Fuel Card SBPO15200544 ...

Idaho Division of Purchasing Renewal Purchase Order Name: Contract Number: Parties: This Renewal Value: Total Contract Value: Start Date: End Date: Statewide Fleet Card Svcs 2020-2021 SBPO15200544 State of Idaho WEX Bank 8,000,000.00 USD 59,000,000.00 USD 12/9/2020 12:00 AM 12/8/2021 12:00 AM Contract Managers: Jason Urquhart; jason.urquhart@adm.idaho.gov Purchasing Leads: Jason Urquhart; jason.urquhart@adm.idaho.gov Instructions SBPO15200544, Statewide Fleet Card Services for various State of Idaho Agencies, Institutions, and Departments (the "Contract") is renewed for the time period, as provided above. All of the terms and conditions contained in the Contract shall remain in effect, except expressly modified herein. Contractor's signed renewal letter is attached and incorporated herein by reference. Note: The dollar amount listed in the contract

renewal pricing is an estimate and cannot be guaranteed. The actual dollar amount of the Contract may be more or less depending on the orders placed by the State; or may be dependent upon the specific terms of the Contract. NO OTHER CHANGES NOTED. Contract History: Contract initial term: 12/9/14 - 12/8/17. Total estimated spend: $25,500,000.00. Amendment 01: No change to contract value. Amendment 02: No change to contract value. Amendment 03 (renewal): 12/9/17 – 12/8/18. Total estimated spend: $7,500,000.00. Amendment 04 (renewal): 12/9/18 – 12/8/19. Total estimated spend: $9,000,000.00. Amendment 05: No change to contract value. Amendment 06 (admin amendment): No change to contract value. Amendment 07 (renewal): 12/9/19 – 12/8/20. Total estimated spend: $9,000,000.00. Amendment 08 (renewal): 12/9/20 – 12/8/21. Total estimated spend: $8,000,000.00. Total estimated contract value: $59,000,000.00. (Amounts shown on this SBPO are estimated spend amounts only. There are no state funds paid to the Contractor under contract SBPO15200544.) Ryan Kelly +1 952-922-1104 ryan.kelly@wexinc.com Bill To Address As detailed in sourcing event or contract instructions Ship To Address As detailed in sourcing event or contract instructions Payment Details Payment Terms: Net 30 Special Instructions: Internal Comments: Signature signed by: Jason R. Urquhart Digitally signed by Jason R. Urquhart Date: 2020.10.28 16:34:27 -06'00' ���������������� ����� ���������� � ���������������������� ��������� ������ ���� !���������������� ��"�����#$%#& �''����(��)*(�**(%%#$������ �(�&%*(*%+(�&�� � ��,�� -.�/���,��0 123�456775�89:;�=>�??�@AB�CD1E FGH�IJKLLJ MNOP2QOR; 9:;�=>�?? 123�456775 ST�UVWXYZ[�\]̂ ]̂_�X̀�abcd�efg�hì�jkg�jljl 1 | P a g e Idaho Division of Purchasing Statewide Blanket Purchase Order Purchase Order Name: Statewide Fleet Card Svcs Contract Number: SBPO15200544 Contract Value: 9,000,000.00 USD Purchase Order Date: 10/25/2019 Service Start Date: 12/9/2019 12:00 AM Service End Date: 12/8/2020 11:59 PM Submitted By: [[ Contract Managers ]] Instructions SBPO15200544, Statewide Fleet Card Services for various State of Idaho Agencies, Institutions, and Departments (the “Contract”) is renewed for an additional period of time, as provided above. All of the terms and conditions contained in the Contract shall remain in full force and effect, except as expressly modified herein. Contractor’s signed renewal letter is attached and incorporated herein by reference. Note: The dollar amount listed in the contract renewal pricing is an estimate and cannot be guaranteed. The actual dollar amount of the Contract may be more or less depending on the orders placed by the State; or may be dependent upon the specific terms of the Contract. NO OTHER CHANGES NOTED. Contract History: Contract initial term: 12/9/14 - 12/8/17. Total estimated spend: $25,500,000.00. Amendment 01: No change to contract value. Amendment 02: No change to contract value. Amendment 03 (renewal): 12/9/17 – 12/8/18. Total estimated spend: $7,500,000.00. Amendment 04 (renewal): 12/9/18 – 12/8/19. Total estimated spend: $9,000,000.00. Amendment 05: No change to contract value. Amendment 06 (admin amendment): No change to contract value. Amendment 07 (renewal): 12/9/19 – 12/8/20. Total estimated spend: $9,000,000.00. Total estimated contract value: $51,000,000.00. (Amounts shown on this SBPO are estimated spend amounts only. There are no state funds paid to the Contractor under contract SBPO15200544.) Contractor Contact: Ryan Kelly Phone: +1 952-922-1104 E-mail: ryan.kelly@wexinc.com 2 | P a g e This SBPO, including any attached files, constitutes the State of Idaho’s acceptance of your signed Proposal (including any electronic submission), which is incorporated herein by reference. In the event of any inconsistency, precedence shall be given in the following order: 1. This SBPO 2. The State of Idaho’s sourcing event, 15000005 3. The Contractor’s signed Proposal Supplier Shipping Details WEX Bank 7090 South Union Park Center Suite 350 Midvale UT, 60035 Ship FOB: Destination, Prepaid Phone: +1 952-922-1104 Fax: +1 207-253-1497 Email: ryan.kelly@wexinc.com Bill To Address Ship To Address DOP - Various State Agencies State of Idaho Various Locations See Below for Details on Specific Locations Various, Idaho 83702 As detailed in sourcing event or contract instructions Phone: 208-327-7465 Phone: 208-327-7465 Fax: 208-327-7320 Fax: 208-327-7320 Email: purchasing@adm.idaho.gov Email: purchasing@adm.idaho.gov Mail Stop: DOP - Various Locations Mail Stop: DOP - Various Locations Payment Details Payment Terms: Net 30 Special Instructions: Internal Comments: Total USD $9,000,000.00 3 | P a g e Signature: Jason Urquhart Signed By: _______________________ Jason R. Urquhart Digitally signed by Jason R. Urquhart Date: 2019.10.25 16:22:55 -06'00' 1 1EHO State of Idaho CHANGE ORDER -06 PLEASE DO NOT DUPLICATE THIS ORDER. Account Number: AC-i Revision Number: 06 Supplier Ryan Kelly WEX Bank 7090 South Union Park Center Suite 350 Midvale, UT 84047 Phone: 952-922-1104 Fax: 207-253-1497 Email: ryan.kelly©wexinc.com Change Order Date: Service Start Date: Service End Date: Payment Method: Payment Terms: Currency FOB Instruction: Attachment(s): June 11,2019 December 9, 2018 December 8, 2019 Invoice NET3O USD Destination ChangeLoq.htm :Purchase Order Change Buyer Contact Jason Urquhart Dept of Administration - Division of Purchasing 650 West State St Rm B-15 Boise ID, 83706 United States Tel: 208-332-1608 Fax: 208-327-7320 jasonurquhartadm.idaho.gov Contract Number: Bill To Address DOP - Various State Agencies State of Idaho Various Locations See Below for Details on Specific Locations Various, Idaho 83702 Phone: Fax: Email: 208-327-7465 208-327-7320 purchasing@adm.idaho.gov Mail Stop: DOP - Various Locations Ship To Address DOP - Various State Agencies State of Idaho Various Locations See Below for Details on Specific Locations Various, Idaho 83702 Phone: Fax: Email: 208-327-7465 208-327-7320 purchasing@adm.idaho.gov Mail Stop: DOP - Various Locations Instructions SBPO1 5200544, Statewide Fleet Card Services for the State of Idaho (the “Contract”) is amended effective June 3, 2019. All of the terms and conditions contained in the Contract shall remain in full force and effect, except as expressly modified herein. Change Order Summary Purchase Order SBPO15200544 Number: 5BP015200544 is amended as follows: 2 THIS IS AN ADMINISTRATIVE AMENDMENT, TO WHICH THE CONTRACTOR AGREED VIA A MAY 31, 2019 EMAIL, TO CONTRACT NUMBER SBPO15200544. THE PURPOSE OF THIS ADMINISTRATIVE AMENDMENT IS TO DELETE THE LAST FOUR (4) PAGES OF EXHIBIT A TO AMENDMENT NO. FIVE (5) TO CONTRACT SBPO15200544, WHICH PAGES WERE INADVERTENTLY INCLUDED IN AMENDMENT NO. FIVE (5). THOSE LAST FOUR (4) PAGES ARE UNDER THE HEADING “CLEARVIEW SNAPTM TERMS OF USE”, AND THEY ARE HEREBY DELETED FROM CONTRACT SBPO1 5200544. (The TM within the quotation marks directly above is intended to be superscript, but, the e-procurement system cannot make it appear as such.) NO OTHER CHANGES NOTED. Contract History: Contract initial term: 12/9/14 - 12/8/17. Total estimated spend: $25,500,000.00. Amendment 01: No change to contract value. Amendment 02: No change to contract value. Amendment 03 (renewal): 12/9/17 — 12/8/18. Total estimated spend: $7,500,000.00. Amendment 04 (renewal): 12/9/18 — 12/8/1 9. Total estimated spend: $9,000,000.00. Amendment 05: No change to contract value. Amendment 06 (admin amendment): No change to contract value. Total estimated contract value: $42,000,000.00. (Amounts shown on this SBPO are estimated spend amounts only. There are no state fu Contractor under contract SBPO1 5200544.) nds paid to the Items Supplier Quantity Back Order Unit Unit Price TotalPart Number 1 .00 0 ANN 9,000,000.00 $9,000,000.00 Item Description #1 Contract renewal period: December 9, 2018 through December 8, 2019. Delivery Date: December 09, 2018 Shipping Method: Delivery Shipping Instructions: Ship FOB: Destination Attachment(s) Special Instructions: Sub-Total (USD) $9,000,000.00 Estimated Tax (USD) $0.00 TOTAL: (USD) $9,000,000.00 Note: If there is a next to an item’s unit price, that indicates that the price has been discounted. Signature Signed By: Jason R. Urquhart 1 Revision Number: 05 jEHO State of Idaho CHANGE ORDER -05 PLEASE DO NOT DUPLICATE THIS ORDER. Ryan Kelly WEX Bank 7090 South Suite 350 Midvale, UT 84047 Phone: 952-922-1104 Fax: 207-253-1497 Email: ryan.kelly©wexinc.com Change Order Date: Service Start Date: Service End Date: Payment Method: Payment Terms: Currency FOB Instruction: Attachment(s): May 21, 2019 December 9, 2018 December 8, 2019 Invoice NET3O USD Destination ChanqeLoq.htm :Purchase Order Change Buyer Contact Jason Urquhart Dept of Administration - Division of Purchasing 650 West State St Rm B-15 Boise ID, 83706 United States Tel: 208-332-1608 Fax: 208-327-7320 jason.urquhartadm.idaho.gov Contract Number: Bill To Address DOP - Various State Agencies State of Idaho Various Locations See Below for Details on Specific Locations Various, Idaho 83702 Phone: Fax: Email: 208-327-7465 208-327-7320 purchasing©adm.idaho.gov Mail Stop: DOP - Various Locations Ship To Address DOP - Various State Agencies State of Idaho Various Locations See Below for Details on Specific Locations Various, Idaho 83702 Phone: Fax: Email: 208-327-7465 208-327-7320 purchasingadm.idaho.gov Mail Stop: DOP - Various Locations Instructions SBPO1 5200544, Statewide Fleet Card Services for the State of Idaho (the “Contract”) is amended effective May 21, 2019. All of the terms and conditions contained in the Contract shall remain in full force and effect, except as expressly modified herein. Change Order Summary Purchase Order SBPO15200544Number: Account Number: AC-i Supplier Union Park Center SBPO1 5200544 is amended as follows: 2 The Contract is amended per the attached document with the heading Amendment No. Five (5) to Contract Number SBPO1 5200544 for Statewide Fleet Card Services for Various State of Idaho Agencies, Institutions and Departments”. (See the document with the document file name “AM 5 to SBPO1 5200544.pdf”.) Contract History: Contract initial term: 12/9/14 - 12/8/17. Total estimated spend: $25,500,000.00. Amendment 01: No change to contract value. Amendment 02: No change to contract value. Amendment 03 (renewal): 12/9/17 — 12/8/18. Total estimated spend: $7,500,000.00. Amendment 04 (renewal): 12/9/18 — 12/8/1 9. Total estimated spend: $9,000,000.00. Amendment 05: No change to contract value. Total estimated contract value: $42,000,000.00. (Amounts shown on this SBPO are estimated spend amounts only. There are no state funds paid to the Contractor under contract SBPO1 5200544.) Items Part Number Quantity Back Order Unit Unit Price Total 1.00 0 ANN 9,000,000.00 $9,000,000.00 Item Description #1 Contract renewal period: December 9, 2018 through December 8, 2019. 7 Delivery Date: December 09, 2018 Shipping Method: Delivery Shipping Instructions: Ship FOB: Destination Attachment(s) Special Instructions: Sub-Total (USD) $9,000,000.00 Estimated Tax (USD) $0.00 TOTAL: (USD) $9,000,000.00 Note: If there is a . next to an item’s unit price, that indicates that the price has been discounted. Signature Signed By4”ason R. Urquhart Amendment No. Five (5) to Contract Number SBPOI 5200544 for Statewide Fleet Card Services for Various State of Idaho Agencies, Institutions and Departments Parties: The Division of Purchasing “DOP” and WEX Bank “Contractor’ Recitals: A. The Parties entered into a Contract (Contract Number SBPOI 5200544) for Statewide Fleet Card Services (the “Contract”), effective December 9, 2014. B. The Parties wish to amend the Contract to allow for use of WEX Bank’s ClearView Essentials platform, to which, at this time, only Idaho Transportation Department staff will have access. C. The Parties agree that WEX Bank shall not charge any fees to Participating Agencies that use the ClearView Essentials platform. Based on the above recitals, and good and valuable consideration, the receipt of which is hereby acknowledged, the Contract is amended as follows: 1. The document with the heading IICLEARVIEWTM TERMS OF USE” attached as Exhibit A to this Amendment is hereby incorporated into the Contract. In the case of any conflict between the terms and conditions found in this document and the terms and conditions found in the State of Idaho Standard Contract Terms and Conditions and the Special Terms and Conditions of Contract number SBPOI 5200544, the terms and conditions found in the State of Idaho Standard Contract Terms and Conditions and the Special Terms and Conditions of Contract number SBPO1 5200544 shall take precedence. Other terms and conditions, if any, related to any website associated with the ClearView platform are void. 2. Until given further written notice by DOP, WEX Bank will only provide access to the ClearView Essentials platform to Idaho Transportation Department staff. 3. Except as expressly modified in this Amendment, all other terms and conditions of the Contract remain in full force and effect. Page 1 of 8 4. This Amendment is effective upon the date of the last signature. In no event will this Amendment be effective until executed by DOP. CONTRACTOR THE STATE OF IDAHO WEX Bank Division of Purchasing Department of Administration By: ____________________ By: ____________________ Tim Laukka, President & CEO Jaso7WUrquhart, Purchasing Officer Date: 4110119 Date:_________________ lay Eleanor Duflus at226 pm. Apr 10 2019 Page 2 of 8 Exhibit A CLEARVIEW™ TERMS OF USE 1. General: WEX Inc. ("we," "us" and "our") will provide the ClearView platform (“CV”) to the Company named in this Enrollment Form (also known as “you”, and “your”) subject to the following terms of use (the "Terms"). These Terms supplement general the terms and conditions of contract SBPO15200544 and may be used by you only for the purposes set forth in these Terms. You agree to abide by the Terms which shall be applicable to you upon your completion of this Enrollment Form. If you have any questions, please call our Customer Service department at 1-800-492-0669.” 2. Purpose of WEX Fleet ClearView: The goal of CV is to allow you to perform data analysis for your Accounts (the “Purpose”) through the use of this platform. You agree not to use CV for any purpose except to perform analysis on your Account data. 3. Link and License: You may access CV using the user login information we provide. We grant you a non-exclusive, non- transferable, limited right to log in and access CV. You agree not to purposefully interrupt or attempt to interrupt the operation of CV, its services or system resources in any way and you may not modify CV in any way nor upload, post or otherwise transmit any viruses or other harmful, disruptive, inappropriate, illegal or destructive files. 4. Access and Security: You will access CV using the Internet and your Internet service provider through portals provided by WEX and subject to the terms of contract SBPO15200544.” 5. Important Disclosures: The availability and effectiveness of portions of CV is dependent upon product codes that the merchant transmits to us. The product codes are assigned by each merchant, and as such, we are not responsible for inappropriate product code assignment. ClearView includes machine learning algorithms that cleanse erroneous data we receive from third parties. WEX assumes no responsibility for any damages that may be suffered by you due to the use of CV’s correction algorithms, in particular but not limited to any subsequent tax filings that you may make using reporting features on CV. WEX does not recommend that you use CV to submit for any fuel tax exemption reimbursements as revenue agencies may not accept this as evidence of your purchase and may still require actual sales receipts. Machine learning algorithms delivered in CV are not integrated with any other WEX systems or reporting. On occasion, we will make new products, modules, and functionality available to customers during a free trial, pilot, or beta test. We make no warranty that this new functionality will be error free or that defects, if any will be corrected, and we assume no responsibility for any damages that may be suffered by you due to the use of this functionality. Further, we reserve the right to alter and/or discontinue any new products, modules, and functionality that are offered as part of a free trial, pilot, or beta test. CV works best with more current versions of internet browsers, such as Chrome and Firefox. Use of older browsers, more specifically Internet Explorer (IE), is not recommended and should not be used to access and use CV. We assume no responsibility for sub-optimal CV use that may result by using a non-recommended browser. We will make an attempt to port in data from other programs and systems, such as customer-generated or third party data. We make no warranty that we will be able to successfully import non-WEX originated data into CV or that if successful this data will be error-free or that defects, if any, will be corrected, and we assume no responsibility for any damages that may be suffered by you due to the use of this data. Data, such as transactional data from a card swipe, could take up to 24-48 hours to load into CV. 6. Modifications: We reserve the right to modify, change or discontinue any aspect of CV and the products and services accessed via CV at any time upon 30 days prior written notice. We may also impose limits on certain features and services or restrict your access to parts or all of CV without liability. (2/27/19)REVISED FOR IDAHO AS OF 03/25/2019 PAGE 2 7. Versions: New Versions: We may publish revised and/or new versions of both modules and documentation, such as the CV Quick Start Guides, from time to time (“New Version” or “New Versions”). Effect of New Versions: When a New Version is published and/or revised, we may modify the Terms applicable to the New Version. You may commence using the New Version once published and/or revised at your election. You will be required to agree to any additional terms of use for a New Version prior to using any New Versions. Retirement of Versions: We may make CV product obsolescence and retirement decisions that maximize customer and marketplace benefits. We will notify you of such planned obsolescence and retirement decisions. 8. Representations and Warranties: CV is provided "AS IS" without any representation or warranty, express or implied, of any kind, including, but not limited to, warranties of merchantability, or fitness for a particular purpose. Notwithstanding the foregoing, we represent and warrant that to the best of our knowledge and belief: (i) the content developed by us available through CV: (a) does not and will not infringe any copyright, trademarks or trade secrets of any third party; and (b) does not and will not constitute a defamation or invasion of the rights of privacy or publicity of any kind of any third party, and (ii) CV does not violate the laws, statutes or regulations of any jurisdiction. 9. Assignment: You may not sell, assign, transfer or otherwise convey any of your rights or delegate any of your duties under these Terms without our prior written consent. 10. Independent Parties: Nothing in these Terms shall be deemed to constitute, create, give effect to, or otherwise recognize a partnership, joint venture or formal business entity of any kind or create a fiduciary or similar relationship between the parties not in existence prior to the effective date of these Terms; and the rights and obligations of the parties shall be limited to those expressly set forth herein. 11. Questions: For questions concerning these Terms, please call the following number: 1-800-492-0669, or send inquiries to: WEX Inc., 97 Darling Avenue, South Portland, ME 04106. Be sure to include your account number with all inquiries. For questions concerning CV, please email us at support@wexclearview.com. 12. Click-Through Terms and Conditions: Any click-through terms and conditions associated with use of CV are void. mailto:support@wexclearview.com I Revision Number: 04 IDAHO State of Idaho CHANGE ORDER -04 PLEASE DO NOT DUPLICATE THIS ORDER. Ryan Kelly WEX Bank 7090 South Suite 350 Midvale, UT 84047 Phone: 952-922-1104 Fax: 207-253-1497 Email: ryan.kellywexinc.com Change Order Date: Service Start Date: Service End Date: Payment Method: Payment Terms: Currency FOB Instruction: Attachment(s): December 03, 2018 December 9, 2018 December 8, 2019 Invoice NET3O USD Destination ChanqeLoq.htm :Purchase Order Change Buyer Contact Jason Urquhart Dept of Administration - Division of Purchasing 650 West State St Rm B-15 Boise ID, 83706 United States Tel: 208-332-1608 Fax: 208-327-7320 jason.urquhartadm.idaho.gov Contract Number: Bill To Address DOP - Various State Agencies State of Idaho Various Locations See Below for Details on Specific Locations Various, Idaho 83702 Phone: Fax: Email: 208-327-7465 208-327-7320 purchasing@adm.idaho.gov Mail Stop: DOP - Various Locations Ship To Address DOP - Various State Agencies State of Idaho Various Locations See Below for Details on Specific Locations Various, Idaho 83702 Phone: Fax: Email: 208-327-7465 208-327-7320 purchasing@adm.idaho.gov Mail Stop: DOP - Various Locations Instructions SBPO15200544, Statewide Fleet Card Services for various State of Idaho Agencies, Institutions, and Departments (the “Contract”) is renewed for an additional period of time, as provided above. All of the terms and conditions contained in the Contract shall remain in full force and effect, except as expressly modified herein. Contractor’s signed renewal letter is attached and incorporated herein by reference. Change Order Summary Purchase Order SBPO15200544Number: Account Number: AC-i Supplier Union Park Center 2 Note: The dollar amount listed in the contract renewal pricing is an estimate and cannot be guaranteed. The actual dollar amount of the Contract may be more or less depending on the orders placed by the State; or may be dependent upon the specific terms of the Contract. Contract History: Contract initial term: 12/9/14 - 12/8/17. Total estimated spend: $25,500,000.00. Amendment 01: No change to contract value. Amendment 02: No change to contract value. Amendment 03 (renewal): 12/9/17 — 12/8/18. Total estimated spend: $7,500,000.00. Amendment 04 (renewal): 12/9/18 — 12/8/19. Total estimated spend: $9,000,000.00. Total estimated contract value: $42,000,000.00. (Amounts shown on this SBPO are estimated spend amounts only. There are no state funds paid to the Contractor under contract SBPO1 5200544.) Items Part Number Quantity Back Order Unit Unit Price Total 1.00 0 ANN 9,000,000.00 $9,000,000.00 Item Description #1 Contract renewal period: December 9, 2018 through December 8, 2019. F Delivery Date: December09, 2018 Shipping Method: Delivery Shipping Instructions: Ship FOB: Destination Attachment(s) Special Instructions: Sub-Total (USD) $9,000,000.00 Estimated Tax (USD) $0.00 TOTAL: (USD) $9,000,000.00 Note: If there is a next to an item’s unit price, that indicates that the price has been discounted. Signature Signed By: Jason R. Urquhart Terms & Policies  Terms of Use  Privacy Policy  Internet Security  System Configuration TERMS OF USE Please read these terms carefully before using this site. 1. General WEX Inc. provides this web site subject to the following terms of use ("Terms"). WEX Inc. owns and operates this site. Our Business Charge Accounts, including those established in conjunction with program sponsors, are issued by WEX Bank. Your continued use of this website constitutes your acceptance of these Terms. If you have any questions, please call our Customer Service department. 2. Purpose of the Website The goal of this web site is to provide you with access to information about our products and services. These revised terms shall supersede any standard Click-Through terms acknowledged by users subject to this agreement in the WEXOnline portal. If you have any questions, please call Customer Service at 1-800-492-0669. 3. Trademarks, Service Marks and Copyrighted Materials We control and operate this website. All content on this website, including, but not limited to, text, photographs, images, illustrations, audio clips, and video clips, is protected by copyrights, trademarks, service marks, and/or other intellectual property rights (which are governed by United States and worldwide copyright laws and treaty provisions, privacy and publicity laws, and communication regulations and statutes). The content is owned and controlled by us, our affiliates, or by third party content providers, merchants, sponsors and licensors (collectively the "Providers") that have licensed their content or the right to market their products and/or services to you using this site. You may not use any registered or unregistered trademarks, service marks or copyrighted materials appearing on this website, including but not limited to any logos or characters, without the express written consent of the owner of the mark or copyright. You may not frame, deep link, or otherwise incorporate into another website any of the content or other materials on this website without our express prior written consent. 4. Use of the Site You are accessing this site using the Internet and your Internet service provider. Security cannot be guaranteed. We hereby disclaim all liability for any security breaches of online communications or for any electronic, computer or other system failures other than security breaches of online communications or for any electronic, computer or other system failures that are due to the negligence or willful misconduct of WEX. We shall not be liable to any person for loss, liability or damages, including consequential or special damages, arising as a result of any security breaches or system failures or any other defect of the electronic online communication procedures, including, without limitation, loss due to data modification or destruction. WEX remains subject to certain laws governing the protection of confidential personal information and Account Users using the services. As such, WEX shall provide its credit services to you in accordance with applicable laws and the highest standards as customary in the industry to protect and keep confidential such Confidential Information, as defined in the WEX Bank final terms (Idaho_Tms for inc for govt business_FINAL_12 05 14.doc) as attached to the Contract SBPO15200544. In doing so, WEX shall maintain an information security plan and business continuity plan to help ensure that its systems are maintained in accordance with banking standards and regulations applicable to the Confidential Information being held by WEX. WEX will, at WEX’s expense, establish and maintain PCI industry standard physical and technical security policies. Information Security Program. WEX maintains an information security program that is designed to: (a) ensure the security, confidentiality, and availability of its data; (b) protect against any anticipated threats or hazards to the security or integrity of the its data (c) protect against unauthorized access to or use of the its data; (d) ensure the proper disposal of its data; and, (e) ensure that all its personnel comply with all of these Terms. WEX provide its services using physical and environmental security measures designed to prevent unauthorized access to, and otherwise physically and electronically protect, its data and services. You agree not to use this site for any purpose except access to descriptions of our products and services. In using this site, you agree not to disrupt or interfere with the site, its services, system resources, nor to upload, post or otherwise transmit any viruses or other harmful, disruptive, inappropriate, illegal or destructive files. You also agree not to use, attempt to use, or access other accounts, or create or use a false identity on the site. 5. Validity of Terms We operate this website (excluding linked sites) from our offices within the state of Maine. The website can be accessed from all 50 states, as well as from other countries around the world. If any provision of these terms is prohibited by or rendered invalid by applicable law, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of such provision or the remaining provisions of these Terms. 6. Questions For questions concerning these terms or the products described online please call the following number: 1-800- 492-0669, or send inquiries to: WEX Inc., P.O. Box 639, Portland, ME 04104. Be sure to include your account number with all inquiries. Return to top of page. Privacy Policy The Privacy Policy below shall be superseded by Section 18 ofthe Additional Terms (Idaho_ Tms for inc for govt business_FINAL_12 05 14.doc) which is incorporated as part of Contract No.SBPO15200544, and the negotiated Privacy Policy terms attached to that document. WEX Inc. and WEX Bank (hereinafter collectively referred to as "WEX") recognize the importance of protecting your privacy and safeguarding the confidentiality of your sensitive information. Because of this, WEX® offers the following statement of our joint commitment to privacy protection. This policy relates specifically to your use of this site. Information privacy is important to you. Protecting your information privacy is critical to us. Therefore, we commit to:  Adhere to our privacy policies  Give you clear notice of what information we ask you to divulge and what information we collect from you  Clearly explain how we will use the information that you provide to us  Share your information only with whom and in such manner as is described in this policy  Implement and utilize safe and secure physical and information systems to protect private information. Information That We Collect and Use WEX collects information: 1) from you and from certain third parties when you submit a WEX Inc. Commercial Credit Application; 2) in the form of transaction data when you use your WEX Inc. card; 3) when you submit a request for information about WEX Inc. programs via e-mail; 4) through the use of web tracking software; and 5) from third parties to help us identify products and services which may be useful to you. 1. Transaction Data  When a cardholder uses their Commercial Card we collect transaction data which may be viewed via your online account. Such data typically includes the following information:  Name of cardholder  Transaction date  Card/account number  Total dollar amount of transaction  Vehicle number, if any  Driver identification number, if any  Vehicle odometer reading, if any, as entered by cardholder  Amount of fuel purchased, if any  Price per gallon of fuel purchased, if any  Non-fuel items purchased, if any  User-established product restrictions, if any  Merchant at which the transaction occurred  For certain programs, cardholder contact information  WEX uses transaction data gathered when you use your WEX Commercial Card for the purpose of processing the transactions as well as for other lawful commercial purposes. The transaction data is critical to our ability to provide billing, electronic bill paying and presentment products ("EBPP") and reporting to you.  For some WEX commercial card programs, transaction data is collected by a third-party processor and transmitted to WEX. Please refer to Section C(2) below for additional information about information sharing with third parties. 2. Web Tracking Software:  WEX utilizes web tracking software that allows us to collect and store information such as the name of the domain from which you access the Internet, the date and time that you access our site, the Internet address of the website from which you linked to our site, and the pages that you visited while on our web site.  WEX uses the information collected as a result of our web tracking software to help diagnose problems with our server, to track user traffic patterns, and to administer our website. This information allows us to determine which areas are of most interest and use to our visitors, which avenues of site promotion are most effective and at what time we can expect peak usage. 3. Supplemental Information  WEX may supplement the information that you provide with additional information we receive from third parties, including service providers, credit bureaus and industry trade groups. We treat any supplemental information we receive from third parties as carefully as the information that you provide to us directly.  WEX may use aggregated application information or transaction data for internal and external analytical purposes. Further, WEX may utilize aggregated information or data for marketing purposes. However, aggregated information and data will not be identified with any particular applicant, individual customer or individual cardholder. With Whom We Share the Information We Collect 1. Within Our Company:  Certain employees of WEX have access to the information that we collect from you. All employees of WEX are required to maintain and keep all such information confidential and to abide by the terms of this policy as well as the Joint Privacy Policy for Wright Express Corporation and Wright Express Financial Services Corporation.  WEX may use the personally identifiable information that you provide, such as your postal address and/or e-mail address to send promotions or solicitations for products or services. 2. With Third Parties:  WEX may from time to time retain the services of third-party technical service providers and consultants. These third parties are only allowed access to the information that we collect to the extent that is required for them to perform the tasks for which they were retained. These third parties are contractually obligated to maintain confidentiality and further must agree to be bound by WEX's privacy policies and applicable confidentiality agreements.  If a customer uses a Co-Branded or Private Label card, the Co-Brand or Private Label partner is given limited access to transaction data that allows them to determine what products are purchased by the customer and to tailor their services accordingly.  Certain Co-Brand or Private Label partners may be provided with aggregated customer information to be used for internal and external analytical purposes. WEX may also sell aggregated customer information to third parties for marketing or other purposes. Such aggregated customer information does not identify any particular applicant, individual customer or individual cardholder.  WEX also shares limited transaction information with merchants who accept our cards. The information that is provided to merchants is limited to transaction exceptions that provide justifications to the merchant when we will not reimburse them for a transaction (e.g. Invalid Fleet or Invalid Vehicle). Such information sharing serves the additional purpose of assisting WEX and the merchant in identifying and correcting processing errors to make our products easier and more convenient to use.  Subject to applicable legal restrictions, WEX may sell the personally identifiable information that we have collected about certain of our commercial customers to third parties for marketing purposes if we reasonably believe that such third parties can offer products or services that would be beneficial to those customers.  WEX may disclose or exchange with third parties any information that you have provided to us if we believe in good faith that the law requires us to do so or if it is necessary to protect the rights or property of WEX or our users. Additionally, as we continue to grow as a business, we may acquire or be acquired by another company. In such a transaction, customer information will most likely be one of the transferred assets. Additional Privacy Issues 1. Consumer Privacy Rules:  The objective of this Privacy Policy is to provide you with a clear, concise and accurate statement of how WEX handles customer information. Please note that our products and services are intended to be used only for commercial and business purposes. As our products and services are not intended to be used for personal, family or household purposes, consumer privacy protection laws and regulations, including (without limitation) the federal Gramm-Leach-Bliley Act, do not apply to our information handling practices. This Privacy Policy is not a statement of intent to be bound by or comply with such laws and regulations. 2. Security:  WEX recognizes the importance of secure online interaction, and we utilize a number of methods to safeguard your transmissions. Our website is hosted on secure servers with firewall protection. We maintain Secure Site status that is verified by security industry leader VeriSign, Inc. All information gathered on our website is encrypted during transmission with 128-bit SSL RSA-encryption and stored within secure databases protected by multiple firewalls. As effective as current encryption technology is, however, no security system is impenetrable. We cannot guarantee the security of our databases, nor can we guarantee that the information provided via our website will not be intercepted while being transmitted to us over the Internet. 3. Children:  WEX provides only business services and does not intend to collect or knowingly collect any information from or about children. It is possible that a child may impersonate a company representative and attempt to access or use this site and, in so doing, provide the child's name, address, phone number, fax number, email address and other identifying information. When such information is received and WEX is aware that the individual providing the information is a child, the information is used only to reject the child's application and is immediately deleted by WEX. Such information is never shared with third parties. WEX cannot always determine if a visitor to its website or the sender of an email is a child. 4. Cookies:  Our website makes use of a standard feature of browser software called a "cookie" to assign each visitor a unique, random number. A cookie is a file that identifies a computer as a unique user. Cookies may be used to facilitate your use of our website, to maintain site security and to improve our website. Most browsers are initially set up to accept cookies. You may be able to reset your browser to refuse all cookies or to indicate when a cookie is being sent. If cookies are disabled, however, our website (and other websites) may be harder to use. A cookie can not read data stored on the hard drive of a computer. 5. Links to Other Sites:  Our website contains links to other sites whose information practices may be different than ours. If you click on a banner or other hyperlink, you may be transferred off of this site. Our inclusion of hyperlinks to these web sites does not imply any endorsement of the material on such web sites or associations with the operators of the websites. Our privacy policy does not extend to these sites or the internet. You should consult the other sites' privacy notices as WEX has no control over information that is submitted to, or collected by, these third parties and how that information is used. Privacy Policy Changes  WEX reserves the right to change our policies (including this Privacy Policy) at any time. If we decide to change this Privacy Policy, we will post such changes to our website so that you may be aware of our actions. Any change to this Privacy Policy will become effective thirty (30) days after it is initially posted on our website. Return to top of page. INTERNET SECURITY Security of Your Data at WEXOnline® In order to access your data through WEXOnline®, you will be required to enter a user ID and password. The user ID and password are uniquely associated with your fleet data and restrict unauthorized users from viewing or retrieving data and reports. For a second layer of security, WEXOnline employs a sophisticated firewall that protects the web and database servers from hackers and intruders attempting to gain access to your fleet data. Security of Your Data across the Internet A third layer of security is data encryption, or Secure Socket Layer (SSL), between the web server and your browser. Encryption helps prevent technically sophisticated individuals who have the desire, tools, and opportunity from intercepting your data as it travels over the Internet. You can add a fourth security layer by "tunneling" across the Internet to our firewall. Tunneling requires installation of additional software and a fixed IP address, which may be acquired from your local systems administrator or Internet service provider. Internal Security for User IDs and Passwords Anyone possessing your account number, user ID and password can access your account, order new cards, and cause financial injury to you. You must keep your User ID and password confidential. Should you believe unauthorized persons have access to either your User ID or password notify your Customer Service Department immediately. Technical questions and concerns relating to security should be directed to the WEX Inc. Webmaster atwebadmin@wexinc.com. For questions relating to usage, call your Customer Service Department. Return to top of page. System Configuration The site has been designed for Microsoft Internet Explorer 8.0 and is best viewed at a minimum 1024x768 resolution. A high speed internet connection is recommended. Return to top of page. ©2012. WEX Inc. Page 1 of 49 STATE OF IDAHO DEPARTMENT OF ADMINISTRATION REQUEST FOR PROPOSAL (RFP) RFP15000005 STATEWIDE FLEET CARD SERVICES Issue Date 7-9-14 Page 2 of 49 TABLE OF CONTENTS Page 1. RFP INFORMATION ................................................................................................................................ 3  2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS AND PROPOSAL FORMAT .......................... 8  3. TECHNICAL PROPOSAL ..................................................................................................................... 12  4. COST PROPOSAL ............................................................................................................................ 2928  5. PROPOSAL REVIEW, EVALUATION AND AWARD ....................................................................... 3029  6. SPECIAL TERMS AND CONDITIONS .............................................................................................. 3231  APPENDIX A – COST PROPOSAL SCHEDULE .................................................................................. 3938  APPENDIX B - DEFINITIONS ................................................................................................................ 4039  ATTACHMENT 1 – OFFEROR QUESTIONS ........................................................................................ 4240  ATTACHMENT 2 - REFERENCES ........................................................................................................ 4442  ATTACHMENT 3 – FINANCIAL INFORMATION................................................................................... 4947  Attached separately:  Exhibit A, State Site Equipment  Exhibit B, Fuel Site Map  State supplied signature page Page 3 of 49 1. RFP INFORMATION 1.1 General Administrative Information Request for Proposal (RFP) Title: Statewide Fleet Card Services RFP Project Description: The state of Idaho (the “State”) is requesting Proposals for an electronic payment card (credit card) with which to purchase fuel and vehicle related supplies and services. RFP Lead: Jason Urquhart, CPPO, CPPB Purchasing Officer jason.urquhart@adm.idaho.gov Pre-Proposal Conference: Pre-Proposal Conference Location: Friday, July 18, 2014, beginning at 9 a.m. Mountain Time Idaho Transportation Department Auditorium 3311 W. State Street Boise, ID 83707 Deadline To Receive Written Questions: No later than Friday, July 25, 2014 5:00 p.m. Mountain Time Submit sealed Proposal: Address for delivery by Courier: Idaho Division of Purchasing 650 W. State St., Rm. B-15 Boise, ID 83702 Address for delivery by US Mail: Idaho Division of Purchasing P.O. Box 83720 Boise, ID 83720-0075 RFP Closing Date: August 1820, 2014 5:00 p.m. Mountain time RFP Opening Date: 10:30 a.m. Mountain time the following business day after closing. Initial Term of Contract and Renewals: See subsection 6.1, Contract Term, below. TAKE NOTE OF THE PROPOSAL SUBMISSION ITEMS CLAUSE BELOW (SEE SUBSECTION 1.2) Page 4 of 49 1.2 Proposal Submission Items 1.2.1 Completed signature page (see subsection 2.2). Include with your Technical Proposal (see subsection 1.2.2 below). Place it prior to the cover letter (see subsection 1.2.2.1 below). 1.2.2 Technical Proposal, which must consist of: 1.2.2.1 Cover letter (see subsection 2.10). 1.2.2.2 Three (3) completed reference questionnaires (see subsection 3.1.1, References and Attachment 2, References). (Per Attachment 2, completed reference questionnaires will not be returned to the Offeror by the references, but the references will submit them directly to the RFP Lead.) 1.2.2.3 Financial Information (credit report) (see subsection 3.1.2, Financial Information, and Attachment 3, Financial Information). 1.2.2.4 Acknowledgement of any amendments to the RFP (see subsection 2.11). 1.2.2.5 Responses to all subsections with either an ME or E evaluation code (including any attachments and appendices with either an ME or E evaluation code), besides reference questionnaires. 1.2.2.6 Response to subsection 3.1.8, Corporate Liability. 1.2.2.7 Response to subsection 3.1.9, Credit Approval. 1.2.2.8 As stated in subsection 3.3, the Offeror must respond to all subsections within subsection 3.3 (subsections 3.3.1 through 3.3.10.3.5.3). 1.2.2.9 Redacted copy of the Technical Proposal (if you identify any trade secrets in your Technical Proposal) (see subsection 2.8). 1.2.2.10 Electronic copy of the Technical Proposal (see subsection 2.6). 1.2.2.11 Any additional documents and agreements (see subsections 6.12 and 6.13). 1.2.3 Completed Appendix A Cost Proposal Schedule. 1.2.3.1 Electronic copy of the Cost Proposal (see subsection 2.6.1). 1.3 Purpose The purpose of this RFP is to request Proposals for Fleet Card services to provide both retail and private site services within a single Fleet Card program for the State. The Contractor shall provide retail and private site services that utilize the most efficient and cost effective means for Participating Agencies to purchase fuel and vehicle related supplies and services (see subsection 6.3 regarding other methods for purchasing fuel and vehicle related supplies and services) for their Page 5 of 49 vehicles and equipment. Repairs may be made using the Fleet Card in emergency situations, if the Contractor makes available the ability to purchase repair services using the Fleet Card. The Contractor must provide a network of retail fuel suppliers that will supply fuel products from multiple dispensing sites. This network must include suppliers providing gasoline, diesel fuel, marine fuels and alternative fuels including biodiesel, propane and diesel exhaust fluid (DEF), and the network must be geographically located throughout Idaho. 1.4 Pre-Proposal Conference A non-mandatory pre-proposal conference will be held at the location and time indicated in subsection 1.1. All parties interested are invited to participate. Parties interested in attending the conference are asked to pre-register via email no later than 5 p.m. Mountain time, July 16, 2014 with the RFP Lead identified in subsection 1.1. The State will provide a teleconference line, which will be identified after you pre-register. The number of attendees representing each party interested is limited to three (3) as space is limited. Parties interested are encouraged to submit questions in writing to the RFP Lead prior to the pre-proposal conference (using Attachment 1, Offeror Questions, and sent via e-mail to the RFP Lead). The conference will be used to explain, clarify, or identify areas of concern in the RFP. Any oral information given by the State during the pre-proposal conference is to be considered unofficial. Conference attendance is at the participant’s own expense. Failure to attend the pre-proposal conference will not relieve the Offeror of meeting the requirements of this RFP. 1.5 Inquiries Questions must be submitted, in writing, to the RFP Lead identified in subsection 1.1, by the date and time identified in that subsection (see Deadline To Receive Written Questions), and using Attachment 1, Offeror Questions, and sent via e-mail to the RFP Lead, in order to be considered. Official answers to all written questions will be posted on the State’s e-Procurement System, IPRO, as part of an amendment to this RFP. Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at http://purchasing.idaho.gov/terms_and_conditions.html and/or Special Terms and Conditions (See section 6) must ALSO be submitted in writing, using Attachment 1, Offeror Questions, by the date and time identified in that subsection (see Deadline To Receive Written Questions). Any Proposal which conditions the Proposal based upon the State accepting other terms and conditions not found in the RFP will be found non-responsive, and no further consideration of the Proposal will be given. 1.6 Background Information Page 6 of 49 The State operates five major fleets of vehicles and equipment; Idaho Transportation Department, Idaho Department of Correction, Idaho Department of Fish and Game, Idaho State Police, and Idaho Department of Health & Welfare. In addition to these five major vehicle/equipment fleets maintaining individual accounts, there is also a need for smaller agencies to be able to set up individual accounts to meet their fueling needs. In total the State estimates the need for approximately seven thousand nine hundred (7,900) Fleet Cards to meet the operational needs of all Participating Agencies. Many of the users will have a need for twenty-four (24) hour fuel purchase capability. State and public agency drivers and equipment primarily operate within Idaho’s boundaries, however there is out of state travel on a regular basis and travel to Canada occasionally. The State currently has a formal contract for its fleet card program with a provider to pay for fuel at retail establishments and Idaho Transportation Department (ITD) fueling sites, statewide. The current contract will expire on December 31, 2014. The current provider of fleet card services to the State (the “current provider”) provides daily and monthly retail data for import by the State from a secure FTP site. The Idaho Transportation Department (ITD) requires a daily retail file for import into their fuel management automated data processing system (see subsection 1.6.1) in a file format that does not deviate from the current file format. Additionally, the ITD requires a monthly retail file containing all data for ITD and Idaho Department of Fish & Game that is billed on the invoice for that month. The ITD fuel management system requires PIN and card update files for import daily. The current provider also provides online access for data, card, and personal identification number (PIN) maintenance activities and reporting purposes. The annual retail fuel purchases for the State totals approximately $8.7M or 2.5M gallons. The annual miscellaneous vehicle related purchases at retail establishments totals to approximately less than $1,000.00. This estimated information is furnished for purposes of reference. No express or implied guarantee of consumption or expenditures is made or intended. In addition to retail purchases of fuel, ITD owns and operates sixty-five (65) automated fuel facilities which are used primarily by ITD for their vehicle fleet utilizing a PROKEE® device. The ITD currently accepts the current provider’s fleet cards at ITD fuel facilities. Fuel transactions initiated using the current provider’s fleet cards utilize the ITD network via a secure VPN tunnel to authorize transactions and collect data for billing and reporting purposes. The current provider provides weekly settlement reporting, reimbursement, and billing services to the ITD for fleet card transactions initiated by the current provider’s fleet cards at ITD fueling sites. The ITD facilities process approximately two thousand (2,000) fleet card transactions annually. The Contractor must convert the State-owned private fuel facilities to accept the Contractor’s Fleet Card, and the Contractor shall be solely responsible for this requirement. For informational purposes, a list of the automated ITD fueling site locations (including the make and model of the card-reader currently installed at each site) is attached to this RFP as Exhibit A. Additionally, a map of the state of Idaho and the private fueling site locations is included as Exhibit B. 1.6.1 ITD’s Fuel Management Automated Data Processing System Page 7 of 49 ITD operates sixty-five (65) fueling sites statewide, equipped with sixty-six (66) FuelMaster 2550 card readers to authorize, collect and upload fuel transaction data. ITD vehicles utilize a prokee device for fueling purposes. However, other tax supported agencies fuel at ITD sites using a card and Personal Identification Number (PIN) provided by the current fleet card contractor. The current fleet card contractor must validate cards and PINs for only State accounts other than ITD, then authorize transactions and collect data for billing purposes. Validation, authorization and data collection must be accomplished via the ITD network using a secure VPN connection to the current fleet card contractor’s system. The current fleet card contractor provides reimbursement of funds to ITD for fuel consumed by other agencies weekly. As part of the reimbursement process, the current fleet card contractor provides a detail report of other agency fuel transactions for reconciliation purposes. ITD’s fuel management automated data processing system (the “ITD System”) consists of an application running on a MS SQL database. The ITD System collects transaction data daily from all ITD fueling sites directly through the network. The ITD System also collects commercial transaction data daily from the current fleet card contractor. In addition to commercial transaction data, the ITD System requires ITD PIN information – newly established PINs and terminated PINs - from the current fleet card contractor daily. As a mechanism to ensure that 100% of ITD commercial transaction records are collected by the ITD System, the current fleet card contractor provides a month-end file containing all data with post-dates between the first day and the last day of the month. This month-end file also contains all Idaho Department of Fish & Game records with post-dates between the first day and the last day of the month. The ITD System is where all data is aggregated and reported weekly. One of ITD’s goals with the ITD System is to import records into ITD daily, within 48 hours of the transaction initiation time, allowing the ability to identify and correct problematic elements in the data prior to distributing the data to other ITD systems such as Inventory and Fleet Management. Page 8 of 49 2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS AND PROPOSAL FORMAT 2.1 These following are instructions for Proposal submission and Proposal format. The information in section 2 is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. Unless otherwise identified in this RFP, there is no intent to limit the content of Proposals. 2.2 The Proposal must be submitted with a completed State supplied signature page (see the document with the document file name “signature_page_ITB_RFP_050213.pdf”), which must contain an ORIGINAL HANDWRITTEN signature executed in INK and be returned as part of the Proposal. PHOTOCOPIED SIGNATURES or FACSIMILE SIGNATURES are NOT ACCEPTABLE (and will result in a finding that your Proposal is non-responsive). Place the completed signature page at the beginning of your Technical Proposal as the first page. 2.3 Proposals must be addressed to the RFP Lead and the package containing the Offeror’s complete Proposal must be clearly marked with the RFP number (see the cover page of this document for the RFP number) and “Proposal – Statewide Fleet Card Services”. (The Offeror’s complete Proposal is both the Technical Proposal and the Cost Proposal.) 2.4 Each Proposal must be submitted in one (1) original with three (3) copies of the Technical Proposal and one (1) original and one (1) copy of the Cost Proposal. 2.5 The Cost Proposal must be sealed separately from the Technical Proposal, but within the package containing the Offeror’s complete Proposal. The envelope containing the Cost Proposal must be identified with “Cost Proposal – Statewide Fleet Card Services”. 2.6 Offerors must also submit one (1) electronic copy of the Technical Proposal on CD or USB device. Word or Excel format is required (the only exception is for financial information or brochures). The format and content must be the same as the manually submitted Proposal. The electronic version must NOT be password protected or locked in any way. 2.6.1 Offerors must also submit one (1) electronic copy of the Cost Proposal on CD or USB device, separately sealed within the package containing the original and copy of the Offeror’s Cost Proposal. The format and content must be the same as the manually submitted Proposal. The electronic version must NOT be password protected or locked in any way. 2.7 DISREGARD ALL ELECTRONIC SUBMISSION INSTRUCTIONS VIA IPRO. ALL PROPOSAL MATERIALS MUST BE SUBMITTED MANUALLY ONLY PER THE INSTRUCTIONS CONTAINED WITHIN THE ATTACHED STATE OF IDAHO SIGNATURE PAGE AND THE INSTRUCTIONS IN THE RFP. NO ELECTRONIC SUBMISSIONS SUBMITTED VIA IPRO WILL BE CONSIDERED. 2.8 Trade Secrets Paragraph 32 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document that contains trade secrets with a trade secret notation (as applicable; and as provided in Paragraph 32 of the Solicitation Instructions to Vendors), Offerors must also: Page 9 of 49 2.8.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.” 2.8.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page#, Section#/Paragraph#, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the state’s procurement personnel to determine the precise text/material subject to the notation. 2.8.3 Submit a redacted copy (in electronic format, with the word “redacted” in the file name) of the Technical Proposal with all trade secret information removed or blacked out. If you fail to follow the RFP instructions as they relate to the identification of trade secret information; or to otherwise identify trade secret information with particularity, your trade secret notation(s) may not be honored. 2.9 Table of Contents Include a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major subsections. 2.10 Cover Letter The Technical Proposal must include, at the beginning of the Proposal (directly after the State supplied signature page; see subsection 2.2), a cover letter on official letterhead of the Offeror; with the Offeror’s name, mailing address, telephone number, facsimile number, e-mail address, and name of Offeror’s authorized signer. The cover letter must identify the RFP Title and number, and must be signed, in ink, by an individual authorized to bind the Offeror contractually. In addition, the cover letter must include the following (please include the subsection numbers on your cover letter for your responses to subsections 2.10.1 through 2.10.9): 2.10.1 Identification of the Offeror’s corporate or other legal entity status. Offerors must include their tax identification number. The Offeror must be a legal entity with the legal right to contract. 2.10.2 A statement indicating the Offeror’s acceptance of and willingness to comply with the requirements of the RFP and attachments, including but not limited to the State of Idaho Standard Contract Terms and Conditions (http://purchasing.idaho.gov/terms_and_conditions.html) and any Special Terms and Conditions included in section 6. 2.10.3. A statement of the Offeror’s compliance with affirmative action and equal employment regulations. Page 10 of 49 2.10.4 A statement that Offeror has not employed any company or person other than a bona fide employee working solely for the Offeror or a company regularly employed as its marketing agent, to solicit or secure the Contract awarded from this RFP, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Contractor or a company regularly employed by the Contractor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of the Contract to the Offeror. The Offeror must affirm its understanding and agreement that for breach or violation of this term, the State has the right to annul the Contract without liability or, in its discretion, to deduct from the Contract price the amount of any such fee, commission, percentage, brokerage fee, gifts or contingencies. 2.10.5 A statement naming the firms and/or staff responsible for writing the Proposal. 2.10.6 A statement that Offeror is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs. Vendor information is available on the Internet at: https://www.sam.gov. 2.10.7 A statement affirming the Proposal will be firm and binding for one hundred twenty (120) calendar days from the Proposal opening date. 2.10.8 A statement, by submitting its Proposal, that the Offeror warrants that any Contract resulting from this Solicitation is subject to Executive Order 2009-10 [http://gov.idaho.gov/mediacenter/execorders/eo09/eo_2009_10.html]; it does not knowingly hire or engage any illegal aliens or persons not authorized to work in the United States; it takes steps to verify that it does not hire or engage any illegal aliens or persons not authorized to work in the United States; and that any misrepresentation in this regard or any employment of persons not authorized to work in the United States constitutes a material breach and will be cause for the imposition of monetary penalties up to five percent (5%) of the Contract price, per violation, and/or termination of its Contract. 2.10.9 A statement affirming the following: (If awarded the Contract), Contractor consents to service of process upon it by registered or certified mail, return receipt requested, at its last known address. Contractor must notify the State in writing of any change of address to which service of process can be made. Service shall be completed upon Contractor’s actual receipt of process or upon the State’s receipt of the return thereof by the United States Postal Service as refused or undeliverable. Contractor shall have thirty (30) calendar days after completion of service in which to respond. 2.11 Acknowledgement of Amendments If the RFP is amended, the Offeror must acknowledge each amendment on its cover letter. Failure to acknowledge all amendments may result in the Proposal being found non-responsive. 2.12 Evaluation Codes Throughout the RFP certain requirements have evaluation codes assigned as defined below. Please ensure the Proposal response instructions are followed and the Offeror responds to each requirement that is designated with an evaluation code as follows: 2.12.1 (ME) Mandatory and Evaluated Specification - Failure to comply with any RFP requirement with an ME notation shall render Offeror’s Proposal non-responsive and no further evaluation will occur. For all RFP requirements with ME notations, Offeror must respond with Page 11 of 49 information explaining in detail how the requirements shall be met. Points will be awarded based on predetermined criteria. The State reserves the right to seek clarification on any response to an RFP requirement with an ME notation. 2.12.2 (E) Evaluated Specification - A response is desired and will be evaluated and scored (except in the case of References [see subsection 3.1.1], in which the Offeror’s references will be completing and submitting reference questionnaires, and the references will be selecting scores). If not available, respond with “Not Available” or other response that identifies Offeror’s inability to supply the item or service. A “Not Available” or like response will result in zero (0) points awarded for the specification (with the exception of responses to subsection 3.1.6, Subcontractors). Additionally, failure to respond will result in zero (0) points awarded for the specification. Page 12 of 49 3. TECHNICAL PROPOSAL Use this Technical Proposal outline as part of your response to the RFP. (In your Proposal submittal, restate each subsection number within section 3 for which a response is required, followed by your response for that subsection.) 3.1 Business Information 3.1.1 (E) References Offeror shall provide at least three (3) completed reference questionnaires with its Proposal. Completed reference questionnaires will not be returned to the Offeror by the references, but the references will submit them directly to the RFP Lead. State of Idaho agencies, to include any current state of Idaho employees, cannot be used as references. See Attachment 2, References. 3.1.1.1 We request that each reference be a current customer that has used the Offeror’s software and firmware with FuelMaster 2550 (or equivalent) card reader equipment (see subsection 3.3.10.1) for at least the last three (3) years prior to the issue date of this RFP. 3.1.1.2 We request that the customer contacts that complete the reference questionnaires be knowledgeable regarding the company’s or agency’s use of the Offeror’s software and firmware. 3.1.2 Financial Information Provide financial information (credit report) as detailed on Attachment 3, Financial Information. Proposals with financial information that fails to pass (see Attachment 3) will be found non-responsive. 3.1.3 (ME) Company Background and Experience The Offeror shall provide a list of all contracts under which the Offeror is providing or has provided Fleet Card services. The list of contracts shall include all contracts for which services are and were provided under the Offeror’s current company name or identity and any previous or parent company name or identity. The Offeror shall provide a list of at least five (5) contracts under which the Offeror is providing or has provided Fleet Card services, and the contracts listed must be currently active or have been active within the five (5) years prior to the date that this RFP was issued. The scope of the contracts (number of cards and estimated annual spend) listed must be at least that which is contemplated in this RFP. Additionally, the list of contracts shall be those for which services are or were provided under the Offeror’s current company name or identity and any previous or parent company name or identity. The list must include:  Client name  Client address  Client contact person and telephone number  Duration of the contract  Average number of cards provided under the contract  Average annual spend under the contract Page 13 of 49 If a contract was terminated for any reason other than the natural expiration, provide the reason for termination. 3.1.4 (E) Ultimate Vendor Status The Offeror must identify whether or not it currently holds ultimate vendor status. If the Offeror is not the ultimate vendor, then the Offeror must identify as a subcontractor (see subsection 3.1.6) who it will partner with in this regard, and include a description of the relationship with the partner, including the functions and responsibilities of both the Offeror and its partner as it relates to the requirements of this RFP. 3.1.5 (ME) Account Manager Experience The Offeror shall include a description of the experience of its proposed Account Manager that qualifies it to provide the services required in this RFP. The Offeror’s proposed Account Manager must have at least two (2) years of experience in providing direct Fleet Card services as an account manager (or equivalent position) under a contract of a least the scope identified in this RFP. 3.1.6 (E) Subcontractors Describe the extent to which subcontractors will be used to comply with the Contract’s requirements. Include a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Offeror will ensure that all subcontractors will meet the Contract’s requirements. Offerors must disclose the location of the subcontractor’s business office. If the Offeror utilizes any entity other than the entity submitting the Proposal to provide any of the services required by this RFP, the relationship between the two entities is considered that of a contractor-subcontractor for the purpose of this subsection, regardless of whether a relationship is based on an actual written contract between the two entities. During evaluations, Offerors will not be penalized if the Offeror identifies in their Proposals that they will not use any subcontractors. Offerors that will not be using any subcontractors must state so in their Proposals in response to this subsection. 3.1.7 (ME) Identification of Risks The Offeror must identify within its Proposal any risks that it will need to address prior to the beginning of the term of the Contract and during the term of the Contract, as well as a description of how it will mitigate or eliminate each risk. The Offeror must provide its response to subsection 3.1.7 on no more than two single-sided pages using Arial 11 font. In addressing each risk, the Offeror must identify how it will mitigate or eliminate each. The Offeror awarded the Contract (the Contractor) shall be required to mitigate and eliminate risks that it identifies in its Proposal, and must be proactive in doing so; the Contractor must not rely on the State to notify the Contractor of imminent risks. If there is any pending or active federal legislation that may impact the Contract, the Offeror must specifically address that as a risk. Please note that a risk is anything that would cause a negative impact to the Contract’s time, scope or cost. 3.1.8 Corporate Liability Page 14 of 49 Offeror must provide confirmation that it will provide a corporate liability Fleet Card. (See subsection 6.2 regarding Public Agencies being responsible for their Fleet Card charges.) 3.1.9 Credit Approval Please describe any credit approval process that your company or your company’s card association would require. Identify specifically whether or not Public Agencies will need to receive credit approval before using Fleet Cards. (See subsection 6.2 regarding Public Agencies being responsible for their Fleet Card charges.) 3.2 (ME) Scope of Work (All of subsection 3.2, Scope of Work, including subsections 3.2.1 through 3.2.2, is to be considered as (ME)). The Scope of Work will be the work that the Contractor will perform under the Contract. The State requires that the Offeror write the Scope of Work on behalf of the State. This will serve two purposes: (1) To provide the State an opportunity to measure the expertise of the Offeror. To be considered for award of the Contract, the Offeror must demonstrate Fleet Card services expertise. Offerors that are experts in Fleet Card services should be able to envision and write all that a Scope of Work for such a Contract should encompass. (2) For the Offeror that is awarded the Contract, that Offeror’s Scope of Work will become part of the Contract. The Offeror must factor the information from subsection 3.3 (and its subsections 3.3.1 through 3.3.10.3.5.3), including the Offeror’s responses those subsections into the Scope of Work that it writes. The Offeror must also include any other information from the RFP and the Offeror’s proposal that is pertinent to the Scope of Work. The Offeror must write a logical, sequenced and detailed Scope of Work that will be meaningful in a Contract for Fleet Card services with the State. 3.2.1 Additionally, the Scope of Work must specifically address: 3.2.1.1 The provision of a web-based card management system. 3.2.1.1.1 The web-based card management system must include a system (whether part of the web-based card management system or a supplemental system) from which to obtain reports on spend for both fuel and vehicle related services and supplies. Spend information must be kept on file for at least two (2) years on-line, and a minimum of five (5) years off-line. Spend information must be exportable to an Excel file. 3.2.1.1.2 The web-based card management system must also include Personal Identification Number (PIN) reporting capability from which to obtain reports on driver specific spend for fuel and vehicle related services and supplies. 3.2.1.1.3 Offeror must provide detail in its response to subsection 3.2.1.1 regarding how the Offeror’s web-based card management system or supplemental system will interface with the ITD System and how the Offeror will meet the requirements of subsections 3.3.10 through 3.3.10.3.5.3. Page 15 of 49 3.2.1.2 Customer service, including technical service for Fleet Cards and for the web-based card management system and any supplemental system. 3.2.1.3 Training. 3.2.1.3.1 The State requires initial on-site training be provided by the Contractor at a minimum of one location within the cities of Boise, Coeur d’Alene, Lewiston, Twin Falls, Pocatello, and Idaho Falls. The Contractor can provide its own training location, or can coordinate with a Participating Agency with sufficient facilities in which to hold initial training for multiple Participating Agencies. Initial training must cover the following topics at a minimum: 3.2.1.3.1.1 Ordering, cancelling and managing Fleet Cards in the web-based card management system. 3.2.1.3.1.2 Set-up, termination and managing PINs in the web-based card management system. 3.2.1.3.1.3 Reporting, reconciliation and payment requirements for the billing process. 3.2.1.3.1.4 How to contact and use the customer service and technical service, including an escalation path. 3.2.1.3.1.5 How to find locations that accept the Offeror’s Fleet Card for fueling and for vehicle maintenance and repair services, and how to find locations that provide Level 3 data, and how those lists will be kept up to date. 3.2.1.3.2 The State requires on-going as-needed training for any upgrades and updates to the web-based card management system and any supplemental system. On-going training may be provided via webinar, phone conference or both. 3.2.1.3.3 The State requires re-training on the above (subsections 3.2.1.3.1 through 3.2.1.3.2) on an on-going basis (such as when there are new Program Administrators during the term of the Contract). This may be provided via in-person training, webinar, phone conference or a combination of these. 3.2.1.4 Seminars and conferences. 3.2.1.4.1 Describe any seminars and conferences that you host that will be made available to Participating Agencies. Include in the description how they’re hosted, such as hosted in different cities, via webinars, etc. 3.2.1.4.2 The State is particularly interested in user groups, advisory councils, seminars and conferences that facilitate interstate communications between state governments and are focused on government agency fleet card use. Please also identify whether or not any seminars and conferences will be funded under the Contract (including registration fees, and, lodging costs at the seminar or conference location). Page 16 of 49 3.2.2 The Offeror must identify any other requirements that it sees as necessary work for it to perform under a Contract with the State for Fleet Card services. (Please note that the State will factor the Offeror’s response to subsection 3.2.2 into the evaluation of the Scope of Work. Additionally, the State shall have the right to reject any or all of the Offeror’s response to subsection 3.2.2. The State will identify anything that it rejects no later than the clarification period [see subsection 6.17]. Rejection of such shall have no bearing on the Contract’s pricing, and the Offeror must not condition its Proposal on acceptance of any portion of its response to subsection 3.2.2.) 3.3 Other Required Technical Proposal Responses It is understood that some of the responses required in the following subsections (subsection 3.3.1 through subsection 3.3.10.3.5.3) will likely require some repetition of information provided by the Offeror in its Scope of Work (see subsection 3.2) response. The Offeror must ensure that responses to subsections below (subsection 3.3.1 through subsection 3.3.10.3.5.3) are congruent with corresponding information provided in its Scope of Work response. The Offeror must respond to all subsections within subsection 3.3 (subsection 3.3.1 through subsection 3.3.10.3.5.3). Responses to subsections within subsection 3.3 are not evaluated but will still become part of the Contract, if the Offeror is awarded the Contract. 3.3.1 Card, Vehicle and Driver Information 3.3.1.1 Fleet Cards must be of standard grade plastic and with standard magnetic stripe technology, capable of interfacing with standard card reader systems. Identify what other technologies are available upon request by Participating Agencies, such as cards with microchips. 3.3.1.2 Describe the character space provided and the data that may be imprinted and embossed on cards. The State will require the words “For Official Use Only” and “Tax Exempt” to be imprinted on the face of the Fleet Cards (placing those words on the reverse of the Fleet Cards is not acceptable). 3.3.1.3 Describe your ability to provide inactive cards for vehicle assignment and activation (on-line activation preferred) by Program Administrator at a later date. 3.3.1.3.1 Describe your ability to provide pre-activated Fleet Cards upon request, and discuss security issues pertaining to providing cards in this manner in your response. 3.3.1.4 Describe your ability to provide various card artwork for different accounts to include any minimum quantities. There must be no charge for standard card artwork, that is, a single version of card artwork to be generally used by all Participating Agencies. (Please note that there is a Line Item in Appendix A, Cost Proposal Schedule for any customized artwork costs.) 3.3.1.5 Program Administrators will typically require that Fleet Cards be delivered to them, and the Contractor must comply with this requirement; however, describe your ability to deliver cards (new and replacement) to various locations within a Participating Agency upon Program Administrator request. Page 17 of 49 3.3.1.5.1 Describe how you mail cards (regular mail, 2nd day air, etc.). Identify whether or not overnight shipment is available on a case-by-case basis. 3.3.1.6 Describe your ability to provide multiple cards for a specified vehicle and also one card per vehicle, including limiting such cards to fuel only purchases. 3.3.1.6 Describe your ability to provide cards which are not vehicle specific, for miscellaneous use and off-road equipment fuel purchases. 3.3.1.7 Describe your ability to provide non-descriptive cards assigned for covert operations. 3.3.1.8 Describe your web-based card management system’s flexibility regarding the following: 3.3.1.8.1 Ability to move the assignment of a card from one vehicle to another. 3.3.1.8.2 Ability to move the assignment of a driver from one vehicle to another. 3.3.1.8.3 Ability to move the assignment of a card from one section (bureau, division, etc.) to another section within a Participating Agency. 3.3.1.8.4 Ability to move the assignment of a driver from one section (bureau, division, etc.) to another section within a Participating Agency. 3.3.1.8.5 Ability to move the assignment of a vehicle from one section (bureau, division, etc.) within a Participating Agency. 3.3.1.9 Describe the minimum information required to add a driver via the Offeror’s web- based card management system, identify the data element that makes each record unique, and also provide a list of all driver information that may be entered into it. 3.3.1.10 Describe the minimum information required to add a card via the Offeror’s web-based card management system, identify the data element that makes each record unique, and also provide a list of all card information that may be entered into it. 3.3.1.11 Describe your capabilities to assign driver PIN numbers to card users, including number length, derivation (algorithm, randomly generated or Participating Agency selected), ability to use one PIN with multiple cards and ability to prevent issuance of duplicate PIN’s within an account. 3.3.1.11.1 Identify your flexibility to either assign PIN numbers and allow Program Administrators to change them at any time, including termination, or, to allow Program Administrators to set up their own PIN numbers, with rights to change or terminate PIN numbers as needed. 3.3.1.11.2 Identify whether or not your system provides for real time PIN assignments (both new PIN number assignments and PIN number changes). Further, identify how quickly the ITD System will be updated with new PIN number assignments and PIN number changes. Page 18 of 49 3.3.1.11.3 Identify whether or not you can accommodate five digit PIN numbers for ITD. 3.3.1.12 Describe your capabilities to provide services where the purchase of fuel for non-vehicle use may be captured without recording an odometer reading. We wish to capture odometer readings for all vehicle transactions but are also interested in the capability to purchase fuel for non-vehicle use without recording an odometer reading. 3.3.1.13 Describe your capabilities to correct data errors submitted by merchants. Identify what the average length of time is for your company to implement corrections to those errors. 3.3.1.14 Identify the maximum period for which cards will be active. Identify what flexibility Participating Agencies will have in setting card expiration dates, such as shorter or longer periods of time in which cards will be active. 3.3.2 Emergency Repairs and Maintenance 3.3.2.1 Participating Agencies may, in emergency situations, purchase repair and maintenance services through use of the charge card. Describe how your program allows for this, and include in the description your capabilities to restrict repair and maintenance services. 3.3.2.3 Identify the product codes (to be used in transaction records in your web-based card management system or supplemental system) that are used for repair and maintenance services. 3.3.3 Acceptance 3.3.3.1 Provide a list of suppliers that accept your Fleet Card, for both fuel and vehicle related supplies and services, and include the following information: 3.3.3.1.1 Supplier names and addresses within the state of Idaho. Also, identify any fueling station chains or brands in Idaho that don’t accept your Fleet Card. 3.3.3.1.2 Supplier names and addresses within the state of Idaho that return Level 3 data for a minimum of 95% of transaction records. 3.3.3.1.3 A summary (totals) of locations in states outside of Idaho. 3.3.3.1.4 A list of fuel suppliers (including addresses) in Canada. 3.3.3.1.5 The supplies and services available at each location. 3.3.3.1.6 The hours of operation for each location, and identify the twenty-four (24) hour a day, seven (7) days a week locations. 3.3.3.2 The Offeror must have suppliers in Canada that accept its Fleet Card. Page 19 of 49 3.3.3.3 Describe your company’s capabilities, the process and time period involved to add suppliers either at the State’s or at a supplier’s request. Identify the associated costs to suppliers to become one of your suppliers. 3.3.3.4 Identify whether or not your Fleet Card is accepted for unmanned card-lock locations. 3.3.3.5 A directory of your suppliers must be provided via your web-based card management system (or a supplemental system). Identify how often the directory is updated and describe the online search capabilities of the directory including a search function for finding suppliers that provide Level 3 data. Personnel employed by Participating Agencies must be able to access the directory and use its search functionality without having to have login information. 3.3.3.6 Describe the mapping and routing tools you offer to help drivers find the best fuel prices. 3.3.3.7 Describe your supplier discount program. 3.3.4 Customer Service and Account Maintenance 3.3.4.1 Describe the processes for ordering cards, cancelling cards, moving cards from one vehicle to another, changing drivers, changing any parameters on cards such as credit limits and changing which Merchant Category Codes are allowed or blocked. Identify whether or not activities in your web-based card management system will be in real time. If not in real time, identify the amount of time for activities to take effect. 3.3.4.2 Describe the process, time period involved and required information to establish new accounts. 3.3.4.3 Describe your ability to distinguish separate divisions for a single account. Identify whether or not card and PIN files can be separated by division, and if Participating Agency users can be restricted to access for the card and/or PIN file of a single division. 3.3.4.4 Describe your customer service structure and hours of operation. Identify both the hours of operation of your customer support center as well as the hours of availability of the Offeror’s Account Manager that will be assigned to the Contract if the Offeror is awarded the Contract. 3.3.4.5 Describe your transaction dispute process and include the average amount of time to resolve disputes. 3.3.4.6 Describe the regularly scheduled business reviews that you will provide to identify usage and volume levels, trends, issues and educational opportunities. Identify how frequently these business reviews will be scheduled, and with whom. (At a minimum, business reviews must be held with the Contract Administrator; however, upon request by a Program Administrator, the Contractor must also hold business reviews with the Participating Agency.) Identify how you would use this information to make cost reduction benefit recommendations and other recommendations to the State. Page 20 of 49 3.3.5 Purchase Controls 3.3.5.1 Describe, in detail, how your program will help Program Administrators monitor and control purchases. 3.3.5.2 Describe the system of controls and limits by card including, but not limited to, the following: 3.3.5.2.1 Gallons or dollars per transaction, per day, per month or per number of transactions. 3.3.5.2.2 Geographic restrictions. 3.3.5.2.3 Fuel-type restrictions, including “miscellaneous fuel” type product codes. 3.3.5.2.4 Product code restriction for non-vehicle related merchandise at commercial fuel locations. 3.3.5.2.5 Dollar and/or product code limits for non-fuel merchandise, service and maintenance. 3.3.5.2.6 Describe the resulting process if controls are exceeded (decline, notification, etc.). 3.3.5.2.7 Describe the means of immediate modification or override of controls by Program Administrators. 3.3.5.2.8 Describe system flexibility in structuring of customer accounts and controls. 3.3.5.3 Identify whether or not you can alert Program Administrators when a purchase has occurred that is outside of a Participating Agency’s fleet fueling policy. If so, also identify: 3.3.5.3.1 The information that you would need from the Participating Agency’s fleet fueling policy in order to set up alerts such as this. 3.3.5.3.2 The data elements available for exception reporting and alerts, such as transactions that exceed dollar limit, vehicle fuel type misuse and merchant product code error reporting. 3.3.5.3.3 Identify how Program Administrators are provided exception reports and alerts and include the timeframe for providing the reports and alerts. 3.3.5.3.4 Identify whether or not fuel type alerts account for unleaded octane minimum differences by geographic area. For example, regular unleaded fuel purchased in eastern Idaho is 85 octane, while regular unleaded fuel purchased in north and western Idaho is 87 octane minimum. Identify whether or not your system provides exception reports for fuel purchased under the 87 octane minimum required by manufacturers to maintain vehicle warranty. Page 21 of 49 3.3.5.4 Describe your web-based card management system’s abilities to track authorization failure including failure reason. Identify whether or not an authorization log is available to Program Administrators within the web-based card management system in real time. Also identify the data elements that will be included for review of declined transactions in your web-based card management system. 3.3.6 Data Capture, Reporting and Billing 3.3.6.1 Identify whether or not retail data is available in ASCII flat file format for download from a secure FTP site. 3.3.6.2 Identify whether or not retail data is available for import daily by the State. 3.3.6.3 Identify whether or not retail data is available for import at each month’s end. 3.3.6.4 Describe your ability to ensure that the monthly data file contains the same data previously submitted in daily files, including identification of data included in the monthly file that was not included in a daily file. 3.3.6.5 Describe your ability to provide daily card update data for import and include the timeframe for delivery. 3.3.6.6 Describe your ability to provide daily PIN update data for import and include the timeframe for delivery. 3.3.6.7 Identify the time required to post transaction records (credits and debits) in your web-based card management system or supplemental system. Real time transaction reporting is preferred. 3.3.6.8 Identify the maximum time required by your web based card management system to include these transactions in a daily file for import. 3.3.6.9 Describe your ability to preserve data integrity including the process and timeframe to identify and correct duplicate transactions and/or product code data errors for electronic transaction data. Identify your process to correct obvious product code data errors within your web based card management system. 3.3.6.10 Identify how long data is stored and available both on-line and upon request (stored off-line). 3.3.6.11 Describe your ability to notify the State if weekly or monthly file format changes must occur, including lead time. 3.3.6.12 Provide a complete fuel, supplies, maintenance and repair product code list. 3.3.6.13 Identify the percentage of fuel transactions that your program captures electronically as Level 3 Data. List the data elements that are provided for each electronic fuel transaction. Page 22 of 49 3.3.6.14 Identify the percentage of non-fuel transactions that your program captures electronically as Level 3 Data. List the data elements provided for each electronic non-fuel transaction. 3.3.6.15 Identify whether or not Level 1 and Level 2 transactions are declined at fueling point of sale devices for both pay-at-the-pump (outside) and manually entered (inside) transactions, and identify whether or not Level 1 and Level 2 transactions are declined at non-fuel point of sale devices. 3.3.6.16 Describe your electronic and online standard reporting options. 3.3.6.16.1 Identify whether or not a master copy of monthly reports can be provided to the Contract Administrator and a Participating Agency copy provided to each account. Identify the format in which these reports will be made available, and whether or not that can be accessed online via the web-based card management system or supplemental system. 3.3.6.16.2 Identify whether or not transaction reports will include individual transactions with date and time, place, cost-per-gallon, type of fuel purchased, driver, odometer and other information by vehicle and summarized by account. Identify other data elements that will be included. Also, identify whether or not the reports can be exported to Excel. 3.3.6.16.3 For accounts with multiple divisions, identify whether or not transaction reports will include individual transactions with date and time, place, cost-per-gallon, type of fuel purchased, driver, odometer and other information by vehicle for each division and summarized by account. Identify other data elements that will be included. Also, identify whether or not the reports can be exported to Excel, and whether or not division-specific transaction reports and account summary can be sent to different divisions. 3.3.6.17 The Offeror’s web-based card management system or supplemental system must provide reporting that differentiates between transactions conducted at ITD fueling sites and commercial transactions. Describe how these will be differentiated. (ITD requires online reporting for all transactions originating at ITD fueling sites.) 3.3.6.18 Describe your ability to provide online ad-hoc reporting. Identify the format in which these reports will be available. Also, identify the data elements that can be used to narrow or expand online ad-hoc reporting. 3.3.6.19 Identify what controls will be provided Participating Agencies as far as selecting certain reports to be mailed to them, certain to be emailed to them and certain to be accessible to them via the web-based card management system or supplemental system. 3.3.6.20 Describe your paper, electronic and online billing options. For electronic bill presentation, identify how long after the close of the billing cycle the bill will be available. Page 23 of 49 3.3.6.21 Identify your normal billing cycle. Identify whether or not Participating Agencies can select various billing cycles, and, if so, identify the billing cycles that you can make available. 3.3.6.22 Billing, reporting and electronic data must be net of federal gasoline and diesel taxes for tax-exempt fleets. Identify whether or not this information is provided at the transaction level. 3.3.6.22.1 The federal excise tax amount for the billing period must be shown on the invoice, and deducted from the same billing period’s invoice. 3.3.6.23 Identify whether or not you provide billing, reporting and electronic data net of applicable discounts offered by participating suppliers. If so, identify whether or not this information is provided at the transaction level. 3.3.6.24 Regardless of how discounts will be provided, the Contractor must provide a detailed discount report to the State on, at a minimum, a quarterly basis identifying the following: 3.3.6.24.1 Amount of discount earned, by Participating Agency, for each calendar quarter. 3.3.6.24.2 A detailed description of where the discount for each Participating Agency was earned. 3.3.7 Lost or Stolen Cards 3.3.7.1 Describe your card cancellation process, including the length of time before cancellation takes effect. 3.3.7.2 Describe your replacement card procedure, including how replacement cards are ordered, if and how multiple delivery points are allowed, and the standard timeframe for delivery of replacement cards. 3.3.7.3 Describe the State’s liability on lost or stolen cards. (Please note subsection 6.2 regarding Public Agencies being responsible for payment of Fleet Card charges. If there will be a different liability for Public Agencies, please describe that as well.) 3.3.7.4 Describe your company’s fraud prevention program. 3.3.7.5 Identify whether or not you provide protective sleeves with each Fleet Card issued. Also, identify whether or not you can provide replacement protective sleeves upon request at no charge. 3.3.8 Rebate Program Reporting 3.3.8.1 Describe how rebates will be provided, whether deducted from invoices or provided via payment to Participating Agencies on a periodic basis (maximum allowed basis is annually). Page 24 of 49 3.3.8.2 Regardless of how rebates will be provided, the Contractor must provide a detailed rebate report to the State on, at a minimum, a quarterly basis identifying the following: 3.3.8.2.1 Amount of rebate earned, by Participating Agency, for each calendar quarter. 3.3.8.2.2 A detailed description of how t