Any questions?