Appendix_9_-_Monthly_Fuel_Report.pdf

Appendix 9 – Monthly Fuel Report

SOLICITATION: HTC711‐14‐R‐C003

2 April 2014

1.0. FUEL ADJUSTMENT PROCEDURES (Domestic Charter Airlift Services):

1.1. REPORT SUBMISSION: Contractors flying missions shall submit a monthly fuel report to USTRANSCOM/TCAQ‐CP, 508 Scott Dr., Scott AFB IL 62225. Reporting period shall include the first day through the last day of each month, and the report shall be submitted no later than 30 days after the end of the month.

Note: A sample Monthly Fuel Report Form is provided below. The report summary format in Excel will be provided electronically to each contractor after award. Negative reports are required when no flying was performed.

1.1.2. INSTRUCTIONS: Contractors are to complete the necessary header information on the Monthly Fuel Report Summary to include the contract number, aircraft type, month, etc. For items 1 through 3, contractors are to input the following information into the Excel spreadsheet:

Item 1 ‐ Complete the miles flown in support of the Domestic Charter Airlift Services contract.

Item 2 ‐ Input the fuel burn rate for the aircraft type as stated in Exhibit 1, actual average cost per gallon from fuel summary information, and compute the EPA variance.

Item 3 – Input the gallons and cost for each of the two categories, commercial and military fuel.

There is no need to input the average Cost/Gallon. The formulas embedded in the report summary format will make those calculations and input the information into appropriate cells.

Once the items listed above are input into the excel spreadsheet, the total adjustment due will be calculated.

This one‐page document must be accurately completed and signed by a person authorized to negotiate for and bind the company. All fuel report information is considered certified and auditable. See page below for Sample Certification Letter Monthly Fuel Report Summary.

Once submitted, the assigned CA will review the report summary, and the information will be compared to payment data generated from AMC’s Commercial Operations Integrated System (COINS). When requested, a contractor shall provide the necessary backup documentation on missions/miles flown, cost of fuel, etc.

When the monthly report summary has been finalized and signed by a CO, the signed copy will be faxed/emailed to the contractor. Contractors will then be authorized to invoice DFAS for the adjustment.

Periodically, USTRANSCOM/TCAQ‐CP will conduct a Monthly Fuel Report Review according to the reports submitted. When requested, contractors shall submit the requested documentation to support this review.

Appendix 9 – Monthly Fuel Report

SOLICITATION: HTC711‐14‐R‐C003

2 April 2014

SAMPLE LETTER (May 20, 2013)

MONTHLY FUEL REPORT SUMMARY

DATE: MONTH:

CARRIER: ACFT TYPE:

CONTRACT: TYPE OPS (Cargo or

Pax):

1. The following amounts are certified:

Total Monthly Miles flown in support of the USTRANSCOM contract = XX,XXX

2. Proposed fuel adjustment:

Fuel Burn Rate for Aircraft Type Per Mile (Exhibit 1):

Base Price of fuel established in contract: $3.15 GL Actual average cost per gallon = EPA Price Variance (Difference between average price per gallon and base price):

Calculation: Miles * Burn Rate* EPA Price Variance = Adjustment

FUEL ADJUSTMENT:

3. Fuel summary information:

Avg Cost / Gallons Cost Gallon

Total Commercial fuel:

Total military fuel:

Total fuel purchased:

Carrier Certification

Must be signed by a person authorized to legally bind company Date

BY SIGNING THIS FORM, YOU ARE CERTIFYING AS TO THE ACCURACY OF

ALL INFORMATION AND AGREE TO KEEP BACKUP RECORDS FOR A

PERIOD OF 5 YEARS. THIS INFORMATION IS SUBJECT TO AUDITS.

Contracting Officer Signature Date