Agenda packet — Public Works & Transportation Committee, October 25, 2022

Written materials relating to an item on this agenda that are distributed to the legislative bodies within 72 hours before the item is to be considered at its regularly scheduled meeting will be made available for public inspection at the City Clerk’s Office, 300 West Third Street 4th Floor during customary business hours. Agenda reports are also on the City of Oxnard web site at www.oxnard.org.

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Agenda Item Time Estimates include: (Minutes for Presentation + Council Discussion + Public Comment) AGENDA

OXNARD CITY COUNCIL

PUBLIC WORKS AND TRANSPORTATION COMMITTEE
Council Chambers, 305 West Third Street
October 25, 2022
Regular Meeting - 8:30 to 10:00 PM

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IN ACCORDANCE WITH ASSEMBLY BILL 361 AND IN RESPONSE TO THE DECLARED STATE AND LOCAL

EMERGENCIES DUE TO THE NOVEL CORONAVIRUS, THE LEGISLATIVE BODY WILL MEET IN-PERSON AND REMOTELY. TO PARTICIPATE REMOTELY VISIT WWW.OXNARD.ORG.

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Video recordings of the meeting are typically available online following the meeting at the City’s website at www.oxnard.org/city- meetings.

*Please see the link for the Measure M pre-recorded presentation video for each item listed on this agenda.

YOU MAY PARTICIPATE IN THE MEETING IN THE FOLLOWING WAYS:

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3. PROVIDING PUBLIC COMMENTS REMOTELY DURING THE MEETING

1 OXNARD CITY COUNCIL: PUBLIC WORKS AND TRANSPORTATION COMMITTEE October 25, 2022 - Page 2
a. To provide public comment during the meeting dial (888) 475-4499 and enter the Meeting ID and Passcode listed above as the Zoom details for this meeting. When the presiding officer announces the particular item on the agenda you want to speak on, press *9 to raise your hand while in the zoom waiting room. Once called on, press *6 to unmute your phone.
b. Public comments on agenda items will be taken following the announcement of the item. After the item is announced, members of the public may register or otherwise be recognized for the purpose of providing public comment.

Please review the Zoom instructions on the registration page to help ensure there are no technical difficulties during your comments and help you understand public comment procedures using Zoom. Detailed participation instructions can be found at www.oxnard.org/city-meetings.

In the event of a disruption which prevents a legislative body of the City of Oxnard from broadcasting a meeting using a call-in option or internet-based service option, or in the event of a disruption within the City’s control which prevents members of the public from offering public comment using the call-in option or internet-based service option, the legislative body shall take no further action on items appearing on a meeting agenda until public access to the meeting via the call-in option or internet-based service option is restored. However, if any of the broadcast options are disrupted, but any of the other broadcast options is still available to the public, the legislative body may take further action on items appearing on a meeting agenda without waiting for the disrupted broadcast option(s) to be restored.

* The City has filed pre-election and post-election lawsuits regarding the validity of Measure M.

A. ROLL CALL, POSTING OF AGENDA, FLAG SALUTE

B. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA

A person may address the legislative body only on matters not appearing on the agenda and within the subject matter jurisdiction of the legislative body. Speaker requests shall be submitted as set forth on the first page of this agenda. Speakers are limited to three minutes. After 30 minutes, if all speakers have not had the opportunity to speak, the remaining speakers will be given an opportunity to speak prior to adjournment of the meeting. The legislative body cannot enter into a detailed discussion or take action on any items presented during public comments at this time. Such items may only be referred to the City Manager/Executive Director/Secretary for administrative action or scheduled on a subsequent agenda for discussion. Persons wishing to speak on public hearing items should do so at the time of the hearing.

C. CONSENT AGENDA

1. City Clerk Department
SUBJECT: Approval of Minutes.

RECOMMENDATION: That the Public Works & Transportation Committee approve the minutes of the October 11, 2022 regular meeting as presented.

Contact: Rose Chaparro, (805) 385-7805
D. REPORTS

1. Public Works Department
SUBJECT: Approve Purchase Order with WEX Bank for the Fleet Fuel Card Program. (10 minutes)

RECOMMENDATION: That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Mayor to execute a Purchase Order with WEX Bank in an amount not to exceed $8,800,000 for a two year term for Fuel Cards.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/Y6vqOylgrbg
Contact: Michael Wolfe, (805) 385-8055
2 OXNARD CITY COUNCIL: PUBLIC WORKS AND TRANSPORTATION COMMITTEE October 25, 2022 - Page 3

2. Public Works Department
SUBJECT: Approve Purchase Order with Fleet Services, Inc. for Medium and Heavy Duty Equipment Parts and Supplies. (10 minutes)

RECOMMENDATION: That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Purchasing Agent to establish a Purchase Order with Fleet Services, Inc. in an amount not to exceed $750,000 for a three-year term, with two one year extensions upon agreement by both parties, beginning December 1, 2022 and ending November 30, 2025, for medium and heavy duty equipment parts and supplies.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/K5iRf_i3LqI
Contact: Michael Wolfe, (805) 385-8055

3. Public Works Department

SUBJECT: First Amendment to Trade Services Agreement 9547-22-PW with Powers Bros.

Machine, Inc., and a Second Amendment to Trade Services Agreement 9548-22-PW with All-Safe Electric, Inc. for On-Call Pump and Motor Repair Services. (10 minutes)

RECOMMENDATION: That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Mayor to execute the following on-call pump and motor repair services for the Water and Wastewater Divisions:

1. A First Amendment to Trade Services Agreement 9547-22-PW with Powers Bros. Machinery, Inc., to increase the not to exceed amount from $100,000 to $450,000 and to extend the term to February 29, 2024; and

2. A Second Amendment to Trade Services Agreement 9548-22-PW with All-Safe Electric, Inc., to increase the not to exceed amount from $200,000 to $450,000 and to extend the term to February 29, 2024.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/UQ_6O7kkjSs
Contact: Michael Wolfe, (805) 385-8055
E. ITEMS FOR FUTURE AGENDAS

F. ADJOURNMENT

3 PUBLIC WORKS AND TRANSPORTATION COMMITTEE

AGENDA REPORT

CONSENT AGENDA
AGENDA ITEM NO. C.1

DATE: October 25, 2022

TO: Public Works and Transportation Committee

FROM: Rose Chaparro, City Clerk, (805) 385-7805, [email protected]

SUBJECT: Approval of Minutes.

RECOMMENDATION

That the Public Works & Transportation Committee approve the minutes of the October 11, 2022 regular meeting as presented.

BACKGROUND

Approval of Minutes.

STRATEGIC PRIORITIES

This agenda item is a routine operational item.

FINANCIAL IMPACT

There is no financial impact.

Prepared by: Rose Chaparro, City Clerk

ATTACHMENTS

1. MINUTES 10 11 2022 Public Works & Transportation
4 MINUTES

OXNARD CITY COUNCIL

PUBLIC WORKS & TRANSPORTATION COMMITTEE
Regular Meeting
October 11, 2022

A. ROLL CALL, POSTING OF AGENDA, FLAG SALUTE
At 8:30 p.m., Chair Bert E. Perello called to order the regular meeting of the Oxnard City Council Public Works & Transportation Committee in the City Hall Council Chambers at 305 W. Third Street, Oxnard, California. The City Clerk called the roll and announced the posting of the agenda. Member John C. Zaragoza and Chair Bert E. Perello were present in person.

Staff members Alexander Nguyen, City Manager; Michelle (Elle) McCarron, Assistant City Attorney; Michael Wolfe, Public Works Director; Steve Howlett, Assistant Public Works Director; Tatiana B.

Arnaout, P.E., City Engineer; Kumar Neppalli, Traffic Operations Engineer ; Jose Diaz, Police Sergeant; and Rose Chaparro, City Clerk were also present in person.

Shiri Klima, Deputy City Manager ; Eric L. Storrie, Special Districts Manager ; and Anthony Miller, Special Districts Project Manager participated via videoconference.

Andrew Yi, Consultant with LS Enterprise also participated via videoconference.

B. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
Public comments were received from Lawrence Stein (public records request submitted to Public Works regarding water).

C. CONSENT AGENDA

1. City Clerk Department SUBJECT: Approval of Minutes.

RECOMMENDATION: That the Public Works & Transportation Committee approve the minutes of the September 17, 2022 special meeting and the September 27, 2022 regular meeting as presented.

It was moved by Member Zaragoza, seconded by Chair Perello, to approve the meeting minutes as presented. VOTE: Perello and Zaragoza voted in favor, the motion carried 2-0.

D. REPORTS

1. Public Works Department
SUBJECT: Amendment to Trade Services Agreement A-8171 with Garcia’s Landscaping Maintenance Inc. for Landscape and Ballfield Maintenance in Riverpark CFD 5. (0/10/10)

RECOMMENDATION: That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Mayor to execute the First Amendment to Trade Services Agreement No. A -8171 with Garcia’s Landscaping Maintenance, Inc. to increase the not to exceed amount from $3,120,435 to $4,300,607 and to extend the term from November 5, 2022 to November 5, 2023 for the performance of Landscape and Ballfield Maintenance i n Riverpark CFD 5.

5 OCTOBER 11, 2022 OXNARD CITY COUNCIL PAGE 2

PUBLIC WORKS & TRANSPORTATION COMMITTEE

Steve Howlett, Assistant Public Works Director and Eric L. Storrie, CPRP - Special Districts Manager presented and answered the Committee’s questions. Anthony Miller, Special Districts Project Manager was also availab le to a nswer questions. No public comments were received. Discussion ensued among the Committee and staff.

It was moved by Member Zaragoza, seconded by Chair Perello , to approve the recommended action as presented. VOTE: Perello and Zaragoza voted in favor; the motion carried 2-0.

2. Public Works Department
SUBJECT: Recommended Speed Limits-2022 Engineering and Traffic Survey Results and Amending Section 8-2 of Article I of Chapter 8 of the Oxnard City Code. (10/10/5)

RECOMMENDATION: That the Public Works and Transportation Committee:

1. Receive and comment on the 2022 speed limit survey results on 49 streets (175 roadway segments) in the City of Oxnard;

2. Recommend the survey results be presented to the City Council for their review and comments; and

3. Recommend that the City Council approve introduction of the 2022 Speed Limit Ordinance at the November 1, 2022 Council Meeting, and first reading by title only waiving further reading of the ordinance amending Section 8-2 of Article I of Chapter 8 of the Oxnard City Code.

Tatiana B. Arnaout, P.E., City Engineer introduced Andrew Yi, consultant with LS Enterprise , who presented and answered the Committee’s questions. Public comments were received from Eduardo Huerta, Lawrence Stein, and Deirdre Frank. Discussion ensued among the Committee and staff.

It was moved by Chair Perello , seconded by Member Zaragoza, to approve the recommended action as
presented. VOTE: Perello and Zaragoza voted in favor; the motion carried 2-0.

E. ITEMS FOR FUTURE AGENDAS (No requests were made.)

F. ADJOURNMENT
There being no further business on the agenda, and without objection, Chair Perello adjourned the meeting at 9:35 p.m.

ROSE CHAPARRO BERT E. PERELLO
City Clerk Chair

6 PUBLIC WORKS AND TRANSPORTATION COMMITTEE

AGENDA REPORT

REPORTS
AGENDA ITEM NO. D.1

DATE: October 25, 2022

TO: Public Works and Transportation Committee

FROM: Michael Wolfe, Public Works Director, (805) 385-8055, [email protected]

SUBJECT: Approve Purchase Order with WEX Bank for the Fleet Fuel Card Program. (10 minutes)

RECOMMENDATION

That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Mayor to execute a Purchase Order with WEX Bank in an amount not to exceed $8,800,000 for a two year term for Fuel Cards.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/Y6vqOylgrbg

BACKGROUND

The Fleet Services Division of the Public Works Department performs maintenance and repairs on the City’s 946 fleet vehicles and equipment valued at over $51 million. Fleet is responsible for maintenance of vehicles as well as oversight of fuel and the fuel card program. Currently, the City purchases unleaded, diesel, and compressed natural gas (CNG) through WEX Bank fuel cards. The table below summarizes fuel usage by Division.

Division FY 2021-22 Fuel Purchased Percent
Env. Resources $1,613,669.32 53.24%
Fire $252,968.13 8.35%
Parks $152,565.10 5.03%
Police $644,286.71 21.26%
Streets $84,830.61 2.80%
Water $125,160.63 4.13%
Other $157,648.27 5.20%
Total $3,031,128.77 100%

DISCUSSION

On December 3, 2019, Council approved the WEX Government Fleet Card Program. The program allows for the purchase of unleaded, diesel and CNG fuels. Prior to WEX, the City was operating with two different 7 vendors, Shell and Voyager, which offered a limited number of fueling stations. Converting to WEX fuel cards has increased operational efficiency and administrative burdens by providing greater oversight of the fuel program as a whole and offering a web based client portal.

WEX Fleet Card is accepted at 95% of fueling stations nationwide. The following are some of the accepting fuel sites in Oxnard: Chevron, Circle K, Mobil, 76, Arco, Valero, Exxon, Seven Eleven, Shell, Sinclair and Texaco. The card is also accepted at the SoCalGas-Oxnard Base for purchasing CNG. The vast number of locations allows for staff to conveniently fuel vehicles, reducing travel time and miles. Fueling locally within City limits is encouraged to all WEX fuel card holders.

It is the City’s intent to continue the WEX Fleet Card Program through Sourcewell. Soucewell offers government agencies a cooperative purchasing program that provides competitively solicited cooperative contracts. Sourcewell awarded WEX Bank Contract No. 080620-WEX that expires September 7, 2024 for Fleet Payment Solutions with Related Services.

In addition to rebates and cost savings, the program offers better security and better accounting. The WEX Fleet Card offers a suite of control and alert tools that allows staff to know where, when, what, and how much is being spent as well as fuel grade, cost per gallon and sales tax for every purchase. Features include a pump shut off feature, type and amount control limits, real time alerts, and a number of standard and custom reports.

STRATEGIC PRIORITIES

This agenda item is a routine operational item or does not relate to the five strategic priorities adopted by City Council on March 16, 2021.

FINANCIAL IMPACT

The total cost for this Purchase Order shall not exceed $8,800,000 through September 7, 2024. In past years, fuel pricing has remained consistent; however, fuel prices increased approximately 37% in the third quarter of Fiscal Year 2021-22. Fuel prices are anticipated to remain high for an undetermined length of time and could continue to increase. The funds requested for the purchase order include potential increases in fuel prices throughout the term of the purchase order. Funding will begin in Fiscal Year 2022-23 and has been considered in the proposed budget. Subsequent fiscal year funding will be requested in the annual budget process. The estimated spending plan per year is as follows:

Account Number
FY 22-23
(Jan 1 - June 30, 2023)
FY23-24
(Full FY)
FY 24-25
(July 1 - Sep 7,2024)
741-7501-853.82-36 (Unleaded) $800,000 $2,320,000 $400,000 741-7501-853.82-37
(CNG) $200,000 $580,000 $100,000
741-7501-853.82-38
(Diesel) $1,000,000 $2,900,000 $500,000
Total $2,000,000 $5,800,000 $1,000,000

Prepared by: Jose Arreola, Fleet Services Manager, Brian Yanez, Assistant Public Works Director

ATTACHMENTS

1. Sourcewell WEX Contract
8 2. Sourcewell RFP and Addendums

3. Sourcewell Comment and Review

4. Participating Entity Addendum

5. December 3, 2019 Staff Report

6. Presentation
9 080620-WEX

Rev. 2/2020 1

Solicitation Number: RFP #080620

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 and WEX Bank, 7090 South Union Park Center, Suite 350, Midvale, UT 84047 (Vendor).

Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT

A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires September 7, 2024, unless it is cancelled sooner pursuant to Article 24. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11, 12, 13, 15 and 16 survive the expiration or cancellation of this Contract
and Article 14 survives the expiration or cancellation of this Contract solely with respect to acts or omissions occurring during the Term of the Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES

A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract. For any conflicts between the Proposal and the Contract, the Contract prevails. Additionally, may require Participating Entities to agree to the attached and incorporated Wex Universal – Terms and Conditions for Government Fleets. Vendor acknowledges that some of the additional terms and conditions may need to be negotiated by

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Rev. 2/2020 2

the Participating Entity since the Participating Entity may not be legally permitted to agree to all terms With the exception of those provisions cited in Article 19 of this Contract, and with the exception of Sourcewell accessing the products and services offered under this Contract for its own use, the Wex Universal – Terms and Conditions for Government Fleets are not applicable to the relationship between Vendor and Sourcewell and are not binding on Sourcewell.

All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Vendor’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

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A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.

Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.

C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS

Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:

1. Identify the applicable Sourcewell contract number;

2. Clearly specify the requested change;

3. Provide sufficient detail to justify the requested change;

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4. Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and

5. Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Request Form will be become an amendment to this Contract and be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential members to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at government- owned facilities, including schools. Vendor’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance,

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Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract.

Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order may be negotiated between a Participating Entity and Vendor, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. INTENTIONALLY OMITTED.

D. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

E. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:

A. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased; B. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements; or
C. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

F. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by Vendor and the Participating Entity making the purchase pursuant to Section 6.B.

7. CUSTOMER SERVICE

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A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:

x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Vendor may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

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The Vendor will submit a check payable to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Sourcewell-assigned contract number in the memo and must be mailed to the address above “Attn: Accounts Receivable.” Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing.

10. ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

A. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

B. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties.

C. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

D. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.

E. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

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11. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from damages resulting directly from any claims or causes of action, including attorneys’ fees, arising directly out of Vendor’s negligence or willfull misconduct during the performance of this Contract by the Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. In no event will Vendor be liable for incidental, special, consequential, or punitive damages.

12. AUDITS

Sourcewell reserves the right to review the books, records, documents, and accounting procedures and practices of the Vendor relevant to this Contract for a minimum of 6 years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract. No more than one audit per year will be performed by Sourcewell or any Participating Entity, and Vendor will receive a minimum of 45 days’ advance written notice of such an audit.

13. GOVERNMENT DATA PRACTICES

Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract.

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

14. INDEMNIFICATION

As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor in violation of applicable patent or copyright laws. In no event will Vendor be liable for incidental, special, consequential, or punitive damages.

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15. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY
A. Grant of License. During the term of this Contract:

A. Sourcewell grants to Vendor a royalty-free, worldwide, non-exclusive right and license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Vendor.

B. Vendor grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Vendor’s Trademarks in advertising and promotional materials for the purpose of marketing Vendor’s relationship with Sourcewell.

B. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article.

Each party will be responsible for any breach of this Article by any of their respective sublicensees.

C. Use; Quality Control.

1. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.

2. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.

3. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s Trademarks only in good faith and in a dignified manner consistent with such party’s use of the Trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of vendors which may be used until the next printing). Vendor must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

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C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services.

16. GOVERNING LAW, JURISDICTION, AND VENUE

Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.

17. FORCE MAJEURE

Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

18. SEVERABILITY

If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.

19. PERFORMANCE, DEFAULT, AND REMEDIES

A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as outlined in the WEX Universal Terms and Conditions appended hereto.

B. DEFAULT AND REMEDIES. The WEX Universal Terms and Conditions appended hereto shall govern default and remedies available to the parties.

20. INSURANCE

A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

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1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non- owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Vendor will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Vendor’s security resulting in, but not limited to, computer

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attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate

Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Upon the renewal of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. All policies must include there will be no cancellation, suspension, non-renewal, or reduction of coverage without 30 days’ prior written notice to the Vendor.

Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds; but only to the extent an indemnity is owed pursuant to this Agreement.

D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

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E. UMBRELLA/EXCESS LIABILITY. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies).

21. COMPLIANCE

A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Vendor must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Participating Entities.

22. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.

Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

23. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS

Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Vendor’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

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1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is

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hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures

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required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

24. CANCELLATION

Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.

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Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell WEX Bank
By: __________________________ By: __________________________ Jeremy Schwartz Tim Laukka
Title: Director of Operations &
Procurement/CPO
Title: President and CEO

Date: ________________________
Date: ________________________
Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO

Date: ________________________

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Bid Number: RFP 080620 Vendor Name: WEX Bank

59 Bid Number: RFP 080620 Vendor Name: WEX Bank
Reports

• Begin/end of day
• Stop and drive time
• Engine operating performance data and statistics
• Fuel usage, MPG
• Fuel guard
• Safety violations
• Custom reporting options

PRIVATE SITE REPORTING
Private Site Reporting consolidates tracking of onsite and retail fuel transactions into one comprehensive report, allowing you to monitor private transactions for abuse
through purchase controls at the point of sale using your WEX card.

This program provides in-depth reporting of onsite fuel transactions at the vehicle level integrated with retail fuel purchases. The system is designed to exclude onsite fuel transactions from your invoice while providing consolidated comprehensive vehicle level paper and electronic reporting along with your retail transactions.

Once installed, your card readers will be required to retain reportable information so you don't have to.

Just like a retail transaction, the driver initiates the data capture by entering their Driver ID and odometer. Your card reader will provide the fuel type, gallons, PPG as
programmed in the card reader, and total sale. Upon
receipt, WEX integrates this key information into your fleet's usage reporting.

Exceptions to Terms, Conditions, or Specifications Form

Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.

60 Bid Number: RFP 080620 Vendor Name: WEX Bank
Documents

Ensure your submission document(s) conforms to the following :

1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.

2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.

3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.

4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan." Financial Strength and Stability - 2019 Annual Report to Stockholders.pdf - Thursday July 30, 2020 10:17:17 Marketing Plan/Samples - Marketing Plan-Samples.zip - Thursday August 06, 2020 06:43:26 WMBE/MBE/SBE or Related Certificates (optional)
Warranty Information (optional)
Pricing - Pricing.zip - Thursday August 06, 2020 14:10:01 Additional Document - Additional Documents.zip - Thursday August 06, 2020 14:04:47

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Bid Number: RFP 080620 Vendor Name: WEX Bank

63 080620-WEX

Rev. 2/2020 19

Wex Universal – Terms and Conditions for Government Fleets

EX Bank, a federally-insured Utah industrial bank (“Issuer”), would like to provide and propose the following terms (the “Agreement”) to be included in any resulting contract between Issuer and your contracting agency or entity (“Customer”). The Agreement is specifically related to our product offering and banking regulations for issuing credit.

The definitions on Schedule A apply for purposes of this Agreement.

1. Use of Account.

The Account may be used to make purchases at merchants participating in the WEX network. Customer agrees that the Account and a Card may only be used for business purposes, and not for any agricultural or personal, family, or household purposes. Customer shall adopt and follow internal policies and controls to ensure that the Accounts and Cards are used strictly for business purposes. Purchases of lottery tickets or other games of chance, gift cards, pre- paid cards or other cash equivalent charges are prohibited.

2. Account Users.

2.1 Customer shall designate Account Users as well as those contacts authorized to: (a) provide Issuer with the information necessary to establish and maintain Account(s), Cards, and DINs; (b) provide vehicle, driver and other information; (c) receive all Account numbers, Cards or reports; (d) receive other Account information; and (e) select additional products and/or services that may be offered. Customer will provide notice of any change or removal of any contact or Account User either in writing, by telephoning Issuer’s customer service department or through Issuer’s online system. Issuer is authorized to take instruction from any Account User or contact with apparent authority to act on Customer’s behalf. Unless Customer reports any errors in Account information or Cards, Issuer is entitled to rely on that information for servicing the Account. Customer shall ensure that each Account User complies with the terms and conditions of this Agreement. Customer is liable for any employee misuse of Cards.

2.2 Customer is responsible for notifying Issuer of any revocation of authority of an Account User to use a Card or the Account. An Account User shall be deemed to have authority to use a Card and the Account until Issuer receives notice of revocation of authority from Customer in the manner required by Issuer and Issuer has a reasonable time to act on the notice, notwithstanding whether any such use is consistent with any limitations on use imposed on an Account User by Issuer.

2.3 Customer assumes all risk if Customer chooses to leave a Card at an accepting location for use by its drivers or Account Users and, as such, agrees to pay for all charges made with that Card or on that Account. Customer agrees to keep DINs confidential and ensure that its employees or Account Users do not disclose any DIN. Customer is liable for any Unauthorized Use that results if an Account User or other employee discloses a DIN or writes a DIN on a Card, even if the disclosure is inadvertent or unintentional. Customer shall not provide actual, implied or apparent authority to any Person to use a Card or the Account except for an Account User.

3. Credit Limit and Authorizations.

3.1 Issuer will notify Customer of the Credit Limit assigned to the Account. Customer shall ensure that the balance of the Account does not exceed the assigned Credit Limit. Issuer may change the Credit Limit in its sole discretion without prior notice, except as may be require d by applicable law. Issuer may, but is not required to, permit Customer to exceed its Credit Limit. Customer must comply with the Credit Limit even if Issuer has previously permitted Customer to exceed the Credit Limit. Customer shall, immediately upon request, pay the amount over the Credit Limit.

3.2 Issuer has sole discretion to determine whether to establish an Account and extend credit to Customer. Issuer may suspend an Ac count or refuse to authorize any Transaction in its sole discretion for any reason, including in the event that: (a) any balance is past due; or (b) the amount of the Transaction plus the outstanding balance (including Transactions authorized but not yet posted) exceeds the Credit Limit.

4. Controls.

4.1 Customer may request that Controls be applied to the Account. The availability and effectiveness of Controls is depe ndent upon each merchant’s adoption of Card specifications and the information, including product codes that the merchant transmits to Issuer. The product codes are assigned by each merchant and not by Issuer. In addition, some Controls are not enforceable at island card readers due to equipment restrictions at the merchant location.

There are inherent limitations on the ability of Controls to limit the use of Cards in the manner intended.

4.2 Issuer may, in its sole discretion and without prior notice, modify Controls for the purpose of, among others, the prevention o f suspected fraudulent activity. Issuer may apply default Controls on its portfolio of accounts. Issuer will use reasonable efforts to notify Customer after any modification to a Control setting is made. Customer shall review and manage the account set- up for all Cards based on Customer’s specific purchasing needs. Customer agrees it is responsible for reviewing fraud control data provided by Issuer for the purpose of detecting fraud that may occur within Control parameters.

4.3 Default Control values are modified through the online product. More detailed information and certain limitations regarding Con trols is provided online. Only Transactions submitted for authorization are subject to Controls and those Controls can only be enforced when the merchant provides sufficient information as part of the authorization.

4.4 Controls are provided for the convenience of Customer in its efforts to manage usage of Cards and the Account. Issuer encourage s Customer to set Controls in a manner that Customer determines is most likely to conform usage of Cards and the Account to the purposes determin ed by Customer.

However, Issuer is not responsible for the prudence of any particular Control level selected by Customer. Customer shall be lia ble for all Transactions, regardless of Control settings selected by Customer or the effectiveness of the Controls, except as expressly provided in this Agreement or under applicable law.

5. Billing and Payments.

5.1 [Customer shall make payment in accordance with, and within the time specified in, any specific prompt payment laws to which Customer is subject.] Issuer will provide Customer with a billing statement for each Billing Cycle in which the Account has activity. Customer agrees to pay Issuer in full on or before the relevant cutoff time on or before the Due Date.

5.2 Customer will pay Issuer for all credit extended under the Account, as well as any fees and charges, as provided in this Agreement. Customer is liable for all Transactions on the Account to the fullest extent permitted by applicable law, except as expressly provided in this Agreement. Customer may pay the entire balance of the Account or a portion of it, at any time prior to its Due Date without penalty.

5.3 All payments must be made in United States dollars, using checks or similar payment instruments drawn on financial institutions in the United States or by payment through the Automated Clearing House network in accordance with Issuer’s requirements.

5.4 Payments made via paper check are posted to the Account after processing and must arrive at Issuer at least two Business Days before the Due Date

64 080620-WEX

Rev. 2/2020 20

on the billing statement. It can take up to two Business Days to process a check from the time the envelope containing a check arrives at Issuer’s facility to posting of the check amount to the Account.

5.5 For payments not made by paper check, payments on a Business Day before the cut-off time in this Section 5.5 (the “Cut-off Time”) will be posted on that Business Day. Payments after the Cut-off Time on a Business Day, or on a day other than a Business Day, will be posted on the following Business Day. The Cut-off Times for payments not made by check are as follows: a payment transaction made via Issuer’s online payment portal must be completed by 3:00 p.m. ET; a payment transaction made via IVR must be completed by 3:00 p.m. ET; and a payment transaction made via ACH must arrive to Issuer by 3:00 p.m. ET.

5.6 Regardless of payment method, Customer must ensure that Custom er’s account number is provided with the payment. Failure to do so will cause processing delays in posting the payment to the Account. Payments that are received at locations other than the address specified on the billing statement, or that do not otherwise comply with instructions on the billing statement or the Agreement, may be delayed in posting.

5.7 Payments will be applied first to fees and then to other amounts owing on the Account. Issuer, in its sole discretion, may dete rmine when to restore available credit in the Credit Limit after crediting a payment to an Account.

6. Reports.

Issuer provides Transaction data for the Account to the Customer as transmitted by merchants. Customer is responsible for recon ciling that data. Issuer will report the data received from merchants and as such is not liable for the accuracy or completeness of the data received, p osted, or contained in any specialty reports, management reports, data services, or other information services provided. In addition, Customer understands that in the event an error is identified in a report, such as an incorrect product code, Customer is still liable for the Transaction, but may follow the dispute process as described in this Agreement.

7. Late Fees.

7.1 Late fees to be applied and paid in accordance with any specific prompt payment laws to which Customer is subject.

8. Other Fees.

In addition to Late Fees, Customer agrees to pay the additional fees in the amounts and as described on the Fee Schedule.

9. Disputed Amounts.

9.1 Customer shall use its best efforts to resolve any disputes regarding Transactions directly with the relevant merchant, including any dispute related to the quality of goods or services that are purchased in a Transaction or any warranty received in connection with a Transaction.

9.2 All billed charges must be paid in full regardless of reported disputes. Charges must be disputed in writing within sixty (60) days from the billing date or they will be final and binding. Customer may dispute an amount reflected on a billing statement if: (a) the amount does not reflect the face value of the Transaction; (b) the amount being disputed is a fee that is not properly accrued under this Agreement; or (c) Customer does not believe it is liable for that amount.

9.3 Transactions made at an island card reader where Customer or Account User did not obtain a receipt at the time of sale are eligible for dispute. However, the receipt may provide the only opposing record to the Transaction information submitted by the merchant. In addition, island card reader Transactions require both a valid Card and DIN to be authorized and often disputes regarding such transaction are the result of an Account User failing to comply with limits on Card usage imposed by Customer, which does not constitute Unauthorized Use or relieve Customer from liability for the Transaction.

9.4 Certain Transactions in dispute may qualify for charge back to the merchant. Issuer will use reasonable efforts to charge the T ransaction back to the merchant in accordance with Issuer’s procedures under its merchant acceptance agreement with the merchant. Any charge back paid by the merchan t to Issuer will be credited to the relevant Account. Customer may be liable for the Transaction if the disputed item cannot be charged back to the merchant.

10. Unauthorized Use.

10.1 If Customer or an Account User knows of or suspects the loss or theft of a Card or Account or possible Unauthorized Use, or if Customer would like to terminate authority of an Account User to use a Card or Account, Customer will notify Issuer by immediately calling 1-866-544-5796. Customer shall adopt and maintain reasonable security precautions and controls to prevent Unauthorized Use.

10.2 Except as provided in Section 10.3, Customer will be liable to Issuer for all Unauthorized Use of a Card or Account: (a) that occurs before Customer provides Issuer with notice that a Card is lost or stolen or other possible Unauthorized Use of an Account provided in Section 10.1 of this Agreement; or (b) Issuer determines that such Unauthorized Use would have been prevented by Customer adopting and following reasonable security p recautions and controls surrounding the Cards or Accounts as described in Sections 1, 4 and 10.1 of this Agreement. A failure by an Account Us er to comply with Customer’s internal policy regarding use of an Account or Card does not, by itself, result in Unauthorized Use of an Account or Card.

10.3 If Issuer has provided Customer with fewer than ten (10) Cards to access the Account, Customer’s liability for Unauthorized Use of a Card will be limited to the lesser of fifty dollars ($50) or the amount of money, property, labor or services obtained by the Unauthorized U se of the Card before notification is provided to Issuer of a lost or stolen Card or potential Unauthorized Use of a Card. The limitation on liability for Unauthorized Use of a Card as described in this Section 10.3 shall apply irrespective of any other provision of this Agreement and this Section 10.3 shall control in the event of any inconsistency between this Section 10.3 and any other provision of this Agreement.

10.4 Customer will use reasonable efforts to recover a Card from any Person whose authority to use Customer’s Account has terminat ed or from any unauthorized individual with possession of or access to a Card. Customer will give Issuer and any law enforcement authority rea sonable assistance with any investigation and prosecution with respect to Unauthorized Use, including without limitation, obtaining an affidavit or similar written, signed statement from the applicable Account User.

11. Representations by Customer.

Customer represents and warrants to Issuer that: (a) this Agreement constitutes the legal, valid, binding, and enforceable agreement of Customer; and (b) that Customer’s execution and performance of this Agreement (i) does not constitute a breach of any agreement between Customer and a Person other than Issuer, or of any duty arising in law or equity, (ii) does not violate any law, rule or regulation applicable to Customer, and (iii) if Customer is an organization, is within the organizational powers of Customer and has been authorized by all necessary organizational action of Customer.

A. Other Obligations of Customer.

A.1 Customer shall provide information requested by Issuer for purposes of Issuer’s compliance with federal law related to customer identification and verification, including, but not limited to, name, address, date of birth, and other application information to identify the Customer and/or Account Users.

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A.2 Issuer may investigate the financial condition of Customer and its subsidiaries and affiliates at any time. If requested, Custo mer agrees to furnish Issuer copies of its official and finalized financial statements or other applicable financial information no later than one hu ndred twenty (120) days following the end of each of its fiscal years. The financial statements shall have been prepared, consistently year-over- year and shall be in accordance with the books and records of Customer. Any financial information submitted shall be kept confidential by Issuer in accordance with Section 20.

A.3 Customer agrees to provide written notice (a) in advance of any change to its legal name or in the ownership of Customer, (b) in advance of any change in the organizational structure of Customer, including any merger or reorganization, or sale of substantially all of Customer’s assets, (c) immediately if Customer becomes insolvent or the subject of bankruptcy or insolvency proceedings, or (d) immediately after any appointment of a receiver or trustee for the benefit of creditors of Customer.

B. Amendment.

Customer agrees that Issuer may change the rates, charges, and other terms of this Agreement, including the Fee Schedule, as well as introduce new terms and fees to the fullest extent permitted under applicable law. Issuer will provide Customer with any notice of such change as required by applicable law.

Any change in the terms and conditions of the Account may be applied to the outstanding balance on the Account to the extent pe rmitted by applicable law.

14. Term and Termination.

14.1 This Agreement is effective when a Card is issued to Customer or Issuer opens an Account for Customer and shall remain in effect until terminated by a Party. Customer and Issuer each shall have the right to terminate this Agreement for any reason. Issuer’s right to terminate this Agreement pursuant to this Section 14.1 are in addition to Issuer’s termination rights under Section 15 if Customer is in Default and under Section 14.5 in connection with the termination or modification of products or services.

14.2 Customer shall exercise its termination right under Section 14.1 by providing written notice to Issuer. Issuer shall have a reasonable amount of time to terminate the Account after receiving a notice of termination from Customer. Issuer shall provide Customer with any notice required by applicable law in connection with the exercise of its termination right under Section 14.1.

14.3 Customer shall not use a Card or the Account to make a purchase after termination of this Agreement. Customer shall return to I ssuer, or provide verification of the destruction of, all Account numbers or Cards. Customer may retain a copy of any records or Account information for archival or data retention purposes.

14.4 The terms and conditions of this Agreement shall continue to apply until all amounts owing with respect to the Account are paid in full and Customer has performed all of its obligations under this Agreement. As a result, after termination, Customer remains obligated to pay for all amounts owing on an Account and charged under this Agreement after termination. Section 19 (Arbitration), Section 20 (Confidentiality) and Section 21 (Program Information) shall survive indefinitely.

14.5 Issuer may, for any reason, elect to terminate or modify any product or service described in this Agreement, or provided in con nection with the Account in which Customer or an Account User has enrolled, upon such notice (if any) as may be required by applicable law.

15. Default by Customer.

15.1 Customer will be in “Default” under this Agreement if: (a) Customer fails to perform any obligation under this Agreement; (b) a representation or warranty by Customer in connection with this Agreement was incorrect or misleading when made; (c) any petition in bankruptcy, insolvency, receivership, or reorganization or proceeding pursuant to any other debtor relief law is filed by or against Customer; (d) any order is entered appointing a receiver, custodian, trustee, liquidator, or any other person with similar authority over the assets of Customer; (e) there is an insolvency, dissolution, reorganization, or assignment for the benefit of creditors with respect to Customer, or any other material adverse change in the financial cond ition of Customer; (f) any adverse judgment, order or award is entered against Customer that has a material adverse impact on the financial condition of Customer or a detrimental effect on the ability of Customer to perform its obligations under this Agreement; (g) Customer is in default under any other agreement between Customer and Issuer or its affiliates; or (h) any event described in Section 15.1(a) through (g) occurs with respect to any Guarantor or any Guarantor repudiates or otherwise defaults in its obligations under a guaranty.

15.2 If Customer is in Default: (a) Customer will not have any further right to borrow under this Agreement; (b) Issuer may declare all outstanding amounts under the Account to be immediately due and payable; (c) Issuer may terminate this Agreement; and (d) Issuer will have the right to bring suit and exercise all rights and remedies available under applicable law. In addition, if Customer is in Default, Issuer may, in its sole discretion, suspend all services and obligations, shorten the billing cycle, and change the payment terms. A suspension of services or obligations will not be deemed a waiver of any right to terminate this Agreement, whether as a result of the Default to which such suspension of services or obligations relates or otherwise. Customer agrees to pay any and all costs (including reasonable attorneys’ fees) incurred by Issuer in enforcing Customer’s obligations under this Agreement.

16. Foreign Transactions.

16.1 Cards are issued for use by Customer’s operations based in the United States, but may be used in Canada. Customer may not distribute a Card to a Person based in a country other than the United States. If a Card is used in any country other than the United States, Customer will: (a) be billed in U.S.

Dollars; (b) receive reporting in English; and (c) pay the currency conversion fee as reflected in the Fee Schedule (unless such fee is waived).

16.2 Issuer will convert any Transaction made in a foreign currency into a U.S. Dollar amount before the Transaction is posted to th e Account. The exchange rate between the Transaction currency (the foreign currency) and the billing currency (U.S. Dollars) used for processi ng an international Transaction is a rate selected by Issuer using rates available in wholesale currency markets for the date that the Transaction is posted by Issuer, which rate may vary from the rate Issuer itself receives, or the government mandated rate in effect at that time. The conversion rate used on the posting date may differ from the rate applicable on the date of the Transaction.

17. Limitations on Liability.

Issuer shall not be liable for any loss sustained by Customer or any other Person resulting from any act or omission by Issuer or any other Person, whether with respect to the exercise or enforcement of its rights or remedies under this Agreement or otherwise, unless the loss is caused by Issuer’s gross negligence or willful misconduct. Issuer’s liability shall be limited to actual damages incurred by Customer as a direct result of Issuer’ s gross negligence or willful misconduct. Issuer’s liability for actual damages shall not exceed the sum of: (a) all fees paid by Customer to Issuer under this Agreement in the twelve (12) month period prior to the date when any claim is made against Issuer; plus (b) all other revenue earned by Issuer for all of Customer’s Transactions made in the twelve (12) months prior to the date of any claim made against Issuer. In no event will Issuer be liable for incidental, special, consequential or punitive damages and Customer expressly and unconditionally waives any right to such damages. Except as otherwise required under applicable law, Issuer

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makes no warranty with respect to goods, products, merchantability, or services purchased with a Card or the Account, or throug h Issuer. Issuer is not responsible for any failure of a merchant to accept the Account or a Card.

17.1 Issuer is not liable to Customer for any loss, liability or damages that Customer suffers as a result of, related to, or in any way are connected with any fraud control or purchase restriction measures Issuer elects to implement from time to time, unless such loss, liability or damage is a direct result of Issuer’s gross negligence or willful misconduct.

18. Waivers.

18.1 THE PARTIES AGREE VOLUNTARILY, INTENTIONALLYAND IRREVOCABLY TO WAIVE ALL RIGHT TO TRIAL BY JURY IN ANY PROCEEDING INSTITUTED IN ANY COURT, ARISING OUT OF THIS AGREEMENT.

18.2 Customer waives personal service of process in connection with any action or proceeding commenced by Issuer in connection with this Agreement, and agrees that service may be made by certified mail to the last known address in Issuer’s records.

19. ARBITRATION.

PLEASE READ THIS PROVISION OF THE AGREEMENT CAREFULLY.

19.1 This section provides that disputes may be resolved by binding arbitration. Arbitration replaces the right to go to court, have a jury trial or initiate or participate in a class action. In arbitration, disputes are resolved by an arbitrator, not a judge or jury. Arbitration procedures are simpler and more limited than in court. This arbitration provision is governed by the Federal Arbitration Act (“FAA”), and shall be interpreted in the broadest way the law will allow.

19.2 Covered Claims. (a) Customer or Issuer may arbitrate any claim, dispute or controversy between Customer and Issuer arising out of or related to this Account, any previous related Account, the relationship between Customer and Issuer, or any other product or service provi ded by or through Issuer (called “Claims”). In this Arbitration provision, the term “Issuer” includes any of Issuer’s affiliates that provide or are involved in providing any products or services to Customer and the term “Customer” includes any Guarantor. Claims include disputes relating to incentives or benefits relating to the Account.

A Person who asserts a Claim, or against whom a Claim may be asserted, that is subject to this Arbitration provision may be r eferred to as a “Covered Person.” (b) If arbitration is chosen by a Covered Person, then no Covered Person will have the right to litigate that Claim in court or have a jury trial on that Claim. (c) Except as stated below, all Claims are subject to arbitration, no matter the legal theory on which they are based on or the remedy (damages, or injunctive or declaratory relief) they seek, including Claims based on contract, tort (including intentional tort), fraud, agency, any Person’s negligence, statutory or regulatory provisions, or any other sources of law; Claims made as counterclaims, cross-claims, third-party claims, interpleaders or otherwise; Claims made regarding past, present or future conduct; and Claims made independently or with other Claims. This also includes Claims made by or against any Person connected with Customer or Issuer, or by a Person making a Claim through Customer or Issuer, such as an Account User , employee, agent, representative or an affiliated/parent/subsidiary company.

19.3 Arbitration Limits. (a) Individual Claims filed in a small claims court are not subject to arbitration, as long as the matter stays in small claims court. (b) Claims brought as part of a class action, private attorney general or other representative action can be arbitrated only on an individual basis. The arbitrator has no authority to arbitrate any claim on a class or representative basis and may award relief only on an individual basis. If arbitration is chosen by any Covered Person, the Covered Person asserting the Claim may not pursue the Claim as part of a class action or other repre sentative action. Claims of two (2) or more Persons may not be combined in the same arbitration. However, applicants, Account Users on a single Account and/or related Accounts or corporate affiliates are considered as one Person for these purposes.

19.4 How Arbitration Works. (a) Arbitration shall be conducted by the American Arbitration Association (“AAA”) according to this arbitration provision and the applicable AAA arbitration rules in effect when the claim is filed (“AAA Rules”), except where those rules conflict with this arbitration provision. The AAA Rules may be obtained at the AAA’s website (www.adr.org) or by calling 800-778-7879. A Covered Person may choose to have a hearing, appear at any hearing by phone or other electronic means, and/or be represented by counsel. Any in-person hearing will be held in the same city as the U.S. District Court closest to Customer’s billing address. (b) If the AAA is not available to conduct the arbitration, then a Covered Person may petition a court of appropriate jurisdiction to designate an appropriate arbitrator. (c) Arbitration may be requested at any time, even where there is a pending lawsuit, unless a trial has begun or a final judgment entered. A Covered Person does not waive the right to arbitrate by filing or serving a complaint, answer, counterclaim, motion or discovery in a court lawsuit. To choose arbitration, a Covered Person may file a motion to compel arbitration in a pending matter and/or commence arbitration by submitting the required AAA forms and requisite filing fees to the AAA. (d) The arbitration shall be conducted by a single arbitrator in accord with this arbitration provision and the AAA Rules, which may limit discovery. The arbitrator shal l not apply any federal or state rules of civil procedure for discovery, but the arbitrator shall honor claims of privilege recognized at law and shall ta ke reasonable steps to protect Account information and other confidential information of a Covered Person if requested to do so. The arbitrator shall apply ap plicable substantive law consistent with the FAA and applicable statute of limitations, and may award damages or other relief under applicable law. (e) The arbitrator shall make any award in writing and, if requested by a Covered Person, shall provide a brief statement of the reasons for the award. An arbitration award shall decide the rights and obligations only of the Persons named in the arbitration, and shall not have any bearing on any other Person or dispute.

19.5 Paying for Arbitration. Arbitration fees will be allocated according to the applicable AAA Rules. All Persons are responsible for their own attorney’s fees, expert fees and any other expenses, unless the arbitrator awards such fees or expenses to a Person based on applicable law.

19.6 The Final Award. (a) Any award by an arbitrator is final unless a Covered Person appeals it in writing to the AAA within thirty (30) days of notice of the award. The arbitration appeal shall be determined by a panel of three (3) arbitrators. The panel will consider all facts and legal issues anew based on the same evidence presented in the prior arbitration, and will make decisions based on a majority vote. Arbitration fees for the arbitration appeal shall be allocated according to the applicable AAA Rules. An award by a panel on appeal is final. A final award is subject to judicia l review as provided by applicable law. (b) A final award may be entered in any court of appropriate jurisdiction.

19.7 If any part of this arbitration provision is deemed invalid or unenforceable, the other terms shall remain in force, except that there can be no arbitration of a class or representative Claim. This arbitration provision may not be amended, severed or waived, except as provided in this Agreement or in a written agreement between Customer and Issuer.

20. Confidentiality.

All information furnished by either Party or by any affiliate of Issuer in connection with this Agreement will be kept confidential (and will be used by the other Party only in connection with this Agreement), except to the extent that the information: (a) is already lawfully known when received; (b) becomes lawfully obtainable from other sources; (c) is required to be disclosed in any document filed with the Securities and Exchange Commission, the Federal Deposit Insurance Corporation, or any other agency of any government; (d) is disclosed by Issuer to its financial services regulators; (e) is used or disclosed as provided in this Agreement or with the consent of the Person whose information is being used or disclosed; or (f) is required by law to be disclosed, provided that notice of the disclosure has been given (when legally permissible) by the Party proposing to make such disclosure , which notice, when practicable, shall be given sufficiently in advance of the proposed disclosure to permit the other Party to take legal action to prevent the disclosure. Nothing

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in this section or this Agreement prohibits Issuer from providing any information to its affiliates or third-party servicers re lated to the operation and maintenance of the business of Issuer and its affiliates, and Customer expressly agrees to these disclosures and use of informa tion, provided that such affiliates and third-party servicers agree to maintain the information confidentially and not disclose it to any other parties without Issuer’s authorization.

21. Program Information.

Transaction information related to the Account may be provided to merchants who accept the Card as payment for goods and servic es. Issuer and its affiliates may use and disclose information obtained by Issuer in operating its card programs, including Transaction informatio n and/or identifiable information of the Customer (collectively, “Program Information”) for the purpose of operating Issuer’s and its affiliates’ business, delivering, improving, and customizing their respective services, sending communications related to their respective business, and for other legitimat e purposes permitted by applicable law. Without limiting the foregoing, Issuer may provide Program Information to its affiliates and third parties which provide goods or services to commercial enterprises and Customer understands that Issuer, its affiliates, including but not limited to WEX Inc., and thir d parties may contact Customer to offer additional products or services including, for example, discount networks for certain non-fuel merchant purch ases and telematics products designed to assist customers with vehicle tracking and management. If Customer chooses to enroll in any such product o r service offered by Issuer, its affiliates or a third party, Customer may be required to complete additional enrollment forms or agreements, and/or agree to additional terms and conditions (which may include fees for use) with respect to such products or services. For more information on Issuer’s p rivacy policy, please visit the website at: https://www.wexinc.com/privacy-policy/. Issuer and its affiliates may use and disclose Program Information that is not identifiable to Customer in industry analytics and other data services or products provided to third parties. Program Information shall be subj ect to this Section 21 (Program Information) and not Section 20 (Confidentiality).

22. Assignment.

Customer may not assign this Agreement or any interest, rights or obligations under this Agreement, without Issuer’s prior written consent. Issuer may, in its sole discretion, assign this Agreement and any of its obligations, transfer any right, or delegate any duty of performance under this Agreement without further notice. The Person to whom Issuer makes any assignment is entitled to all of Issuer’s rights under this Agreement, to the extent that those rights were assigned.

23. Miscellaneous.

23.1 Customer may purchase dyed special fuel using its Account or Cards. Customer acknowledges that all dyed special fuel purchases will be used exclusively for off- road purposes and according to all applicable laws governing its use. Issuer is not liable in any way for any misuse or mishandling by Customer of any dyed special fuel. Upon request from applicab le governmental authorities, Issuer may provide information regarding Customer’s dyed special fuel purchases without prior authorization from Customer.

23.2 Issuer may monitor telephone communications between its employees and its customers for service quality purposes. Customer cons ents to such monitoring and recording of telephone communications and agrees to notify employees who may be in telephone contact with Issuer’s representatives that periodic monitoring of conversations will occur.

23.3 Issuer’s compliance with this Agreement shall be excused to the extent that any failure or delay in performance by Issuer is attributable, in whole or in part, to causes or circumstances beyond Issuer’s reasonable control including, but not limited to, acts of God; civil disturbance; war; acts of government; natural disasters; labor disputes and computer or telecommunication failures.

23.4 This Agreement and any and all claims relating to or arising out of this Agreement, whether sounding in contract, tort, or othe rwise, in each case, shall be governed by federal law and, to the extent that state law applies, the laws of the State of Utah.

23.5 If either Party is notified by a state or federal regulatory body that any aspect of the services provided by Issuer or this Agreement does not comply with any applicable law, regulation, rule, policy, or order, then the affected Party shall give the other Party prompt written notice of the non-compliance.

Following notice, the affected obligations will be suspended and the failure to perform those obligations will not be deemed a breach of or Default under this Agreement so long as the affected Party is unable to perform due to the notice given by the state or federal regulatory body.

23.6 Nothing contained in this Agreement, or the performance by a Party of its obligations under this Agreement, shall result in the Parties having a partnership, co-venture or agency relationship, except to the extent that a Party is expressly designated to act as an agent of the other Party, or render a Party responsible for the debts, liabilities or obligations of the other Party.

23.7 No delay or omission by Issuer to exercise any right under the Agreement shall impair such right or be construed to be a waiver of any default. The authorization of Transactions shall not constitute any waiver, including of Issuer’s rights with respect to such Transaction. Any single or partial exercise of any such right by Issuer shall not preclude other or further exercise thereof or the exercise of any other right. No waiver, amendment, or other variation of the terms, conditions, or provisions of the Agreement shall be binding on Issuer unless in writing, and then only to the extent set forth in such writing.

23.8 No Person other than a Party to this Agreement shall have any right to enforce the terms and conditions of this Agreement. No Person, including an Account User, will be a third party beneficiary of this Agreement.

23.9 Except as otherwise provided in this Agreement, all notices will be in writing and deemed effective when personally delivered or mailed, first class postage prepaid to the appropriate Party at the address set forth in the application for credit or at such other address as the Parties may indicate from time to time. In addition to the notice methods provided above, the Parties agree that a communication: (a) by facsimile to a number identified by the recipient as appropriate for communication under this Agreement; or (b) by email to or from an address normally used by an Account User for business communications, shall be considered to be a “writing” and to be “signed” by the Party transmitting it for all purposes. The Parties agree to waive any claim that a transmission does not satisfy any writing or signature requirements under applicable law. The Parties agree that a photo copy or printed copy of a facsimile or email constitutes the “best evidence” and an “original” of such a writing.

23.10 If any portion of this Agreement is held to be invalid, the remaining portions shall remain in full force and effect and shall continue to be binding upon the parties (except as specifically provided in Section 19 (Arbitration)).

23.11 This Agreement, any notices in connection with this Agreement, and any guaranty of Customer’s obligations under this Agreement constitutes the entire agreement among the Parties and supersedes all prior agreements, understandings, and arrangements, oral or written, among the Parties with respect to the subject matter hereof.

Schedule A
Definitions
“Account” means the charge card account provided to Customer by Issuer. An Account may be accessed by a Card or an account number.

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“Account User” means Customer or any other Person that Customer has notified Issuer is authorized to use the Account or a Card in accordance with the requirements and procedures established by Issuer from time to time. “Billing Cycle” means the time interval between the dates of Customer’s regular billing statements. Customer’s first Billing Cycle may be shorter than other Billing Cycles. All credit terms will apply in each Billing Cycle including the first Billing Cycle. “Business Day” means any day other than a Saturday, Sunday, or other day on which banking institutions in Utah are generally authorized or required by law or executive order to close.
“Card” means a plastic card provided by Issuer that may be used to access an Account. “Controls” are a set of authorization tools designed to assist Customer with managing Transactions. “Credit Limit” is the amount of credit assigned to Customer’s Account as established by Issuer from time to time. “DIN” means the identification number associated with an Account User or Card. “Due Date” means the date the repayment of the balance of the Account is due as provided on a billing statement. “Fee Schedule” means the List of Fees included as Schedule B. “Guarantor” means any Person who guarantees the obligations of Customer under this Agreement. “Party” means Bank or Customer and “Parties” means Issuer and Customer. “Person” means an individual, corporation, partnershi p, limited liability company, trust or other organization.
“Transaction” means the use of a Card or Account to buy goods or services at a merchant that accepts the Card or Account. “Unauthorized Use” means the use of the Account or a Card by a Person who does not have actual, implied or apparent authority for such use, and from which the Customer receives no benefit.

Schedule B
List of Fees
Set Up Fee WAIVED
Monthly Card Fee WAIVED
Replacement Card Fee WAIVED
International Currency Conversion Fee 2% of the total transaction value Reproduced Reports $25.00 per request
General Research Fee $15.00 per hour
Expedited Shipping Fee Cost varies
Returned Payment Fee $50.00 per occurrence
Reactivation Fee $50.00 per occurrence (max monthly fee of 50.00) Truck Stop Fee Up to $3.00 per card swipe at a diesel pump* Paper Delivery Fee $10.00 per month for paper invoicing and reporting

Pricing for additional products and services is available upon request or reflected on the enrollment forms or in the terms of use that Customer must agree to in order to receive the additional products and services.

Call 1-866-544-5796 with questions about any of the above.

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RFP #080620

REQUEST FOR PROPOSALS
for
Fleet Payment Solutions with Related Services

Proposal Due Date: August 6, 2020, 4:30 p.m., Central Time

Sourcewell, a State of Minnesota local government agency and service cooperative, is requesting proposals for Fleet Payment Solutions with Related Services to result in a contracting solution for use by its Participating Entities . Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [ https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than August 6, 2020, at 4:30 p.m. Central Time, and late proposals will no t be considered.

Solicitation Schedule

Public Notice of RFP Published: June 18, 2020
Pre-proposal Conference: July 8, 2020, 1:00 p.m., Central Time Question Submission Deadline: July 30, 2020, 4:30 p.m., Central Time Proposal Due Date: August 6, 2020, 4:30 p.m., Central Time Late responses will not be considered.

Opening: August 6, 2020, 6:30 p.m., Central Time **
** SEE RFP SUB-SECTION V. G. “OPENING”
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I. ABOUT SOURCEWELL PARTICIPATING ENTITIES

A. SOURCEWELL

Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ participating entities across the United States and Canada. Sourcewell’s solicitation process complies with State of Minnesota law and policies, conforms to Canadian trade agreements, and results in cooperative contracting solutions from which Sourcewell’s Participating Entities procure equipment, products, and services.

Cooperative contracting provides participating entities and vendors increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and contract expanding the reach of contracted vendors’ potential pool of end users.

Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which all proposals to this RFP must be submitted.

B. USE OF RESULTING CONTRACTS

In the United States, Sourcewell’s contracts are available for use by:
• Federal and state government entities;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.

In Canada, Sourcewell’s contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; • Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly-funded academic, health, and social service entities referred to as MASH sector (this should be construed to include but not be limited to the Cities of Calgary, Edmonton, Toronto, Calgary, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities;
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• Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; • Members of the Rural Municipalities of Alberta (RMA) and their represented Associations, Saskatchewan Association of Rural Municipalities (SARM), Saskatchewan Urban Municipalities Association (SUMA), Association of Manitoba Municipalities (AMM), Local Authority Services (LAS), Municipalities Newfoundland and Labrador (MNL), Nova Scotia Federation of Municipalities (NSFM), and Federation of Prince Edward Island Municipalities (FPEIM).

For a listing of current United States and Canadian Participating Entities visit Sourcewell’s website (note: there is a tab for each country’s listing): https://www.sourcewell- mn.gov/sourcewell-for-vendors/member-locator.

Access to contracted equipment, products, or services by Participating Entities is typically through a purchase order issued directly to the applicable vendor. A Participating Entity may request additional terms or conditions related to a purchase. Use of Sourcewell contracts is voluntary and Participating Entities retain the right to obtain similar equipment, products, or services from other sources.

To meet Participating Entities’ needs, public notice of this RFP has been broadly published, including notification in the United States to each state-level procurement department for possible re-posting.

Proof of publication will be available at the conclusion of the solicitation process.

II. EQUIPMENT, PRODUCTS, AND SERVICES

A. SOLUTIONS-BASED SOLICITATION

This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and that are commonly desired or are required by law or industry standards.

B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES

It is expected that Proposers will offer a wide array of equipment, products, or services at lower prices and with better value than what they would ordinarily offer to a single government entity, a school district, or a regional cooperative.

1. Sourcewell is seeking proposals for Fleet Payment Solutions with Related Services, to include card, mobile application, digital, and virtual payment services permitting Sourcewell and Sourcewell Participating Entities to make purchases of the following types of products or services:

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a. Fuel, oil, and fluids for vehicles, aircraft, and watercraft, including gasoline, diesel fuel, alternative fuels, natural gas, propane, aviation fuel, lubricants, and fluids;

b. Electric vehicle charging station fees; and,

c. Vehicle, aircraft, and watercraft-related maintenance, repairs, supplies and services, including oil changes, tire repair, replacement, alignment and balancing, replacement parts, emergency repairs, roadside assistance and towing services, wash or detail services, inspections and certification services, FBO or marina services, and related parts or supplies.

2. In addition to the card, mobile application, digital, and virtual payment services identified in Section II. B. 1. above, Proposer may include a complementary offering of services, including, but not limited to card issuance and replacement, account customization, transaction processing and payment settlement, transaction statement and reporting, fleet data analytics, integrated telematics, private-site fuel location payment or data services, digital and mobile applications, training, and technical and customer support.

3. This solicitation does not include those equipment, products, or services covered under categories included in contracts currently maintained by Sourcewell:

a. Fleet Management and Related Technology Solutions (RFP #022217); b. Electric Vehicle Supply Equipment and Related Services (RFP #051017); and, c. Fleet Management Services (RFP #060618).

Proposers may include related equipment, accessories, and services to the extent that these solutions are complementary to the equipment, products, or service(s) being proposed.

Generally, the solutions for Participating Entities are turn-key solutions, providing a combination of equipment, products and services, delivery, and installation to a properly operating status. However, equipment or products only solutions may be appropriate for situations where Participating Entities possess the ability, either in-house or through local third- party contractors, to properly install and bring to operation the equipment or products being proposed.

Sourcewell prefers vendors that provide a sole source of responsibility for the products and services provided under a resulting contract. If Proposer requires the use of dealers, resellers, or subcontractors to provide the products or services, the Proposal should address how the products or services will be provided to Participating Entities and describe the network of dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting contract.

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Sourcewell desires the broadest possible selection of equipment, products, and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and future Participating Entities.

C. REQUIREMENTS

It is expected that Proposers have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to Participating Entities.

1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.

2. Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.

3. New Equipment and Products. Proposed equipment and products must be for new, current model; however, Proposer may offer certain close-out equipment or products if it is specifically noted in the Pricing proposal.

4. Delivered and operational. Unless clearly noted in the Proposal, equipment and products must be delivered to the Participating Entity as operational.

5. Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.

D. ANTICIPATED CONTRACT TERM

Sourcewell anticipates that the term of any resulting contract(s) will be four (4) years. Up to two one-year extensions may be offered based on the best interests of Sourcewell and its Participating Entities.

E. ESTIMATED CONTRACT VALUE AND USAGE

Based on past volume of similar contracts, the estimated annual value of all transactions from contracts resulting from this RFP are anticipated to be USD$140 Million; therefore, proposers are expected to propose volume pricing. Sourcewell anticipates considerable activity under the contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract are not guaranteed.

F. MARKETING PLAN

Proposer’s sales force will be the primary source of communication with Participating Entities.

The Proposer’s Marketing Plan should demonstrate Proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as Proposer’s sales and service capabilities. It is expected that Proposer will promote and market any contract award.

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G. ADDITIONAL CONSIDERATIONS

1. Contracts will be awarded to Proposers able to best meet the need of Participating Entities. Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.

2. Proposers should include all relevant information in its proposal, since Sourcewell cannot consider information that is not included in the Proposal. Sourcewell reserves the right to verify Proposer’s information and may request clarification from a Proposer, including samples of the proposed equipment or products.

3. Depending upon the responses received in a given category, Sourcewell may need to organize responses into subcategories in order to provide the broadest coverage of the requested equipment, products, or services to Participating Entities. Awards may be based on a subcategory.

4. A Proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell contract may be considered in the evaluation of a proposal.

III. PRICING

A. REQUIREMENTS

All proposed pricing must be:

1. Either Line-Item Pricing or Percentage Discount from Catalog Pricing, or a combination of these:
a. Line-item Pricing is pricing based on each individual product or services. Each line must indicate the Vendor’s published “List Price,” as well as the “Contract Price.” b. Percentage Discount from Catalog or Category is based on a percentage discount from a catalog or list price, defined as a publish ed Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any Contract resulting from this RFP. ** NOTE – for this solicitation, Percentage Discount from Catalog or Category is construed to include a proposal for pricing based on volume, tier, timing, or similar rebate or incentive structures.

2. The Proposer’s ceiling price (Ceiling price means that the propo sed pricing will be considered as the highest price for which equipment, products, or services may be billed to a Participating Entity ). However, it is permissible for vendors to sell at a price that is lower than the contracted price;

3. Stated in U.S. and Canadian dollars (as applicable); and

4. Clearly understood, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Participating Entity’s location). 75 Rev. 2/2020 Sourcewell RFP #080620
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Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the Proposer. Additionally, Proposers should clearly describe any unique distribution and/or delivery methods or options offered in the Proposal.

B. ADMINISTRATIVE FEES

Proposers are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting contracts. The administrative fee is normally calculated as a percentage of the total sales to Participating Entities for all contracted equipment, products, or services made during a ca lendar quarter, and is typically one percent (1%) to two percent (2%). In some categories, a flat fee may be an acceptable alternative.

IV. CONTRACT

Proposers awarded a contract will be required to execute a contract with Sourcewell (see attached template). Only those modifications the Proposer indicates in its proposal will be available for discussion. Much of the language in the Contract reflects Minnesota legal requirements and cannot be altered. Numerous and/or onerous exceptions that contradict Minnesota law may result in the Proposal being disqualified from further review and evaluation.

To request a modification to the Contract terms, conditions, or specifications, a Proposer must complete and submit the Exceptions to Terms, Conditions, or Specifications table, with all requested modifications, through the Sourcewell Procurement Portal at the time of submitting the Proposer’s Proposal. Exceptions must:
a. Clearly identify the affected article and section, and b. Clearly note what language is requested to be modified.

Unclear requests will be automatically denied.

Only those exceptions that have been accepted by Sourcewell will be included in the contract document provided to the awarded vendor for signature.

If a Proposer receives a contract award resulting from this solicitation it will have up to 30 days to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract award may be revoked.

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V. RFP PROCESS

A. PRE-PROPOSAL CONFERENCE

Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted on page one of this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential Proposers to ask questions regarding this RFP and Sourcewell’s competitive contracting process. Information about the webcast will be sent to all entities that have registered for this solicitation opportunity through their Sourcewell Procurement Portal Vendor Account. Pre-proposal conference attendance is optional.

B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION

Questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.

The deadline for submission of questions is found in the Solicitation Schedule and on the Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.

All questions, whether specific to a Proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the Proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.

C. ADDENDA

Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to potential Proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.

Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the Proposer by checking the box for each addendum. It is the responsibility of the Proposer to check for any addenda that may have been issued up to the solicitation due date and time.

If an addendum is issued after a Proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the Proposer’s proposal status to INCOMPLETE. The Proposer can view this status change in the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account. The Proposer is solely responsible to check the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after submitting its Proposal (and up to the Proposal due date). If the Proposer’s Proposal status has changed to INCOMPLETE, the Proposer is solely responsible to:
i) make any required adjustments to its proposal;
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ii) acknowledge the addenda; and
iii) ensure the re-submitted proposal is received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time shown in the Solicitation Schedule above.

D. PROPOSAL SUBMISSION

Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Late proposals will not be considered. It is the Proposer’s sole responsibility to ensure that the proposal is received on time.

It is recommended that Proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a Proposal is received by Sourcewell is solely determined by the Sourcewell Procurement Portal web clock.

In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to twenty-four (24) hours to respond to certain issues.

Upon successful submission of a proposal, the Portal will automatically generate a confirmation email to the Proposer. If the Proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected].

To ensure receipt of the latest information and updates via email regarding this solicitation, or if the Proposer has obtained this solicitation document from a third party, the onus is on the Proposer to create a Sourcewell Procurement Portal Vendor Account and register for this solicitation opportunity.

Within the Procurement Portal, all proposals must be digitally acknowledged by an authorized representative of the Proposer attesting that the information contained in in the proposal is true and accurate. By submitting a proposal, Proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award. The submission of inaccurate, misleading, or false information is grounds for disqualification from a contract award and may subject the Proposer to remedies available by law.

E. GENERAL PROPOSAL REQUIREMENTS

Proposals must be:
• In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete. • Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date. 78 Rev. 2/2020 Sourcewell RFP #080620
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Any and all costs incurred in responding to this RFP will be borne by the Proposer.

F. PROPOSAL WITHDRAWAL

Prior to the proposal deadline, a Proposer may withdraw its proposal.

G. OPENING

The Opening of Proposals will be conducted electronically through the Sourcewell Procurement Portal. A list of all Proposers will be made publicly available in the Sourcewell Procurement Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation Schedule.

To view the list of Proposers, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.” The solicitation status will automatically change to “Closed” after the Proposal Due Date and Time.

VI. EVALUATION AND AWARD

A. EVALUATION

It is the intent of Sourcewell to award one or more contracts to responsive and responsible Proposer(s) offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of Proposers that Sourcewell determines is necessary to meet the needs of Participating Entities. Factors to be considered in determining the number of contracts to be awarded in any category may include the following:
• The number of and geographic location of:
o Proposers necessary to offer a comprehensive selection of equipment, products, or services for Participating Entities’ use.
o A Proposer’s sales and service network to assure availability of product supply and coverage to meet Participating Entities’ anticipated needs. • Total evaluation scores.
• The attributes of Proposers, and their equipment, products, or services, to assist Participating Entities achieve environmental and social requirements, preferences, and goals. Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell’s knowledge about a specific vendor or product.

B. AWARD(S)

Award(s) will be made to the Proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP. 79 Rev. 2/2020 Sourcewell RFP #080620
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Sourcewell may request written clarification of a proposal at any time during the evaluation process.

Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (available in the Sourcewell Procurement Portal):

Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty 50
Depth and Breadth of Offered Equipment, Products, or Services 200 Pricing 400
TOTAL POINTS 1000

C. PROTESTS OF AWARDS

Any protest made under this RFP by a Proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.

Box 219, Staples, MN 56479. The protest must be received no later than 10 calendar days’ following Sourcewell’s notice of contract award(s) or non-award and must be time stamped by Sourcewell no later than 4:30 p.m., Central Time.

A protest must include the following items:
• The name, address, and telephone number of the protester; • The original signature of the protester or its representative; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the issues to be resolved;
• Identification of the legal or factual basis;
• Any additional supporting documentation; and
• Protest bond in the amount of $20,000, except where prohibited by law or treaty.

Protests that do not address these elements will not be reviewed.

D. RIGHTS RESERVED

This RFP does not commit Sourcewell to award any contract and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the Proposer may be rejected.
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Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP; • Select, for contracts or for discussion, a proposal other than that with the lowest cost; • Independently verify any information provided in a Proposal; • Disqualify any Proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any Proposer; and negotiate with more than one Proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of Participating Entities; and
• Award a contract to one or more Proposers if it is in the best interest of Participating Entities.

E. DISPOSITION OF PROPOSALS

All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations are complete. Sourcewell considers that negotiations are complete upon execution of a resulting contract. It is the Proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law.

Sourcewell will not consider the prices submitted by the Proposer to be confidential, proprietary, or trade secret materials. Financial information, including financial statements, provided by a Proposer is not considered trade secret under the statutory definition.

The Proposer understands that Sourcewell will reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.
81 7/5/2020
Addendum No. 1
Solicitation Number: RFP 080620
Solicitation Name: Fleet Payment Solutions with Related Services

Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

How much fraud is being experienced on a monthly/annual basis under the current agreement? Can this be addressed in both gallon volume and dollar spend?

Answer 1:

Sourcewell does not collect data on the incidence of misuse or fraud at the Participating Entity level.

Question 2:

How is the fraud reported and handled? Which entity is financially responsible for fraud?
Answer 2:

Refer to Answer 1 above. Each proposer has the opportunity to answer Question 70, in Table 15 of Step 1, entitled “Industry Specific Questions”, describing available features or controls in the offered solution to address fraud, waste, or abuse at the Participating Entity level. To the extent that the resulting contract between the Vendor and Sourcewell does not address a necessary term or condition, it is contemplated that the Vendor and Participating Entity will enter into an additional agreement. Refer to the Sourcewell template Contract, Section 6. B. – Additional Terms and Conditions/ Participating Addendum and Section 6. D. – Specialized Service Requirements.

End of Addendum
Acknowledgement of this Addendum to RFP 080620 posted to the Sourcewell Procurement Portal on 7/5/2020, is required at the time of proposal submittal. 82 7/29/2020
Addendum No. 2
Solicitation Number: RFP 080620
Solicitation Name: Fleet Payment Solutions with Related Services

Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

What is the current annual spend through the existing Sourcewell contract for the requested solutions by the following listed participant type: state, non-state, and other entity?
Answer 1:

The approximate reported spend through the current Sourcewell-awarded contract for the requested solutions, for transaction dates between July 1, 2019 and June 30, 2020, by Participating Entity type, is summarized as follows:

Participating Entity Type: Approximate Volume:

State Government: $35,290,000
Other Government (non-State): $57,580,000
Other Entity: $53,520,000

Question 2:

What are the fraud losses, speed to pay, annual spend by merchant, annual bulk fuel spend, annual fuel spend, and annual maintenance spend experienced through the Sourcewell contract for the requested solutions?
Answer 2:

Sourcewell does not have compiled data on the fraud losses, speed to pay, annual spend 83 by merchant, annual bulk fuel spend, annual fuel spend, and annual maintenance spend through the current Sourcewell-awarded contract for the requested solutions. For the contract sales activity reporting that is anticipated for contracts awarded as a result of RFP 080620 - Fleet Payment Solutions with Related Services, refer to Section 8 of the Sourcewell Contract Template uploaded to the Sourcewell Procurement Portal.

End of Addendum
Acknowledgement of this Addendum to RFP 080620 posted to the Sourcewell Procurement Portal on 7/29/2020, is required at the time of proposal submittal.

84 COMMENT AND REVIEW
to the
REQUEST FOR PROPOSAL (RFP) 080620
Entitled

Fleet Payment Solutions with Related Services

The following advertisement was placed June 18, 2020 in Utah’s The Salt Lake Tribune, in USA Today, in South Carolina’s The State, and on the Sourcewell website www.sourcewell-mn.gov, Sourcewell Procurement Portal https://proportal.sourcewell-mn.gov, Biddingo, Merx, The New York State Contract Reporter www.nyscr.ny.gov, PublicPurchase.com, and June 19, 2020 in Oregon’s Daily Journal of Commerce:

Sourcewell, a State of Minnesota local government agency and service cooperative, is requesting proposals for Fleet Payment Solutions with Related Services to result in a contracting solution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than August 6, 2020, at 4:30 p.m.

Central Time, and late proposals will not be considered.

The solicitation process was conducted through the Sourcewell Procurement Portal. The following parties expressed interest in the solicitation by registering for this opportunity within the portal:

BidPrime, Inc. POSconnect
E.J. Ward, Inc. Prime Vendor, Inc.
eRepublic, Inc. Roslyn Accounting Services, Inc.

Fitness LifeStyles Standing Rock, LLC.

FleetFuelz, LLC. The NoCheck Group, LLC.

Ford The Sewell Family of Companies
IPJukebox Trapeze Software Group, Inc.

IPN, LLC. U.S. Bank National Association
One Stop Computer Shop, LLC. WEX Bank
PNC Bank, N.A. Worldpay, LLC.

All Proposals remained sealed within the Sourcewell Procurement Portal until the scheduled due date and time. Proposals were electronically opened, and the list of all Proposers was made publicly available on the Sourcewell Procurement Portal, on August 6, 2020 at 4:35 pm CT. Proposals were received from the following:

85 Sourcewell Page 2 of 4

FleetFuelz, LLC.

The NoCheck Group, LLC.

U.S. Bank National Association
WEX Bank

Proposals were reviewed by the Proposal Evaluation Committee:

James Voelker, CPCM, CFCM, Procurement Lead Analyst
Brandon Town, CPSM, CPSD, Procurement Analyst
Michael Muñoz, CPPB, Procurement Analyst
Craig West, Procurement Analyst

The findings of the Proposal Evaluation Committee are summarized as follows:

The Proposal Evaluation Committee applied the Sourcewell RFP evaluation criteria and determined that all
proposal responses met the scope and mandatory submittal requirements and were evaluated.

U.S Bank Corporate Payment Systems is a national bank offering fleet payment solutions for Participating Entities throughout the United States and Canada. Their Voyager Fleet Card is accepted at more than 320,000 fuel and maintenance locations in all 50 states and Puerto Rico. In addition, their Mastercard Fleet Card can be used anywhere Mastercard is accepted, including Canada. U.S. Bank is ready to provide support to Participating Entities with 24/7 fuel and maintenance authorization, emergency roadside assistance, fuel and maintenance location service, and driver support. They are offering fee, incentive and rebate structures that are competitive within the industry.

WEX Bank offers access to their proprietary, closed-loop network to provide fleet payment solutions to Participating Entities. Their fleet payment solutions are accepted at more than 95% of retail fuel locations in the United States and over 2400 locations in Canada. WEX Bank offers 24/7 customer support, including multi-lingual call support currently staffed with French Canadian and Spanish speaking representatives with access to a “Language Line” providing translation in over 170 languages. Participating Entities will also benefit from their robust fee, incentive and rebate plans.

For these reasons, the Sourcewell Proposal Review Committee recommends award of Sourcewell Contract #080620 to:

U.S. Bank Corporate Payment Systems 080620-USB
WEX Bank 080620-WEX

The preceding recommendations were approved on August 24, 2020.

______________________________________________
James Voelker, CPCM, CFCM, Procurement Lead Analyst

86 Sourcewell Page 3 of 4

__________________________________________
Brandon Town, CPSM, CPSD Procurement Analyst

______________________________________________
Michael Muñoz, CPPB, Procurement Analyst

____________________________
Craig West, Procurement Analyst

87 Sourcewell Page 4 of 4

STATEMENT OF COMPLIANCE

As Chief Procurement Officer for Sourcewell, I have reviewed the recommendation of the Evaluation Committee and the accompanying support materials documenting the process followed for RFP #080620 for Fleet Payment Solutions with Related Services.

The committee accepted, deemed responsive, evaluated, and recommended proposals for award. Under authority granted to the Chief Procurement Officer in Sourcewell’s bylaws, the recommendations set forth above are approved.

I hereby certify:

1. Sourcewell is a government agency, created and authorized by Minnesota law to provide cooperative procurement contracts.

2. The procurement process and resulting contracts have been awarded in compliance with the laws of the State of Minnesota (Minnesota Statutes Chapter 471 and Minnesota Statutes Section 123A.21), and in conformity to Sourcewell’s Procurement Policy.

Jeremy Schwartz, CSSBB, CPPO
Chief Procurement Officer

88 89
90 91
92 93

CITY COUNCIL AGENDA REPORT

REPORTS
AGENDA ITEM NO. M.3.

DATE: December 3, 2019

TO: City Council

FROM: Rosemarie Gaglione, Public Works Director, (805) 385-8055, [email protected]

SUBJECT: Approve Purchase Order with WEX Bank for Fleet Fuel Cards Program. (5/5/5)

RECOMMENDATION

That the City Council award and authorize the Mayor to establish a Purchase Order with WEX Bank in the not to exceed amount of $7,200,000 for a three year term for Fuel Cards. (Public Works and Transportation Committee approved 3-0;
expenditures for FY19 have been updated since PWTC approval.)

BACKGROUND

The Fleet Services Division (Fleet) of the Public Works Department provides maintenance and repair of the City’s 953 vehicles and equipment, valued at over $44 million. Fleet is responsible for maintenance of vehicles as well as oversight for fuel and the fuel card program. Currently, the City purchases unleaded, diesel and Compressed Natural Gas (CNG).

Unleaded and Diesel are purchased from Shell Corporation and CNG is purchased from Voyager at the SoCalGas- Oxnard Base location. All departments and divisions are currently using either Shell and/or Voyager fuel cards. The table below outlines diesel and unleaded fuel usage by Division.

Division Fuel Purchased in FY 19 Percent
ER $ 1,190,506.64 51.52%
Police $ 622,289.28 26.93%
Parks $ 144,422.88 6.25%
Water $ 96,590.02 4.18%
Streets $ 59,848.84 2.59%
City Corps $ 53,147.62 2.30%
Other $ 143,960.72 6.23%
Total $ 2,310,766.00 100%

DISCUSSION

The Public Works Department and the Purchasing Division have been working toward implementing a new fuel card
system to better serve the City Departments. The Wex Government Fleet Card Program allows for the purchase of Unleaded, Diesel and Compressed Natural Gas (CNG). Previously, the City was operating with two different vendors (Shell and Voyager) to meet its fuel needs. Converting to WEX fuel cards will increase operational efficiency and administrative burdens, and will allow for greater oversight of the program as a whole.

ITEM #M-3
511
94 Wex Fleet Card is accepted at 95% of fueling stations nationwide. The following are some of the accepting fuel sites:

Chevron, Circle K, Mobil, 76, Arco, Valero, Exxon, Seven Eleven, Shell, Sinclair and Texaco. The Wex Fleet Card will
also be used to purchase CNG from SoCalGas-Oxnard Base. The City intends to piggyback on the Wex Government Fleet Card Program which has been competitively bid through Sourcewell, formerly NJPA.

Participation is free, with no enrollment, set up or card fees. A major improvement that the Wex Fleet Card provides is the number of locations available to fuel, allowing staff to conveniently fuel vehicles and reducing unnecessary time and miles traveled.

Supplemental to rebates and cost savings, the program offers better security and better accounting, which is something that staff believes to be an indirect cost of service (savings). Below outlines some high level aspects of the service agreement.

Cost Savings
- Estimated rebates of approximately 1.3% annually based on volume, prompt payment and annual spending; - Use of electronic billing to reduce administrative costs; - Reduce staff time spent on unnecessary fuel trips.

Better Security
- Manage spending with purchase limits the City controls; - Driver IDs are used at the pump to help prevent fraud and misuse.

Better Accounting
- Track spending online and see fuel grade, cost per gallon, and sales tax for every purchase; - Download monthly reports including exception reporting.

Oversight of fuel transactions will be enhanced due to the web based client portal. The WEX Fleet Card offers a suite of control and alert tools that allows staff to know where, when, what, and how much is being spent. Features include a pump shut off feature, type and amount control limits, real time alerts, and a number of standard and custom reports.

Staff anticipates the WEX Fleet Card program to be implemented January 2020.

STRATEGIC PRIORITIES

This agenda item is a routine operational item or does not relate to the four strategic plans adopted by City Council on May 17, 2016.

FINANCIAL IMPACT

The FY19/20 budget for fuel services is $2.2 million with estimated increase of 12% or $2.5 million annually for FY20/21 and FY21/22. Funding for FY19/20 is available in the Fleet Services Operational Fund (741-7501) and future
year funding for fuel will be considered as part of the annual budget process. The following table shows the anticipated cumulative Fiscal Year breakdown for each funding source.

Account Number FY 19/20 FY 20/21 FY 21/22 Total
741-7501-853.82-36
(Unleaded) $960,000 (Budgeted) $960,000
(Estimate)
$960,000
(Estimate) $2,880,000
741-7501-853.82-37 (CNG) $240,000 (Budgeted) $240,000 $240,000 $720,000 ITEM #M-3
512
95 (Estimate) (Estimate)
741-7501-853.82-38 (Diesel) $1,000,000
(Budgeted)
$1,300,000
(Estimate)
$1,300,000
(Estimate) $3,600,000
TOTALS $2,200,000 $2,500,000 $2,500,000 $7,200,000

COMMITTEE OUTCOME

The Public
Works and Transportation Committee approved 3-0 on October 22, 2019, to approve the staff recommendation and to forward the item for Council approval.

Prepared by: Brian Yanez, Assistant Public Works Director

ATTACHMENTS

1. Acceptance and Award-WEX Bank 042016

2. Fuel Card RFP

3. Paticipating Addendum

4. WEX 042016-5th Year Extension

5. WEX Contract

6. Wex Fuel Cards - PPT
ITEM #M-3
513
96 APPROVE PURCHASE ORDER WITH WEX BANK FOR

THE FLEET FUEL CARD PROGRAM
Public Works and Transportation Committee
October 25, 2022
City Council
November 15, 2022
Jose Arreola
Fleet Services Division Manager
97 FOR THE PUBLIC WORKS AND TRANSPORTATION
COMMITTEE:

PWTC Recommendation 2
98 FOR THE CITY COUNCIL:

That the City Council approve and authorize the Mayor to execute a Purchase Order with WEX Bank in an amount not to exceed $8,800,000 for a two year term for Fuel Cards.

City Council Recommendation 3
99 • Fleet Services Division of the Public Works Department performs maintenance and repairs on the City’s 946 fleet vehicles and equipment
• In addition to vehicle maintenance, Fleet is also responsible for oversight of fuel and the fuel card program
• The City currently purchases unleaded, diesel and compressed natural gas (CNG) through WEX Bank
BACKGROUND 4
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The table below summarizes fuel usage by Division
BACKGROUND 5
Division
FY 21-22 Fuel
Purchased Percent
Env. Resources $1,613,669.32 53.24%
Fire $252,968.13 8.35%
Parks $152,565.10 5.03%
Police $644,286.71 21.26%
Streets $84,830.61 2.80%
Water $125,160.63 4.13%
Other $157,648.27 5.20%
Total $3,031,128.77 100%
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● December 3, 2019: Council approved the WEX Government Fleet Card Program which allows for the purchase of unleaded, diesel and CNG fuels
● Prior to WEX, the City was operating with only two vendors, Shell and Voyager, which only offered a limited number of fueling stations ● Converting to WEX fuel cards has increased operational efficiency and administrative burdens by providing greater oversight of the fuel program as a whole and a web based portal
● The vast number of locations allows for staff to conveniently fuel vehicles, reducing travel time and miles
● Fueling locally within City limits is encouraged to WEX fuel card holders
DISCUSSION 6
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• Sourcewell offers government agencies a cooperative purchasing program that provides competitively solicited cooperative contracts
• Sourcewell awarded WEX Bank Contract No. 080620-WEX that will expire September 7, 2024 for Fleet Payment Solutions with Related Services
• The program offers better security and accounting, offering a suite of control and alert tools that allows staff to know where, when, what and how much is spent as well as fuel grade, cost per gallon and sales tax for every purchase
DISCUSSION 7
103
• The total cost for this Purchase Order with WEX Bank shall not exceed $8,800,000 through September 7, 2024
• In past years, fuel pricing has remained consistent; however, fuel prices increased approximately 37% in the third quarter of Fiscal Year 21-22. Fuel prices are anticipated to remain high for an undetermined length of time and could continue to increase • The funds requested for the purchase order include potential increases in fuel prices through the term of the purchase order • Funding will begin in Fiscal Year 2022-23 and has been considered in the proposed budget
FINANCIAL IMPACT 8
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FINANCIAL IMPACT 9
• Subsequent fiscal year funding will be requested in the annual budget process.
• The estimated spending plan per year is as follows:

Account Number
FY 22-23
(Jan 1 - June 30,
2023)
FY23-24
(Full FY)
FY 24-25
(July 1 - Sep 7,2024)
741-7501-853.82-36
(Unleaded) $800,000 $2,320,000 $400,000
741-7501-853.82-37
(CNG) $200,000 $580,000 $100,000
741-7501-853.82-38
(Diesel) $1,000,000 $2,900,000 $500,000
Total $2,000,000 $5,800,000 $1,000,000
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QUESTIONS
10 106

PUBLIC WORKS AND TRANSPORTATION COMMITTEE

AGENDA REPORT

REPORTS
AGENDA ITEM NO. D.2

DATE: October 25, 2022

TO: Public Works and Transportation Committee

FROM: Michael Wolfe, Public Works Director, (805) 385-8055, [email protected]

SUBJECT: Approve Purchase Order with Fleet Services, Inc. for Medium and Heavy Duty Equipment Parts and Supplies. (10 minutes)

RECOMMENDATION

That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Purchasing Agent to establish a Purchase Order with Fleet Services, Inc. in an amount not to exceed $750,000 for a three-year term, with two one year extensions upon agreement by both parties, beginning December 1, 2022 and ending November 30, 2025, for medium and heavy duty equipment parts and supplies.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/K5iRf_i3LqI

BACKGROUND

The Fleet Services Division of the Public Works Department performs maintenance and repairs on the City’s 946 fleet vehicles and equipment valued at over $51 million. This includes preventive maintenance, comprehensive inspections and light to heavy repairs.

In addition to passenger vehicles and trucks, the City’s fleet includes approximately 100 heavy duty trucks and trailers, including but not limited to refuse trucks, dump trucks and semi-tractor trailers. In order to properly maintain these, staff needs the ability to acquire Original Equipment Manufacturer (OEM), unused, non- remanufactured parts in addition to aftermarket parts.

Currently, these parts have been procured through the City’s Agreement A-8149 with Autozone. Autozone primarily sells auto and light truck parts. These specialized truck parts to repair the City’s medium/heavy duty trucks are outsourced by Autozone and sold to the City with a markup cost. Fleet Services, Inc. specializes in these unique parts and obtains their parts direct from suppliers resulting in cost savings and faster lead times.

DISCUSSION

A Request for Bid (RFB) PW 23-30 was issued by the Purchasing Division on September 8, 2022, with a closing date of September 23, 2022. The City received two responses to the RFB; O'Reilly Auto Enterprises, LLC. dba O'Reilly Auto Parts and Fleet Services, Inc. As a result of the RFB, the City determined Fleet Services, Inc. to be the lowest responsive bidder. Fleet Services, Inc. meets all required City contractual provisions including possession of a City business tax certificate, insurance certificates and corporate filing with the California Secretary of State.
107

Fleet Services, Inc. offers discount pricing off list price on their full line of products and is able to provide same day delivery on most of their products.

STRATEGIC PRIORITIES

This agenda item is a routine operational item or does not relate to the five strategic priorities adopted by City Council on March 16, 2021.

FINANCIAL IMPACT

The total cost for this Purchase Order with Fleet Services, Inc. shall not exceed $750,000 through December 1, 2025. Funding will begin in Fiscal Year 2022-23 and has been considered in the budget process. The following table shows the estimated spending plan for this Purchase Order. There are sufficient funds in the Fleet Services Fund (741) for Fiscal Year 2022-23. Subsequent fiscal year funding will be requested in the annual budget process.

Estimated Spending Plan with Fleet Services, Inc.

Account Number FY 2022-23 FY 2023-24 FY 2024-25 FY 2025-26 TOTAL 741-7501-853.8121 $ 145,000 $ 250,000 $ 250,000 $ 105,000 $750,000

Prepared by: Jose Arreola, Fleet Services Manager, Brian Yanez, Assistant Public Works Director

ATTACHMENTS

1. Presentation
108
Approve Purchase Order with Fleet Services, Inc.
for Medium and Heavy Duty Equipment Parts and
Supplies
Public Works and Transportation Committee
October 25, 2022
Jose Arreola
Fleet Services Division Manager
109
That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Purchasing Agent to execute a Purchase Order with Fleet Services, Inc. in an amount not to exceed $750,000 for a three year term, with each year renewable in one year increments beginning December 1, 2022 and ending November 30, 2025 upon agreement by both parties.

Recommendation 2
110
• Fleet Services Division of the Public Works Department performs maintenance and repairs on the City’s 946 fleet vehicles and equipment valued at over $51 million
• The City’s fleet includes approximately 100 heavy duty trucks and trailers, included but not limited to refuse trucks, dump trucks and semi-tractor trailers
• In order to maintain these types of equipment, staff needs to have the ability to acquire Original Equipment Manufacturer (OEM), unused, non-remanufactured parts in addition to
aftermarket parts
BACKGROUND 3
111
• Currently, these parts have been procured through the City’s Agreement A-8149 with Autozone who primarily sells auto and light truck parts
• Specialized truck parts that are used to repair the City’s medium and heavy duty trucks are outsourced by Autozone and sold to the City with a markup
• Fleet Services, Inc. specializes in these unique parts and obtains their parts direct from suppliers resulting in cost savings and faster lead times
BACKGROUND 4
112
● The Purchasing Division issued a Request for Bid (RFB) PW 23- 30 on September 8, 2022 with a closing date of September 23, 2022
● The City received two responses to the RFB: O'Reilly Auto Enterprises, LLC. dba O'Reilly Auto Parts and Fleet Services, Inc.
● As a result of the RFB, the City determined Fleet Services, Inc. to be the lowest responsive bidder
● Fleet Services, Inc. meets all required City contractual provisions including possession of a City business tax
certificate, insurance certificates and corporate filing with the California Secretary of State
DISCUSSION 5
113
• Fleet Services, Inc. offers discount pricing off list price on their full line of products and is able to provide same day delivery on most of their products.

DISCUSSION 6
114
• Total cost for this Purchase Order with Fleet Services, Inc. shall not exceed $750,000 through December 1, 2025
• There are sufficient funds of $145,000 in the Fleet Services Fund (741) for Fiscal Year 2022-23
• Subsequent fiscal year funding will be requested in the annual budget process
FINANCIAL IMPACT 7
115

QUESTIONS
8 116

PUBLIC WORKS AND TRANSPORTATION COMMITTEE

AGENDA REPORT

REPORTS
AGENDA ITEM NO. D.3

DATE: October 25, 2022

TO: Public Works and Transportation Committee

FROM: Michael Wolfe, Public Works Director, (805) 385-8055, [email protected]

SUBJECT: First Amendment to Trade Services Agreement 9547-22-PW with Powers Bros. Machine, Inc., and a Second Amendment to Trade Services Agreement 9548-22-PW with All-Safe Electric, Inc. for On-Call Pump and Motor Repair Services. (10 minutes)

RECOMMENDATION

That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Mayor to execute the following on-call pump and motor repair services for the Water and Wastewater Divisions:

2. A Second Amendment to Trade Services Agreement 9548-22-PW with All-Safe Electric, Inc., to increase the not to exceed amount from $200,000 to $450,000 and to extend the term to February 29, 2024.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/UQ_6O7kkjSs

BACKGROUND

The Water and Wastewater Divisions own and operate a multitude of industrial pumps located throughout various treatment facilities and pump stations. For the Water Division, these pumps are responsible for conveying over 20 million gallons of potable water and approximately 1 million gallons of recycled water each day. For the Wastewater Division, these pumps are responsible for conveying approximately 16 million gallons of sewage from the Wastewater Collection System to the Wastewater Treatment Plant and throughout the facility for processing. These pumps are an essential component to the operation of both divisions and often require repair and maintenance services. As a result, two on-call pump and motor repair agreements were established as a resource for both Divisions to quickly address pump and pump motor maintenance needs.

DISCUSSION

On November 10, 2021, the Purchasing Department released Request for Proposal PW 22-52 for Pump and Motor repair services. The solicitation closed on December 9, 2021, where a total of three bids were received.

An evaluation team consisting of Wastewater and Purchasing staff reviewed all proposals and determined Powers Bros. Machine, Inc. (Powers Bros.) and All-Safe Electric, Inc. (All-Safe) to be the most qualified based on the evaluation criteria in the request for proposal. Evaluation criteria consist of the proposer's ability, 117
history, responsiveness to the proposal, technical competence, experience, references/past performance, and cost. On September 14, 2022, contract 9548-22-PW with All-Safe was amended to increase the not to exceed value from $100,000 to $200,000 to allow for additional work to be completed for the Wastewater Division.

Services provided by All-Safe are generally electrical and include motor inspection, troubleshooting, wire winding, power cable repair, and circuit breaker repair. Services provided by Powers Bros include machining of pump components, pump shaft repair, and balancing. When services are needed, City staff uninstall, pull, and ship pumps over to All-Safe or Powers Bros for inspection and repair. Once services are completed, City staff inspect and reinstall the pumps.

Through their respective agreements, Powers Bros. and All-Safe have provided satisfactory and timely as- needed services to the Wastewater Division. The amendments to Agreements 9547-22-PW and 9548-22-PW will increase the not to exceed amounts to allow for continued service to the Wastewater Division through the contract term dates as well as allow these services to be extended to the Water Division. Moreover, the Water Division’s main source of pump repair recently closed their pump repair shop, which left the division unable to procure timely pump repairs. Through the extension of the two pump repair contracts, both the Water and Wastewater Divisions can confidently rely on timely, as-needed services to be rendered.

STRATEGIC PRIORITIES

This agenda item supports the Infrastructure and Natural Resources strategy. The purpose of the Infrastructure and Natural Resources strategy is to preserve and improve our roads, utilities, parks, trees, water supply and natural resources through effective planning, prioritization, and an equitable and efficient use of available funding.

FINANCIAL IMPACT

The cost for the First Amendment to Agreement 9547-22-PW with Powers Bros. Machinery, Inc. will increase the not to exceed amount from $100,000 to $450,000 and extend the term to February 29, 2024. The Second Amendment to Agreement 9548-22-PW with All-Safe Electric, Inc., will increase the not to exceed amount from $200,000 to $450,000 and extend the term to February 29, 2024.

These amendments will be funded using existing appropriations in the approved Fiscal Year 2022-23 Budget from the Wastewater Operating Fund 621 (account 621-6205-842-8209) and Water Operating Fund 601 (accounts 601-6010-842-8209, 601-6012-842-8209). Subsequent fiscal year funding will be requested in the annual budget process.

Estimated Spending Plan with Powers Bros. Machine, Inc.

Division Through
FY 2022-23 FY 2023-24 TOTAL
Wastewater $150,000 $150,000 $300,000
Water $75,000 $50,000 $125,000
Recycled Water $15,000 $10,000 $25,000
TOTAL $240,000 $210,000 $450,000

118
Estimated Spending Plan with All-Safe Electric, Inc.

Division Through
FY 2022-23 FY 2023-24 TOTAL
Wastewater $175,000 $175,000 $350,000
Water $50,000 $25,000 $75,000
Recycled Water $15,000 $10,000 $25,000
TOTAL $240,000 $210,000 $450,000

Prepared by: Joseph Marcinko, Assistant Public Works Director

ATTACHMENTS

1. 9547-22-PW First Amendment

2. Agreement 9547-22-PW

3. 9548-22-PW Second Amendment

4. Agreement 9548-22-PW

5. 9548-22-PW - First Amendment

6. Presentation
119
Agreement No. 9547-22-PW

FIRST AMENDMENT TO TRADE SERVICES AGREEMENT
This First Amendment (“First Amendment”) to the Trade Services Agreement (“Agreement”) is made and entered into in the County of Ventura, State of California, this ___________ day of __________, 2022, by and between the City of Oxnard, a municipal corporation (“City”), and Power Bros. Machine, Inc.(“Vendor”). This First Amendment amends the Agreement entered into on March 1, 2022, by City and Vendor.

City and Vendor agree as follows:

1. The amount in Section 6 of the Cover Page of the Agreement is hereby amended to “$450,000.”

2. Section 5 of the Cover Page of the Agreement is hereby amended to read “February 29, 2024.” The agreement renewal language in this section is deleted.

3. The reference to the Rates and Costs Exhibit everywhere it is listed both on the Cover Page and in the Agreement is hereby disincorporated and replaced with the Rates and Costs Exhibit September 2022. The Rates and Costs Exhibit September 2022 is attached hereto and incorporated herein by this reference. The Rates and Costs Exhibit September 2022 does not include the agreement renewal language present in the Rates and Cost Exhibit.

4. As so amended, the Agreement remains in full force and effect.

[Signatures on next page]
120
121
Agreement No. 9547-22-PW

RATES AND COSTS EXHIBIT
SEPTEMBER 2022
ITEM
NO. DESCRIPTION UNIT Total
1 Pump Repair and
Maintenance Work
(general)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 80 /HR
2 Pump Repair and
Maintenance Work
(machining)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 85 /HR
3 Motor Repair and
Maintenance Work
(general)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 80 /HR
4 Motor Repair and
Maintenance Work
(machining)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 85 /HR
5 Material Markup 15 %
The cost of all labor, export of material, and other costs shall be included in the above Contract Unit Prices; no additional compensation will be granted for such expenses.

122

ESTIMATED EXPENDITURES
DIVISION ACCOUNT# FY-23 FY-24
Wastewater 621.6205.842.8209 $125,000 $125,000
Water 601.6010.842.8209 $25,000 $25,000
AWFP 601.6012.842.8209 $25,000 $25,000
TOTAL $350,000
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132
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144
145
SECO
ND AMENDMENT TO TRADE SERVICES AGREEMENT (V-01-17-19))
Agreement No. 9548-22-PW

SECOND AMENDMENT TO TRADE SERVICES AGREEMENT
This Second Amendment (“Second Amendment”) to the Trade Services Agreement (“Agreement”) is made and entered into in the County of Ventura, State of California, this ___________ day of __________, 2022, by and between the City of Oxnard, a municipal corporation (“City”), and All-Safe Electric, Inc. (“Vendor”). This Second Amendment amends the Agreement entered into on March 1, 2022, by City and Vendor. The Agreement previously has been amended on September 14, 2022, by a First Amendment.

City and Vendor agree as follows:

1. The a
mount in Section 6 of the Cover Page of the Agreement is hereby amended to “$450,000.”

2. Sec
tion 5 of the Cover Page of the Agreement is hereby amended to read “February 29, 2024.” The agreement renewal language in this section is deleted.

3. The r
eference to the Rates and Costs Exhibit everywhere it is listed both on the Cover Page and in the Agreement is hereby disincorporated and replaced with the Rates and Costs Exhibit September 2022. The Rates and Costs Exhibit September 2022 is attached hereto and incorporated herein by this reference. The Rates and Costs Exhibit September 2022 does not include the agreement renewal language present in the Rates and Cost Exhibit.

4. As s
o amended, the Agreement remains in full force and effect. [Si
gnatures on next page]
146
Agreement No. 9548-22-PW
IN WITNESS WHEREOF, the parties hereto have executed the Amendment on the date first written above.

CITY OF OXNARD ALL-SAFE ELECTRIC, INC.

M John C. Zaragoza" Mayorl Date
I Alexander Nguyen, City Manager
I Jennifer Yates, Purchasing Manager
tr _, Buyer
ATTEST:
q-ii,z"L
Rose Chaparro, City Clerk Date
(only if Mayor signs)
APPROVED AS TO FORM:

Stephen M. Fischer, City Date
Attorney (always requ ired)
1 2
SECOND AMENDMENT TO TRADE SERVTCES ACREEMENT (V-0 t-17-1g) Manuel Presid entz Date
Evelyn
147
Agreement No. 9548-22-PW

RATES AND COSTS EXHIBIT
SEPTEMBER 2022
ITEM
NO. DESCRIPTION UNIT Total
1 Pump Repair and
Maintenance Work
(general)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 80 /HR
2 Pump Repair and
Maintenance Work
(machining)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 80 /HR
3 Motor Repair and
Maintenance Work
(general)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 80 /HR
4 Motor Repair and
Maintenance Work
(machining)
Hourly Rate
Monday-Friday
8:00am-5:00pm
$ 80 /HR
5 Material Markup 15 %
The cost of all labor, export of material, and other costs shall be included in the above Contract Unit Prices; no additional compensation will be granted for such expenses.

148

ESTIMATED EXPENDITURES
DIVISION ACCOUNT# FY-23 FY-24
Wastewater 621.6205.842.8209 $75,000 $75,000
Water 601.6010.842.8209 $25,000 $25,000
AWFP 601.6012.842.8209 $25,000 $25,000
TOTAL $250,000

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171

Agreement No. 9548-22-PW

FIRST AMENDMENT TO TRADE SERVICES AGREEMENT
This First Amendment ("First Amendment") to the Trade Services Agreement ("Agreement") is made and entered into in the County of Ventura, State of California, this 14th day of September, 2022, by and between the City of Oxnard, a municipal corporation ("City"), and All-Safe Electric, Inc. ("Vendor"). This First Amendment amends the Agreement entered into on March 1, 2022, by City and Vendor.

City and Vendor agree as follows:

1. The "amount" in Section 6 of the Cover Page of the Agreement is hereby amended to "$200,000."

2. As so amended, the Agreement remains in full force and effect. [Signatures on next page]
FffiST AMENDMENT TO TRADE SERVICES AGREEMENT (V-01-17-19)) 172

Agreement No. 9548-22-PW
IN WITNESS WHEREOF, the parties hereto have executed the Amendment on the date first written above.

CITY OF OXNARD
1 /1/-z-01,z__
O Jo C. Zaragoza, Mayor I Date
52f' Alexander Nguyen, City Manager
□ Jennifer Yates, Purchasing Manager
D ____ _, Buyer
ATTEST:

N/A
Rose Chaparro, City Clerk Date
(only if Mayor signs)
APPROVED AS TO FORM:

Attorney (always required)
ALL-SAFE ELECTRIC, INC.
,)tut,-- /fee,lluvl
Evelyn Ballaret, Secretary
FIRST AMENDMENT TO TRADE SERVICES AGREEMENT (V-01-17-19) Date
173
First Amendment to Trade Services Agreement
9547-22-PW with Powers Bros. Machine, Inc.,
and a Second Amendment to Trade Services
Agreement 9548-22-PW with All-Safe Electric,
Inc. for On-Call Pump and Motor Repair
Services.

Public Works and Transportation Committee
October 25, 2022
Joseph Marcinko
Assistant Public Works Director
174
That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Mayor to execute the following for on-call pump and motor repair services for the Water and Wastewater Divisions:

2. A Second Amendment to Trade Services Agreement 9548-22-PW with All-Safe Electric, Inc., to increase the not to exceed amount from $200,000 to $450,000 and to extend the term to February 29, 2024.

RECOMMENDATION 2
175
The Water and Wastewater Divisions own and operate multiple pumps throughout
• Sewer Lift Stations
• The Oxnard Wastewater Treatment Plant
• Water Blending Stations
• Water & Recycled Water Facilities
These pumps convey
• 20 million gallons of potable water per day
• 16 million gallons of wastewater per day
• 1 million gallons of recycled water per day
As a result, on-call pump repair agreements were established to address pump maintenance needs
BACKGROUND 3
176
• On November 10, 2021, the Purchasing Department released Request for Proposal PW 22-52 for Pump and Motor repair services
• The solicitation closed on December 9, 2021
• Powers Bros. Machine, Inc. (Powers Bros) and All-Safe Electric, Inc. (All-Safe) selected as the most qualified based on the evaluation criteria in the request for proposal
• Services provided include:
• Motor inspection, troubleshooting, wire winding/ repair, circuit breaker repair, machining of pump components, pump shaft repair, and balancing • City staff pull, and reinstall pumps once contractor repairs are complete
DISCUSSION 4
177
XX
DISCUSSION 5
Staff pulling a 30 foot pump at the Wastewater Treatment Plant 178
XX
DISCUSSION 6
Loading of pump for service request
179
• First Amendment to Agreement 9547-22-PW with Powers Bros.

Machinery, Inc., will increase the not to exceed amount from $100,000 to $450,000 and extend the term to 2/29/24
• Second amendment to Agreement 9548-22-PW with All-Safe Electric, Inc., will increase the not to exceed amount from $200,000 to $450,000 and extend the term to 2/29/24
• These amendments will be funded on a task order basis using existing and future appropriations from:
• Wastewater Operating Fund 621 (account 621-6205-842-8209) • Water Operating Fund 601 (accounts 601-6010-842-8209, 601-6012-842-8209)
FINANCIAL IMPACT 7
180
FINANCIAL IMPACT 8
Estimated Spending Plan with Powers Bros. Machine, Inc.

Division Through
FY 2022-23 FY 2023-24 TOTAL
Wastewater $150,000 $150,000 $300,000
Water $75,000 $50,000 $125,000
Recycled Water $15,000 $10,000 $25,000
TOTAL $240,000 $210,000 $450,000
Estimated Spending Plan with All-Safe Electric, Inc.

Division Through
FY 2022-23 FY 2023-24 TOTAL
Wastewater $175,000 $175,000 $350,000
Water $50,000 $25,000 $75,000
Recycled Water $15,000 $10,000 $25,000
TOTAL $240,000 $210,000 $450,000
181

QUESTIONS
9 182

Public Works & Transportation CommitteeOctober 25, 2022

Public Works & Transportation Committee
October 25, 2022