3.15C_Invoice_Template.pdf

This is an invoice template document for the City of Hayward Fleet Management, located at 24505 Soto Road, Hayward, California 94541. The template is designed to process billing for fuel supply and delivery services, including unleaded gas, renewable diesel, and Neste-MY renewable diesel products. The invoice captures transaction details such as date and time of service, card site location, product type, vehicle identification numbers, manual odometer readings, miles per gallon (MPG) calculations, units purchased, unit prices, and line item amounts. Multiple fuel cards and corresponding transactions can be documented on a single invoice, with each card and transaction group designated with identification numbers and card names. The template provides fields for itemized line totals by card and a comprehensive invoice total reflecting both units and amounts.

The invoice template supports the City of Hayward's fuel card usage program and is formatted to capture detailed transaction-level data necessary for fleet management accounting and cost allocation. The document serves as the billing mechanism for the contracted fueling services under the City of Hayward's Request for Quote for supply and delivery of unleaded gas, renewable diesel, and Neste-MY renewable diesel, with fuel card usage as specified in the procurement opportunity. Prospective contractors were required to submit electronic bids through the OpenGov Procurement portal at https://procurement.opengov.com/portal/hayward-ca, with bidders needing to create accounts prior to submission.