CONTRACT: FLEET FUEL CREDIT CARD SERVICES

"AUDITS AND ACCOUNTING:\n\nThe successful Vendor shall allow representatives of the State of New Hampshire to have complete access to all\nrecords forthe purpose of determining compliance with the terms and conditions of this bid invitation and in\ndetermining the award and for monitoring any resulting contract.\n\nAt intervals during the contract term, and prior to the termination of the contract, the successful Vendor may be\nrequired to provide acomplete and accurate accounting of all products and quantities ordered by each agency\nand institufion and by political sub-divisions and authorized non-profit organizations.\n\nUSAGE REPORTING:\nThe successful Vendor shall be required to submit a quarterly and annual usage report for analysis for each state\nagency oreligible participant. Reports are due no later than 30 days after each end of each calendar quarter\nBureau of Procurement Services, Andrew Bennett and sent electronic to

href="mailto:Andrew.J.Bennett@DAS.NH.Gov">Andrew.J.Bennett@DAS.NH.Gov. Ata\nminimum, the Report shall include:\ne Contract Number\n\u00abe Utilizing Agency and Eligible Participant\n\u00abe Services/Products Purchased (showing the manufacturer, item, part number, and the final cost.)\ne Recycling documentation with respect to content used in the manufacture, development and distribution\nprocess of goods and services sold. This report shall include but not be limited to:\no Percentage ofrecycled materials contained within finished products\nPercentage of waste recycled throughout the manufacturing process\nTypes and volume of packaging used for transport\nAny associated material avoided and/orrecycled as applicable under contract\nA standardized reporting form will be provided after contract award\n\u00abe Total Cost of all Services/Products Purchased. Ability to sort by agency/eligible participant.\n\u00abe Preferredin Excel format\n\noO\n(\u00a9)\n(\u00a9)\n(\u00a9)\n\nESTABLISHMENT OF ACCOUNTS:\n\nEach State of New Hampshire agency shall have its own individual customer account number. There may also be\ninstances where divisions or bureaus within an agency will need their own individual customer account numbers.\nShould any State of New Hampshire agency place an order under the contract, the successful Vendor agrees to\nestablish an account within three business days from the date the order is placed. However, there shall be no delay\nin any shipment; the agency shall receive the items ordered in accordance with the delivery time required under\nthis bid invitation, as if an account already exists forthe agency.\n\nELIGIBLE PARTICIPANTS:\n\nPolitical sub-divisions (counties, cities, towns, school districts, special district or precinct, orany other governmental\norganization), orany nonprofit agency under the provisions of section 501c of the federal intemal revenue code,\nare eligible to participate under this contract whenever said sub-division or nonprofit agency so desires. These\nentities are autonomous and may parficipate at their sole discretion. In doing so, they are entitled to the prices\nestablished under the contract. However, they are solely responsible for their association with the successful Vendor.\nThe State of New Hampshire assumes no liability between the successful Vendor and any of these entities.\n\nPAYMENT:\nPayment method (P-Card or ACH). Payments shall be made via ACH or Procurement Card (P-card = Credit\nCard) unless otherwise specified by the State of New Hampshire. Use the following link to enroll with the State\n\nTreasury for ACH payments: https://www.nh.gov/treasury/state-vendors/index.htm Eligible participants shall\nnegotiate their own payment methods with the successful Vendor.\n\nINVOICING:\nInvoices shall be submitted to the corresponding State agency after completion of work.\n\nTERMS OF PAYMENT:\nPayment shall be made in full within thirty (30) days after receipt of the invoice and acceptance of the\ncorresponding goods and/or services to the State's satisfaction.\n\nVENDOR RESPONSIBILITY:\n\nPage 6 of 16\nContractor Initials\nDate\n" "The successful Vendor shall be solely responsible for meeting all terms and conditions specified in the bid, and\nany resulting contract.\n\nAll State of New Hampshire bid invitations and addenda to such bid invitations are adverfised on our website\nat: https://apps.das.nh.gov/bidsconfracts/bids.aspx\n\nlt is a prospective Vendor's responsibility t0 access our website to determine any bid invitation under which the\nVendeor desires to participate. It is also the Vendor's responsibility t0 access our website for any posted\naddenda.\n\nThe website is updated several times per day; it is the responsibility of the prospective Vendor to access the\nwebsite frequently to ensure that no bidding opportunity or addendum is overlooked.\n\nlt is the prospective Vendor\u2019s responsibility to forward a signed copy of any addendum requiring the Vendor\u2019s\nsignature to the Bureau of Purchase and Property with the bid response.\n\nIn preparation of a bid response, the prospective Vendor shall:\ne _Provide pricing information as indicated in the \u201cOffer\u201d section; and\n\u00abe Provide all other information required for the bid response (if applicable); and\ne Complete the \u201cVendor Contact Information\u201d section; and\ne Add applicable prospective Vendor information to the \u201cTransmittal Letter\u201d form and sign the form in\nthe space provided. The Transmittal Letter form must be signed under oath and acknowledged by a\nnotary public or justice of the peace in order for the bid response to be considered.\n\nlt is the responsibility of the Vendor to maintain any awarded contract and New Hampshire Vendor Registration\nwith up to date contact information.\n\nContract specific contact information (Sales contact, Contractor contract manager, etc.) shall be sent to the\nState\u2019s Contracting Office listed in Box 1.9 of Form P-37.\n\nAdditionally, all updates i.e., telephone numbers, contact names, email addresses, W9, tax identification\nnumbers are required to be current through a formal electronic submission to the Bureau of Purchase and\nProperty at: https://apps.das.nh.gov/vendorregistration/[S(rbfdz1kgtik4hawvzgruilsp))/welcome.aspx\n\nIF AWARDED A CONTRACT:\nThe successful Vendor shall complete the following sections of the attached Agreement State of New\nHampshire Form #P-37:\n\nSection 1.3 Contractor Name\nSection 1.4 Contractor Address\nSection 1.11 Contractor Signature\n\nSection 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)\n\n\u00abe Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form\nNumber P-37.\n\n\u00abe _Provide proof of sufficient workers\u2019 compensafion insurance coverage or evidence of exemption from\nRSA Chapter 81-A.\n\ne Ifthe successful Vendor is a corporation, limited liability company, or other limited liability business\nentity, then provide a certificate of good standing issued by the NH Secretary of State or, for a newly\nincorporated, formed, or registered entity, a copy of the appropriate registration document ceriified\nby the NH Secretary of State.\n\nSCOPE OF SERVICES:\nVendor shall supply all labor, tools, transportation, materials, equipment and permits as necessary and required\nto perform services as described herein.\n\nThe purpose of this bid invitation is to establish a contract for supplying and servicing the State of New\nHampshire agencies with fleet fuel credit cards as described herein and shall be ordered as needed during the\n\nPage 7 of 16\nContractor Initials\nDate\n" "term of the contract, in accordance with the requirements of this bid invitation and any resulting contract.\nCards ordered under any resulfing contract must be delivered FOB destination.\n\nThe fleet fuel credit card services shall primarily involve the State of New Hampshire department vehicles and\ntherefore commands the services to be available 24 hours a day, 7 days per week, and 365 days a year.\n\nThe term \"vehicle(s)\" shall include but not be limited to automobiles, trucks, watercraft, motorcycles and ATV's.\n\nINTERFACE\n\nThe Vendor's system shall be capable of producing an Accounts Payable report in a CSV flat file format for use\nby the State in its ERP system.\n\nFLEET CARD REQUIREMENTS\nA universally accepted fuel card (shall be accepted at all major U.S. retailing fueling locations):\n\nMagnetic, embossed cards.\n\nCapture all fuel transactions electronically.\n\nCapanbility to assign or modify funding at the transaction level.\n\nPay atthe pump capanility, requiring odometer input.\n\nIndividual ariver PINs, usable at the pump.\n\nNo cost for initial or replacement cards.\n\nImmediate access to transaction data as it posts.\n\nProvide undercover cards for Iaw enforcement with the ability to mask the cards association with\nNew Hampshire state government.\n\nNo transaction cost to customer.\n\nAbility to assign users based on roles to the organization and sub-organizations.\n\nOnline capasilities: All online capasbilities, access and use of the Vendor's website shall be provided to the State\nof New Hampshire free of charge.\n\nReporting\n1. Ability for agencies to create ad-hoc custom reports ina downloadable format.\nAccount Maintenance\n\n1. Agencies must be brought online in a timely manner, with assistance from the vendeor,\nonce they request participation.\n\n2. Ability to easily add, activate or delete PINs in real-time, through an authorized user.\n\n3. Ability to easily delegate assignment of PINs to agency level, through an authorized user.\n\n4 Ability to easily add or delete/cancel/deny cards online at no cost, through an\nauthorized user.\n\n5. Ability to easily provide individual employee fuel credit cards with a programmanle limit;\nin addition, the authorized user of each agency shall have the ability to control the limits\nas well as set restrictions on purchases.\n\n6. Ability to link individual fuel credit cards to state specific accounfing units.\n\nThe Vendor shall be required at the point of service to record and provide areceipt copy with the\nfollowing information on each fuel purchase transaction for processing by State Personnel:\nQuantity of fuel purchased\n\nCost of fuel purchased\n\nCard/account number\n\nDate and time of purchase\n\nLocation\n\nn>oN\n\nThe Vendor shall be required to fumish to the State of New Hampshire a complete itemized\nelectronic invoice for all fuel purchased per card and include the following minimum requirements\non a monthly basis:\n\n1. Quantity of fuel purchased\n\n2. Cost of fuel purchased\n\n3. Taxes paid, if applicable; taxes shall be broken down in detail by tax\n\nPage 8 of 16\nContractor Initials\nDate\n" "Person receiving fuel\n\nDate and time of purchase\n\nTotal of the fuel bill\n\n. Location\n\nAny invoice that cannot be substantiated by documentation will not be paid until sufficient\ndocumentation has been provided to support the charges being billed.\n\nnous\n\n\u00abe FuelPrice Searches\n1. To obtain the lowest price by searching a current price list of all fuel locations on the\nexpected route.\n\n\u00abe Fuellocation Mapping\nPrint a map of all available fuel locations along the driver's route, with current prices and\nproduct avallability.\n\ne Allinformation available 24/7\n\nTAXES\n\nThe Vendor shall deduct the following from any invoice, in accordance with the guidelines of the law:\n. State taxes for all In-State purchases\ne Federal taxes for all purchases\ne Out of State taxes, if applicable\n\nPlease note this is subject to change as legislation dictates.\n\nTRAINING\nThe Vendor shall be required to provide training for key Department Personnel at the start-up of the credit card\nprogram and upon request at no additional cost and shall include the following minimum requirements:\ne The information needed forthe State of New Hampshire Departments\u2019 Personnel to process a fueling\ntransaction\n\u00abe Instructions on processing of the fuel receipts\ne A pamphlet of the above instructions.\n\nThe Vendor shall create a custom training program to address the State\u2019s specific needs. All training shall be\nheld in Concord, NH, or another mutually agreed upon location in NH. The Vendor shall be dedicated to\nworking with the State to ensure that Administrators and drivers completely understand all that the Vendor\u2019s\nprogram has to offer.\n\nCARD PRODUCTION\nCard product, customization, and distribution will be free of charge as summarized below, but may not be\nlimited to:\ne Card Customization\nCard distribution via regular mail\nPlastic Card Protectors\nCustomization of Embossing\nCard Guides\n\nADDITIONAL VENDOR INFORMATION:\nIn addition to the submission of the above bid forms, bidder shall also submit the following:\n\nCUSTOMER SERVICE\n\nThe fuel credit card system is absolutely necessary for the daily operations of the State of New Hampshire\nDepartments; therefore, access shall be provided at all times. The successful Vendor shall provide a toll-free\ncustomer service telephone number in the event that a problem arises. Such problems include, but may not be\nlimited to: the computer system is down at the time of transaction, there is an invalid user or vehicle number, the\nkeypad is not working, the card swipe is not working, etc.\n\nPage 9 of 16\nContractor Initials\nDate\n" "The Vendor shall also provide a dedicated account representative that shall be available during normal\nworking hours. The State shall be notified within five (5) business days if that contact changes.\n\nFUELING LOCATIONS\n\nVendor shall provide a list of all fueling locations within the State of New Hampshire to include the physical\naddress, phone number, and hours of operation for each location. Vendor shall also submit with their bid a map\nor site directory identifying location points of all fueling locations within the State of New Hampshire.\n\nIn addition, the successful Vendor shall provide a list of U.S. retailing fueling locations that accept their fleet\ncard.\n\nADDITIONAL REQUIREMENTS:\nThe Vendor shall not commence work untila conference is held with each agency, at which representatives of\nthe Vendor and the State are present. The conference shall be arranged by the requesting agency (State).\n\nThe State shall require correction of defective work or damages to any part of a building or its appurtenances\nwhen caused by the Vendor\u2019s employees, equipment or supplies. The Vendor shall replace in satisfactory\ncondition all defective work and damages rendered thereby or any other damages incurred. Upon failure of\nthe Vendor to proceed promptly with the necessary corrections, the State may withhold any amount necessary\nto correct all defective work or damages from payments to the Vendor.\n\nThe work staff shall consist of qualified persons completely familiar with the products and equipment they shall\nuse. The Contracting Officer may require the Vendor to dismiss from the work such employees as deems\nincompetent, careless, insubordinate, or otherwise objectionable, or whose continuned employment on the work\nis deemed to be contrary to the public interest or inconsistent with the best interest of security and the State.\n\nThe Vendor or their personnel shall not represent themselves as employees or agents of the State.\n\nWhile on State property, employees shall be subject to the control of the State, but under no circumstances shall\nsuch persons be deemed to be employees of the State.\n\nAll personnel shall observe all regulations or special restrictions in effect at the State Agency.\n\nThe Vendor's personnel shall be allowed only in areas where services are being performed. The use of State\ntelephones is prohibited.\n\nIf sub-contractors are to be utilized, please include information regarding the proposed sub-contractors\nincluding the name of the company, their address, contact person and three references for clients they are\ncurrently servicing. Approval by the State must be received prior to a sub-contractor starting any work.\n\nOBLIGATIONS AND LIABILITY OF THE VENDOR:\n\nThe successful Vendor shall perform all work and fumish all materials, tools, equipment and safety devices\nnecessary to perform the requested services in the manner and within the time hereinafter specified. The\nVendor shall provide said services to the safisfaction of the State and in accordance with the specifications and\nat the price set forth herein. All work to be performed and all equipment to be furnished pursuant to the Scope\nof Services included herein shall be performed and furnished in strict accordance with the specifications\nincluded herein, the terms of any contract awarded as a result of this solicitation, any associated contract\ndrawings, and the directions of State representatives as may be given from time to time while the work is in\nprogress.\n\nThe successful Vendor shall take full responsibility for the work to be performed pursuant to the Scope of Services\nincluded herein; for the protection of said work; and for preventing injuries to persons and damage to property\nand utilities on or about said work. The Vendor shall in no way be relieved of such responsibility by any authority\nof the State to give permission or issue orders relating to any part of the work, by any such permission given or\norders issued, or by any failure of the State to give such permission or issue such orders. The successful Vendor\nshall bear all losses accruing to the Vendor as aresult of the amount, quality, or character of the work required,\n\nPage 10 of 16\nContractor Initials\nDate\n"