VEH117 Contract User Guide_02.05.2025.docx

VEH117: Fuel & EV Charging Cards UPDATED: February 5, 2025

25-17-24 – Fuel tanks and systems

Updates since last published: Contract renewal exercised.

*The asterisk is required when referencing the contract in the Massachusetts Management Accounting Reporting System (MMARS).

Table of Contents:

Contract User Guide for VEH117

(NOTE: To access hyperlinks below, scroll over desired section and CTL + Click, to return to the first page throughout this document, use the CTL + Home command. )

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: February 5, 2025 Template version: 7.0 Page 1 of 12 One Ashburton Place, Room 1608 Boston, MA, 02108-1552 Tel: (617) 720 - 3300 | www.mass.gov/osd | TDD: (617) 727 - 2716 | Twitter: @Mass_OSD | Fax: (617) 727 - 4527

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: February 5, 2025 Template version: 7.0 Page 4 of 12 One Ashburton Place, Room 1608 Boston, MA, 02108-1552 Tel: (617) 720 - 3300 | www.mass.gov/osd | TDD: (617) 727 - 2716 | Twitter: @Mass_OSD | Fax: (617) 727 - 4527

· Contract Summary

· Benefits and Cost Savings

· Find Bid/Contract Documents

· Who Can Use This Contract

· Supplier Diversity Requirements

· Pricing, Quotes and Purchase Options

· Instructions for MMARS Users

· Environmentally Preferable Products

· Contract Exclusions and Related Statewide Contracts

· Shipping/Delivery/Returns

· Strategic Sourcing Team Members

· VENDOR LIST AND INFORMATION

· Appendix A: VEH117 Fuel Card Services Agreement

· Appendix B: How to Pull invoices Online

· Appendix C: EV Charging Services Enrollment

Contract Summary This is a Statewide Contract for Fuel Cards. Users can acquire Fuel Cards from WEX Bank (hereinafter referred to as “WEX”) to use for vehicle fueling. WEX cards are accepted at over 95% of retail fuel stations and can also be used with private fueling systems. Purchasers are billed monthly and have access to online reporting of transactions and more. OSD is participating in the Sourcewell cooperative contract #080620-WEX that affects this Statewide Contract. *As of July 1, 2024, your WEX card can be used at EV charging stations.

*All eligible entities must complete a usage agreement form prior to accessing EV charging services. Only WEX-authorized charging station partners are included on this contract.

Benefits and Cost Savings Statewide contracts are an easy way to obtain benefits for your organization by leveraging the Commonwealth’s buying power, solicitation process, contracting expertise, vendor management and oversight, and the availability of environmentally preferable products. In addition, WEX offers unique discount programs as outlined below:

Prompt Pay Rebates

· A monthly rebate will be paid two months in accordance with the below Payment Timing Table off all Monthly Retail Transactions charged to Eligible Entity’s accounts:

Volume-based Rebates

· Volume rebates are only credited to accounts that are paid within 45 days of invoice. The rebates are processed by the vendor at a rate of 1.5% and are reflected two months in arrears on invoices.

Gulf Discounts Gulf Oil has agreed to provide Eligible Entities a discount on fuel purchased at Gulf and Cumberland Farm branded locations according to the schedule below.

· Monthly Gallons between 500 and 3,999 = $0.02 per gallon

· Monthly Gallons between 4,000 and 6,999 = $0.03 per gallon

· Monthly Gallons between 7,000-9,999 = $0.04 per gallon

· Monthly Gallons 10,000 and over = $0.05 per gallon The discount will not appear on the posted pump price but will be applied to the billing statement.

Using WEX cards at EV Charging Stations As of July 1, 2024, your WEX card can be used at select EV charging stations.

All eligible entities must complete a usage agreement form prior to accessing EV charging services. Only WEX-authorized charging station partners are included on this contract. Please contact the contract manager to learn more.

Find Bid/Contract Documents

· To find all contract-specific documents, including the Contract User Guide, RFR, specifications, and other attachments, visit COMMBUYS.com and search for VEH117 to find related Master Blanket Purchase Order (MBPO’s) information. All common contract documents are located in the “Conversion Vendor” Master Blanket Purchase Order (MBPO) for VEH117 and can be accessed directly by visiting Master Blanket Purchase Order PO-22-1080-OSD03-SRC3-25566.

· To find vendor-specific documents, including price sheets, see links to individual vendor MBPOs on the Vendor Information page.

· OSD is participating in the cooperative contracts through Sourcewell and information on this contract may be found as attachments within the MBPO of the applicable vendor which can be found in the section.

Who Can Use This Contract Applicable Procurement Law Executive Branch Goods and Services: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00;

Eligible Entities Please see the standard list of Eligible Entities on our Eligible Entities Which May Use Statewide Contracts webpage.

Supplier Diversity Requirements When selecting contractors and placing orders, Executive departments shall utilize diverse and small businesses to the extent possible based on contract terms, SDO and departmental policies, laws, and regulations. Additionally, departments shall make a preference for contractors with higher SDP commitments and/or performance whenever such information is available (or is requested from contractors by the department) and the preference is feasible.

OSD provides up-to-date information on the availability of diverse and small businesses on statewide contracts through the Statewide Contract Index available on the COMMBUYS home page. See the “Programs (SDO and SBPP)” tab for current certification and small business status of contractors on this contract.

Pricing, Quote and Purchase Options Purchase Options The purchase options identified below are the only acceptable options that may be used on this contract:

· Purchases made through this contract will be direct, outright purchases for fuel transactions.

· As of July 1, 2024, WEX cards may be used at EV charging stations. Please note: All eligible entities must complete a usage agreement form with OSD’s Office of Vehicle Management (OVM) or OSD prior to accessing EV charging services. Only WEX-authorized charging station partners are included on this contract. Please see Appendix C for more information.

Pricing Options

· Fixed Pricing: Contract pricing has been negotiated, and no further negotiations may be made.

Product/Service Pricing and Finding Vendor Price Files The pricing for Fuel Cards is the listed price at each fuel station less applicable taxes if Tax Exemption paperwork has been processed with WEX as part of the user’s account set up.

Please note, your WEX bills must be paid in a timely manner. Continued non-payment, overdue bills, or continual delays in payment could result in your card not working when fueling or no permitted use of card.

Setting Up a COMMBUYS Account COMMBUYS is the Commonwealth’s electronic Market Center supporting online commerce between government purchasers and businesses. If you do not have one already, contact the COMMBUYS Help Desk to set up a COMMBUYS buyer account for your organization: (888)-627-8283 or OSDhelpdesk@mass.gov.

Per 801 CMR 21.00, Executive Branch Departments must use established statewide contracts for the purchase of commodities and services. Specifically, Executive Departments are required to use OSD’s statewide contracts, including designated statewide contracts, if available, for their specific commodity and service needs. Exceptions will only be permitted with prior written approval from the Assistant Secretary for Operational Services, or designee.

When contacting a vendor on statewide contract, always reference VEH117 to receive contract pricing.

Quick Search in COMMBUYS Log into COMMBUYS and use the Search box on the COMMBUYS header bar to locate items described on the MBPO or within the vendor catalog line items. Select Contract/Blanket or Catalog from the drop-down menu.

How To Purchase From The Contract

· Document items in COMMBUYS that have already been purchased This type of contract allows buyers to document a contract purchase in COMMBUYS that already has taken place through a Request for Payment Authorization (RPA) Release Requisition. It also allows MMARS users to easily keep track of spend. NOTE: MMARS and COMMBUYS do not interface –payment request and invoice should be reported in both MMARS and COMMBUYS separately. This process applies to Fuel Cards only.

For a description of how to complete this purchase in COMMBUYS, visit the Job Aids for Buyers webpage, and select:

· The COMMBUYS Requisitions section and choose the How to Create an RPA Requisition job aid.

Instructions for MMARS Users MMARS users must reference the MA number in the proper field in MMARS when placing orders with any contractor.

Environmentally Preferable Products (EPP) This contract provides Fuel Cards to users of fleet vehicles. Users have the ability to review and download billing online and vendor offers an app that assist drivers in finding the lowest priced gas in the area, including alternative fuel locations. Vendor also allows for the linkage of electric fueling transactions with select electric vehicle charging station providers with plans to expand to more.

Contract Exclusions and Related Statewide Contracts This contract is not for the purchase of fuel for tanks that are managed by the eligible entity. Consult ENE53: Ultra Low Sulfur Diesel and Biodiesel and ENE54: Gasoline to learn more about those services.

Emergency Services Many statewide contracts are required to provide products or services in cases of statewide emergencies. ML - 801 CMR 21 defines emergency for procurement purposes. Visit the Emergency Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Strategic Sourcing Team Members

· Lt. Karl Brenner, State Police

· Francis Cain, Town of Westfield

· Germano Chatti, Town of Nantucket

· Max Feldpausch, Department of Transportation

· Bill Watts, UMASS Amherst

· Lindsey Williams, State Police

· Dennis Wood, Town of Plymouth

· Nicauris Santana, Operational Services Division

· Kelly Thompson Clark, Operational Services Division

Vendor List and Information*

Purchase Order #

*Note that COMMBUYS is the official system of record for vendor contact information.

**The Master MBPO is the central repository for all common contract files. Price files may be found in the individual vendor’s MBPO.

Appendix A: VEH117 Fuel Card Services Agreement Please see below:

Appendix B: How to Pull Invoices Online

1. Go to https://gulf.wexonline.com/online/

2. Log in using your username and password

a. If you do not have a username and password, please contact your fleet manager to request access

3. Once you log in click on the Home button

4. Select View Invoice

5. The invoice will open in new window, and you can save it as PDF.

Appendix C: EV Charging Services Enrollment & Eligibility All eligible entities, agencies, departments and municipalities will need to complete an EV Charging En Route Solution Enrollment Form to add charging station service billing to your WEX card. Each agency is responsible for their own users and there are no exceptions or waiving of fees. If you are an existing customer of the Office of Vehicle Management (OVM), please contact Cheryl Cushman to enroll your fleet drivers. If you are a new or existing WEX cardholder, or have questions about the program, please contact Kelly Thompson Clark for more information.

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