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HomeMy WebLinkAboutContract 57612 CSC No. 57612 FORT WORTH CITY OF FORT WORTH PURCHASE AGREEMENT WITH MANSFIELD OIL COMPANY OF GAINESVILLE, INC. UPON AN INTERLOCAL AGREEMENT BETWEEN THE CITY OF FORT WORTH AND CITY OF PLANO. WHEREAS Section 271.102 of the Texas Local Government Code allows Local Governments to pursue mutually beneficial and cooperative purchasing programs,and WHEREAS, pursuant to Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271 of the Texas Local Government Code, the City of Fort Worth ("City"), a Texas home-rule municipality and City of Plano ("Plano") have entered into an Intarlocal Cooperative Purchasing Agreement, City Secretary No. 44367, which provides that when the one of the Local Government Entities enters into a contract with a Contractor for goods and services, the other Local Government is able to enter into a Purchase Agreement with the Contractor under the same terms and conditions offered to the Original Local Government Entity so long as the Contractor is agreeable. Copy of the City and Plano's Interlocal Cooperative Agreement is attached as Exhibit A;and WHEREAS Mansfield Oil Company of Gainesville,Inc.("Contractor")responded to BID 2022-0247-AC ("BID") issued by Piano agreeing to allow other Local Governmental Entities to enter into an Agreement with Contractor under the same terms and conditions as those contained in the BID.Copy of the City of Plano Contract with Contractor attached as Exhibit B. NOW THEREFORE,City and Contractor each of which will individually be referred to as a"Party"and collectively as the "Parties entered into this Purchase Agreement ("Agreement") by and between Mansfield Oil Company of Gainesville, Inc.("Contractor")and the City of Fort Worth,(4°City"). The Parties agree that any references to the City of Plano in Exhibit B shall be construed as the City of Fort Worth for the purpnse,, nfthis Agreement and all rights, benefits, duties,and obligations shall inure to the City as if the contract in Exhibit B were originally executed between the City and Contractor.This shall specifically include any requirements imposed on Contractor by virtue of a regulation or City Ordinance included in Exhibit B. The Agreement includes the following documents which shall be construed in the order of precedence in which they are listed: I. Exhibit A— Interlocal Cooperative Purchasing Agreement between City and Plano 2. Exhibit B— Contract between the City of Plano and Mansfield Oil Company of Gainesville, Inc. identified as Contract No.2022-0247-AC 3. Exhibit C— Conflict of Interest Questionnaire. Exhibits A,B,and C which are attached hereto and incorporated:herein.are made a part of this Agreement for all purposes. Contractor agrees to provide City with labor, supervision, materials and equipment necessary for fleet fuel card and related services and goods as stated in Exhibit B, pursuant to the terms and conditions of this Purchase Agreement,including all exhibits thereto.In the event of a conflict between Exhibit B and this Agreement or Exhibit A,then the terns of this Agreement and Exhibit A shall control. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX City shall pay Contractor in accordance with the fee schedule in the Contractor's Response in Exhibit B and in accordance with the provisions of this Agreement. Total payment made under this Agreement for the initial term by City shall he in the amount not to exceed Seven Million Dollars and No Cents($7,000,000.00), Contractor shall not provide any additional items or services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services.City shall not be liable for any additional expenses of Contractor not specified by this .Agreement unless City first approves such expenses in writing. The term of this Agreement shall be for one year beginning on June 1,2022 and ending on May 31,2023. This Agreement may be renewed for up to five additional one-year terms at the City's option in accordance with Plano's contract. Contractor agrees that City shall, until the expiration of three (3) years after final payment under this Agreement,or the final conclusion ofany audit commenced during the said three years,have access to and the right to examine at reasonable times any directly pertinent documents and records of Contractor involving transactions relating to this Agreement. Contractor agrees that City shall have access during normal working hours to all necessary Contractor facilities subject to Contractor's reasonable rules and regulations while at Contractor's facilities,and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section.City shall give Contractor reasonable advance notice of intended audits,and all such audits shall be conducted on regular business days during Contractor's regular business hours in a manner that will not unreasonably interfere with Contractor's operations at its facilities. City's auditors shall present proper credentials to the manager of Contractor's facility at the time that they are admitted to such. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action,whether real or asserted, at law or in equity, is brought pursuant to this Agreement, venue for such action shall lie in state courts located in Tarrant County,Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission,or(3)received by the other party by United States Mail,registered,return receipt requested,addressed as follows: To CITY: To CONTRACTOR: City of Fort Worth Mansfield OK Company of Gainesville,Inc. Attn: Dana Burghdoff,Assistant City Manager Attn: Dan Luther 200 Texas Street 1025 Airport Parkway SW Fort Worth,TX 76102-6314 Gainesville,GA 30501-6813 Facsimile:(817)392-8654 Facsimile: With copy to Fort Worth City Attomey's Office at same address [SIGNATURES FOLLOW] The undersigned represents and warrants that he or she has the power and authority to execute this Agreement and bind the respective Contractor. CITE`OF FORT WORTH: CONTRACT COMPLIANCE MANAGER: b gAGcd�� By signing I acknowledge that I am the person By. Dana Burghdoff(Way 25,2 13U1Z :35CDT) responsible for the monitoring and administration Name: Dana Burghdoff of this contract,including ensuring all performance Title: Assistant City Manager and reporting requirements. APPROVAL RECOMMENDED: ,ADO �1z"11 By: Alan H.Shuror(May 24,2022 16:55 CDT) Name: Alan Shuror 1-� ftgyg C'VAg Title: Assistant Director,General Services By; Steve Cooke(May 24,2022 16:56 CDT) Name. Steve Cooke APPROVED AS TO FORM AND LEGALITY: Title: Property Management Director ATTEST: (/Y ,••D By: Christopher Adstriaa(Ma 25,202209:47 CDT) Name: Christopher Austria Title: Assistant City Attorney By: J ette S.Goodall(May 25,2022 13 CDT) Name: Jannette S. Goodall pgg4FORT�aa CONTRACT AUTHORIZATION- -0 °°°°°° a Title; City Secretary p��o ° °°oopo� M&C.• 22-0376 p'=o a�0 1295: 2022-8 7 9664 Ovo o=d CONTRACTOR: o�Qa a�000000000 �nanaoo Mansfield W Company of Gams esy ille.Inc. By: Mil L;fthet- Nance: Dan Luther Title: VP.Gammment Sales Date_ 5/24/2022 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX EXHIBIT A City of Fort Worth& City of Plano Cooperative Purchasing Agreement FORT WORTH CITY SECRETARY CONTRACT NO. G L COOPERATIVE PURCHASING AGREEMENT This Cooperative Purchasing Agreement {"Agreement") is made and entered into as of the date written below between the City of Plano ("Plano") and the City of Fort Worth, Texas ("Fort Worth"). WHEREAS, both Plano and Fort Worth have each determined a need for a cooperative agreement to purchase like goods and services to avoid duplicate procurement efforts and obtain the benefits of volume purchasing; and WHEREAS, Plano and Fort Worth are authorized by Section 271.102 of the Local Government Code to pursue mutually beneficial and cooperative purchasing programs. NOW, THEREFORE, for and in consideration of the mutual obligations and benefits contained herein,Plano and Fort Worth agree as follows: SECTION 1. The purpose of this Agreement is to provide Plano and Fort Worth with additional purchasing options by satisfying the provisions of Section 271.102 of the Local Government Code. SECTION 2. The parties agree that each of the parties shall respectively designate a person to act under the direction of, and on behalf of, the designating party (the "Designated Representative"). SECTION 3. At the request of the other party, a party that enters into a contract with a vendor for goods or services (the "First Purchasing Party") shall attempt to obtain the vendor's agreement to offer those goods and services to the other party (the "Second Purchasing Party") for the same price and on the same terms and conditions as have been offered to the First Purchasing Party. If the vendor so agrees, and if the Second Purchasing Party is agreeable to such terms and conditions, the Second Purchasing Party may enter into its own separate contract with the vendor for the purchase of such goods or services. SECTION 4. Unless otherwise agreed between the Designated Representatives, payments for a purchase made by the Second Purchasing Party shall be paid directly to the vendor and not to the First Purchasing Party. The Second Purchasing Party shall have the responsibility of determining whether the vendor has complied with any provisions in its contract with the vendor, including but not limited to those relating to the quality of items and terms of delivery, and shall be responsible fox enforcement of its contract against the vendor,including all cost of enforcement. SECTION S. This Agreement will be subject to all applicable federal, state and local laws, ordinances,rules and.regulations. OFFICIAL RECORD CITY SECRETARY Page 1 of 2 FT,WORTH,TX RECEIVED APR 18 20IS City of Fort Worth& City of Plano Cooperative Purchasing Agreement SECTION G. This Agreement may be terminated by either party, without cause or penalty,upon not less than thirty days written notice to the other party. SECTION 7. The parties acknowledge that each party and, if it so chooses, its counsel have reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party must not be employed in the interpretation of this Agreement or any amendments or exhibits hereto. SECTIONS. If any action, whether real or asserted, at law or in equity, arises on the basis of any provision of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District. Court for the Northern District of Texas — Fort Worth Division. This Agreement shall be construed in accordance with the laws of the State of Texas. SECTION 9. If any term or provision of this Agreement is held to be illegal, invalid or unenforceable,the legality, validity or enforceability of the remaining terms or provisions of this Agreement shall not be affected thereby, and in lieu of each such illegal, invalid or unenforceable terra or provision, the parties shall endeavor to agree to a legal, valid or enforceable term or provision as similar as possible to the term or provision declared illegal, invalid or unenforceable. SECTION 10. Execution of this Agreement does not obligate Plano or Fort Worth to make any purchase, to pay any membership fee or to otherwise or in any manner incur any cost or obligation. SECTION 11. This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, and all of which shall constitute but one and the same instrument. SECTION 12. The undersigned officers and/or agents are properly authorized to execute this Agreement on behalf of the parties hereto and each party hereby certifies to the other that any necessary actions extending such authority have been duly passed and are now in full force and effect. SECTION 13. All notices, requests, demands, and other communications which are required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given upon the delivery or receipt thereof, as the case may be, if delivered personally or sent by registered or certified mail, return receipt requested, postage prepaid,to the respective city representative set out below, or his/her designee. Page 2 of 2 City of Fort Worth&City of Plano Cooperative Purchasing Agreement EXECUTED this 1 -0-41 day of 2013. CITY OF FORT WORTH CITY OF PLANO 1000 Throekmorton Street 1520 K Avenue,3rd Floor Fort Worth, Texas 75102 Suite 370,Plano,Texas 75074 >3y. By: �x e-<- us an Title: Assistant City_Manager Title: APPROVED AS TO FORM: APPROVED AS TO By FOR047= ❑ wetherbee,City Attorney Assistant City Attorney Entity Attorney Title M&C P-10710 JanuM 15 2008 Ut 0go r ��,-2.b-2c�c7� Contract Authorization � t qa ct Auth rization rr aapR°oa d Mary Kays , C' Secret c ao I � r4ra°�ao�a°° 'JZJw- Date Date OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX Page 3 of 3 City of Fort Worth, Texas Mayor and Council Communication an DATE: Tuesday, January 15, 2008 LOG NAME: 13PO7-0130 REFERENCE NO.: **P_10710 5u-�I Authorize Cooperative Purchasing Agreements for Goods and Services Between the City of Fort Worth, Local Governments and Local Cooperative Organizations Authorized by the Texas Local Government Code RECQMMENDATION: It is recommended that the City Council authorize the City Manager to execute Cooperative Purchasing Agreements for goods and services between the City of Fort Worth, local governments and local cooperative purchasing organizations authorized by the Texas Local Government Code, DISCUSSION: The Purchasing Division will use this authorization to contract with local governments and local cooperative organizations to obtain goods or services, The use of these contracts allows the City of Fort Worth to take advantage of lower prices without the cost of competitive bidding by obtaining access to existing competitively procured contracts with entities such as Tarrant County, Houston-Galveston Area Council, Texas Association of School Boards' Local Government Purchasing Cooperative and U.S. Communities. This authorization will allow other local governments such as Tarrant County, the City of Arlington and the City of Grand Prairie to participate in contracts awarded by the City of Fort Worth that may result in the addition of other entities' quantities at the next bidding opportunity. Increasing the volume of goods and services bid increases the possibility of lower prices to the City through greater economies of scale. Either of the contract participants may terminate the agreement with written notice to the other party_ Section 271.102{a} of the Texas Local Government Code allows local governments to participate in cooperative purchasing programs. Section 271.102(c) of the Code provides that a local government purchasing goods or services under a cooperative purchasing prograrn satisfies any state law requiring that the local government seek competitive bids for purchase of the goods or services. The contracts for goods and services have been competitively bid to increase and simplify the purchasing power of local governments across the State of Texas, The Law Department recommends that the Purchasing Division review these agreements per odically. The last M&C regarding execution of agreements with these cooperatives was approved on March 27, 2001 (M&C C-18510). Going forward these agreements will be reviewed every five years. Approval of this Mayor and Council Communication will not commit the City to spend any funds. Purchases exceeding the administrative procurement threshold provided in the City Code of Ordinances will be presented to Council for authorization as required. FISCAL INFORMATION/CE Tt CATION: The Finance Director certifies that the execution of these cooperative purchasing agreements will have no naterial effect on City funds, �QN\07-01301KDK Logname; 13P07-0130 Page ]. of 2 EXHIBIT B CONTRACT BY AND BETWEEN CITY OF PLANO, TEXAS AND MANSFIELD OIL CO. OF GAINESVILLE, INC. BID NO, 2022-0247-AC THIS CONTRACT is made and entered into by and between the CITY OF PLANO, TEXAS, a home-rule municipal corporation, hereinafter referred to as "City", and the MANSFIEL❑ OIL CO. OF GAINESVILLE, INC., a Georgia corporation, whose address is 1025 Airport Partcway SW, Gainesville. Georgia 30501-6813, hereinafter referred to as "Contractor For and In consideration of the covenants and agreements contained herein, and for the mutual benefits to be obtained hereby, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall provide all labor, supervision, materials and equipment necessary for Fleet Fuel Card and Related Services. These services shall be provided in accordance with RFP 2022-0247-AC, a copy of which is attached hereto and incorporated herein as Exhibit "A", and Contractor's Technical Response in response thereto, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit "B The Contract consists of this written agreement and the following items which are attached hereto and Incorporated herein by reference (a) RFP 2022-0247-AC (Exhibit `'A"); and (b) Contractor's Technical Response(Exhibit "B"}. These documents make up the Contract Documents and what is called for by one shall be as binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions of the Contract Documents,the inconsistency or conflict shall be resolved by giving precedence first to this written agreement then to the Contract Documents I-i the order in which they are listed above. These documents shall be referred to collectively as the "Contract Documents." II. TERM OF CONTRACT The initial term of this Contract shall be a period of one (1) year commencing on June 1, 2022 ("Initial Term"). This Contract shall automatically renew for up to five(5) one- year periods (each a "Renewal Term") unless sooner terminated pursuant to Section XVIII. TERMINATION. CONTRACT PAGE1 Z:ICC NT RACTS Se rvice Agreernents\Maneiield Dil CC.of Gainesville,Inc.-2422-0247-ACWansfield 0ii CC.of Gainesville,Inc.-2022-0247-AC,docx(4129122 JP) III. WARRANTY Contractor warrants and covenants to City that all goods and services delivered to City by Contractor, Contractor's subcontractors. and agents under the Agreement shall be free of defects and produced and performed in a skillful and workmanlike manner and shall comply with the specifications for said goods and services set forth in this Agreement and RFP 2022-0247-AC attached hereto and incorporated herein as Exhibit "A Contactor warrants that the goods and services provided to City under this Agreement shall be free from defects in material and workmanship, for a period of one (1) year commencing on the date that City issues final written acceptance of the project. IV. PAYMENT Contractor shall invoice City for products and services delivered, on a unit cost basis, in accordance with Contractor's Technical Response attached hereto and incorporated herein as Exhibit "B". Payments hereunder shall be made to Contractor within thirty (30) days of receiving Contractor's invoice for the services performed. Total annual compensation under this Contract is estimated to be FIVE MILLION SEVEN HUNDRED FIFTY THOUSAND AND NO1100 DOLLARS ($5,750,000.00) for an estimated total compensation amount of THIRTY-FOUR MILLION FIVE HUNDRED THOUSAND AND N01100 DOLLARS ($34,500,000.00). Contractor recognizes that this Contract shall commence upon the effective date herein and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Plano,which fiscal year ends on September 30`h of each year, shall be subject to Plano City Council approval. In the event that the Plano City Council does not approve the appropriation of funds for this contract. the Contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. V. PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC Contractor shall at all Times exercise reasonable precautions for the safety of employees and others on or near the work and shall comply with all applicable provisions of Federal, State, and Municipal safety laws. The safety precautions actually taken and the adequacy thereof shall be the sole responsibility of the Contractor. Contractor shall indemnify City for any and all losses arising out of or related to a breach of this duty by Contractor pursuant to paragraph VII. INDEMNIFICATION and paragraph VIII. COMPLIANCE WITH APPLICABLE LAWS set forth herein. CONTRACT PAGE 2 Z:ICCNT RAG TS\Service AgreemenlWansfieId oil CQ.of Gainesville,Inc.-2022-0247-ACWansrield oil Co,of Gainesville,Inc.-2022-0247-AC.doex(4/2W22 JP) Vl. LOSSES FROM NATURAL CAUSES Unless otherwise specified, all loss or damage to Contractor arising out of the nature of the work to be done, or from the action of the elements, or from any unforeseen circumstances in the prosecution of the same, or from unusual obstructions or difficulties which may be encountered in the prosecution of the work, shall he sustained and borne by the Contractor at Contractor's own cost and expense. VII. INDEMNIFICATION CONTRACTOR AGREES TO DEFEND, INDEMNIFY AND HOLD THE CITY AND ITS RESPECTIVE OFFICERS, AGENTS AND EMPLOYEES, HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, JUDGMENTS, FINES, PENALTIES, COSTS AND EXPENSES FOR PERSONAL INJURY (INCLUDING DEATH), PROPERTY DAMAGE OR OTHER HARM OR VIOLATIONS FOR WHICH RECOVERY OF DAMAGES. FINES, OR PENALTIES IS SOUGHT; SUFFERED BY ANY PERSON OR PERSONS, THAT MAY ARISE OUT OF OR BE OCCASIONED BY CONTRACTOR'S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THIS CONTRACT, VIOLATIONS OF LAW, OR BY ANY NEGLIGENT, GROSSLY NEGLIGENT, INTENTIONAL, OR STRICTLY LIABLE ACT OR OMISSION OF THE CONTRACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, SUBCONTRACTORS, OR SUB-SUBCONTRACTORS AND THEIR RESPECTIVE OFFICERS, AGENTS, OR REPRESENTATIVES, OR ANY OTHER PERSONS OR ENTITIES FOR WHICH THE CONTRACTOR IS LEGALLY RESPONSIBLE IN THE PERFORMANCE OF THIS CONTRACT. THE INDEMNITY PROVIDED FOR IN THIS PARAGRAPH SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY, AND ITS OFFICERS, AGENTS, EMPLOYEES OR SEPARATE CONTRACTORS. THE CITY DOES NOT WAIVE ANY GOVERNMENTAL IMMUNITY OR OTHER DEFENSES AVAILABLE TO IT UNDER TEXAS OR FEDERAL LAW. THE PROVISIONS OF THIS PARAGRAPH ARE SOLELY FOR THE BENEFIT OF THE PARTIES HERETO AND ARE NOT INTENDED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, TO ANY OTHER PERSON OR ENTITY. CONTRACTOR AT ITS OWN EXPENSE IS EXPRESSLY REQUIRED TO DEFEND CITY AGAINST ALL SUCH CLAIMS. CITY RESERVES THE RIGHT TO PROVIDE A PORTION OR ALL OF ITS OWN DEFENSE: HOWEVER. CITY IS UNDER NO OBLIGATION TO D❑ SO. ANY SUCH ACTION BY CITY IS NOT TO BE CONSTRUED AS A WAIVER OF CONTRACTOR'S OBLIGATION TO DEFEND CITY OR AS A WAIVER OF CONTRACTOR'S OBLIGATION TO INDEMNIFY CITY PURSUANT TO THIS AGREEMENT. CONTRACTOR SHALL RETAIN DEFENSE COUNSEL WITHIN SEVEN (7) BUSINESS DAYS OF CITY'S WRITTEN NOTICE THAT CITY IS INVOKING ITS RIGHT TO INDEMNIFICATION UNDER THIS AGREEMENT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN THE REQUIRED TIME PERIOD, CITY SHALL HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN BEHALF AND CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY THE CITY. CONTRACT PAGE 3 Z:1GONTRACMService AgreementsWansfeld Oil CO,of GalnesvIlle,Inc.-2422-0247-AC1Mansfield Oil CO.of Gainesville,Inc.-2022-0247-AC.doCx(4129122 JP) Vill. COMPLIANCE WITH APPLICABLE LAWS Contractor shall at all times observe and comply with all Federal, State and local laws, ordinances and regulations including all amendments and revisions thereto; which in any manner affect Contractor or the work. and SHALL INDEMNIFY AND SAVE HARMLESS CITY AGAINST ANY CLAIM RELATED TO OR ARISING FROM THE VIOLATION OF ANY SUCH LAWS, ORDINANCES AND REGULATIONS WHETHER BY CONTRACTOR, ITS EMPLOYEES, OFFICERS, AGENTS, SUBCONTRACTORS, OR REPRESENTATIVES. If Contractor observes that the work is at variance therewith, Contractor shall promptly notify City in writing. Ix. VENUE The laws of the State of Texas shall govern the interpretation, validity, performance and enforcement of this Contract. The parties agree that this Contract is performable in Collin County; Texas; and that exclusive venue shall lie in Collin County, Texas- X. ASSIGNMENT Contractor agrees to retain control and to give full attention to the fulfillment of this Contract, that this Contract shall not be assigned without the prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any portion or feature of the work, or materials required in the performance of this Contract, shall not relieve Contractor from its full obligations to City as provided by this Contract. Failure to obtain City's written consent prior to assignment of this Contract as set forth herein, may result in termination of this Contract at the City's discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract. If the City elects to terminate this Contract,the Contractor shall providethe City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then-current term. XI. INDEPENDENT CONTRACTOR Contractor covenants and agrees that Contractor is an independent contractor and not an officer, agent; servant or employee of City; that Contractor shall have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons performing same. and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants;that the doctrine of respondent superior shall not apply as between City and Contractor, its officers, agents, employees, contractors. subcontractors and consultants, and nothing herein sha I be construed as creating a partnership or joint enterprise between City and Contractor. CONTRACT PAGE Z 1CONTRACTS1Service AareementsWarrsfeld Oil CO.of Gafnesville,Inc.-2022-0247-AC\Mansfleld Oil CO.of Gainesville,Inc.-2022-0247-AC,docx(412W22 JP) xrl. HINDRANCES AND DELAYS No claims shall be made by Contractor for damages resulting from hindrances or delays from any cause during the progress of any portion of the work embraced in this Contract. xlll. NO PROHIBITED INTEREST AND EQUAL RIGHTS COMPLIANCE Contractor acknowledges and represents it is aware of all applicable laws City Charter, and City Code of Conduct regarding prnhihited interests and that the existence of a prohibited interest at any time will render the Contract voidable. A. No Prohibited Interest By entering into this Contract, Contractor confirms that it has made a reasonable inquiry and; to the best of Contractor's knowledge, no person or officer of its company is employed by the City of Plano or is an elected or appointed official of the City of Plano within the restrictions of the Plano City Charter. Contractor is aware that Section 11.g2 of the City :.Carter states.- "No officer or employee of the city shall have a financial interest, direct or indirect, in ary contract with the city, nor shall be financially interested, directly or indirectly, in the sale to the city of any land, or rights or interest in any land, materials, supplies or service. The above provision shall not apply where the interest is represented by ownership of stock in a corporation involved, provided such stock ownership amounts to less than one (1) per cent of the corporation stock. Any violation of this section shall constitute malfeasance in office, and any officer or employee of the city found guilty thereof shall thereby forfeit his office cr position. Any violation of this section with the knowledge, express or implied, of the persons or corporation contracting with the city shall render the contract voidable by the city manager or the city council." B. Equal Rights Compliance 1. Section 2-11(P) of the City Code of Ordinances reads as follows_ `'It shall be unlawful for an employer to discriminate against any person on the basis of race, color, sex, religion, age, national origin, genetic information, sexual orientation, gender identity, disability status or United States military/veteran status by the following actions or inactions: (a) for an employer to fail or refuse to hire, or to discharge, any person; (b) for an employer to discriminate against any person with respect to compensation, terms. conditions or privileges, of employment; CONTRACT PASE5 ZAGONTRACTSService AgreementsWansfield Oil CD.of Gainesville,Inc.-2022-0247-ACIMansfield Gil CO-of Gainesville,Inc.-2022-0247-AC,docx(41M/22 JP) (c) for an employer to limit, segregate or classify employees or applicants for employment in any way that wouId deprive or tend to deprive a person of employment or employment opportunities, or that would otherwise adversely affect a person's status as an employee; (d) for an employment agency to fail or refuse to refer for employment, or to otherwise discriminate against, any person because of a protected employment characteristic; (e) for an employment agency to classify or refer for employment any person, on the basis of a protected employment characteristic; (f} for a labor organization to exclude or expel from its membership, or to otherwise discriminate against, any persnn because of a protected employment characteristic; (g) for a labor organization to fail or refuse to refer for employment any person because of a protected employment characteristic; (h) for a labor organization to limit, segregate or classify its members or applicants for membership, in any way that would deprive or tend to deprive a person of employment or employment opportunities, or that would otherwise adversely affect a person's status as an employee or as an applicant for employment; or (i} for a labor organization to cause or attempt to cause an employer to discriminate against a person in violation of this subsection; �I) for an employer, a labor organization or a joint labor-management committee, to discriminate against any person because of a protected employment characteristic in the admission to, or employment in, any program established to provide apprenticeship or other training; (k) for an employer to print or publish, or cause to be printed or published, any notice or advertisement relating to employment by the employer that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic; (l) for an employment agency to print or publish, or cause to be printed or published, any notice or advertisement relating to membership in or any classification or referral for employment by the employment agency that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic; or (m) for a joint labor-management committee to print or publish, or cause to be printed or published, any notice or advertisement relating to admission to, or employment in, any program established to provide apprenticeship or other training by the joint labor-management committee that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic." 2. Contractor is aware that its company, its directors, officers and employees must comply with Section 2-11(F) of the City Code of Ordinances unless an exclusion applies. Further, Contractor understands that if Section 2-11(F) applies, Contractor is entitled to apply to the City Manager for a waiver based on a conflict with state or federal law.The contract will not be executed prior to the waiver issue being resolved, CONTRACT PAGE 6 ZACONTRACTSIServiee AgreementsWansfieId all Co.of Gainesville,Inc.-2022-0247-ACW a nsfie I d oil Co.of Gainesville,lnc_-2022-0247-AC.docx(412W22 JP) Having made reasonable inquiry, Contractor affirms that its company, its directors, officers and employees agree to compiy with Section 2-11(F); nrContractor's company is excluded from this Ordinance based on an exclusion identified in the City Code of Ordinances. XIV. CERTIFICATION By signing this Contract, Contractor certifies the following: Pursuant to Section 2271.002,Texas Government Code, if Contractor employs ten (10) or more full-time employees and the Contract has a value of$100,000 or more, the Contractor hereby (i) represents that it does not boycott Israel, and (ii) subject to or as otherwise required by applicable federal law,including without limitation 50 U.S.C. Section 4607, agrees it will not boycott Israel during the term of the Contract. As used in the immediately preceding sentence, "boycott Israel' shall have the meaning given such term in Section 2271.001, Texas Government Code. Contractor further represents that (i) it does not engage in business with Iran, Sudan or any foreign terrorist organization and (ii) it is not listed by the Texas Comptroller under Section 2252.153, Texas Government Code, as a company known to have contracts with or provide supplies or services to a foreign terrorist organization_ As used in the immediately preceding sentence, "foreign terrorist organization" shall have the meaning given such term in Section 2252.151, Texas Government Code. Pursuantto Section 2274.002,Texas Government Code, if Contractor employs ten (10) or more full-time employees and the Contract has a value of$100,000 or more, the Contractor hereby (i) represents that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association, and(ii)will not discriminate during the term of the Contract against a firearm entity or firearm trade association. As used in the immediately preceding sentence, "firearm entity", "firearm trade association", and discriminate against a firearm entity or firearm trade association" shall nave the meaning given such term in Section 2274.001, Texas Government Code. Pursuant to Section 2274.0102, Texas Government Code, for contracts involving critical infrastructure, Contractor hereby represents it is not(i) owned by or the majority of stock or other ownership interest of the company is held or controlled by: (a) individuals who are citizens of China, Iran, North Korea, Russia, or a designated country; or (b) a company or other entity, includ"ng a governmental entity, that is owned or controlled by citizens of or is directly controlled by the government of China, Iran, North Korea, Russia, or a designated country; or (ii) headquartered in China, Iran, North Korea, Russia, or a designated country. As used in the immediately preceding sentence, "critical infrastructure" shall have the meaning given such term in Section 2274.0101, Texas Government Code. Pursuant to Chapter 809, Texas Government Code, Contractor hereby represents that the Contractor is not currently engaged in, and agrees for the duration of this Contract CONTRACT PAGE 7 ZACONTRACT&Service AgreementsWansfield Oil CO,of Gainesville,Inc.-2022-0247-AC\Mansfield Oil CO.of Gainesville,inc.-2022-0247-AC.docx(4/2-W22 JP) not to engage in, the boycott of energy companies as defined by Section 809.001 of the Texas Government Code Xv. WORE( FORCE The Contractor shall employ only orderly and co npetent workers, skilled in the perfcrmance of the services which they will perform udder the Contract. The Contractor, its employees, subcontractors, and subcontractor's employees may not while in the course and scope of delivering goods or services under a City of Plano contract on the City's property, a. use or possess a firearm, including a handgun that is licensed under state law, except as required by the terms of the contract; who hold a license to carry a handgun or who otherwise lawfully possess a firearm and ammunition may keep such items in their locked personal vehicle while parked on City Property; or b. use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may such workers be intoxicated, or under the influence of alco�lol or drugs, on the job. If the City or the City's representative notifies the Contractor that any worker is incompetent, disorderly or disobedient, has knowingly or repeatedly violated safety regulations. has possessed any firearms, or has possessed or was under the influence of alcohol or drugs on the job, the Contractor shall immediately remove such worker from Contract services, and must not employ such worker again on Contract services without the City's prior written consent. XVI. SEVERABILITY The provisions of this Contract are severable. If any paragraph, section, subdivision, sentence, clause. or phrase of this Contract is for any reason held to be contrary to the law or contrary to any rule or regulation having the force and effect of the law, such decisions shall not affect the remaining portions of the Contract. However; upon the occurrence of such event, either party may terminate this Contract by giving the other party thirty (30) days written notice. XVII. TERMINATION City may, at its option, with or without cause, and without penalty or prejudice to any ogler remedy it may be entitled to at law, or in equity or otherwise under this Contract. terminate further work Under this Contract, in whole or in part by giving at least thirty (30) days prior written notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received unless otherwise CONTRACT PAGE 8 Z:1CONTRACT&Service AgreementsWansfreld❑il M of Gainesville,Inc.-2022-0247-AMMansfield oil CO.of Gainesville,Inc.-2022-0247-AC.docx(4/29122 JP) indicated in writing by the City. If the City elects to terminate this Contract. the Contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then-current term. Contractor shall be entitled to compensation for any and all work completed to the satisfaction of City in accordance with the provisions of this Contract prior to termination. XVIII. SURVIVAL Provisions of this Contract which by their nature should apply beyond their terms will remain in full force and effect after any termination or expiration of this Contract including, but not limited to, the following provisions: Compliance with Applicable Laws, Indemnification, Venue/Governing Law, and Survival. and any remedies for the breach thereof. X1X. ENTIRE AGREEMENT This Contract and its attachments embody the entire agreement between the {parties and may only be modified in writing if executed by both parties. XX. MAILING OF NOTICES Unless instructed otherwise in writing, Contractor agrees that all notices or communications to City permitted or required under this Contract shall be addressed to City at the following address: City of Piano, Texas Fleet Services Department Attn: Janessa Allatt P.O. Box 860358 Plano, TX 75086-0358 City agrees that all notices or communications to Contractor permitted or required under this Contract shall be addressed to Contractor at the following address: Mansfield Oil CO. Of Gainesville, Inc. Attn: Dan Luther, VP, Government Sales 1025 Airport Parkway SW Gainesville, GA 30501-6813 All notices or communications required to be given in writing by one party or the other shall be considered as having been given to the addressee on the date such notice or communication is posted by the sending party. CONTRACT PAGE9 Z:ICONTRACTS\ServiGe AgreementsWansfield Oil CO.of Gainesville,Inc.-2022-0247-AC\M a nsfield Oil CO.of Gainesviile,Inc.-2022-0247-AC.d ocx(4/29122 JP) XXI. REPRESENTATION ON AUTHORITY OF PARTIESISIGNATORIES Each person signing this Contract represents and warrants that he or she is duly authorized and has legal capacity to execute and deliver this Contract. Each party represents and warrants to the other that the execution and delivery of the Contract.and the performance of such party's obligations hereunder have been duly authorized and that the Contract is a valid and legal agreement binding on such party and enforceable in accordance with its terms. XXII. CONTRACT INTERPRETATION Although this Contract is drafted by City, should any part be in dispute, the parties agree that the Contract shall not be construed more favorably for either party. XXIII. SUCCESSORS AND ASSIGNS This Contract shall be binding upon the parties hereto, their successors, heirs, personal representatives and assigns. XXIV. HEADINGS The headings of this Contract are for the convenience of reference only and shall not affect in any manner any of the terms and conditions hereof. XXV. EFFECTIVE DATE This Contract shall be effective from and after the date of June 1, 2022. IN WITNESS WHEREOF, the parties have executed this Contract by signing below. MANSFIELD OIL CO. OF GAINESVILLE, INC. Date_ `i 03 By: t 3 Name: 1 I r . C Title: M-0 n l tiri i s CONTRACT PAGE 10 Z:1CONTftACTSIServioe AgreementsWarsfield Oil CO-of Gainesville,Jnc.-2022-0247-ACWans5eld oil CO-of Gainesville,Inc,-2022-0247-ACAocx(4129122 JP) CITY OF PLANO, TEXAS Date: May 13, 2022 By. ark D. Israelsoh ITY MANAGER APPROVED AS TO FORM: ff fl Paibe Mims, CITY ATTORNEY CONTRACT PAGE 11 ZACONTRACT&Service AgreementsWansfield Oil M of Gainesville,Inc.-2622-0247-ACIMansfield Oil Ca.of Gainesville,Inc.-2022-0247-AC.docx(4129122 JP) .IK Pla 0 Cif-of Excellmce 2022-0247-AC Fleet Fuel Card and Related Services Issue Date: 3/17/2022 Questions Deadline- 3/28/2022 01:00 PM (CT) Response Deadline: 414/2022 01:00 PM (CT) Contact Information Contact: Lincoln Thompson Address: 1520 K Avenue Plano, TX 75074 Email: Lincolnt@plano.gov Page 1 of 5 pages Deadline:4/4/2022 0 1 M PM(C) 2022-0247-AC Exhip$A Page 9 of23 Event Information Number: 2022-0247-AC Title. Fleet Fuel Card and Related Services Type: Request for Proposal Issue Date: 311 712022 Question Deadline: 3/28/2022 01:00 PM (CT) Response Deadline: 4/4/2022 01:00 PM (CT) Notes: The City is prevented by the Texas Constitution (Article 11 , Section 5) from indemnifying Offerors. Offerors are strongly discouraged from including terms in their proposals that require the City to indemnify them. Such terms may result in the proposal being rejected. The City of Piano is soliciting proposals to contract for a fleet fuel card and related services. The awarded contract will be for one year with five, one-year City-optional renewals based on the same terms and conditions. Award of this contract will be based on the evaluation criteria detailed in this document that achieves the best overall value for the City of Plano. Questions must be submitted electronically through Ion Wave at https:1planotx.ionwave.net. No questions will be answered over the phone or through email. The preferred method for proposal submission is electronically through Ion Wave. if you choose to submit your bid/proposal in person, Purchasing personnel will be available Mondays and Wednesdays between the hours of 10 a.m. and 1 p.m. The person delivering the bid/proposal must call (972) 941-7557 upon arrival during those hours and wait in the lobby for someone to meet them to receive their bid/proposal. Responses delivered in person are to be delivered in a sealed envelope, with the respondent's name and the bid number on the outside of the envelope, to the City of Piano Procurement and Project Management Department at: City of Plano Plano Procurement and Project Management Department 1520 K Avenue Piano, TX 75074 Phone: (972) 941-7557 Bids/Proposals will be opened, and the names of offerors read, on Tuesday, April 5, 2022 at 2 p.m. CT. The reading will take place at the City of Plano Municipal Center Page'2 of pages Deadline:4X 2022 0 1:00 PM(CT) 2022-0247-AC Exhibit A Page 2 of 23 in the Council Chambers which has space for social distancing available. Tabulations for these solicitations should be available on Ion Wave within 48 hours of the opening. In some cases, they may be available earlier. We ask that you limit exposure by viewing tabulations electronically through Ion Wave, rather than attending at the City of Plano Municipal Center. Time Critical Bid/Proposal Deliveries: The-City of Plano cannot guarantee, due to internal procedures, that any bids/proposals sent Priority Mail will be picked up and delivered by the closing date and time. It is recommended that critical bid/proposal deliveries be made either electronically through Ion Wave or in person as described above. Billing Information Contact: City of Plano-Accounts Payable Address: PO Box 860279 Plano, TX 75086-0279 Phone: 972 (941) 5221 Email: AP@Plano.gov Bid Attachments General Terms and Conditions 1.31.22.pdf - o General Terms and Conditions SMWBE Policy Verbiage.pdf + SMWBE Policy Written Contract Verhiage.pdf 0 UPT Written Contract Verbiage Information ANNUAL CONTRACT VERBIAGE.pdf Annual Contract Verbiage 2022-0247-AC Specifications.pdf • - Specifications for Solicitation 2022-0247-AC 2022-0247-AC Pricing Worksheet.xlsx • Pricing Worksheet for Solicitation 2022-0247-AC Client Info Work History-5.pdf - Client Info Work History Vendor Supplemental Information (Updated 11.15.21).pdf + Vendor Supplemental Information INTERLOCAL AGREEMENT.pdf + Interlocal Agreement Vendor Compliance to StateLaw.pdf + Vendor Compliance to State Law Page 3 of pages Deadline-,414/2022 01!00 PM(CT) 2022-0247-AC Exhibit A Page 3 of 23 CIQ -Conflict of Interest Questionaire.pdfamy- SOMM CIC Vendor Acknowledgment Form.pdf ■ Vendor Acknowledgement Form Requested Attachments Section I -Requested Content from Specifications Please include requested content from SECTION I—COMPANY PROFILE &PAST PERFORMANCE in the Specifications. Section 11 - Requested Content from Specifications Please include content from SECTION II—CARD ACCEPTANCE&COVERAGE in the Specifications. Section III - Requested Content from Specifications Please include content from SECTION III—IMPLEMENTATION PLAN in the Specifications. Section IV - Requested Content from Specifications Please include wontent from SECTION IV—ELECTRONIC CAPABILITY in the Specifications. Section V - Requested Content from Specifications Please include content from SECTION V—CARD CONTROL in the Specifications. Section VI - Requested Content from Specifications Please include content from SECTION VI—CUSTOMER SUPPORT in the Specifications. Proposal Response (Attachment required) The Proposal Response information is located in section 10 of the Specifications document under"Proposal Response Format." Pricing Worksheet (Attachment required) Complete and attach the Pricing Worksheet to provide the percent discount off of retail for all types of fuel. Certificate of Interested Parties -TEC Form 1295 CIQ-Conflict of Interest Questionnaire Client Work History Interlocal Agreement Vendor Acknowledgement Form Vendor Compliance to State Law Vendor Supplemental Information Page 4 of]pages Deadline;4l4n-022 01:00 PM(CT) 2022-0247-AC Exhibit A Page 4 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS 1. CITY OF PLANO GENERAL TERMS AND CONDITIONS APPLY TO ANY PROCUREMENT OF PRODUCTS OR SERVICES BY THE CITY OF PLANO (CITY. TAKING EXCEPTION TO THESE TERMS AND CONDITIONS MAY DEEM A RESPONSE AS NON-RESPONSIVE. 2. BID NOTIFICATION: City of Piano utilizes the following procedures for notification of bid opportunities: www.planotx.tQnwave.net and the Dallas Morning News: www.dallasnews.corn. These are the only forms of notification authorized by the City. City of Plano shall not be responsible for receipt of notification and information from any source other than those listed.It shall be the bidder's responsibility to verify the validity of all hid information received by sources other than those listed. 3. ELECTRONIC BIDS: The City of Plano uses lonwave to distribute and receive bids and proposals. Refer to www.olanotx.ronwave.net for information. 4. REQUIRED INFORMATION: City of Plano bidiproposal packets contain various sections requiring completion.The bid form section of the bid packet must be completed prior to the date and time set for bid opening and included with the bid packet or the bidder may be found non-responsive. Vendors may be required to complete and supply all information contained in the "supplemental information" portion of the packet at a date after bid opening. Failure to complete "supplemental information"requirements in a timely manner,prior to council award,may be used by the City in determining a vendor's responsibility. 5, MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate their responsibility. The City of Piano may request representation and other information sufficient to determine bidder's ability to meet these mirimurn standards including but not limited to: A. Have adequate financial resources, or the ability to obtain such resources as required; B. Be able to comply with the required or proposed delivery schedule; C. Have satisfactory record of performance; D. Have a satisfactory record of integrity and ethics; E. Otherwise qualified and eligible to receive an award. Failure to provide the requested information within 72 hours may result in a vendor being deemed non-responsive. 5. CORRESPONDENCE: The number of this bid packet must appear on all correspondence,or inquiries, pertaining to this quotation. 7. PREPARATION COST: The City will not be liable for any costs associated with the preparation, transmittal; or presentation of any bids or materials submitted in response to any bid,quotation,or proposal. S. NOTICE OF PUBLIC DOCUMENTS:Any and all materials initially or subsequently submitted as part of the bid process shall become the property of the City, and shall be treated as City documents subject to typical practice and applicable laws for public records. 9. TEXAS PUBLIC INFORMATION ACT: For an expenditure of at least$1 million in public funds for the purchase of goods or services by the City unless excepted by law,"The requirements of Subchapter J,Chapter 552,Governmerrt Code,may apply to this bidlcontract(whichever is applicable)and the Contractor or vencor agrees that the contract can be terminated if the Contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter." 10 ADDENDA:Any interpretations,corrections or changes to this bid packet will be made by addenda.Sale issuing authority shall be vested in the City of Plano Procurement Department.Addenda will be sent to all who are known to have received a copy of this bid packet, if the addenda contain changes to the"specification" or"bid form",bidders shall acknowledge receipt of all addenda or they may be declared non-responsive. 11. REVISED BIDS:The bid that is submitted last will supersede any previous versions. 12, NONRESIDENT BIDDERS:Pursuant to Texas government code,chapter 2252,subchapter A: A bidder whose principal place of business, ultimate parent company or majority owner's principal place of business is not in Texas, is considered a nonresident bidder. A nonresident bidde-must underbid the lowest responsible resident bidder by an amount that is equal to, or less than,the amount by which a Texas resident would be required to underbid in the nonresident bidder's state.This provision does not apply to a ca'itract involving federal funds. Pagel of 12 PPM Rev.1.31.22 Exhibit A Page 5 of 23 CITY OF PLAN❑ GENERAL TERMS AND CONDITIONS 13, INSURANCE: The City requires vendor(s) to cant' the minimum insurance as required by state laws, and insurance requirements outlined in the bid/proposal documents. 14. NO PROHIBITED INTEREST/COMPLIANCE WITH EQUAL RIGHTS ORDINANCE: Bidder acknowledges and represents that they are aware of the laws,City Charter,and City Code of Conduct regarding conflicts of interest.The City Charter states that"no officer or employee of the City shall have a financial interest,direct or indirect, in any contract with the City, nor shall be financially interested,directly or indirectly, in the sale to the City of any land, or rights or interest in any land,rnaterials,supplies or service..,..°. Bidder agrees to comply with Section 2-11(F)of the City Code of Ordinances,which reads as follows: 'it shall be unlawful for an employer to discriminate against any person on the basis of race, color, sex, religion, age, national origin, genetic information, sexual orientation, gender identity, disability status or United States military/veteran status by the following actions or inactions: A- fcr an employer to fail or refuse to hire,or to discharge,any persor B. for an employer to discriminate against any person with respect to compensation,terms,conditions or privileges, of employment; C. for an employer to limit, segregate or classify employees or applicants for employment in any way that would deprive or tend to deprive a person of employment or employment opportunities, or that wouid otherwise adversely affect a person's status as an employee; D. fcr an employment agency to fail or refuse to refer for employment, or to otherwise discriminate against, any person because of a protected employment characteristic; E. fcran employment agency to classify or refer for employment any person,on the basis of a protected employment characteristic; F. fcr a labor organization to exclude or expel from its membership,or to otherwise discriminate against,any person because of a protected employment characteristic; G_ fcr a labor organization to fail or refuse to refer for employment any person because of a protected employment characteristic; H. fcr a labor organization to limit,segregate or classify its members or applicants for membership, in any way that would deprive or tend to deprive a person of employment or employment opportunities,or that would otherwise adversely affect a person's status as an employee or as an applicant for employment; or I. fc-r a labor organization to cause cr attempt to cause an employer to discriminate against a person in violation of this subsection; J. for an employer,a labor organization or a joint labor-management committee,to discriminate against any person because of a protected employment characteristic in the admission to, or employment in, any program established to provide apprenticeship or other training; K. for an employer to print or publish, or cause to be printed or published, any notice or advertisement relating to empioyment by the employer that indicates any preference, limitation, specification or discrimination, based cn a protected employment characteristic; L. for an employment agency to print or publish, or cause to be printed or published, any notice or advertisement relating to membership in or any classification or referral for employment by the employment agency that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic;or M_ for a joint labor-management committee to print or publish, or cause to be printed or published, any notice or advertisement relating to admission to,or employment in,any proc ram established to provide apprenticeship or other training by the joint labor-management committee that indicates any preference,limitation,specification or discrimination,based on a protected employment characteristic.' Page 2 of 12 PPM Rev.1.31.22 Exhibit A Page 6 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS I am aware that my company, its directors,officers and employees must comply with Section 2-11(F)of the City Code of Ordinances unless an exclusion applies, as indicated below. Further, I understand that if Section 2-11(F) applies, I am entitled to apply to the City Manager for a waiver from signing this section o`the affidavit based on a conflict with state or federal law_The contract will not be executed prior to the waiver issue being resolved. Having made reasonable inquiry, I affirm that my company, its directors, officers and employees agree to comply with Section 2-11(F); or my company is excluded from this Ordinance because it is: 1)a religious organization;2)a political organization;3)an educational institution;4)a branch or division of the United States government orany of its departments or agencies;5)a branch or division of the State of Texas or any of its departments,agencies or political subdivisions; BJ a private club that is restricted to members of the club and guests and not open to the general public;7)not an"employer" under Section 2-11(F)because it has not had 15 or more employees for each working day in each of 20 or more calendar weeks in the current or preceding calendar year. 15, SILENCE OF SPECIFICATION;The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point,shall be regarded as meaning that only the best commercial practices are to prevail.All interpretations of these specifications shall be made on the basis of this statement. 18. SAMPLES; Any catalog, brand names, or manufacturer's reference in this bid packet is descriptive and not restrictive, and is used to indicate type and quality level desired for comparison purposes unless specifically excluded. Please quote as listed or give equal. If item offered is other than as indicated, bidder must state make, model, and part number of product quoted. Equality will be determined by the City, per the specifications. Samples, if required, shall be furnished free of expense to the City.Samples should not be enclosed with bid unless requested. 17. TESTING: Testing may be performed at the request of the City or any participating entity, by an agent s❑ designated, without expense to the City. 18. PRICING:Sid prices)quoted,must be held firm for ninety(90)days to allow for evaluation unless otherwise stated in this document. 19. ERROR-QUANTITY: Bid price must be submitted on units of quantity specified, extended, and total shown, in the event of discrepancies in extensions,the unit price shall govem. 2D. WARRANTYIGUARANTEE LAWS AND REGULATIONS: By submittal of this bid, in addition to the guarantees and warranties provided by law,vendor expressly guarantees and warrants as follows: A. That the articles to be delivered hereunder will be in full conformity with the specifications or with the approved sample submitted,and agreed that this warranty shall survive acceptance of delivery and payment for the articles and that the vendor will bear the cost of inspecting and/or testing articles rejected. B. That the articles to be delivered hereunder will not infringe an any valid patent, trademark, trade name, or copyright, and that the vendor will, at vendor's own expense, defend any and all actions or suits charging such infringement and will save and hold harmless the City, its officers,employees,agents,and representatives from any and 811 claims,lasses, liabilities and suits arising there from. C. Tnat the articles to be delivered hereunder will be manufactured, sold and/or installed in complia-ice with the provisions of all applicable federal,state and local laws and regulations. D. T-iat nothing contained herein shall exclude or affect the operation of any implied warranties otherwise arising in favor of the City. 21. PACKAGING: Unless otherwise indicated, items will be new, unused,and in first rate condition in containers suitable for damage-free shipment and storage. 22. F.Q.B./DAMAGE: Quotations shall be bid F.O.B. delivered, designated location, and shall include all delivery and packaging costs.The City of Plano assumes no liability for goods delivered in damaged or unacceptable condition. The successful bidder shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City of damage. 23, DELIVERY PROMISE-PENALTIES:Quotations must show the number of calendar days required to place the materials in the possession of the City. Do not quote shipping dates. When delivery delay can be foreseen,the bidder shall give prior notice to the purchasing division, who shall have the right to extend the delivery date if reasons for delay appear acceptable. Default in promised delivery, without acceptable reasons, or failure to meet specifications, authorizes the purchasing division to purchase goods elsewhere,and charge any increase in cast and handling to the defaulting bidder. Page 3 of 12 PP Rev.1.31.22 F_xhihit A Page 7 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS 24. DELIVERY TIMES&INSTALLATION: Deliveries will be acceptable only during normal working Hours at the designated location. Regarding installation services,the Contractor shall be responsible to remove from City property and dispose of all waste and packaging material in a lawful manner. 25. PAYMENT TERMS: Payment terms are pursuant to the Texas Prompt Payment Act unless otherwise specified by the City. Upon receipt of a properly executed invoice from the vendor, payment will be processed for items or services delivered. 26. ELECTRCNIC SIGNATURE—UNIFORM ELECTRONIC TRANSACTION ACT:The City adopts Vernon Texas'Statutes and Codes, Annotated Business and Commerce Code Chapter 43. Uniform Electronic Transaction Act, allowing individuals, companies,and governmental entitles to lawfully use and rely on electronic signatures. 27. PRESENTATION OF BIDS — PAPER SUBMISSION: Complete bid packets must be presented to the Procurement Department in a sealed envelope unless otherwise indicated. 28. ALTERING BIDS—PAPER SUBMISSION:Bid prices cannot be altered or amended after submission deadline.Any inter- lineation alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. 29. LATE BIDS — PAPER SUBMISSION-- Bid packets received in the Procurement Department after submission deadline shall be returned unopened and will be considered void and unacceptable. The City of Plana is not responsible for the lateness of mail carrier,weather conditions.etc. 30. WITHDRAWAL OF BIDS: Bidder agrees that a bid price may not be withdrawn or canceled by the bidder fcr a period of ninety(90)days following the date designated for the receipt of bids without written approval of the City. 31_ BID OPENINGS_All bids submitted will be read at the City's regularly scheduled bid opening for the designated project. However, the reading of a bid at bid opening should not be construed as a comment on the responsiveness of such bid or as any indication that the City accepts such bid as responsive. The City will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, City of Plano purchasing guidelines, and project documents,including but not limited to the bid/proposal specifications and required submittal documents.The City will notify the successful bidder upon award of the contract and, according to state law all bids received will be available for inspection at that time. 32. BID SUMMARY SHEET: Bid summary results will be made available forty-eight(48) hours after bid opening. Bidders desiring a copy of the bid summary sheet may view the results online forty-eight hours(48)hours after the bid opening at www.olanotx.ionwave.net No results will be given overthe telephone. 33. MINOR DEFECT: The City reserves the right to waive any minor defect, irregularity, or informality in any bid. The City may also raject any or all bids without cause prior to award. 34. EVALUATION: Bidslproposals will be evaluated as outlined In the bid/proposal document. 35. RECYCLED MATERIALS: Pursuant to Texas LGC 252.003, Health and Safety Code 361,426 and Texas Administrative Code the City shall give preference in purchasing to products made of recycled materials if the products meet applicable specifications as to quantity and quality and the average price of the product is not more than 10%greater than the price of comparable non-recycled products_ Preferences will be applied In accordance with state procurement statutes and rules. 36. AWARD.The City reserves the right to award: A. In whole or in part as determined to be in the best interest of the City;and/or B. A separate contract to separate vendors for each item/group or to award one contract for the entire bid. The City reserves the right to take into consideration contract administration costs for multiple award contracts when determining low bid. 37. PROTESTS:All protests regarding the bid solicitation process must be submitted in writing to the Purchasing Manager within five(5)working days following the opening of bids. This includes all protests relating to advertising of bid notices, deadlines,bid opening,and all other related procedures under the local government code, as well as any protests relating to alleged improprieties or ambiguities in the specifications. The limitation does not include protests relating to staff recommendations as to award of this bid. Protests relating to staff recommendations may be directed to the City council Page 4 of 12 PPM Rev.t.31,22 Exhibit A Page 8 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS by contacting the City Secretary prior to council award.All staff recommendations will be made available for public review ninety-six;96)hours prior to consideration by the City council. 38. ADDITIONAL TERMS: Notwithstanding acceptance by the City of the goods or services ordered hereby, no additional terms or conditions of vendor,whether contained within vendors proposal or otherwise,shall be accepted by City,unless agreed upon in writing through a proposal process. 39. CONFLICTS: In the event the terms and conditions herein expressed conflict with the terms and conditions of any specifications issued by the City in conjunction with this purchase, the specifications shall supersede these terms and conditions to the extent of the conflict. 40. AUTHORIZATION:The City of Plano will not accept or pay for articles delivered or services performed without a specific written Purchase Order. 41. CONFORMITY OF GOODSISERVICES: All goods to be delivered or services to be performed shall conform in every respect to the specifications issued by the City in conjunction with its solicitation of bids or proposals. In the event no such specifications were issued,the goads or services shall conform to the proposal submitted by the vendor. 42. PRICING: Unit pricing shall be in strict conformity with the bid or proposal submitted by vendor,unless a price increase is authorized by the City. 43, PRICE ESCALATION_Price escalations may be permitted by the City of Plane during the term of the contract All requests for price escalation shall be in written form and shall demonstrate industry-wide or regional increases in the Contractor's costs. Include documents supporting the orice escalation, such as manufacturer's direct cost, postage rates, railroad commission rates, federal/state minimum wage laws, federal/state unemployment taxes, FICA: etc. Increases will apply only to the products(s)and/or service(s)affected by an increase in raw material,labor,or another like cost factor.The City of Plano reserves the right to accept or reject anylall price escalations. 44. PRICE REDUCTION: If during the life of the contract, the Contractor's net prices to other customers for the same products)and/or services)are I owe r than the City of PIano's contracted prices, an equitable adjustment shall be made in the contract price. 45. TAXES:Tie City of Plano is exempt from federal manufacturer's excise and state sales and use tax. Contractor shall be responsible to furnish the appropriate forms required to the suppiier(s). 46. INSPECTION REJECTION AND EXCESS SHIPMENT:In addition to other rights provided by law,the City reserves the right (a) to inspect articles delivered and to return those which do not meet specifications or reasonable standards of quality, (b)to reject articles shipped contrary to instructions or in containers which do not meet recognized standards,and (c)to cancel the order if not filled within the time specified. The City may retum rejected articles or excess shipment on this order,or may hold the articles subject to the vendor's order and at vendor's risk and expense,and may in either event charge the vendor with the cost of shipping, unpacking, inspecting, repacking, reshipping and other like expenses. 47. INVOICES: Invoices must be submitted by the Contractor to the City of Plano,Accounting Department, P.O.Box 860279, Plano, TX, 75086-0279_ The City Purchase Order number must appear on all invoices, delivery memoranda, bills of lading,packing and correspondence. 48. PATENT RIGHTS:The Contractor agrees to indemnify and hold the City harmless from any claim involving patent right infringement or copyrights on goods supplied. 49_ FUNDING:The Contractor recognizes that any contract shall commence upon the effective date and continue In full force and effect until termination In accordance with its provisions.Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Plano,which fiscal year ends on September 30th of each year, shall be subject to Plano City Council approval. In the event that the Plano City Council does not approve the appropriation of funds for the contract, the contract shall terminate at the end of the Fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. 50. ASSIGNMENT: Contractor agrees to retain control and to give full attention to the fulfillment of this Contract, that this Contract shall not be assigned without the: prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any partion or feature of the work, or materials required in the performance of this Contract, shall not relieve Contractor from its full obligations to City as provided by this Contract. Failure to obtain City's written consent prior to assignment of this Contract as set forth herein, may result in termination of this Contract at the City's discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract. If the City elects to terminate this Contract, the Page 5 of 12 PPM Rev.1.31.22 Exhibit A Page 9 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS Contractor shall provide the City refund of any prepaid, unused portion of the fees,calculated from the date of termination to the end of the then-current term. 51. AUDIT: The City of Plano reserves the right to audit the records and performance of Contractor during the --antract and for three years thereafter. 52. CHANGE ORDERS' No oral statement of any person shall modify or otherwise change,or affect the terms. conditions or specifications stated in this contract.All change orders to the contract will be made in writing by the City of Plano. 53. INDEMNIFICATION. CONTRACTOR AGREES TO DEFEND, INDEMNIFY AND HOLD THE CITY AND ITS RESPECTIVE OFFICERS,AGENTS AND EMPLOYEES.HARMLESS AGAINST ANY AND ALL CLAIMS,LAWSUITS, JUDGMENTS. FINES. PENALTIES, COSTS AND EXPENSES FOR PERSONAL INJURY (INCLUDING DEATH), PROPERTY DAMAGE, INTELLECTUAL PROPERTY INFRINGEMENT CLAIMS (INCLUDING PATENT, COPYRIGHT AND TRADEMARK INFRINGEMENT)OR OTHER HARM OR VIOLATIONS FOR WHICH RECOVERY OF DAMAGES, FINES. OR PENALTIES IS SOUGHT, SUFFERED BY ANY PERSON OR PERSONS THAT MAY ARISE OUT OF OR BE OCCASIONED BY CONTRACTOR'S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THE CONTRACT, VIOLATIONS OF LAW, OR BY ANY NEGLIGENT, GROSSLY NEGLIGENT, INTENTIONAL, OR STRICTLY LIABLE ACT OR OMISSION OF THE CONTRACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, SUBCONTRACTORS, OR SUB- SUBCONTRACTORS AND THEIR RESPECTIVE OFFICERS, AGENTS, OR REPRESENTATIVES, OR ANY OTHER PERSONS OR ENTITIES FOR WHICH THE CONTRACTOR IS LEGALLY RESPONSIBLE IN THE PERFORMANCE OF THE CONTRACT. THE INDEMNITY PROVIDED FOR IN THIS PARAGRAPH SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF CITY,AND ITS OFFICERS, AGENTS, EMPLOYEES OR SEPARATE CONTRACTORS. CITY DOES NOT WAIVE ANY GOVERNMENTAL IMMUNITY OR OTHER DEFENSES AVAILABLE TO IT UNDER TEXAS OR FEDERAL LAW.THE PROVISIONS OF THIS PARAGRAPH ARE SOLELY FOR THE BENEFIT OF THE PARTIES HERETO AND ARE NOT INTENDED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, TO ANY OTHER PERSON OR ENTITY. CONTRACTOR, AT ITS OWN EXPENSE, IS EXPRESSLY REQUIRED TO DEFEND CITY AGAINST ALL SUCH CLAIMS. CITY RESERVES THE RIGHT TO PROVIDE A PORTION OR ALL OF ITS OWN DEFENSE; HOWEVER, CITY IS UNDER NO OBLIGATION TO Cap SO. ANY SUCH ACTION BY CITY IS NOT TO BE CONSTRUED AS A WAIVER OF CONTRACTOR'S OBLIGATION TO DEFEND CITY OR AS A WAIVER OF CONTRACTOR'S OBLIGATION TO INDEMNIFY CITY PURSUANT TO THIS AGREEMENT.CONTRACTOR SHALL RETAIN DEFENSE COUNSEL WITHIN SEVEN(7)BUSINESS DAYS OF CITY'S WRITTEN NOTICE THAT CITY IS INVOKING ITS RIGHT TO INDEMNIFICATION UNDER THIS AGREEMENT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN THE REQUIRED TIME PERIOD,CITY SHALL HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN BEHALF AND CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY CITY. IN ADDITION TO CONTRACTOR'S INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION AND DEFENSE REQUIREMENTS HEREIN, IF AN INFRINGEMENT CLAIM OCCURS,OR IN CONTRACTOR'S OPINION 15 LIKELY TO OCCUR,CONTRACTOR SHALL,AT ITS EXPENSE:(A)PROCURE FOR CITY THE RIGHT TO CONTINUE USING THE PRODUCT; (6) REPLACE OR MODIFY THE PRODUCT SO THAT IT BECOMES NON-INFRINGING WHILE PROVIDING FUNCTIONALLY EQUIVALENT PERFORMANCE; OR (C) ACCEPT THE RETURN OF THE PRODUCT AND GRANT CITY A REIMBURSEMENT FOR THE PRODUCT.CONTRACTOR WILL PROCEED UNDER SUBSECTION (C) ABOVE ONLY IF SUBSECTIONS (A) AND (B) PROVE TO BE COMMERCIALLY UNREASONABLE. THE INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION HEREIN APPLIES TO ALL PRODUCTS PROVIDED, SUPPLIED OR SOLD UNDER THIS AGREEMENT BY CONTRACTOR TO CITY WHETHER MANUFACTURED BY CONTRACTOR OR A THIRD PARTY, CONTRACTOR REPRESENTS THAT, TO THE BEST OF ITS KNOWLEDGE,CiTY'S USE OF PRODUCTS THAT ARE PROVIDED SUPPLIED,OR SOLD BY CONTRACTOR TO CITY AS PART OF THIS AGREEMENT DOES NOT CONSTITUTE AN INFRINGEMENT OF ANY INTELLECTUAL PROPERTY RIGHTS AND CITY HAS THE LEGAL RIGHT TO USE SAID PRODUCTS. CITY ENTERS INTO THIS AGREEMENT RELYING ON THIS REPRESENTATION. THE INDEMNIFICATION HEREIN SURVIVES THE TERMINATION OF THE CONTRACT AND/OR DISSOLUTION OF THIS AGREEMENT INCLUDING ANY INFRINGEMENT CURE PROVIDED BY THE CONTRACTOR. 54. TERMINATION City may,at its option,with orwithout cause,and without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract. terminate further work under this Contract, in whole or in part by giving at least thirty(30)days prior written notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received unless otherwise indicated In writing by the City_ If the City elects to terminate this Contract,the Contractor shall provide the City refund of any prepaid, unused portion of Page 6 of 12 PPM Rev.1.31.22 Exhibit A Page 10 of23 CITY OF PLANO GENERAL TERMS AND CONDITIONS the fees, calculated from the date of termination to the end of the then-current term. Contractor shall be entitled to compensation for any and all work completed to the satisfaction of City in accordance with the provisions of this Contract prior to termination. 55. TERMINATION FOR DEFAULT If either party defaults in the performance of this Contract,the other party will give to the non-performing party a written and detailed notice of the default- If City is the defaulting party,it will have thirty(30)days to provide a written plan to cure the default that is acceptable to Contractor and begin implementing the cure plan immediately after plan approval. If the non-performing party fails to provide or implement a cure plan, then the injured party,in addition to any other rights available to it under law,may immediately terminate this Contract effective upon giving a written notice of termination of the defaulting party_ Any termination of this Contract will not relieve either party of obligations previously incurred pursuant to this Contract, including payments which may be due and outing at the time of termination. All sums owed and not in dispute by City will become due and payable immediately upon termination of this Contract. Upon the effective date of termination,Contractor will have no further obligation to provide Services. 56. REMEDIES: The Contractor and the City of Plano agree that each party has rights, duties, and remedies available as stated in the uniform commercial code and any other available remedy,whether in law or equity. 57- VENUE:This agreement will be governed and constructed according to the laws of the state of Texas.This agreement is performable in CollinlUenton County,Texas. Exclusive venue shall be in Collin County,Texas, 58. DELINQUENT TAXES;Section 2-2 of the City Code of Ordinances prohibits the payment of public funds to persons that owe delinquent taxes to the City of Piano. Therefore, payment to a Contractor for goods or services provided to the City under contract or Purchase Order may be withheld in the event the Contractor owes delinquent taxes to the City. 59. WORKFORCE: A. The Contractor shall employ only orderly and competent workers,skilled in the performance of the services which they will perform under the Contract B. The Contractor, its employees,subcontractors, and subcontractor's employees may not while in the course and scope of delivering goods or services under a City of Plano contract on the City's property; i_ use or possess a fream-, including a handgun that is licensed understate law, except as required by the terms of the contract; who hold a license to carry a handgun or who otherwise lawful-y possess a firearm and ammunition may keep such items in their locked personal vehicle while pa-ked on City Property; or ii. use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may such workers be intoxicated,or under the influence of alcohol or drugs, on the job. C. If the City or the City's representative notifies the Contractor that any worker is incompetent, disorderly or disobedient, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or drugs on the job, the Contractor shall immediately remove such worker from Contract services, and must not employ such worker again an Contract services without the City's prior written consent. ❑. The immigration reform and control act of 1986(IRCA)makes it illegal for employers to knowingly hire or recruit immigrants who do not possess lawful work authorization and requires employers to verify their employees'work eligibility on a U.S.department of justice form I-9. The Contractor warrants that Contractor is in compliance with IRCA and will maintain compliance with IRCA during the term of the contract with the City.Contractor warrants that Contractor has included or will include a similar provision in all written agreements with any subcontractors engaged to perform services under this contract. 60. STATUTORY CONTRACTING REQUIREMENTS: The following terms apply when required by applicable Texas staatute(s)= A- Pursuant to Section 2271.002, Texas Government Code, if Contractor employs ten (10) or more full-time employees and the Contract has a value of$100,000 or more, the Contractor hereby(i)represents that it does not boycott Israel,and(il)subject to or as otherwise required by applicable federal law,including without limitation 50 U.S.C. Section 4607, agrees it will not boycott Israel during the term of the Contract. As used in the immediately preceding sentence,"boycott Israel"shall have the meaning given such term in Section 2271.001, Texas Government Code. B- Contractor further represents that (i) it does not engage in business with Iran, Sudan or any foreign terrorist organization and(H)it is not listed by the Texas Comptroller under Section 2252.153,Texas Government Code, Page 7 of 12 P P M Rev.1-31.22 Exhibit A Page 11 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS as a company known to have contracts with or provide supplies or services to a foreign terrorist organization.As used in the immediately preceding sentence, "foreign terrorist organization"shall have the meaning given such term in Section 2252.151,Texas Government Code. C. Pursuant to Section 2274.002, Texas Government Code, if Contractor employs ten (10) or more full-time employees and the Contract has a value of$100,000 or more,the Contractor hereby(1)represents that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association,and (ii)will not discriminate during the term of the Contract against a firearm entity or firearm trade association. As used in the immediately preceding sentence, "firearm entity "firearm trade association", and discriminate against a firearm entity or firearm trade association" shall have the meaning given such term in Section 2274.001,Texas Government Code. D, Pursuant to Section 2274.0102, Texas Government Code, for contracts involving critical infrastructure, Contractor hereby represents it is not(i) owned by or the majority of stock or other ownership interest of the company is hetd or controlled by: (a) individuals who are citizens of China, Iran, North Korea, Russia, or a designated country;or(b)a company or other entity,including a governmental entity,that is owned or controlled by citizens of or is directly controlled by the governments of Chlna, Iran, North Korea, Russia, or a designated country; or(ff) headquartered in China, Iran, North Korea, Russia, or a designated country_ As used in the immediately preceding sentence, 'critical infrastructure" shall have the meaning given such term in Section 2274.0101,Texas Government Code. E. Pursuant to Texas Govemment CDde§2252.908 the successful vendor may be requested to file a Certificate of Interested Parties(Form 1295)with the Texas Ethics Commission pdorto award of the contract,unless otherwise excepted by state law. Failure to file and send the completed form within five(5)business days of request may be grounds for declaring vendor non-responsive to specifications. Information regarding this farm may be found on the Texas Ethics Commission's website at www.ethics.state.tx-us. 61_ FEDERAL CONTRACTING REQUIREMENTS: For projects using Federal funds as identified to the Contractor, all subsequent terms and conditions apply in addition to the ones stated above. 62. FEDERALLY FUNDED PROJECTS: For orojects using Federal funds the following shall apply: The City of Plano, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252,42 U.S.C. §§2000d to 2000d-4) and its Regulations, hereby notifies all bidders that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideralon for an award. 63. EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract,the Contractor agrees as follows: (1) The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion,sex, sexual orientation, gender identity, or national origin_The Contractor will take affirmative action to ensure that applicants are employed,and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation,gender identity, or national origin. Such action shall include, but not be limited to the following: Employment,upgrading,demotion or transfer;recruitment or recru trnent advertising; layoff or termination; rates of pay or other forms of compensation;and selection for training,including apprenticeship.The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. (2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race,color, religion, sex,sexual orientation,gender ide-itity,or national origin. (3) The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about,discussed,or disclosed the compensation of the employee or applicant or another employee or applicant_This provision shall not apply to instances in which ar employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functior-s discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with time Contractor's legal duty to fumish information. Page 8 of 12 PPM Rev.1.31.22 Exhibit A Page 12 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS (4) The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' rcprescntativcs of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. t5) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965,and of the rules, regulations, and relevant orders of the Secretary of Labor. (6) The Contractor will furnish ail information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor,or pursuant thereto, and will permit access to his books,records,and accounts by the administering agency and the Secretary of Laborfor purposes of investigation to ascertain compliance with such rules, regulations,and orders. (7) in the event of the Contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations,or orders,this contract may be canceled,terminated,or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts In accordance with procedures authorized in Executive Order 11246 of September 24, 1965,and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, ❑r by rule,regulation,or order of the Secretary of Labor,or as otherwise provided by law. (8) The Contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs(1)through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive❑rder 11246 of September 24,1965, s❑ that such provisions will be binding upon each subcontractor or vendor.The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however,'that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency,the Contractor may request the United States to enter Into such litigation to protect the interests of the United States_ The applicant further agrees that is will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work: Provided,That if the applicant so participating is a State or local government,the above equal opportunity clause Is not applicable to any agency, Instrumentality or subdivision of such government which does not participate in work on or under the contract. The applicant agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of Contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor,that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the administering agency In the discharge of the agency's primary responsibility for securing compliance. The applicant further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a Contractor debarred from, or who has not demonstrated eligibility for,Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon Contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part 11, Subpart D of the Executive Order_ In addition, the applicant agrees that if it fails or refuses to comply with these undertakings,the administering agency may take any or all of the following actions:Cancel,terminate,or suspend in whole or in part this grant(contract, loan, insurance,guarantee); refrain from extending any further assistance to the applicant under the program with respect to which the failure a refund occurred until satisfactory assurance of future compliance has been received from such applicant; and refer the case to the Department of Justice for appropriate legal proceedings. 64. COMPLIANCE WITH THE DAVIS-BACON ACT: A. All transactions regarding this contract shall be done in compliance with the Davis-Bacon Act(40 U.S.C, 3141- 3144,and 3146-3148)and the requirements of 29 C.F.R.pt.5 as may be applicable.The Contractorshall comply with 40 U.S.C.3141-3144,and 3146-3148 and the requirements of 29 C.F.R. pt. 5 as applicable. B. Contractors are 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. Page 9 of 12 PPM Rev.1.31.22 Exhibit A Page 13 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS C. Additionally,Contractors are requ red to pay wages not less than once a week. 65. COMPLIANCE WITH THE COPELAN❑ "ANTI-KICKBACK"ACT: A_ Contractor. The Contractor shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt.3 as may be applicable, which are incorporated by reference into this contract. S. Subcontracts.The Contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to irclude these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. C. Breach. A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a Contractor and subcontractor as provided in 29 C.F.R.§5.12. 66. COMPLIANCE WITH THE CONTRACT WORK HOURS AND SAFETY STANDARDS ACT 29 C.F.R. 5.5 b : A. Overtime requirements. No Contractor a subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek u•niess such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. B. Violation: liability for unpaid wages; liquidated damage& In the event of any violation of the clause set forth in paragraph(b)(1) of this section the Contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition,such Contractor and subcontractor shall be liable to the United States(in the case of work done under contract for the District of Columbia or a territory, to such District or to such cerritory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (b)(1) of this section, in the sum of$27 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (b)(1)of this section. C. Withhoidina for unpaid wages and liquidated damages. The (the Federal agency or the loan or grant recipient, whichever is applicable)shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld,from any moneys payable on account of work performed by the Contractor or subcontractor under any such contract or any other Federal contract with the same prime Contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act,which is held by the same prime Contractor, such sums as Tray be determined to be necessary to satisfy any liabilities of such Contractor cr subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph(b)(2)of this section. ❑. Subcontracts.The Contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (b)(1)through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts.The prime Contractor shall be responsible-or compliance by any subcontractor or lower tier su b co ntra cto r with the clauses set forth in paragraphs(b)(1)through(4)of this section. 67. CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT: Clean Air Act A. T-ie Contractor agrees to comply with all applicable standards,orders or regulations issued pursuant to the Clean Air Act, as amended,42 U.S.C.§7401 et seq. B. T-ie Contractor agrees to report each violation to the(City of Plano or applicant,whichever is applicable,entering into the contract) and understands and agrees that the (City of Plano or applicant, whichever is applicable entering into the contract) will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency,and the appropriate Environmental Protection Agency Regional Office. C. T.ne Contractor agrees to include these requirements in each subcontract exceeding$150,000 financed in whole or in part with Federal assistance provided by FEMA. Page 1a of 12 PPM Rev.1.3122 Exhibit A Page 14 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS Federal Water Pollution Control Act A. The Contractor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act,as amended,33 U.S.G. 1251 et seq. B. The Contractor agrees to report each violation to the(City of Piano or applicant,whichever is applicable, entering irto the contract) and understands and agrees that the (City of'Plano or applicant, whichever is applicable, enterng into the contract) will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency,and the appropriate Environmental Protection Agency Regional Office. C. The Contractor agrees to include these requlrements in each subcontract exceeding$150,000 financed in whole o,in part with Federal assistance provided by FEMA. 68. DEBARMENT AND SUSPENSION. A. This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000_ As such, the Contractor is required to verify that none of the Contractor's principals (defined at 2 C.F.R. § 180.995) or its affiliates(defined at 2 C.F,R. § 187.905)are excluded(defined at 2 C.F.R.§ 180.940)or disqualified(defined at 2 C.F.R. § 180,935). B. The Contractor roust comply with 2 C_F.R.pt. 180, subpart C and2 C.F.R. pt.3000,subpart C,and must include a requirement to comply with these regulations in any lower tier covered transaction It enters into. C. This certification is a material representation of fact relied upon by (the City of Plano, or recipientlsubredpientlapplicant, whichever is applicable)_ If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180,subpart C and 2 C.F.R, pt. 3000, subpart C, in addition to remedies available to (the City of Plano, or recipientlsubrecipient/applicant, whichever is applicable), the Federal Government may p.+rsue available remedies, including but not limited to suspension and/or debarment. ❑. The bidder or proposer agrees to comply with the requirements oft G.F.R. pt. 150, subpart C and 2 C.F.R. pt. 3700,subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions_ 69. BYRD ANTI-LOBBYING AMENDMENT 31 U.S.C.fj 1352 as amended)- Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not 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.Each tier shall also 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 recipient who in turn will forward the certification(s)to the awarding agency. 70. PROCUREMENT OF RECOVERED MATERIALS: A. In the performance of this contract,the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired— i. Competitively within a timeframe providing for compliance with the contract performance schedule; ii. Meeting contract perforrranoe requirements;or E At a reasonable price. B. Information about this requirement, along with the list of EPA- designated items, is available at EPA's Comprehensive Procurement Guidelines web site, https./Nvww-epa.gov/smm/comprehensive- procurement- g u id el 1 n e-cpg-p rog ram. C. The Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act 71. ACCESS TO RECORDS:The following access to records requirements apply to this contract: Page 11 of 12 PPM Rev.1,31.22 Exhibit A Page 15 of 23 CITY OF PLANO GENERAL TERMS AND CONDITIONS A_ The Contractor agrees to provide the City of Plane, (recipient, if applicable), the FEMA Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers,and records of the Contractor which are directly pertinent to this contract for the purposes of making audits,examinations,excerpts, and transcriptions. B. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed- C. The Contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites pertaining to the work being completed under the contract. D. In compliance with the Disaster Recovery Act of 2018, the City of Plana and the Contractor acknowledge and agree that no language in this contract is intended to prohibit audits or internal reviews by the FEMA Administrator or the Comptroller General of the United States. 72. DHS SEAL,LOGO.AND FLAGS.The Contractor shall not use the U-S. Department of Homeland Security(DHS)seal(s), logos,crests,or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre-approval. 73. COMPLIANCE WITH FEDERAL LAW, REGULATIONS AND EXECUTIVE ORDERS:This is an acknowledgement that FEMA financial assistance will be used to fund all or a portion of the contract.The Contractor will comply with all applicable Federal law, regulations,executive orders, FEMA policies,procedures,and directives. 74. NO OBLIGATION BY FEDERAL GOVERNMENT: The Federal Government is not a party to this contract and is not subject to any obligations or liabilities to the non-Federal entity, Contractor, or any other party pertaining to any matter resulting from the contract. 75. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS: The Contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Contractor's actions pertaining to this contract. 76. PROHIBITION ON CERTAIN TELECOMMUNICATIONS: Pursuant to Federal regulation 2 CFR Section 2M216, Prohibition on certain telecommunications and video surveillance services or equipment, Contractor represents that it{i} does not procure or obtain or extend or renew a contract to procure or obtain any equipment,system,or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system; and(4)will not enter into a contract{or extend or renew a contract}with an entity that uses any equipment,system,or service that uses covered telecommunications equipment or services as a substantial or essential component of any system,or as critical technology as part of any system. As used in the immediately preceding sentence, "'covered telecommunications equipment or services"shall have the meaning given such term in section 889 of Public Law 115-232. 77. DOMESTIC PREFERENCES: Pursuant to Federal regulation 2 CFR Section 200.322, Domestic preferences for procurement,to the greatest extent practicable the City will give a preference for purchase,acquisition, or use of goods, products, or materials produced in the United States{including but not limited to iron, aluminum,steel,cement,and other manufactured products}. As used in the immediately preceding sentence, "Produced in the United States" and "Manufactured products"shall have the meaning given such term in 2 CFR Section 200.32-2. Page 12of12 PPM Rev_1_3122 Exhibit A Page 16 of 23 2022-0247-AC Fleet Fuel Card and Related Services Specifications 1. INTRODUCTION The City of Plano is soliciting proposals to contract for a fleet fuel card and related ser- vices. The awarded contract will be for one year with five. one-year City-optional renew- als based on the same terms and conditions. Award of'this contract will be based on the evaluation criteria detailed in this document that achieves the best overall value for the City of Plano. 2. CURRENT PROGRAM The City of Plano currently has a Fleet Fuel card program to purchase fuel for City vehi- cles and equipment (assets). It is our intention to continue with a similar program. The City of Plano partners with the City of Fort Worth in soliciting proposals to contract for a fleet fuel card and related services. Also, several other governmental entities use the current contract and plan to use the new contract when it is awarded. An lnterlocal Agreement form is included as an attachment in Ion Wave and should be submitted along with the Vendor Response and Pricing Worksheet. See section 7. Cooperative Purchasing below. The City of Fort Worth's current annual usage is approximately 1,337,575 gallons of gasoline and diesel. Fort Worth's consumption equates to approximately 1,295,666 gal- lons of gasoline and 41,909 gallons of diesel; which accounts for 2,434 fuel cards and 2,950 users. The City of Piano's annual usage is approximately 1,132,843 gallons of gasoline and diesel. Plano's consumption equates to approximately 619.964 gallons of gasoline and 512,879 gallons of diesel, which accounts for approximately 1,508 fuel cards and ap- proximately 2,147 users. Oar current provider has 122 fuel site locations within the City of Plano that will accept the cards. 3. REQUIREMENTS 3.1. Data Import File 3.1.1. Transactional data must be provided dai y. It must be provided electroni- cally in a file format that can be imported into FASTER Asset Solutions fleet management software system. 3.1.2. Currently, the interface file is a flat file (.TXT). Our current file format in- formation will be provided to the Contractor to duplicate. It will be the re- sponsibility of the Contractor for any changes or custom modifications to allow the daily import file to interface with FASTER Asset Solutions. 3.1.3. Transactional data must include: transaction number, asset number, date, time, number of gallons, type of fuel, user name, department, meter read- ing input, fuel site location, and net price per gallon (retail price less taxes and discount). 3.2. Fuel Card Limits and Restrictions 3.2.1. Limited to fue, or diesel exhaust fluid (DEF) only. 3.2.2. Limit of gallons per transaction and gallons per day as specified by the City, 3.2.3. The ability to exclude certain fuel sites as specified by the City. 1. Exhibit A Page 17 of 23 2022-0247-AC Fleet Fuel Card and Related Services Specifications 3.3. Fuel Card Design and Embossing Must Include 3.3.1. Contractor's identifying logo 3.3.2. "City of Plano 3.3.3. Department number 3.3.4. Asset number 4. PRICING REQUIREMENTS 4.1. Pricing submitted in response to this RFP must be expressed as a discount from the actual retail cost (minus applicable taxes), 4.2, The discount shall remain firm and fixed for the entire contract period. 4.3. A pricing worksheet has been provided for use. 5. INVOICING REQUIREMENTS 5.1, All invoices submitted for payment as a result of purchases made under the awarded contract must contain the following individual transaction information at a minimum: 5.1.1. The asset number 5.1.2. ❑ate and time of purchase 5.1.3. Amount in gallons and type of fuel 5.1.4. Fuel site location 5.1.5. Adjusted purchase price per gallon and total cost represented as the val- ue after subtracting the applicable taxes and discount 5.2. Only the cost of fuel and any applicable taxes associated with that purchase will be considered as payable under the awarded contract. No other charges or fees will be considered. 6. PREFERENCES 5.1, The abiKy to limil cards to pay-at-pump only. 5.2, All transactions processed via electronic point of sale {EPOS} in order to capture point of sale data. 5.3. Wide area of acceptance. 7. COOPERATIVE PURCHASING 7.1. The City of Plano actively participates in and encourages the use of Cooperative Purchasing efforts among governmental entities. An lnterlocal Agreement re- sponse form has been included for your response. Indicate YES or NO as to whether Contractor agrees to extend prices and terms to all entities who have entered into or will enter into joint purchasing interlocal cooperation agreements with the City of Plano. 7.2. If you respond YES the following will apply. 7.2.1. Governmental Entities utilizing Inter Governmental Contracts with the City of Plano will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a resul_of this solicitation. All purchases by Governmental Entities other than the City of Plano will be billed directly 2 Exhibit A Page 18 of 23 2022-0247-AC Fleet Fuel Card and Related Services Specifications to that Governmental Entity and paid by that Governmental Entity. The City of Plano will not be responsible for another Governmental Entity's debts. Each Governmental Entity will order their own matedallservices as needed. 7.2.2. At the request of the City of Plano.the Contractor is responsible for providing, at no additional charge, a complete list of all governmental enti- ties currently using the contract and their annual expenditures. 8. LIABILITY FOR CHARGES 8.1. The City will be liable to the card provider for all usage of a fuel card issued un- der this program provided that: 8.1.1. The City authorized the user 8.1.2. Use was within the established limits and restrictions as specified by the City 8.2. If the above conditions are not met,the City will not accept any liability,for the card use. 8.3. The City of Plano will not accept any liability or financial responsibility for situa- tions where the Contractor incorrectly approved charges. These include, but are not limited to, situations where the Contractor allowed the user to: 8.3.1. Exceed the limits specified by the City, or 8.3.2. Violate any of the City's restrictions. 9. SUBCONTRACTORS If respondent intends to use subcontractors to conduct any of the work described in this RFP, the respondent must identify the subcontractor(s)in its proposal. In addition,the respondent must provide a summary of each subcontractor's qualifications, experience, and duties that would be performed under the proposal. 10. PROPOSAL RESPONSE FORMAT Respondents may elect to partner with another firm in order to comply with these speci- fications; however, only one firm may submit the Proposal in response to this RFP. The firm submitting the Proposal will be the Prime Contractor and shall be responsible for complying with ALL the requirements of the RFP. 10.1. Ail proposal pages should be numbered. Include all information requested in the format described in this section. Provide detailed descriptions of how you will ful- fill each requirement. Be as accurate and succinct as possible. Evaluators may take the clarity and completeness of a proposal into consideration. 10.2. If you include exceptions in your proposal, identify each exception taken, note the Specifications section number, and provide a detailed description of the excep- tion taken and your proposed replacement language. 10.3. The offeror is solely responsible for thoroughly understanding the Specifications and any attachments, exhibits, and forms. All issues that might be advanced or addressed by way of assumption should be submitted as questions before the question cutoff. SECTION I—COMPANY PROFILE R PAST PERFORMANCE Please provide the following information: 3 Exhibit A Page 19 of23 2022-0247-AC Fleet Fuel Card and Related Services Specifications Company history including number of years in business, primary lines of business and business activities, and the time your firm has been engaged in a fleet fuel card service. Respondents must have experience providing a fleet fuel card program and related ser- vices to large business organizations and/or governmental entities. "Large" is defined as businesses or entities with 500 or more assets. Identify your fleet fuel card customers that qualify as "large" and provide the following for each: ■ Name of business or entity customer • Contract start and completion dates • Number of cards issued Name and telephone number of a contact person SECTION 11—CARD ACCEPTANCE &COVERAGE: Provide the following information: ■ Total number of fuel sites that accept the proposed card in Tarrant County, Dal- las County, Denton County, and Collin County. + Fuel card provider must also be able to support outside the state of Texas; how- ever for bid purpose utilize the counties listed above. • Location and address of all fuel sites that accept the proposed card within the City of Plano corporate limits. SECTION III—IMPLEMENTATION PLAN Provide a plan that lists implementation tasks and the responsible party for each, along with an associated timeline for implementing this program. Include a testing phase. The City would prefer that cards be provided grouped by department for ease of distribu- tion and tracking. SECTION IV—ELECTRONIC CAPABILITY Describe the following: + The percentage of locations in Tarrant County, Dallas County, Denton County, and Collin County that can process fuel transactions via EPOS. ■ The percentage of location outside the state of Texas the can process fuel trans- actions via EPOS. • The percentage of locations within the City of Plano corporate limits that can pro- cess fuel transactions via EPOS. • What information can be captured from EPOS and subsequently used for report- ing purposes. • Account access via internet. Describe the information available. • Download capability for user, vendor, and other data. + Security measures to protect data. 4 Exhibit A Page 20 of 23 2022-0247-AC Fleet Fuel Card and Related Services Specifications • System for changing ar..coUnt information. ThP Cify departments may rot itInely request changes in account information, such as changes to names, addresses, etc. Describe the process of accomplishing account detail changes including: Optionslmethods for requesting changes (letter, phone, and/or via Inter- net) How individuals who can request changes are designated The controls that are in place to ensure cnly authorized changes are made. Reports Describe your reporting system and all of the major reports available. For each report describe the following: • The frequency of the report and flexibility to increase or decrease the frequency. • The levels for which the report can be provided (i.e. by user, by asset, by de- partment, etc_), • Provide samples of the reports. SECTION V--CARD CONTROL Describe the following: Lost/Stolen Cards The procedure for lost or stolen cards including the following: • Methods to notify the card provider (i.e, letter, toll-free telephone number, via In- ternet, etc.) Hours of access for notification • Timeframe for cancellation of card after notification Timeframe for sending a replacement card after notification If tie City is required to accept any limited liability for purchases made with lost or stolen fleet fuel cards, you must clearly state this in your submittal and identify the maximum dollar amount and maximum length of time for which the City will be held liable for such purchases. New card issuance and replacement cards Describe how your program is designed. Describe the process of adding new cards to the system. What is the time frame from adding a new card to receiving the new card? Describe the process of replacing an existing card that has been damaged or warn. What is the time frame from requesting to receiving a replacement card? Describe the process of authorizing new users, including timeframe. Card Design The City desires a design that distinguishes the fleet fuel card from consumer cards. The card must meet all Fuel Card Design and Embossing requirements. S Exhibit A Page 21 of 23 2022-0247-AC Fleet Fuel Card and Related Services Specifications describe any other design features that would assist with card acceptance and the pre- vention of misuse. Card Limits and Restrictions Provide the following information: • How is authorization established for making changes to the limits and restrictions applied to cards? • What are the limits available (i.e. dollar limits, transaction limits, and purchase restrictions)? • Describe any fraud controls that are available for assignment to cards. SECTION VI—CUSTOMER SUPPORT Describe the on-going customer support that will be provided to the City including: • Access to be provided for emergency situations, lost cards, stolen cards and oth- er services • Access to be provided for account inquiries, billing information and other adminis- trative services • Customer support available to users during a transaction and how problems will be resolved at the retail location. Describe the process for handling questionedidisputed items including: • Steps the users follow to dispute an item on their statement • How will a disputed item be notated on the statement • Process to be followed to correct a statement if the dispute is settled in the City's favor • Steps to be taken when the disputed item is determined to be appropriate and properly authorized • Time frame issues/questions will be resolved in writing from date of written re- quest Describe any training that will be available to the City's users and supervisory staff in- cluding: • Effective and proper use of card provider's information management system • Report generation for administrative staff • Proper card usage and fraud avoidance ■ Additional training that the respondent feels would be of value to the City. • Method for training (i.e. via internet, in person, written material, etc). SECTION VI#—PRICING Pricing submitted must be expressed as a discount from the retail cost. A Pricing Worksheet has been provided for your use and should be submitted in Ion Wave. 5 Exhibit A Page 22 of 23 2022-0247-AC Fleet Fuel Card and Related Services Specifications 11. EVALUATION CRITERIA The City of Plano will select the proposal that is determined to be the most advanta- geous to the City, considering the relative importance of the following criteria and weights and any other facts considered relevant by the City. The City reserves the right to request presentations or demonstrations from some or all offerors in order to further develop evaluation scores. Past Performance, Card Acceptance &Coverage Area 45% 'Section I and 11) Electronic Capability 10% 'Section IV) Card Control & Customer Support 5% 'Sections 111, V, and VI) Pricing 40% 12. BEST AND FINAL OFFER The City reserves the right to request a best and final offer from any or all proposers. 7 Exhibit A Page 23 of 23 Best and Final Offer 2022-0247-AC Fleet Fuel Card and Related Services Discount Off Retail Typical monthly usage is approximately 100,000 gallons far all gasoline types and diesel.This equates to approximately 45,000 gallons per month for diesel and 55,000 gallons per month for all other fuels. Type of Fuel percent Discount Percent Discount Percent Discount Percent Discount Off of Retail Off of Retail Off of Retail Off of Retail Monthly Gallons Used 0-100,000 100,001-200,000 200,001-300,000 300,000+ Unleaded (Example) 10.00% 12.00% 15.00% 17.00% Unleaded 0.85% 0.85% 0.85% 0.85% Unleaded- Mir!Grade 0.85% 0.85% 0.85% 0.85% Unleaded-Premium 0.85% 0.85% 0.85% E85 0.85% 0.85% 0.85% 0.85% Diesel-Regular 0.85% 0.85% 0.85% 0.851 Please list any additional discounts offered, such as Early Payment: Description Amount Mansfield is also offering access to the WFX EDGE savings network that offers exclusive fuel rebates at 116 retail stations throughout Collin, Dallas, Denton,a nd Tarrant Lee tab Rebate counties. Retailers include certain 7-Eleven, Murphy USA,quick Fuel, and Yesway locations.Attached in tab Rebate Locations is a list of those retail locations as well as Locations the associated rebate by product. Exhibit B Page 1 of 51 Address Brand Ccun Name City State Type Gas Diesel ty Savings Savings 19765 US HWY 287 7- Dent 7-11 STORE HARROLD TX Rebat 0.10 0.15 HARROLD TX Eleven ❑n #57218 e 123 1 S Crane Ave Odessa TX 7- Dalla Alan 7-Eleven Odessa TX Rebat 0.05 0.08 Eleven s #106 e 721 W County Rd Odessa TX 7- Dent Alan 7-Eleven ❑dessa TX Rebat 0.05 0.09 Eleven on #112 e 8700 Andrews Hwy Odessa 7- Dent Alan 7-Eleven Odessa TX Rebat 0.05 0.08 TX Eleven on #131 e 101 N Main St Andrews TX 7- ❑ent Alan 7-Eleven Andrews TX Rebat 0.0S 0.08 Eleven on #132 e 4100 E 52nd St Odessa TX 7- Dent Alon 7-Eleven ❑dessa TX Rebat 0.05 0.08 Eleven on #133 e 2712 E 8th St Odessa TX 7- Dent Alan 7-Eleven Odessa TX Rebat 0.05 0.08 Eleven on #134 e 6013 W University Blvd 7- Dent Alon 7-Eleven Odessa TX Rebat 0.05 0.08 Odessa TX Eleven on #135 e 3800 E 52nd St Odessa TX 7- Dent Alon 7-Eleven Odessa TX Rebat 0.05 0.08 Eleven on #136 e 4601 Oakwood Dr Odessa TX 7- ❑alla Alan 7-Eleven Odessa TX Rebat 0.05 0.08 Eleven s #137 e 2700 N Grandview Ave 7- Dent Alon 7-Eleven ❑dessa TX Rebat 0.05 ❑.08 Odessa TX Eleven on #138 e 317 N Dixie Blvd Odessa TX 7- Collin Alan 7-Eleven Odessa TX Rebat 0.05 0.09 Eleven #163 e 7949 Knights Dr El Paso TX 7- Dalla Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Eleven s #314 e 12370 Socarro Rd San 7- ❑aIla Alan 7-Eleven San TX Rebat 0.05 0.08 Elizario TX Eleven s #317 Elizario e 12901 ALAMEDA@FM1110 7- Tarra Alan 7-Eleven Clint TX Rebat 0.05 0.08 Clint TX Eleven nt #318 e 9829 Socorro Rd El Paso TX 7- Dent Alon 7-Eleven El Paso TX Rebat 0.05 0.08 Eleven on #319 e 4130 Hercules Ave El Paso 7- Tarra Alan 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven nt #320 e 2018 Antonio @Sandia 7- Dalla Alon 7-Eleven Anthony TX Rebat 0.05 0.08 Anthony TX Eleven s #334 e 11601 Rojas @Pendale El 7- Tarra Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Paso TX Eleven nt #337 e 6060 Alameda @ Clark El 7- Collin Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Paso TX Eleven #341 e 11995 Gateway Blvd W El 7- Tarra Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Paso TX Eleven nt #342 e 2955 George Dieter Dr El 7- Dent Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Paso TX Eleven on #343 e 9052 Alameda Ave EI Paso 7- Dent Alan 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven an #344 e 10900 McCombs St El Paso 7- Dalla Alan 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven s #346 e 400 S.Mesa Hills Dr Et Paso 7- Tarra Alon 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven nt #347 e Exhibit B Page 2 of 51 902 Willia St Big Spring TX 7- Dent Alan 7-Eleven Big Spring TX Rebat 0.05 0.08 Eleven on #503 e 1209 E 11th PI Big Spring TX 7- Dalla Alan 7-Eleven Big Spring TX Rebat 0.05 0.08 Eleven s #506 e 401 Birdwell Ln Big Spring TX 7- Dalla Alan 7-Eleven Big Spring TX Rebat 0.05 0.08 Eleven s #507 e 5003 Alabama St El Paso TX 7- Tarra Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Eleven nt #608 e 301 Shadow Mountain Dr El 7- Dalla Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Paso TX Eleven s #610 e 5830 Dyer St El Paso TX 7- Dent Alon 7-Eleven El Paso TX Rebat 0.05 0.08 Eleven on #612 e 3101 N Yarbrough Dr El Paso 7- Collin Alon 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven #616 e 10300 McCombs St El Paso 7- Dalla Alan 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven s #618 e 501 N Copia St EI Paso TX 7- ❑aIla Alon 7-Eleven El Paso TX Rebat 0.05 0.08 Eleven s #619 e 5401 Gateway Blvd S El Paso 7- Tarra Alon 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven nt #621 e 5710 Hondo Pass Dr El Paso 7- Collin Alan 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven #627 e 5600 Alameda Ave El Paso 7- Dent Alan 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven on #630 e 599 N Yarbrough Dr EI Paso 7- Tarra Alon 7-Eleven El Paso TX Rebat 0.05 1108 TX Eleven nt #634 e 10898 Montana Ave El Paso 7- Tarra Alon 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven nt #639 e 4525 Sun Valley Dr El Paso 7- Dent Alon 7-Eleven El Paso TX Rebat 0.05 0.08 TX Eleven on #645 e 2aragosa @ Betel El Paso TX 7- Dent Alan 7-Eleven El Paso TX Rebat 0.05 0.08 Eleven on #649 e 715 W Scharbauer Dr 7- Tarra Alon 7-Eleven Midland TX Rebat 0.05 0.08 Midland TX Lleven nt #805 e 4308 Neely Ave Midland TX 7- DaIla Alan 7-Eleven Midland TX Rebat 0.05 0.08 Eleven s #807 e 4601 N A St Midland TX 7- Dent Alan 7-Eleven Midland TX Rebat 0.05 0.08 Eleven on #809 e Midland Dr @ Wadley 7- Dalla Alan 7-Eleven Midland TX Rebat 0.05 0.08 Midland TX Eleven s #810 e 320 S Americas Ave El Paso 7- Collin Alon 7-Eleven El Paso TX Rebat 0.10 0.15 TX Eleven 1653 e 4408 S Fm 1788 Midland TX ALQN Dent Dk#11823 Midland TX Rebat 0.10 0.15 on e 9232 Interstate 20 Merkel Yesway Tarra Yesway 1063 Merkel TX Rebat 0.05 0.05 TX nt e 800 12th St Roscoe TX Yesway Tarra Yesway 1069 Roscoe TX Rebat 0.05 0.05 nt e 403 W Commerce St MLIRPH Collin Murphy 5794 Brownwo TX Rebat 0.03 0.05 Brownwood TX Y USA Atwalmrt od e 4004 Estes Pkwy Longview MURPH Dent Murphy 7391 Longview TX Rebat 0.03 0.05 TX Y USA on Atwalmrt e Exhibit B Page 3 of 51 216 Schmidt Rd Sealy TX MURPH Collin Murphy Express Sealy TX Rebat 0.03 0.05 Y USA e 776 130 Frontage Rd MURPH Dent Murphy Express Rockwall TX Rebat 0.03 0.05 Rockwall TX Y USA on e 802 E US Hwy 80 A Forney MURPH Collin Murphy Express Forney TX Rebat 0.03 0.04 TX Y USA e 6005 N Central Expy Piano MURPH Collin Murphy Express Plano TX Rebat 0.03 0.03 TX Y USA 7641 e 7001 Oakmont Ter Fort MURPH Dalla Murphy Express Fart TX Rebat 0.03 0.04 Worth TX Y USA s 8803 Worth e 430 Coit Rd Plano TX MURPH Tarra Murphy Express Plano TX Rebat 0.03 0.03 Y USA nt 8804 e 3015 E Berry 5t Fort Worth MURPH Tarra Murphy Express Fort TX Rebat 0.03 0.04 TX Y USA nt 8819 Worth e 120 Eastchase Pkwy Fort MURPH Dent Murphy Express Fort TX Rebat 0.04 0.04 Worth TX Y USA on 8831 Worth e 12505 E Northwest Hwy MURPH Dalla Murphy Express Dallas TX Rebat O.03 0.03 Dallas TX Y USA s 8835 e 100 Market Pl Highland MURPH Dalla Murphy USA Highland TX Rebat 0.04 0.05 Village TX Y USA s 7584 Village e 525 W Interstate 30 Garland MURPH Dent Murphy USA Garland TX Rebat 0.04 0.04 TX Y USA on 7622 e 4530 E Hwy 83 Rio Grande MURPH Dalla Murphy USA Rio TX Rebat 0.05 City TX Y USA s 7630 Grande e City 605 Uptown Blvd Cedar Hill MURPH Collin Murphy USA Cedar Hill TX Rebat 0.02 0.03 TX Y USA 7674 e 801 E US Highway 377 MURPH Dent Murphy 5656 Granbury TX Rebat 0.02 0.04 Granbury TX Y USA an Atwalmrt e 2612 Hwy 281 N Marble MURPH Tarra Murphy 5661 Marble TX Rebat 0.03 0.05 Falls TX Y USA nt Atwalmrt Falls e 1401 E Tyler St Athens TX MURPH Dalla Murphy 5691 Athens TX Rebat 0.03 0.04 Y USA s Atwalmrt e 201 W Marcy Dr Ste A Big MURPH Dalla Murphy 5696 Big Spring TX Rebat 0.06 Spring TX Y USA s Atwalmrt e 146 W Fm 544 Murphy TX MURPH Collin Murphy 6517 Murphy TX Rebat 0.03 0.03 Y USA Atwalmrt e 701 W 5ublett Rd Arlington MURPH Tarra Murphy 6521 Arlington TX Rebat 0.03 0.04 TX Y USA nt Atwalmrt e 5351 Basswood Blvd Fort MURPH Dent Murphy 6522 Fort TX Rebat 0.04 0.05 Worth TX Y USA on Atwalmrt Worth e 1517 S Loop 288 Denton TX MURPH Dent Murphy 6527 Denton TX Rebat 0.04 Y USA on Atwalmrt e 13729 N Central Expy Dallas MURPH Dalla Murphy 6548 Dallas TX Rebat 0.04 0.04 TX Y USA s Atwalmrt e 2981 Matlock Rd Mansfield MURPH Tarra Murphy 6555 Mansfield TX Rebat 0.03 0.04 TX Y USA nt Atwalmrt e 7401 McCart Ave Ft Worth MURPH Dent Murphy 6627 Fort TX Rebat 0.04 0.05 TX Y USA on Atwalmrt Worth e 2505 Lakeview Pkwy Rowlett MURPH Dalla Murphy 6635 Rowlett TX Rebat 0.03 0.04 TX Y USA s Atwalmrt e Exhibit B Page 4 of 51 18041 Marsh Ln Dallas TX MURPH Dalla Murphy 6636 Dallas TX Rebat 0.03 0.04 Y USA s Atwalmrt e 1728 Precinct Line Rd Hurst MURPH Tarra Murphy 6930 Hurst TX Rebat 0.03 0.03 TX Y USA nt Atwalmrt e 1545 N Cockrell Hill Rd MURPH Dalla Murphy 6949 Dallas TX Rebat 0.04 0.05 Dallas TX Y USA s Atwalmrt e 186 E Round Grove Rd MURPH Dent Murphy 7013 Lewisville TX Rebat 0.04 0.04 Lewisville TX Y USA or Atwalmrt e 5251 McKinney Ranch Pkwy MURPH Collin Murphy 7039 McKinney TX Rebat 0.04 0.04 McKinney TX Y USA Atwalmrt e 3102 Wwheatland Rd Dallas MURPH Dalla Murphy 7053 Dallas TX Rebat 0.04 0.04 TX Y USA s Atwalmrt e 200 N Highway 175 MURPH Dalla Murphy 7064 Seagoville TX Rebat 0.03 0.05 Seagoville TX Y USA s Atwalmrt e 4611 North Tarrant Pkwy MURPH Tarra Murphy 7066 Keller TX Rebat 0.04 0.05 Keller TX Y USA nt Atwalmrt e 2050 Hwy 78 ST100 N Wylie MURPH Collin Murphy 7069 Wylie TX Rebat 0.03 0.04 TX Y USA Atwalmrt e 3877 Maurice Ave Ft Worth MURPH Dent Murphy 7097 Fort TX Rebat 0.03 0.04 TX Y USA on Atwalmrt Worth e 108 W Bailey Boswell Rd MURPH Tarra Murphy 7119 Saginaw TX Rebat 0.04 0.05 Saginaw TX Y USA nt Atwalmrt e 2104 Bedford Rd Bedford TX MURPH Tarra Murphy 7160 Bedford TX Rebat 0.03 0.03 Y USA nt Atwalmrt e 1230 N Highway 377 MURPH Dent Murphy 7189 Roanoke TX Rebat 0.04 0.05 Roanoke TX Y USA on Atwalmrt e 6740 Wvickery Blvd Ft MURPH Dent Murphy 7236 Fort TX Rebat 0.04 0.04 Worth TX Y USA on Atwalmrt Worth e 540 Northwest Pkwy Azle TX MURPH Tarra Murphy 7269 Azle TX Rebat 0.04 0.04 Y USA nt Atwalmrt e 941 W Belt Line Rd Desoto MURPH Dalla Murphy7326 Desoto TX Rebat 0.03 0.04 TX Y USA s Atwalmrt e 9504 Clifford St Ft Worth TX MURPH Dent Murphy 7333 Fort TX Rebat 0.03 0.04 Y USA on Atwalmrt Worth e 12330 Lake June Rd Balch MURPH Dalla Murphy7350 Balch TX Rebat 0.03 0.05 Springs TX Y USA s Atwalmrt Springs e 9091 W University Dr Mc MURPT Collin Murphy 7408 McKinney TX Rebat 0.04 0.04 Kinney TX Y USA Atwalmrt e 8060 Independence Pkwy MURPH Dent Murphy 7437 Piano TX Rebat 0.04 0.03 Plano TX Y USA on Atwalmrt e 4109 State Highway 1 MURPH Tarra Murphy 7588 Bedford TX Rebat 0.03 0.03 'Bedford TX Y USA nt Atwalmart e 5071 Little School R MURPH Tarra Murphy Express Arlington TX Rebat 0.03 0.04 Arlington TX Y USA nt 8525 e 601 S Angel Pkwy Lucas TX MURPH Collin Murphy Express Lucas TX Rebat 0.04 0.04 Y USA 8722 e 841 Rendon Crowley Rd Fort MURPH Dent Murphy Express Fort TX Rebat 0.03 Worth TX Y USA on 8729 Worth e 8020 Woodbridge Pkwy MURPH Collin Murphy Express Sachse TX Rebat 0.04 0.04 Sachse TX Y USA 8745 e 2501 Avondale Haslet Rd MURPH Dent Murphy Express Haslet TX Rebat 0.04 0.04 Haslet TX Y USA on 8750 e Exhibit B Page 5 of 51 9015 Erby Campbell Royse MURPH Collin Murphy Express Royse TX Rebat 0.04 0.05 City TX Y USA 8751 City e 5362 N Garland Ave Garland MURPH Collin Murphy Express Garland TX Rebat 0.04 0.05 TX Y USA 8863 e 2100 Hall Johnson Rd MURPH Dalla Murphy Express Grapevin TX Rebat 0.04 0.05 Grapevine TX Y USA s 8881 e e 900 W Pioneer Pkwy MURPH Tarra Murphy Express Arlington TX Rebat 0.03 0.04 Arlington TX Y USA nt 8887 e 360 Grapevine Hwy Hurst TX MURPH Tarra Murphy Express Hurst TX Rebat 0.03 0.04 Y USA nt 8889 e 2331 E University Dr Prosper MURPH Dent Murphy Express Prosper TX Rebat 0.03 0.04 TX Y USA on 8890 e 5140 N Belt Line Rd Irving TX MURPH Dalla Murphy Express Irving TX Rebat 0.03 0.05 Y USA s 8916 e 2275 W Northwest Hwy MURPH Dalla Murphy Express Dallas TX Rebat 0.03 0.05 Dallas TX Y USA s 8917 e 101 N Loop 288 Denton TX MURPH Dent Murphy Express Denton Tx Rebat 0.03 0.03 Y USA on 8926 e 6410 Lemmon Ave Dallas Tat MURPH Dalla Murphy Express Dallas TX Rebat 0.03 0.03 Y USA s 8929 e 3900 Distribution Dr Garland Quick Collin Quick Fuel Garland TX Rebat 0.12 0.12 TX Fuel #5302 e 2451 Great Southwest Pkwy Quick Dent Quick Fuel Fort TX Rebat 0.12 0.12 Fort Worth TX Fuel on #5305 Worth e 2509 Minnis Dr Haltom City Quick Tarra Quick Fuel Haltom TX Rebat 0.12 0.12 TX Fuel nt #5306 City e 851 Post N Paddock St Grand Quick Dalla Quick Fuel Grand TX Rebat 0.12 0.12 Prairie TX Fuel s #5301 Prairie e 2682 Lombardy Ln Dallas TX Quick Dalla Quick Fuel Dallas TX Rebat 0.12 0.12 Fuel s #5303 e Exhibit B Page 6 of 51 MANSFIELD ENERGY Technical Proposal for City of Plano Submitted by Mansfield Oil for City of Plana 2022-0247-AC Aw .•� �r yfF n Cittj of Ex-cellet iceMansfield Energy.. Simplified. W,� TEAMWORK 63- CONSCIENTIOUSNESS INNOVATION .. INTFrRITY PERSONAL SERVICE fq'�P EXCELLENCE Exhibil 8 Page 7 of 51 1NSFIELD ENERGY Mr. Lincoln Thorpson 1520 K Avenue Plano, TX 75074 Mr. Thompson, Mansfield Oil Company of Gainesville, Inc (Mansfield) appreciates the opportunity to participate in your current request for proposal 2022-0247-AC Fleet Fuel Card and Related Services. As a national supplier of fuel products and services to many government agencies throughout the U.S., Mansfield has the necessary expertise to effectively structure and administer a fleet card program for the City of Plana and cooperative members. Mansfield has a long-standing relationship with the City of Plano and appreciates the opportunity to continue that partnership Mansfield enhances the competitive advantage of industry leading organizatws like the City of Plana by optimizing the fuel program and lowering the total cast cf procurement. Providing innovative solutions to the most demanding energy procurement challenges, Mansfield offers a broad range of energy solutions includiing fuels, fleet cards, multi- agency 3111-party billing, diesel exhaust fluid, natural gas, and price risk management services By consolidating fueling methods in your fuei portfolio, Mansfield provides cost savings through operational efficiencies and transparent, insightful reporting, Whether fuel is ' delivered by truck, pipe, rail, or retail station, Mansfield's broad array of supply and transportation partners makes it the fuel management vendor of choice for industries and customers whose operations rely heavily on fuel. We appreciate the opportunity to earn your business and innovate with you. Thank you again for the opportunity to respond to this RFP and we look forward to hearing from you upon review. Best regards, Dan Luther VP, Government5afes Mansfield Oil Company Phone: 618-450-2285 Email, dluther@mansfieldoil.com Mansfield Fnargy.Simplified. . ExNhik B Page 8 fl151 MANSFIELD ENERGY Table of Contents Required RFP Responses N Description of Services (pg. 4) Specific RFP Requirements (pg. b) w Section I - Company Profile & Past Performance (pg. 9) Section I1 - Card Acceptance & Coverage (pg. 15) • Section III - Implementation Plan (pg. 18) ■ Section I - Electronic Capability (pg. 20) • Section V - Carol Control (pg. 32) ■ Section V1 - Customer Support (pg. 37) • Section VII - Pricing (pg. 40) Mansfield Energy.Simplified. INNOVATION ►'1 INTMOY M3014At SMICE *' EXVIELUNa Exhibit B Page 9 of 51 MANSFIELD ENERGY Technical Proposal Description of Services to Be Offered The purpose of this solicitation is to establish a contract to p-ovide the City of Plano and other cooperative members fleet fuel cards and electronic management for the purpose of fueling at retail sites for gasune, diesel, arad diesel exhaust fluid (DEF). Immediate use !terns such as motor ail, windshield washer fluid and other aitomotive items may be purchased with the appropriate card permissions. This proposal provides a fleet card mechanism with established discounts to retail pricing as defined within this solicitation!. Additionally, this proposal offers a tax exemption process at the transaction level as well as extensive card maintenance, reporting and account management capabilities online via Mansfield's prnprietary ruelNet portal. to partnership with VVEX, Inc the Mansfield fuel card provides a full-service response to the City of Plano, City of Fart Worth, and cooperative member agencies. This Mansfield-WEX offering is available at aver 19,400 fueling stations throughout Texas and over 3,700 fueling locations within the immediate four county area surrounding identified in the RFP providing for unmatched network Level 111 data and access points. Similar access is available throughout the United States for those City employees that travel and require fleet card fueling. VVFX, inc is currently transitioning all legacy cards to their new Millennium platform and Mansfield proposes to do the same for the City of Plano and cooperative members_ UVhile this WDUld require a gradluai transition to new cards sometime this year, this platform provides key benefits such as access tc the VVLX EDGE savings network that offers fuel rebates at 116 retail stations throughout Collin, Dallas, Denton, and Tarrant counties as further detailed in the pricing section of this response and the pricing worksheet. Additionally, this new platform offers pay-at-pump limitations and access to more detailed information via the VVEX, Inc portal if the City is interested. The extensive retail acceptance under this program provides the City and affiliates with unprecedented access to retail fuel and maintenance, providing cast savings and convenience to the drivers and; agencies and necessary emergency access through a broad network in the event of industry wide supply shortages. Mansfield En�rg�+.Simplifled. TEAMWORK r i 7 t�4 ,,. , * aLENCE Exhibit a Page i9 of 51 MANSFIELD ENERGY Specific RFP Requirements 3,1 — 3.1.3 Data Import File. Mansfield currently provides this service to the City of Piano, City of Fort Worth, and affiliate cooperative members and would continue to provide this service free of charge under the new contract. 3.2 3.3.4 Card 1_irnits and Restrictions and Card Design Mansf eld facilitates these limits and exclusions in the existing contract and would continue to provide these -T + services under any new agreement. Contract administrators or authorized users can make necessary changes to cards. limits, or to the restrictions at any time. Mansfield's dedicated fuel card team is also available tc assist or complete any requested changes and review existing parameters or restrictions and limits prior release of any new cards. Mansfield offers a custom design for the City of Fort Worth under the current program and can offer this under the new contract per the UP requirements. 4.1 - 4.3 Pricing Requirements Mansfield agrees to all requirements listed in these sections and has submitted the attached pricing. 5.1 R 5.2 Invoicing Requirements Mansfield agrees to ail requirements listed in these sections. 6.1 The ability to limit cards to pay-at-puwip only Once the City and participating agencies transfer to the VVEX Millennium platform, pay-at- pump limitation will be available. Of note, while a vast majority of transactions occur in this manner. some stations may still operate with pumps that do not yet have pay at the pump or an attendant may be able to override this limit. Mansfield can work with contract users to identify exceptions of certain transactions or drivers, 6.2 Ail transactions processed via EPOS in order to capture point of sale data. Agreed. Mansfield has found that only 460 transactions out of 167,596 for participating agencies over the past year have occurred listing FuelOther as the product; this results in a 1/4 of 1% occurrence. The remainder of the transactions have all data and p-oducts correctly displayed demonstrating EPOS and Level III data capture at 99.76% of transactions. TFAMM • - 'J 1 - INNUVOXON i i }' UCELLENCE �xMl�il B MANSFIELD ENERGY Specific RFP Requirements 6.3 Wide area of acceptance In part-iership with VVFX. Mansfield provldas the strength of the VVEX network enoornpassing thousands of locations throughout Tarrant County, Dallas County. Denton County, Collin County, and surrounding areas. In addition, a similar level of network coverage exists throughout Texas and the United States. The WFX card network provides a substantial level of flexibility and coverage from fuel purchases to repair and maintenance, offering flexib lity however the City decides to use the available resources from this wide network of coverage. The VVEX proprietary network gives government agencies the highest level of control over their {grogram. WLX awns the back-end rails that power each transactions, which enables Mansfield to process the transaction, capture the data, and ensure that users have the information needed to manage budgets. performanue audits, and manage a hest-in-class fuel program. Further, with the 99.9% Level tII data capture in the surrounding markets, the City is guaranteed to leverage tax exempt status. 7. Cooperative purchasing Mansfield Oil Company currently provides cooperative purchasing to the City of Plano under the existing contract, additionally, Mansfield supports many other large cooperative purchasing agreements throughout the U.S. Mansfield can provide multi-agency billing to each agency or even to business units within an agency wilh master account controls and avers ght. Currently Mansfield provides billing to over 2,00C separate agencies and government entities throughout its card program- Mansfield Oil would Continue to support a cooperative purchasing program tc the City of Planc and City of Fort Worth in the new contract and will hill directly any participating cooperative agency. Cooperative purchasing reports can be provided to the City of Plano at no charge. with -he current pricing method as outlined in this RFP, there are no restrictions on geographical expansion of this program through cooperative purchasing agreements Between the City and potential participants. Mansfield currently provides this service to multiple user governments, including those Litilizing the existing City of Plano contract as cooperative partners The functionality to administer this type of program already exists and is in operation today, TFAMW,. .;:. E xCEUENct EXIW B Page 12 of 51 MANSFIELD ENERGY Specific I FP Requirements U-8.3.2 Liability for Charges Mansfield agrees to the provisions listed in this section. Mansfield accepts these restrictions with the understanding that the agency card holder complete all necessary steps to cancel a card. For example, purchases within established limits made before a card is reported lost or stolen will be Billed to the agency card holder. In the event of suspected theft, the primary account manager for the agency will need to Cancel the card through a phone call to Mansfield as this will terminate the card immediately and the City will no longer have liability for any purchases made within the City's established limits and restrictions. Typical maintenance cancellatlons can be made online.As requested, Mansfield Oil can distribute "fuel only" cards to prevent purchases of other items. 9. Subcontractors I Mansfield will utilize VVEX, Inc as its subcontractor for this contract. WEX will supply the I card and authorization of the retail network, All tax exemptions, card maintenance, pricing and reporting will occur through Mansfield_ Mansfield is the owner of the fleet cards being distributed. Mansfield is the primary contractor for this contract. VVEX is an established fuel card provider with a global presence, VVEX provides clients and partners with unparalleled services and precise solutions to help customers pursue ambitious goals and improve business efficiency. From its headquarters in South Portland Maine to Sao Paulo, London, Rome, Singapore, Melbourne and beyond VVEX leads the way in value-based business payment processing and information management solutions, and virtual payments solutions and programs to help companies across a wide spectrum of indus`ries grow. Mansfield i:nergy.Simpllfled, INNOVATIONat INTEGRWY 0,�) PERSONAL S"V10F t�Uft EXCELLENCE ExhiN la Page 13 of bi ENERGYMANSFIELD Required RFP Responses Description of Services rd Specific RFP Requirements Section I — Company Profile & Past Performance Section II Card Acceptance & Coverage Section III Implementation Plan Section IV — Electronic Capability Section V — Card Control t Section VI — Customer Support Section VII — Pricing Cull J Mansfield Fnergy,SimplOed. Exhibit B Page 14 vi 51 ABOUT MANSFIELD ENERGY Simplifying Fuel suppler & Logistics Across Forth America r 15! L1f I � , Mansfield Energy is the trusted partner to fleets and organizations across North America--solying their most demanding energy procurement, supply and logistics challenges- Founded in 1967. Mansfield Energy is faiTlily- owned, headqualiered in Georgia, and operates in every U.S. state and all 10 Canadian provinces. Leader in North American Fuel Supply vexrema0w rI + 9PLLION 89000 7,250 '1 , nalionwxla YEARS OF GALLON CUSTS.hig 0 FUEL DELWERY { across Ire 5UPP4- I AS71lHC* pr Np1 8 9Pmplemenl3ry PARTNER Customer P!pCrY.lz aruwetl� U.S-and Y S Rnialionships Canada POIN rS Marrs Wd leas creaked fmFne,WOUs vaiere to Ryder and at+r Gtrsto►xrers as tilaw bvsirress model specifically Man field lelxis itself 10 be;rrg more flexible and nimble ll`Marl fraeGttar)al flrelsappliers, r"IEnergy.Simplified. g -5"�pr Oirectur of Gla6al Fuel Produm I Ryder Syirerw.1w7 9 TFAMWORK rPOSONAL SERVICE OW Ex rELLENrE Exhibit B Page 15 of 51 ABOUT jNSFIELD ENERGY Mansfield Energy is your One-Stop Energy Partner RELIABLE FLEXISLE STRATEGIC INDUVIRY FUEL LOGISTICS SOLLITIONS EXPERTISE SUPPLY FDr Hlre TianspOrtalion pis #i T : J71r ef+.;rJ •• Crmrnm2nt,Military 1 CONSIC,NE PRICE RISK lnduStrial,Manufactuing R@FINJE FULL TRU+rK D FUEL Llf_ MANAGEMENT D Laos F FDod Servict� FUELS I,. � l� .1, J Waste MinagerNerrt LT ", Aggregates,Mining L E69 THAN EMERGENC, FLEET FtJ EL € lrl�erl ConStruCt iOn $IOFUEL PNLt 1RUC Engineering,Y CORD SYSTEMS & g ngi S LOArn RESPONSF S SERVICES Qii&Gas Railroads UELIN ADDITIVES FU E t.ttit E'r F M$rinas NA�TURa FUEL LUBRICANT L S Aviation GAS Fuel Marketers UD L�j L�lAnun #1•) Utilitylnhastructure oe WHOLESAL WINTERIZED £mr.."'...rAt PROPAN Stationary Power F E FUEL E Integrated Fueling Data Management for Visibility & Control ■ Tracics fueling and repairs RIPLK (bulk, DEF,alternative fuels, FueurPe C E#ITRAEIiJ;O FUEL retail) Oaift & RE01240 IAIIJON 1�0R EprWTI i6 5IF5EL eYN ALP ST FLUIR ICE ■ Integrates seamlessly with N of u Reek Management and ERP RE FAIR a F U E L N E r 6ON SO LI PJITE TANK �� O INyflNTDRY systems MAINTENANCE INVOICING MQNIT¢RING ° � O ■ Simplifies fuel management with NE+nI L FIIrtL YPfiE 3 TANK L., FUEL TAX MAINf UNOINC C,t]mprehensive, actionable data ►e REPCRTIN4 E RECORCS insights rLLTERIOAl"FIFE LE CryGJINOFPROPANE Let Mansfield allow you hoW We can solve your energy procurement and distrik)ution challenges_ Con!act us to schedule a consultation. , 80o-096-6626 a i nf o@ mansfieldoil_corn A941J7 MANSFIELD ENERGY Serlring North Arn&cas leading cornpanies, oroanixations And governments, MaI>sfiefd a—gy provide$ innovative soluliDm to the meal demanding energy procurernent.Supply and logistirs challenges.Offenng a troad fange of solutions including fuels,nelurel gas,data management tools and pace risk managernent Services.Mansfield Energy deliver'$ever 3 bllllon galiQn$of fuel and complementary products annually !o 5,00D customers across the US.and Canada. Mansfield Mansfield Energy is headquartered In Georgia,and operates in every U,S.Stale and Canadian province. _ 1L1 wwvw.rnansfield,ener Energy. Simpll . Iq TEAMW I. y # P LxcrLLENcE Exhibit B Page 16 of 51 MANSFIELD ENERGY Mansfield Oil Company Overview For over 64 years, Mansfield Oil Company has provided North America's leading organizations world-class support and solutions across the energy supply chain. As North America's largest delivered fuel supplier, Mansfield provides 3 billion gallons annually to 8.000 customers and over 20,000 ship-to's throughout the United States and Canada. Mansfield's customer portfolio includes some of the largest transportation fleets in the world including leading commercial companies and Federal, State, and Local government entities. These organizations choose Mansfield as their fuel partner due to Mansfield's unmatched scale and market expertise. Customers benefit from Mansfield's sLipply and distribution network, its transactional management capabilities, and its wealth of fuel management tools and insights in a partnership that ensures the ongoing sustainalbility of a best-in-class fuel management prcgram. Mansfield is a private, family-owned company with a staff of over 850 employees across its 11 locations. Customers benefit from a dedicated staff focusing on the company mission to Build Relationships That Matter. Mansfield 'believes in building and investing in relationships S relationships with one another, suppliers. communities, and of course customers Everything the company does now and in the future hinges un the quality and durability of the IOU relationships fostered by Mansfield ernployces. Mansfield Office Locations Mansfield believes that regular communication, transparency, and performance meaSUrement foster more productive relationships. Two-way communication allows all parties to be engaged and aligned in the decision-making process throughout the contract term. Beyond a safes team and customer management team, as further outlined in this response, Mansfield offers its customers a 24-hour service line to address after hours concerns that may arise. Customer needs are identified and escalated to the correct key staff member to ensure a solution is developed as efficiently as possibie. Government entities are of the highest priority when disruptions outside of Mansfield's control occur. Mansfield utilizes its ubiquitous supply and vast carrier network to provide exceptional service in times of uncertainty. Mansfleld I rw Energy,Simpllfied. Exlubil B Page 17 of 51 MANSFIELD ENERGY Fleet Cards Services INTEGRATED FUEL CARD PLATFORM Mansfield Fleet Card services consolidate all vehicle fueling t. transactions into one secure platform for centralized control, {` dp oversite, and payment. Mansfield {partners with all leading fleet card networks to tailor optimized programs and offer a single view of standardized purchase data from retail, over- ;}*, the-road and consigned fuels — all via its convenient, proprietary FuelNet portal. Easily manage even aspect of your fueling program: w .t ► set fuel controls � ; f� Monitor consumption o ► Track and reward driver compliance „I i 1 Manage driver and vehicle maintenance ► Highlight issues for speedy resolution CONSOLIDATE ALL FUEL TRANSACTIONS Mansfield Fleet Cards are an effective fuel management solution for fleets of any size. optimizing driver efficiency and lowering costs, Mansfield Fleet Cards can be used everywhere your drivers fuel -- retail stations, cardlocks, truck stops, backyard tanks, and friob4le fueling locations. Mansfield Fleet Cards are accepted at over 230,000 retail locations nationwide, so drivers can fill up virtually anywhere and choose the lowest priced station. Mansf leld TEAMWORK tyINTEGRM <vp PERSON ALL 5F RV ICE AW ' XCULENa Exhibit B Page 18 of 51 ENERGYMANSFIELD Mansfield Oil Company currently manages retail fuel card programs throughout the U.S. having done so since 1999_ Mansfield's suite of service offerings support many of the largest and most demanding fleets across the U.S. including: State of sutith Carolina State Fleet Management Contact: Thomas Howie 111 803-737-15021 Thomas.Howie admin sc. ov services: Mansfield Oil as the primary contractor provides bulk consigned fuel and fleet card services. This program is in partnership with VVEX, with Mansfield Oil as the primary contractor, Fuel is consigned at over 90 locations whereby Mansfield is responsible for web reporting, data co'lection through card readers and Veeder Root equipment. Mansfield provides alternative fuels including ethanol blended gasolines and biodiesel blended diesel products throughout the South Carolina program. Over 25,000 cards issued_ Active and in place since 2002. Virginia Department of Gerkeral Services Contact: Carl Loveland, Business Manager, Office of Flee` Mgt. Services 804-367-4252; CarLLoueland d s.vir E9 ov Services: Mansfield ail as the primary contractor provides fleet card services with the Voyager 1~leet Card to Virginia DGS fuel program participants. The card allows for retail and bulk fueling throughout the DOS and VDOT network. Mansfield supplies prticing, invoicing, fuel, web reporting, equipment installs, card management, retail fueling and E85 tank systems management and product supply. Over 25,000 cards issued. Active and in place since 2009. North Dakota DOT State Fleet Services Contact: Mike Gerhart 701-400-7313; mgerhart2nd.q Services: Mansfield Oil as the primary contractor provides bulk fuel and fleet card services through Voyager. Fuel is consigned at multiple locations whereby Mansfield is responsible for web reporting, data collection through card readers and Veeder Root equipment. Mansfield provides alternative fuels including ethanol blended gasolines and biodiesel blended diesel products throughout the North Dakota DOT and University system. Over 5,000 cards issued_ active and in place since 2004. Mansfield Energy.5implified. Exhibit B Page 19 of 51 * NSFIELD ENERGY Required RFP Responses • Description of Services ■ Specific RFP Requirements ■ Section I - Company Profile & Past Performance ■ Section 11 -- Card Acceptance & Coverage ■ Section Ill - Implerriertation Plan • Section IV - Electronic Capability ■ Section V - Card Control ■ Section VI - Customer Support ■ Section VI1 - Pricing Mansfield �f>Ier9Y Simplified_ TEAMWORK -.I- COMSCIENTIOU5NESSE' * CXCELLENCE Exhibit B Page�Q of 51 t D ENERGY City of Piano and City of Fort Worth WEX Fleet Card Mansfield's nationwide, universal retail network includes all major retail stations, with new sites being added all the time. Through a partnership with VVEX, Mansfield offers a universal solution to fit the City's needs for acceptance to keep drivers on the road. The VVEX Fleet Caro is a universal card platform that can be used for retail purchases across the US — over 93% of retail fuel stations nationwide — and is accepted at over 3,780 locations within Warrant, Dallas, Denton, and Collin Counties producing Level III data on over 99.9% of transactions. The Mansfield VVEX card is compatible with existing City and other public or private site electronic cant readers and software currently in use. Mansfield WEX Fleet How the WEX Gard Works Card Proposal The VVEX card afters an ideal blend Mansfield offers con finned use of convenience and control. of the WEX Fleet Carol, Transactions may he restricted to enabling the City and include only fuel purchases or participating mernbers fo opened for other fleet-related maintain broad acceptance, purchases. The VVFX card may also Vansffeld also offers customer be used to settle mobile refueling support 2417, 365 days a year transactions delivered via Mansfield's DeliveryOna Network. Additional Uses for the WEX Card Additional uses for the WEX platform include Cn-SitelBulk Fueling access, with transaction management through either a network or local authorization method. Retail pricing occurs at the transaction level with the original pricing reflected in transactional reporting alongside the City of Plano's negotiated price. Extensive cortrol and fraud prevention tools are made available. with profile updates occurring in real time as requested. Mansfield ��� Enargy.5implified, 11V.111 LON ;■ * } * 3 7 Exhihil B Page 21 OF 51 jNSFIELD ENERGY The Mansfield VVEX card is accepted at over 3,780 retail fueling facilities throughout the immediate four county area surrounding Plano_ In most cases, this will represent Lip to 90% of all available fueling stations. Almost all major brands are represented in this lineup and can be accessed and utilized on the same pricing formal as quoted. Very few if any competitors can offer such a prograrn with as wide a retail network as well as discounted pricing and tax exempt on at the transaction level.. This wide range of options and fixed pricing provides many methods of best practice purchasing and well as measurable cost savings to the City of Plano including: 1. Standardized and Measurable Pricing tied identified through Level 3 data capture. 2. Simple discounted pricing at a wide network of stations. 3. Tax Exemption at the Transaction Level 4_ Security and Convenience at all locations through a single irethod of purchase. 5. No freight charges or additional vendor charges for reporting or system maintenance to be added to price. 0. Few limitations on location access as 90% of stations accept the proposed carts. This program being provided to the City of Plano includes the following number of stations as listed in the attachment and provided in summary here: Numberi Locations CAA of Plano: 127 fueling stations Four County,Area Identified: 3,789 fueling locations, State of Texas: 19,454 fueling locations Mansfield has established partnerships through subcontracting the plastic and network access with fleet card providers that provide the widest range of acceptance in the customer's operating area. Voyager and VVLX are primary exampies of the successful relationships Mansfield has experienced through this practice. For the purposes of this proposal, Mansfield is recommending the use of the VVEX network program. Mansfield's single point cf data collection will provide the transactions, regardless of their origin. A. WEX currently provides on average, access up to 90"A nr better of retail locations throughout the US, This number varies state to state but is a good example of the coverage that can be expected in the four-county area def red. B. 90% or better accepting locations in the City of Piano as with the standard accepting percentages. C. Level III Data currently occurs at 99.c11% of transactions ru* j Mansfield as VVEX requires Level 3 data from+ its vendors.Tr NA SER Energy,S�r�iplified_ ,� EXCELUNCE Exhibit B Page 22 a151 MANSFIELD ENERGY Required RFP Responses Description of Services Specific RFC' Requirements Section I — Company Profile & Past Perforrnarce Section Il — Card Acceptance & Coverage Section III — Implementation Plan E, Section I — Electronic Capability Section V — Card Control Section VI — Customer Support Section VII — Pricing Mansfield Erie rgY.simplftled. .i rO *, a Exhibit B Page 23 of 51 MANSFIELD ENERGY As the incumbent vendor, very little transition is required as Mansfield already has participating agency data onboarded with driver and/or vehicles ID's, card limitations„ and more in its system. Agency users are already familiar with Mansfield's online platform. FuelNet, and custom data feeds to agency fleet rnanagement software are already in place- While hile Mansfield is proposing a gradual card reissue to move the City and cooperative agencies to the VVEX MHennium platform, because Mansfield already has the agency data in its system the Mansfield fuel card team in consultation with participating agencies — can handle all aspects of the card transition with little impact to the users. While the transition is planned to take place same time this year, since the new platform does allow for additional fuel rebates as outlined in this proposal Mansfield is able to begin the transition at the contract start date or whenever feasible for the agencies. Furthermore, Mansfield handles any contract change through a prescribed onboarding process to capture requirement changes in any new contract. For example, pricing modifications would need to be updated, However, beyond supplementary changes, accounts. credit, reporting, web interface, customer flat flies, and exceptions all are already in place and operating successfully. Mansfield does recommend a review of current limitations and restrictions as well as a regular cleanup of all databases for participants, drivers and vehicles provided that Mans'ield is awarded the new contract. Mansfield can provide assistance, labor, training, changes and modifications to existing City operations as requested by the City. rW11 Mansfield ,:. I;r7ergy.5i�pliti�d TEAMWORK foCONSCIENTIOUSNESS + * ' Exhibtl B CE Page 21 0151 MANSFIELD ENERGY Required RFP Responses ■ Description of Services ■ Specific RFP Requirements Section I — Company Profile & Past Performance M Section 11 — Card Acceptance & Coverage Section Ili — Implementation Plan ■ Section IV — Electronic Capability • Section V - Card Control • Section V1 - Customer Support Section VII - Pricing Mansfield f=r3ergy.SFio�pl�fii?d. ZCN O, COMMMMUSNESS INNOVAMN ■ } EXCELLENCE Exhibit e Page 25 of 51 ENERGYMANSFIELD section IV- Electronic Capability ► The {percentage of locations in Tarrant County, Dallas County, Denton County, and Collin county that can process fuel transactions via EPOS: 100% P,� The percentage of locations outside the state of Texas that car, process fuel transactions via EPOS. 100% b, The percentage of locations within the City of Piano corporate limits that can process fuel transactions via EPOS: 100% level III Data Capture As a closed loop network VVLX requires all accepting merchants to be capable of transrnitting Level III data, thereby providing you with greater assurance that you will receive the detailed data you need. Currently WEX receives an average of 99.8% Level III transaction data which i0ansfield then reports to users via standard or custom reporting. Apprcxsrnately 0.2% of transactions nationwide do not include level 111 data as reported which is primarily due to manual transactions or other anomalies which may occur when the merchant sends the transaction data us_ Within the City of Plano, the percentage of Level III data is 100% based on the previous four months of data Other competitors using open, loop networks may claim 100% Level III data capture. However, this percentage is achieved through site lockout. which decreases the number of locations available to your drivers. This would force your drivers to know which accepting locations of our competitors are Level lit capable and which have been locked out. Currently, only 74% of MasterCard fueling locations are Level 111 capable. The following graphic displays the type of data collected by VVEX and made available to the City of Plano through the Mansfield web log in. As fleet managers are continually working to reduce shran,c and eliminate fuel losses, benchmark vehicle performance and casts, or improve fuel economy and muting efficiency, collecting level III data is imperative. Lm'6 f I I •O"to •Coal Itr Mwa -rlilm Pm GNrpr EkGNK i 0"KVW Rurorulm 40river 0 Nuiow I -G'Mb4Cc4xddiAdy 14ra3ti&lif*A #_Irse[lernDelai pd,1➢nrilr�gAa,W +Aent"u)Wre4ull4nC* *Fuel Grade *ODA Pel 02dim ,. "D3 rar Level I d WWI _. raPurrWM Data endlimp 4Pwxl 4Merch,)ot Name 4nitlmm " quelUrual9rreel llu655 WarahaA wlhlercharrt Cite.Maio,1I fMC1eh9N Mansfield #104 Purchw Gust Ifatal PI IV&k la ID tvsiar�..�p L'' rnergy.slrnpliiled. 4Accaunl Hv%nr 4A r.n.,:i r,i•id•i �I 1 l iPrRSONAL SEWCE W. s XCULENM Exhlblt B Page 26 of 51 MANSF ■ ENERGY With comprehansive and transparent reporting of fuel usage - by driver, vehicle, generator, and department - customers can leverage the most detailed transactional data available to develop solutions that reduce fuel consumption and waste. Mansfield's Fleet Card Program offers Level III data on over 99.6% of retail transactions. Product Codes Transmittal of accurate Level iiI data and product coding is dependent upon the driver entering the correct odometer reading as well as each merchant's programming of their point of sale devices which are typically located on their island card readers or in their stores. In addition. this data is then transmitted by the merchant's chosen network processor to VVEX. VVEX or Mansfield will work closely with merchants or network processors where incorrect product codes or incorrect data are identified to correct such items. Incorrect product codes may impact tax exempt processing and reporting. For past performance measures. Mansfield has identified only 139 transactions out of over 51,467 transactions for the City of Plano and City of Fort Worth in the past four months that had a code of FuelOther. This represents .003%, demonstrating a strong performance with accurate results. The importance of;he wide area network, multiple choices in fueling for both gasoline and diesel as well as DEF anj optional items including fixed price, FueiNet, and other tools made available through Mansfield's Fleet Card programs demonstrates exceptional performance and technological expertise designed specifically with our customer's interests in mind. Account Access via Internet. Describe the information available, The Mansfield Oil Company fleet card program is fully electronic. Access to ar.d interface with the system is through Mansfield's online portal FueliNat and access to VVFX's Millennium platform is available upon request. There is no need for special software for either program. l.nvoiciig is accomplished through email and restricted site log on. Additionally, access to account management for invoice imaging and transaction back up is electronic. Detail and screer shots of the Mansfield web site has been included within this proposal. All transactions are captured with Level I It data electronically for fuel transactions. Over 99.8% of locations have Level III capability through EP05_ Please refer to main list of participating locations, Please see the chart noted above for detail on information captured and percentage cf sites. Additionally, Mansfield offers automated data feeds to its customers of the sarne information fer upload into Fleet Managerr,ent Software. This is typically custom designed to meet the customer's requirements. There is no additional fee for this service. Mansfield r 4PIRSOMALSUMCE -0# Exhibit B Page 27&51 MANSFIELD ENERGY For many of our customers, Mansfield Oil provides custom programming for data retrieval, formatted specifically for that customer's requirements. Whether it be a fixed data feed into the customer's fleet management software or a custom report specifically geared towards the customer's goals, {Mansfield Oil has the staff and resources tc get these projects underway quickly_ The expertise Mansfield Oil provides to this program gives the City of Plana a clear view into the practices of the most successful Government and Fortune 500 Company's operations. Mansfield Oil is continually developing its reporting and online fuel management through its Fuel Net portal. Currently, our system meets and exceeds our customer's demands and has the flexibility to meet any need a customer may have for data retrieval. Additionally, customer support is a tall-free call away with dedicated service representatives familiar with the City of Piano's account Downloaded transactions are in pre-established formats or can be downloaded via raw data into Lxcel spreadsheets for further scrutiny or use. The website is available 24/7, except when rarely dawn for maintenance_ There are no access fees for this service. The website is encrypted and secure, only accessible by user login, which is further restricted by what that log in can access. For example, some log ins may only need to view invoices, where others can add or delete cards or drivers or make changes in account information. Only those individuals designated can make specific changes to the account for drivers, cams or vehicles. These individuals will have this access online through the access criteria of their log in or through dedicated account representatives that know who is authorized to make these changes. The account administrator will determine the access of its staff. Screen shots have been provided within this proposal. A demonstration of our services can be provided upon request. Mansf ield Energv.Simplified. t+NSUEN140USNIESS NNOVATION a INTEGFI&TY 0& PERSONAt SERVICt 0,AIP EXCELLENCE L%htbit B Page 28 of 51 yNSFIELD ENERGY Web-Based Reporting Mansfield's Fleet Card Program provides reporting in a wide array of methodologies T irom ad hoc reporting via our FuelNet online customer portal, scheduled reporting delivered by email, transaction data file transmitted to FTP, and by multiple export formats available for download. Mansfield offers many different types of reporting options to evaluate your fleet performance- These include'. ■ Dynamic Transaction Reports Choose from a range of reports — from Summary by vehicle to Standard Raw Data for Fxport — and also enter query parameters by date range, ,» . department or fueling location. � { ; ■ Invoice Oetail Reports View balances, payment status, copies of invoices (both bulk & retail), or retail invoices on FuelNet's Invoice Console invoice Detail Reports correspond with fleet card invoices and summarize the Commonwealth's data in one of several different formats_ Among the Invoice Detail Reports you can elect to receive are' commercial • . Operator p. Department CustomR . F Levels Department 1Sub-Department # by F Report Product by . _ Company . i Agency a Product Vehicler Driver invoicesReport by Drive Vehicles MPG Mansfield Energy S5 mpllf ed. f' 1. F F INNOVATION tPERSONAL SERVKE * tXCEIIEN EXk1b11 B Page 20 yr 51 MANSFIFI-D ENERGY I=uelNet ROW is Mansfield's integrated Online fuel management }portal, providing instant access to view' .,`,.. • Invoices, Proof of Delivery, & Transaction Data ■ Tax Summaries & Reporting ����������� ull ��Il�4�11 ■ Online Ordering & Inventory Management •_ _-_ �„� ■ Fleet Card Administration ��-� _ -= Ear - _ FuelNet aggregates every facet of your fuelprogram Into into one simple reporting platform, enab.ing you to manage your business efficiently and accurately from a single dashboard. Mansfield's proprietary Fua Net portal provides insight lntc transactional data around bulk fuel, CEO" LTt_, retail, and DEF invoices- In addition to using the comprehensive Walytics and fuel management tools, customers can also track and monitor fuel transactional data via the Reports Console. FuelNet's 1=S&S module enables customers to monitor and poll for tank inventory in EIMS.- w real time, track repair and maintenance work orders for a specific location, or look a# environmental compliance alarms and history. ledluetedGBn■deakrEwelyFac0*f Fuel Man#9amerlt tnr-!2 Ive Ora phg MprkelRepvru�anforma��on lialp Chat F tom-y.1r GraphFilt&re Ou1[kLlnks AL. l- �• ��.� m,�.. r,t..• I , In**aAcmunkW Tel AALnnunl .-;.._ b A;counlMdRap�r TMAt OambLy „ak % h!k MOM 10.5K �,,7 .J t^ d+ ,r + ii Tonal awMiry by Oesdnatlan lii!«mY�kii �enamlrast 110AIh 4uanl dy z , FuellNet Changes Ida �IliAlilY Last lA4n�t! � ��� FQuick Start Guide 13M � � i►�"9 , LMi•s•M111i-iT!'•'r— CONSCIENTIOUSNESS t # Exhibit B Page 30 of 51 MANSFIELD ENERGY Fue[Netwas built specifically to meet the needs of Government Agencies. Mansfield currently offers multi agency billing to over 2,000 separate government agencies. The system is capable of multi level }pricing, invoicing, electronic delivery and online review and storage. Transaction information as well as invoicing is made available to the log ins for efficient invoice collection and payments as well as detail provided in multiple fixed formats and ad hoc reports, downloaldable to excel or pdf or direct fed through SQL. A full array of reporting capabilities is made available tfollowing reformatted transaction reports for its users that are selected by date range, billing or transaction o use's for any information they may require to meet their needs. Mansfield provides the dates, agency and fuel site. ■ Summary Report ■ Transaction Reports a Summary by Sub-Agency ■ Site Queries ■ Daily Summary by Location ■ Latest Inventory a Monthly Summary by Location ■ Daily Inventory a Detaih by Agency ■ Monthly Inventory by Tank ■ Detail by Sub-Agency Monthly inventory by Product ■ ■ Detail by PIN : Invoices and Payment Status ■ Detail by Employee # ■ Site Maintenance w Exceptions by Agency ( custom and standard) ■ Drivers ■ Raw Data Export (to Excel) a Vehicles a Active Vehicle Listing a NlyAccount ■ Tank Inventory Report Exception reporting is provided based on established parameters selected by the Agency. Exception reports are available via email to the Agency lead as they occur or in summarized reports by Agency in the reporting section of'he Mansfield web reporting program. An example of exception reporting is detailed below. Mansfield energy.TEAMWORK Situp#i#led. + } Exhfbil B Page 31 of 51 MANSFIELD ENERGY FLEET CARD REPORTING OPTIONS Fuel efficiency and level III data management are integral to an organization's success• Ilia FuelNet, customers can access detailed transactional data in various formats immediately after it posts to their account. Customized reporting options include the following: Dynamic Transaction Reports Managers can choose the ad hoc report that suits their analytical purposes from a list of dynamic report options, developed with fleet managers in mind. Hovering over a report name provides a description of its functionality, Choose from a range of reports - from Summary by Agency to Standard Raw Data — and enter query parameters by date range, department, or fueling location, with multiple export formats available ( ML, HTML, Excel, CSV, PDF, Word, TIFF). Ala1In History Reptlrt 1y;orL•5 fA&{Vad $9NC Operllions Sgus TfaPw[l ns+ Al wol Tpairg Schelde R%011 C"il Fwel0rder9 dnd heliverm i Abrm Hisloft'Repa1' fkk Sumfniuy MmAl Tesbrg i"um Ruporl Fuel Mampnrent Row C4n91J,RI]fln3 RaPCIl Fuel Orders klordhrr Gvmplm cp Ipvn rwoieo Summary RRpell paid r,+e-rdenwa Sow StaWs ReForr Hivprre Tax 5urnrnmy 1 $Ae 5uINrtay SoMald Rnvomn For Export Talk 4elnery Repelr Tank Ra emiliaian Report Trarn&nmI rnIA11 wy Rgpalt n 10 + Mansf leld 213 Energy.Sirnpliiied. Exhl4il� Page 32 of 51 MANSFIELD ENERGY Invoice Detail Reports On FuelNet's invoice portal, customers can view balances, payment status} copies of their invoices (beth bulk & retail), or their retail invoices' corresponding Invoice detail Report. When customers click on the Detail link next to their invoice link, it provides a window with all of the Invoice Detail Reports which the customer is mapped to receive . .a.,r., rn!w r. _._. wH0.w6vE lrL a+ ' 1[Glh.V# /JOLF CrII CIE WI[ 1iR,rtlrd�rJ dCErli CGl■ 1`0• .nn:aer .NiOf �.Tn I I 1'k'%[k OpS �.T 19 NatllliT p A GI a 13 U 0 fl R a G� rt ooyra4r_ o n J4,.in1 0 'M} :SJ]L Ivx�, ♦xxlt iluwJ .0114S r—uill: !h.c Vs7 r�r s°Jwiw eJ�vd? M 4 kiUYFIJ n ,rHr nsaaax pliiNJ Y]Imou YfsIT, im�dJZiLI T697lm! LLb os�A* Pawn itlll 41 s•..wJss xrs. sonM vi•i'a TW Ems•: +tw�r �eN rx! IVI.IFICY nik8laau Fs rsv ftlJl ` 0 JJr,v G s>ZyF asJm Y�>'Awr iYfrulJ wra�M �Nk4 I,q�u.s x�r uff k,rr LtlIY OiFI L. :� JAR+i] ! �lbi S'WH r�'Yif a=1}il? 4rlwl I'X'F71 i9�+xsl.w PM��as]i siTa 9r111 � n ue,n o gny 1Cg7 NAM d4hm 4MI" ..Im "Onk'n ial,... FIIPJJ SIJFr■ Pn r7 sssulra • -,In e•s>ffz I}4Al'I AYMI aEn4 INF7s, n,11rr,s gnr.,uCr- Is%651 WFYi -CY itm NixTg Trhiry 1'}ifY! !1l1SO! ZWP T61]wlnr 9pM4L! aTllkl ■1JJ[k MN .I }1}I]1!J {I u+! .•.m7 }.}Zdgl .,x}•issf ..s.__, rwss ra—i CwsIx.EWmd? w:{i�T 17J:��4 ."�• Q I., cmeAw 31MM-E HNmx enrii .fry WMFrra E¢LQ.SY PJu I} {IWP PR Raw For added convenience, Mansfield can easily auto-schedule these reports to be automatically emailed to the customer along with their 1-page retail fuel invoice. Among the Invoice detail Reports customers can elect to receive are: • Commercial Fuel Management Report • Owner Operator Report (FMR) - Custom Excel Export with 6 Org Levels • FMR by Department • Custom Summary by Branch and Product - FMR Department and Sub-Department • Company Exception Report • Tax Summary by Agency and Product • IFTA by Department • Custom Invoice Report by Driver wf Avg • IFTA with Vehicle ID and Driver MPG IFTA by State and Sub-Totals by Vehicle Customers can choose one or many from over 20 fuel management and consumption analysis reports, to be automatically sent with their invoice. Below is a standard Commercial Fuel Management Report (FMR), which sorts data by department, then vehicle, then a line item listing of transactions for that vehicle - showing which driver(s) fueled and when. The report also shows odometer inputs, MPG, and even cost per mile. 18WV11 Mansfield ?" �ner9Y Sirr.�liiied_ TEwwow S COMSCIENTIOUSHUS PIERSONAI SERVICE Exhibit B Page 33 of 51 MANSFIELD ENERGY Exceptions�asl�haa.tl 1., TrY•SdSlin^51a k11113 fEnd Wlf Tlnnianon lao UT'ntm ilf 0 6'-1 14 wl 1R aa:�k .. r!rl:xlsrn TrSYld€ILCP ASIi1iY MIP _ _- TIIaICad{x5epll■ns Trtnd 14A5+8i9 4,lnnly T,p! ■ Sp�124,9ii.11 . ■ rperN # � 1 ■ * ■ 277 ■ * e■ + ■ ■ a, PPIJ ::� IIh .n. � x! �, �![. �I � !':: ■ l}N1Tf-QST�ITF� `� vF b' W ? i4='+au h :} lwr r,h - + ; Eyeip�ohT10■Twl1 gaekyird Pranwims � ■ ■■ ifiP11Ed ■ 4 ■ ■ •'■rti Ciwltl; f+ � 912DT1-11$f1 !' &mm an 9nrk ,qm ollu•L Main, ReIrLf1iI1RLI11lIIS :-mina d toL=kN cure irivi—I WoNTVt 4-iiq! is Wh ftA— 7em 1,WA+13 Frq >7r..Yerr P.txai C&4C P.' er d+r Wpt- _ r,re fi !1! :43l� 4LrA 1A di l41m za Pia pp.r.a rtarcw•twm l-Wt a 51g Miyp µSu DWI sink e7.4F] 1d2$f.677 l71 P_' 1F8i� 'Val lSOQ knit 1.0 4:an 11N, 7rII6 11dw ■:II s{"GI SS1A51735.k I LIM 10.&W T�i 1F.l9! iLT p W! neat 6I5 11'e Tbsi 13 r11 Sfe1 L1A'S 1J 3_'91 low 1i1� Sz_!i Ids# I;e1P Lf} '[{`S Itl[9 �I MAU ■Y im FS.,, .74ePS 9R114 i6T,1P■ 'Winelr17N These reports can be very useful in identifying where the customer's `leet. is lasing money and where there are opportunities for savirgs. Not only do FIdIR reports match the fuel card invoice, but they also have summary data at the end and - because some customers prefer to pay from an Invoice Detail Report - a pay stub for easy detachment and remittance_ Mansfield also offers the added service of periodic reviews cf FMR reports to help fleet managers mare critically evaluate these powerful tools_ Exception Reports Exception reports are auto-generated daily for transactions that exceed established parameters and allow customers to identify and address any fueling exceptions within 24 hours of occurrence. Exception reports include level III transactional data and can be filtered by company/department or vehicle ID as required. At the customer's request, auto-generated exception reports can be automatically emailed to a designated recipient after each day's fueling activity has posted. Customers can choose from any of the available parameters for which they would like to view exception alerts on Mansfield` s fuel management portal, FuelNet. In addition to the autogenerated daily exception report, customers can runt ad hoc reports for the time frame of their choice. • Eneroy.Simplified, _ TkAMWOM VICE SS I EXCELLLNCL 1 RSONAL SOtE Exhibit B Doge 34 of 51 MANSFIELD ENERGY ONLINE FLEET MANAGEMENT Mansfield offers online fuel management via its proprietary FuelNet software. This fleet management portal allows instant access to all card usage at any time via Mansfield's secure wehsite. In addition to viewing industry news and fuel management tools, customers can track and monitor online purchase activity by vehicle or driver or configure custom exception flags to alert managers of unauthorized fueling practices. W.,;.oa rht—rd rTd.e.n ir<i fi.1 r n l rl ii+ ,..,f1n 7.ra.eri. F5111 Xe•4 7.4tl fed i.r•wr 4rl•i+ice 9i4SGW• T.W v ... .. F..., .. . . .. . on • gyaiee efts i-' Iy■ I 5u..i FI. fYAf11F - fo+IFadIFIF4 k 4.+e f t W • .. Tr FnrNoni.reflw 1f,J} r1iu e1 _ . •� eM77ld -_-.�_ flrl sbw Fy brcv.rr inp. s�rm� rfi,01� -.m r, Nef.Ow rn• T..e.1 Customers can utilize FuelNet bath for viewing invoices with corresponding transactions and for managing other onsite fueling assets. Ilia FuelNet, customers can monitor and poll for tank inventory in real time, track repair and maintenance calls for a specific location, or lock at environmental compliance alarms and history. Additional information regarding the comprehensive solution provided by FuelNet can be found here: FuelNet - Online Fuel Management. Autornated System for Data Management. The Mansfield system has been developed over the past 1E years to meet the evolving demands of our customers. As fleets grew and the information surrounding their need for faster, more organized data evolved as well. Through Mansfield's fully electronic system, Customers can access their information at will from the interniet. From the long list of available preformatted reports, they also can download data into spreadsheets or pdf for further review and information distribution- From autornatic alerts to transaction and invoice storage, the system provides a detailed, yet simple format to maintain accurate and measurable data. Even today, we have integrated fleet card services ZU PWMansfield 5161 Simplified. TEAMWORK (& CONSCIENTiOUSHESS INNOVATION a INTEGRITY <Z-§> PERSONAL SERVICE flo ENaLCNrr Exhihil B Page 36 or 51 YNSFIELD ENERGY into our FuclNet program to provide the customer a single point of simple access to information including fuel site management records, equipment maintenance records and authorizations, site inventories, transactional data and a virtual interface with the actual fuel site. A. Internet Access. All information, reports, rrainterancce and updates are accessed via secure log in through the internet. Although, the site is fully operatiorai via web site log M. dedicated staff is available for assistance at any time. B. The City of Plano may determine that a Master account is necessary for their program and that all other agencies in the program are designated as sub accounts. The master program will have the ability to download all information and make any changes to the account. All changes and updates are recorded for our purposes. A Master Account for all participants (co- op) can be made for review of users on the program but will only allow for view only as other cities or organizations may not allow a master access to make changes. The City of Plana will have to designate who they wish to have master account access on their program. REF�SRL';oHstLE -srr I 'tom a L: Nam 41rsIGry fiepv 1 F�cl $oR9[45 II'.VP;Lh3 j11W-''j'dfiEll6$ dP&13�;IFli 931as FnnWj Toeing Wk+ ule Rmprl O renEfuelNgrs god Darnp FJartf 5villwN uairp SbiM ary , Ind+@urmny'By Lgo" FuallrldnaVrimpiL He?irt 4e�I e'1 AprtitY Rol Adom Des.,Br WaAqwpty + 1 w+ mSummary OHEC� r D1HECfl tO&FnEmdd 111V6106 hKSur v"p , OHFC SUUM.Y Slardpd RwUala rm Expert Qr sarla5ingRepon Tank RKMdialipn Ropoet Eu BG1gns By rgoivl FuLM MNw}`vrOM Rcydt ba;Ja1bK 3 rr _ •,__ I Mansfield 7ergy-simpliiied. Ex1lii�it� Page 36 of 51 I MANSFIELD ENERGY Required RFP Responses ■ Description of Services ■ Specific RFP Requirements ■ Section I - Company Profile & Past Performance Section I I - Card Acceptance & Coverage • Section III - Implementation Plan Section IV - Electronic Capability ■ Section V - Card Control Section VI - Customer Support ■ Section VI - Pricing rww Mansf ield Energy.Simplified. �xhlbll g Page 37 of M MANSFIELD ENERGY Card Control Lost or stolen Cards In regular maintenance of cards, are Internet update, deletion will suffice and complete automatically, in the event of a stolen or lost card, a call to the Mansfield will cancel the card immediately, once the request is advised to the agent. t Hours of Operation for Notification. Mansfield Oil Customer Service can be notified from 6 AM to 5PIVI Eastern at the toll-free number pro►sided. if necessary, a cell phone number to the project manager is available 24l7. After hours assistance is available 2417. A WE cardmember help number is also provided on the back of the cafd. Cards may be cancelled there as well as a last resort, but Mansfield must be made aware of that cancellation via email so that our records with VVEX are clean. A phone in cancellation of a card is lmrnediate. A web-based cancellation will occur within 4 hours. • No-mal delivery of cards occurs within 1-5 days of order. Overnight deliveries can be made if requested at $12 per packet of girds. Liability for card use. This City is responsible for any purchases made on the card prior to reporting the card lost or stolen, up tc the limits established on the card. New Card Issuance and replacement cards. New account cards on standard plastic may take up to two weeks for delivery. If selected for this program, Mansfield will not require that City of Plano go through a redistribution of carets as the cards they currently have in place with the existing program will continue to work for this program. New cards will be distributed as they expire. Replacerner}t cards are cut through interface with the Man field web site by fist identifying the reason for the card replacement through common codes and then selecting a replacement. This is accomplished through electronic rrnean5 and a replacement card will arrive in 3-5 days via 0 S. rnaii, unless a quicl�er method of delivery is selected. The t:rne frame for replacement cards is 3-5 days. Mansfield ,. Energy Simplified Exhibit B Page 38 of 51 MANSFIELD ENERGY A card can be issued to either a driver or a vehicle. Typically all cards are issued to vehicles and operated via a database of pins that are associated with the drivers. Driver cards can be provided as requested and are associated with the driver versus the vehicle. The vehicle can be printed on the card as ,s customary_ The driver id or pin, will identify the driver that purchased the fuel, by name. A pin number is required to activate the card for a purchase. New agencies will ga through the same process as the initial card cut process. A PIN number database will be established and added to or deleted from. All agency PINS will work with all vehicle cards, therefore, it is important that PIN numbers for each driver be set up with security in mind PIN numbers can be deleted and added by the lead agency, if authorized to do so. PIN numbers are not available on any printed report. The agency may select to have driver cards instead, These are setup in the initial setup as needed. These carols will have a single card to single driver relationship. Card Design Mansfield does provide standard card plastic to its customers with the VVEX logo and electronic bug. There are 3 lines of open data on the card that can be modified to meet the customer's specific requirements, "FOP, OFFICIAL USE ONLY" as well as "FULL ONLY" can be printed on the card. One line normally has the "Oity of Plano" and potentially the vehicle ID. Custom plastic for the cards is an additional expense and requires no less than 2500 cards. Card Limits and restrictions r A fleet card can be assigned to a vehiclelasset, driver or organizational unit (or cast center) in the fleet, enabling the card tc capture and track all purchase activity When the card is swiped at the point of sale device, the driver will be prompted to eater a Driver ID (DID) and the odometer reading of the vehicle prior to receiving authorization for any transaction_ • Each DID can be assigned to one, many or all cards on the VVFX account and can either be generated by Mansfield at random- or assigned by the fleet customer. • This 4- or 6-digit DID can be assigned to a driver, vehiclelasset or organizational unit on the fleet card account {based on the type of card you prefer to use). For example, if you decide to assign the card to the driver, the driver wculd typically enter a DID associated with the vehicle, If you prefer to assign the card to a vehicle, typically the DID is associated with the Driver. �} Ei�ergy.Slmpllli��_ Gxhi�]i1� Page 39 of 51 MANSFIELD ENERGY + This DID, combined with the card and account validation rules, is queried against the MansfieldlVVEX database for verification and, if valid, the transaction is authorized. The fleet card oannot he electronically activated without entering a valid DID, therefore the card is useless to someone who has found or stolen it. The aithor!zation process acts as a security measure, and provides a layer of protection against fraudulent activity. A valid DID is required by all users at the point of sale, providing security to the fleet customer as the card is useless to anybody who attempts to use it without an active DID. The cars wilt be printed with information required by the City including Official Use Only and City or Agency name_ The card magnetic strip card is a standard size plastic charge card with an encoded magnetic strip on the Back. The strip is encoded with the account and card information which, when read at the point of sale, ;s married in the WEE systems with Level III data obtained during the transaction. Although VVEX uses the highest-grade plastic that is rated for longer periods of usage, the standard term for card expiration is three years. VVEX uses a three-year active period for cards due to the wear and tear on the magnetic strip that will require a card to be replaced for optimum performance. Mansfield will send the City's drivers (or account administrator) new cards /-5 days prior to expiration ensuring that your drivers will never be Without an active card. Some competitors offer longer card terms on equally rated card stock prior to replacement. However, vie prefer to replace cards before they becorne problematic for your drivers and detrimental to the efficiency of the City's fleet operations, Card Limits and Restrictions: • How is authorization established for making changes to the limits and restrictions applied to the cards? An account administrator Is determined at the onset of the contract. That individual will determine the access level on line or via phone and what changes can be made. Mansfield currently already has this in place with all Plano accounts. Cards and agencies limit and restrict their cards through selection of a fuel only card or an open card. The Fuel only card will only allow fuel purchases. The open fleet card will allow for service, tires, oil changes etc. rw Mansf field .4,11 TLAMWEnakrly.5�fr,plified. ♦ F * 3 ] F� 7 a � Exhibit B Pdge 40 Of 51 MANSFIELD ENERGY Purchases can be limited by: Product (fuel only or all products)_ • Number of transactions per day • Gallons per month, Gallons per day, transaction limit • dumber of transactions per month I Exception reporting will report any infractions of these limits in an email alert as well as being collected for a monthly exception report. Custom exception reports can he created as well to better meet the specific needs of the agency. A fuel only card will prevent cash advances, travel expense, entertainment expenses, or other non vehicle related expenses. Products are restricted by SIC codes. There is no fee for fraud monitoring or activities associated with fraud and or exception reporting by either Mansfield or VVEX. These automated services are available without charge. Customers will be notified directly should a fraud alert occur. Mansf leld } Fner s-simprined. ' INNOVATION �xliihit B P2age 41 of 51 MANSFIELD ENERGY Required RFP Responses ■ Description of Services ■ Specific RFP Requirements • Section 1 - Company Profile & Past Performance ■ Section lI - Card Acceptance & Coverage ■ Section III - Implementation Plan ■ Section IV - Electronic Capability • Section V - Card Control Section V1 - Customer Support U Section VII - Pricing Mansfield * • Exhl bit B Page 42 of V MANSFIELD ENERGY Customer Support overview Dedicated Account Managers, Customer Service Personnel as well as IT, Inventory Control and Management and specific Sub Contractors are currently in place and will provide the expected service, pricing and execution of the requirements of the City of Plana Fleet Fuel Card prngrarn. A single tall-free number will be provided to the agencies participating in this program. Fuel card users can call either Mansfield or the VVEX support number printed on the card for support at the transaction site. Account inquiries. billing and administrative tasks are managed either online or through customer support at Mansfield, reached via a toll-free number Mansfield Dii has proven its dedication to these types of programs in the past and will continue to utilize its vast network of industry resources and supply network to grow, improve upon and meet the demands of our customers. As new technologies and industry requirements become applicable or, required, Mansfield Oil is best suited, due to its national reach and operations, to implement those requirements in th, hest industry standards and methods available in the marketplace. Mansfield Oil Company's financial strength, depth of knowledge and dedicated resources to large Fleet Management programs similar to the City of Plano's program has been demonstrated over and over and will continue to be a reliable and dedicated source of service, supply and current inforr-ration. The Mansfield program is fully autornated with dedicated account representatives to assist any agency representative wherever assistance is needed_ Full interaction with card abilities and reporting is detailed in more depth throughout this response. Specific capabilities such as adding and deleting pin lumbers, driver maintenance, account maintenance and vehicle maintenance have all peen made available for the agency administrator or designated individual. Disputed Items Process Mansfield maintains a specific dispute process whereby disputed transactions are put on hold until the dispute is resolved. A specific form is provided tc each agency that requires a receipt of the transaction under dispute. Disputed charges are the exception rather than the rule and Mansfield makes every effort possible to quickly report and resolve disputed items. rQ* j r-[1'5[gy.5l mpl if ie d. U, , a ONALSERWE tW > Exlloh B Page 43 of 51 MANSFIELD ENERGY Training Mansfield oil and WEX will continue to work with program Administrators during the implementation or program review period to explain the program, and then understand the needs of each Program Administrator, particularly wlth respect to reporting and account maintenance needs. Some of the toots that may be used include: • Driver Training Videos • Customized Account Management and Implementation Manual One on one or group training in specific areas (via web conferencing or in-person meetings) Mansfield and WEX are dedicated to working with its fleet customers to ensure that they completely understand all that our program has to offer both administrators and drivers. Training and instructions are also provided with each card. Mansfield will provide the necessary staff and resources to provide training and program updates to the users, as it has in the past. Currently the City of Plana has access to all program information. Mansfield Oil will provide dedicated customer service support and website training to all initial agencies that come on board during rollout and ongoing during the contract term. This can be clone in a hosted group setting or via webinar, The website is intuitive and each agency will have the necessary log ins and access to the system before their cards are received. Marketing this program will occur jointly between Mansfield and VVEX through mailers, visits, phone communications and webinar programs. Currently, many of the suggested users of this program are utilizing the system being proposed under another local cooperative contract. Training, if any will he minimal, therefore adding to the convenience and cast effectiveness of utillzing this proposed program. Mansfield * 'T�AMW,, i is Exhibil B Page 44 or 51 MANSFIELD ENERGY Required RFP Responses m Description of Services Specific RFP Requirements Section I - Company Profile & Past Performance Section I I - Card Acceptance & Coverage R Section III - Implementation Plan Section IV - Electronic Capability a Section V - Card Control ■ Section VI -- Customer Support ■ Section V111 - Pricing Mansfield Energy.Simplified. _ + "i + e + ' Exhibit 5 Page 45 of 51 * NSFIELD ENERGY PRICING Mansfield does not charge additional reporting fees for its customers. BiAing can occur by agency or credit holder in 15 or 30 day cycles. Billing will occur by agency. Separate reports for each card or driver can be run from the system in the reports menu. Pricing as requested on this RFP has been provided on the p-ovided pricing worksheet. Mansfie d's pricing model for this proposal will. be based off the posted retaillpurnp price at the applicable fueling location, The pricing applies to fuel purchases only and applies throughout the U.S, Prices will be reflected at the transaction level, with transaction reports and invoices reflecting the contracted, discounted price - with the original pLimp price available on certain reports for comparison. purposes. A virtual receipt can also be viewed or VVEX's Millennium platform if needed for audit purposes. At Net 30 terms and billing monthly, Mansfield will offer a .75% (three quarters -of one percent) discount to the posted retail price of fuel. Pricing at a ,75% discount will allow the City of Plano to save more per gallon as the price of fuel rises. Mansfield will waive all regular fees and monthly charges for the City of Plano. Once agencies convert to the WEX Millennium platform, Mansfield is also offering access to the WEX EDGE savings network that offers exclusive fuel rebates at 116 retail stations throughout Collin, Dallas, Denton, and Tarrant counties. Retailers include certain 7-Fieven, Murphy USA, Quick Fuel. and Yesway locations_ Average savings at these locations is an additional $.045 per gallon for gas and $.0620 per gallon an diesel. Attached is a list of those retail locations as well as the associated rebate by location by product. As an additional option cr tool for the use of the City of Llano, please see below: PRICE RISK MANAGEMENT (optional) If the City of Plano is seeking to mitigate the risk of volatile retail fuel prices, Mansfield carl execute price risk management and fuel hedging programs. Mansfield can lock in fuel }purchases at a fixed price ffar a designated time period or leverage other derivative tools to help inanage price volatility. Mansfield can offer these services in as marry markets and for hc)wever much volume that Plano elects. Mansfield fnergy.Simplif[ed TEAMWORK „w F F ► MTEGRFFY 46 msow7 umct Exhibit B Page 45 of 061 MANSFIELD ENERGY Summary The Mansfield fleet fueling program was built upon the demands of our customers as well as the partnerships that we have developed including with WEX, Inc. The strength of VVEX s network of retail locations for fuel and services, card production and innovative fraud and service offerings as well as Mansfield's market strength, pricing, online fuel management reporting via FuelNet and financial backing provides the City of Plano with a best-in-class program. Continually leading the market with new ideas and best practice methodologies, Mansfield Oil can and will provide to The City of Plano the best fuel management program available, Mansfield Oil, ir; partnership with VVEX, request that the City of Plano carefully consider our proposal, our service history with the City of Piano and the other participants as well as what Mansfield brings to the table in the areas of Fleet Management, Retail Fueling, Bulk Supply, i online electronic reporting and interface as well as the expertise in the new areas of fleet management including DEF. We look forward to your response to our offer as your opinion is valuable to us. Thank you for your current and past business with Mansfield Cil. Your business with us is appreciated. It is our hope that we again are selected to be your service provider for this contract term. Mansfield �n�rgy�Simplifhed. CONWENTIMMESS e INNOVAM)R • a LLENCE Exhibit B PKe 47 of 51 EXHIBIT A CLIENT WORK HISTORY U&t all references for contracts similar in scope. 1, Client Name' Contact Name: Phone Number: Dates of Service: Brief description of service providod: 2. Client Natne: Contact Marne: Phone Number: ?dates of Service; Brief descriptickl of service provided 3. Client Name: Contact Name: Phone Number: Dates of Service: BriefdcscHption ofserviec provided: 4. Client Name: Contact Name: Phone Number: _ Dates of Service; — Brief deseript;on of service provided. 5. Client Name: Contact name: Phone Number: Dates or Service: — }3rief descriptjen of service provided: h7 the last three years, have you been relecsed or rcMoved from a job prior to the jab being completed? YES NO If yes, give reason(s) F-Aiihlt B Page 48 of 61 INTERLOCAL AGREEMENT Contractor agrees to extend prices and terms to all entities vwho have entered Into cr will enter into joint purchasing interlocal cooperation agreamenis with the City of Piano. ®YES NO EahILAt 8 Page 49 bf 51 WRU 29 l(extiscd wao)2 VENDOR COMPLIANCE WITH RECIPROCITY ON NON- Ri[imoENT BIDDERS Government Cade 2252.O02 provides Tat,in order to be awarded a contract as low bidder,a non- resident bidder must bid projects for cmsltaction, improvements, supplies or services in Texas at an amount lower than the lowest Tenas resident bidder by the same amount that a Texas resident bidder would be required to underbid a non-resident bidder in order to obtain a comparable contract in the state in which tha non-resident's principal place of business is located. A non-resident bidder is a contractor whose corporate offices or principal plasx of busincae is outside of the state of Texas. This requirement does not apply to a contract involving Federal foods. The appropriate blanks in Section A must be tilled out by all out-af�state or non-residcrt bidders in order for your hid to meet specifications. The failure of our-Qt state or non-resident coutractors to do so will automatically disqualify that bidder. Resident bidders must check the blank in Secticn B. A, N%.iesident vendors in (give state), Our principal place of business,are required to be percent lower than resident bidders by state law. A copy of the statute is attached. Non-resident vendors in Georgia (give states),our principal Plata 4f busi near,Rre not roquised to undetbid resident bidders. B. Cur principal place of business or corporate 0frices are in the State of Texas: . BIDDER: Mansfickd Oil Company ofGainesville,lnc. Company Gainesville GA 30501-6813 City State Zip Dan Luther By: (please print) 11­Lr11 erO3,4 Jy2MM WTI signature Vp,Government Sales TStte: (please print) E?;Nblt B Page 8c or si Vendor Acknowledgrment Form The undeisiped hereby ctrGtes that she unrst deands the speCifioations,has rCed the itel document in its enrirtty and lly IkIr that or vrthcces ctrfi m in this pry sh any nr all have bmn rproductslsie�+iees upon which PricCS arc extanded a<nhe Vendor furthsr cern'6es and agrees price of curAl,and npanaoodidons uvoained in the qweihcaboitsofthe proposal. The failowiag informatiolt should be filled oui in its ontirety Far your response to bGUG"idered. Company Name: Mansfield W Comparw of frainasv1114,lnc. Addeossefpriricipai Piave of Husiness: 1U25llirportParkway 3W Gaines4ille GA 3QSpl•G81,3 Phone Number.($H)695-6626 PlumclFax of Princip Ai Place of$u ainess: — Fax:(67b)4Sp-2242 Address,PhuM And Fax of Majority game as aforementioned Dwatr Princspal Place arBwkess: ]s-mail Address ofRoprescutative: tttoclzxdsma�}slicldail.eotn Anthori2edKepresentaiive:Knime,.hiAw.au2vy w Err Signat► : - VP,Govwnment Sales Dale: 4W2= - Dan Luther PrintcdS�iame: Acknowledgcntertt of Addenda_ 91 _ t'2 1+3�^ #4 #5 - Exhibit B Page 51 ar51 EXHIBIT CONFLICT OF INTEREST {QUESTIONNAIRE FORM CIO For vendor doing business with local governmental entity This questionnaire reflaCxs changes made to the law by H.R.23, 841h Leg., Regular session. OFFIt:E USE ONLY This clumliannaire Is being filed in accordance wdh Chapter 176.Local 3overnmont Code, by a vendor who f0j�, neoenred has a huslness rdalionshlp as defined t}y Scotian 176.001(1-a) with a moat governmental erthy and The vendor meets requlremenIS under Secliun 176.4fl6(a). By law this gjesGonnaire must be filed with the records adminishator of 1114 local guveramenlal entity rwt later lhan tfte 7th business day alter the dale the vendor becomes aware of facts that require lho statemanl to be IIIDd- SeE SeCllon 176.006(a-1), _oeal Government Code, A vendor catnoit8 an offense 11 thu veneor knowingly violales Secliun 176.006,Local Government Goole.An offense under this section Is a misdemeanor. 1 Name of vendor Who has a business relationship with local governmental entity, Mansfield Oil Company of Gainesville,Inc EOh box if you are filing an update to a previously filed questlonnalre,(The law requires that you file an updated corn pleted questionn;air�e with the appfoprlate filing authorily not later than the 7Ih business day after the date on which e aware that the originally filed questionnaire was incompiete or inaccurate.) overnment officer about W110m the Information is being disclosed. N/A Nara of Officer employment fir other business relationship with the local government officer,or a family rnember of the officer,as described by Section Also describe any tamily relationship with the local government officer, Complete Subparts A and a for each empinymentorbuslneas relationship descril>ed, Attach additional pages to this Form CIO as necessary. A_ Is the local go'uernmert officer or a family member of tits offices receiving or likely to receive taxable income, ocher then investment income, from the vendor? ElYes E] No S. Is fire vendor receiving or likely to receive taxable inoom%Diher than Investment Income,Irom or at the direction of the local government officer or a family member Of the officer AND the taxable income is not received tram the Iucal governmental entity? Yes El No 5 Describe each employment or business relabonstlip that the vendor named In Section 1 maintains with a corporation or other business entlly with r8speO to which the local government officer serves as an officer or director,or holds an ownership Interest of one percent or more. N/A 5 Check ibis box if the vendor has given the local goverrtiment officer or a family member of t11e officer one or more g I fts Lj as described in Secli-oln 176,003(a)(2)(B), excluding gifts described in 5eelaon 176.003(8.1). 7 5f24f2022 Signature of yondor doing lousiness with thG gavernmental entity Dad Fofm pf-ay lded by Texas Ethics Commission www,$thlaa.state_tx,us Revisesf 1l112921 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A Wmplete COPY of Chapter 176 of the Local Government Code may be found at http:llwww.statutes.logis.Stnto,tx.usl I)ocs1L0dhtm1LG,176,htm. For easy reference,bClow are sarne of the sectlons cited on this farm, Local Government Code 175.001 -e : "BUSIness relationship"means a connection between two or more parties based on corn merdal activity o�one of the parties. The term does not include a connection based cn: A) a transaction that is subject to rake or too mgulalion by a federal,.5tate,or local governmental entity or an agency of a federal,state,or local governmental entity; [D) a transaction conducted at a price and subject to terms available to the public;or (G) a purchase yr lease of goods or services from a person that is chartered by a state ar federal agency and that 1s subject to regular examination by, and reporting to,that agency. Local Government Cade 4 176.003fa>F(2)(A and S (a) A local government officer shall file aconflicts disclosure statement with respect to a vendor If: (2) the vendor; (A) has an ern ploy mant or other business relationship with the local government officer or a farnily member of ttte officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the otfiner becomes aware that (i) a contract between 1i a local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than$1 W in the 12-month period preceding the date the officer becomes aware that; (1) a contract between the Iccal governmental entity and vendor has been axacuted;or (iii the local governmental entity is considering entering into a contract with the vendor, Local Government Code 176.006 a and a-1 (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business rel.Wionship with a local governmental entity and; (1) has an employment or other business relationship with a local government officer of that local governmental entity,or a family rnernber of the officer,described by Section 176-003(a)(2)(A}; (2) has given a local government officer of that local gave-mmental entity,or a family member of the officer,oneormare gifis with the aggregate value apecified by Section 176,003(a)(2)(B),excluding any gift described by Section 176.003(a-f); ❑r (3) bas a family relationship with a local government officer of that local governmental entily. (a-1) The completed conflict of interest quest ion nalre rnust be filed with the appropriate records administrator not later than the seventh lcusi ness day after the later of: (1) the date that the vendor.- (A) bagins discussions or negotiations to enter two a contract with the local governmental entity; or (3) SUbmfis to tiia local governrraeMal entity an application,response to a request for proposals or bids, correspondence, or another writing felatad to a potential contract with the local governmental entity;or (2) the date the vendor beGvmes aware. (A) of an employmont or other business relationship with a local ggvernrment officer, or a family member of the officer,described by Subsect+on W, (B) that the vendor has given one or more gifts described by Subsection(a);or (C) of a family relationship with a Iocal governmen#officer_ Form provided by Texas Ethics Commission %VWW.elhics.srate,Ik-Lis Revised 11tn021 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoRT�� Create New From This M&C DATE: 5/24/2022 REFERENCE**M&C 22- LOG NAME: 13PILA FUEL CARD AND RELATED NO.: 0376 SERVICES AR PMD CODE: G TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL)Authorize Execution of a Purchase Agreement with Mansfield Oil Company of Gainesville, Inc., Using an Interlocal Agreement with the City of Plano for Fleet Fuel Cards and Related Services in an Annual Amount Up to $7,000,000.00 and Authorize Five One-Year Renewal Options for the Same Amount for the Property Management Department RECOMMENDATION: It is recommended that the City Council authorize a purchase agreement with Mansfield Oil Company of Gainesville, Inc., using an Interlocal Agreement with the City of Plano for fleet fuel cards and related services in an annual amount up to $7,000,000.00 and authorize five one-year renewal options for the same amount for the Property Management department. DISCUSSION: In May 2022, the Property Management Department requested that the Purchasing Division enter into an agreement for fleet fuel cards and related services. City departments will utilize these fuel cards to refuel City vehicles and equipment when service centers are not available in their area or when vehicles travel out of town. The City of Fort Worth's (City) current contract will expire on May 30, 2022. In March 2022, The City of Plano issued Request for Proposal (RFP) No. 2022-0247-AC. The Solicitation was advertised in the Dallas Moming News on March 18, 2022 and March 25, 2022 as well as being posted on www.dallasnews.com and www.ionwave.com. The City of Plano received one proposal in response to the RFP from Mansfield Oil Company of Gainesville, Inc. The proposal was evaluated by a committee that included a representative of the City of Fort Worth. Evaluation factors included Past Performance, Card Acceptance, Coverage Area, Electronic Capability, Card Control, Customer Support and Pricing. Mansfield's proposal was determined to be the best evaluated offer. Mansfield will provide fleet fuel cards with pricing of 0.75 percent (3/4 of 1 percent) discount off of retail pricing for all types of fuel (Unleaded, Unleaded — Mid Grade, Unleaded — Premium, E85 and Diesel — Regular). There are 3,700 fueling locations that accept Mansfield's fleet fuel card in Tarrant County, Dallas County, Denton County and Collin County. Also, there are 19,400 fueling stations that accept Mansfield's fleet fuel card in the State of Texas. COOPERATIVE PURCHASE— Mansfield agreed to extend prices and terms to all entities who have entered into or will enter into Cooperative Purchasing Agreements. State Law provides that a local government is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Local Government Code and by doing so satisfies any state law requiring local governments to seek competitive bids for items. City of Plano Contract No. 2022-0247-AC was competitively bid to increase and simplify the purchasing power of local government entities. FUNDING- Funding is budgeted in the Fleet Fuel Card Purchases account of the Property Management Parts & Fuel Inventory Department's Fleet& Equipment Service Fund of which approximately$1 M will be available to spend for Fiscal Year 2022 towards this contract. ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the City Manager in the amount up to $100,000.00, and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERM - Upon the City Council's approval, the term of the Agreement will begin June 1, 2022 and expire May 31, 2023 to correspond with the City of Plano's Cooperative Contract. RENEWAL OPTIONS—This Agreement may be renewed for up to five additional one-year terms at the City's option in accordance with the City of Plano's contract. This action does not require specific City Council approval, provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated, and upon adoption of the Fiscal Year 2023 Budget by the City Council, funds will be available in the Fleet& Equipment Sery Fund, as appropriated to support the approval of the above recommendation and execution of the purchase agreement. Prior to an expenditure being made, the Property Management department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget Reference# Amount , ID ID Year I (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# Amount ID I ID I I Year Chartfield 2 Submitted for City Manager's Office by_ Reginald Zeno (8517) Dana Burghdoff(8018) Ori inatin Department Head: Anthony Rousseau (8338) —g g—P Steve Cooke (5134) Additional Information Contact: Cynthia Garcia (8525) A'ja Robertson (8585) ATTACHMENTS 13PILA FUEL CARD AND RELATED SERVICES AR PMD funds availability-pdf (CFW Internal) 13PILA FUEL CARD AND RELATED SERVICES AR PMD Updated FID.xlsx (CFW Internal) Form 1295 Certificate 100902092 Signed.pdf (CFW Internal) FuelCardFID.xlsx (CFW Internal) MansfieldSAMs.pdf (CFW Internal)