REQUEST FOR PROPOSAL (RFP) FOR FUEL CARD PROGRAM PROPOSAL #

Transcription

1 REQUEST FOR PROPOSAL (RFP) FOR FUEL CARD PROGRAM PROPOSAL # Issued by: Prtage Cunty Purchasing Department Prpsals must be submitted N later than 2:00 PM 7/31/2013 t: Prtage Cunty Purchasing 1462 Strngs Ave Stevens Pint WI LATE PROPOSALS WILL BE REJECTED There will nt be a public pening fr this Prpsal Fr further infrmatin regarding this RFP cntact Matthew Fleming At (715) flemingm@c.prtage.wi.us Issued: 7/01/2013

2 Table f Cntents 1. General Infrmatin Intrductin Definitins Scpe Calendar f Events Cntract Term and Funding Preparing and Submitting a Prpsal General Instructins Incurring Csts Submitting Prpsals Prpsal Organizatin and Frmat Multiple Prpsals Withdrawal f Prpsals Prpsal Selectin and Award Prcess Evaluatin Cmmittee Preliminary Evaluatin Right t reject prpsals Prpsal Scring Evaluatin Criteria Interviews/Presentatins and/r Site Visits Final Evaluatin Award and Final Offers Ntificatin f Intent t Award Appeals Prcess Negtiate Cntract Terms Requirements Mandatry Requirements Cntract Requirements Prpser Infrmatin and Slutins Organizatin Capabilities Staff Qualificatins Prpser Slutins Prpser References... 11

3 Table f Cntents 6. Cst Prpsal General Instructins fr the Cst Prpsal and hw it will be Scred Frmat fr Submitting Cst Prpsal Fixed Price Perid Attachment A - Signature and Authrity Affidavit Frm Attachment B - References Attachment C - Designatin f Cnfidential & Prprietary Infrmatin Frm Attachment D - Mandatry Requirements Attachment E - Standard Terms and Cnditins Attachment F - Cst Prpsal

4 Page 4 f General Infrmatin 1.1. Intrductin The purpse f this dcument is t prvide interested parties with infrmatin t enable them t prepare and submit a prpsal fr a fuel card prgram t allw the Prtage Cunty Fleet t purchase fuel at varius filling statins thrughut Prtage Cunty and the State f Wiscnsin. The Cunty f Prtage as represented by the Purchasing Department intends t use the results f this Request fr Prpsal (RFP) t award a cntract fr the abve listed prject. The cntract administratr will be determined at the time f the cntract award. Retain a cpy f these prpsal dcuments fr yur files. Shuld yu receive an award, these dcuments becme yur cntract terms and cnditins Definitins The fllwing definitins are used thrughut the RFP: Cntractr means prpser awarded the cntract. Cunty means the Cunty f Prtage Wiscnsin. Prpser/Vendr/Bidder means a cmpany r individual submitting a prpsal in respnse t this RFP. Purchasing means the Cunty f Prtage Purchasing Department. RFP means Request fr Prpsal. State means the State f Wiscnsin. VendrNet means the State f Wiscnsin s electrnic purchasing infrmatin system Scpe Prject Descriptin The Fuel Card Prgram prvides apprximately 80 fuel cards fr varius Cunty vehicles frm departments such as Sheriff, Ambulance, Aging & Disability Resurce Center, Aut Pl, Facilities, Health Care Center, Land Cnservatin, Library, and the Crner. The Cunty purchases apprximately 12,000 gallns f diesel (mixture f #2 and winter blend) and 68,000 f 87 ctane unleaded gasline annually. The Cunty als makes eight t ten purchases f fuel gift cards in $5.00 and $10.00 increments fr use by Cunty prgram participants, ttaling apprximately $10,000 t $12,000 annually. Quantities listed are nly an estimate; the actual quantity purchased r cards issued may be mre r less Objective/Needs The Cunty requires a Fuel Card Prgram that allws the purchase f quality unleaded and diesel fuels at varius lcatins in Prtage Cunty and the State f Wiscnsin. The Fuel Card Prgram must have rbust reprting capabilities that are accessible nline t assist the Cunty in tracking fuel use thrughut the fleet and accurate billing detail fr ease f payment and recnciliatin Histry and Backgrund The Fuel Card Prgram has been in place fr 15+ years prviding fuel fr Cunty fleet vehicles. Frm time t time, the Cunty will prduce a cmpetitive bid r prpsal at the end f a cntract term t allw fr pen and fair cmpetitin frm the varius fuel card prviders. Currently sme departments issue a fuel card fr each vehicle and each driver receives a Driver ID (PIN) t track fuel purchases. Other departments issue a fuel card fr each vehicle with a single PIN fr each vehicle.

5 Page 5 f Clarificatins and/r Revisins t this RFP Prtage Cunty Purchasing is the sle pint f cntact fr the Cunty during the selectin prcess. Cntact with anyne else invlved with this prcess withut the prir authrizatin f Purchasing may result in the disqualificatin f yur prpsal. Prpsers are expected t raise any questins, nted errrs, discrepancies, ambiguities, exceptins, additins r deficiencies they have cncerning this prpsal in writing thrugh by 7/15/2013, t: Matthew Fleming, Purchasing, flemingm@c.prtage.wi.us If a prpser discvers any significant ambiguity, errr, cnflict, discrepancy, missin, r ther deficiency in this prpsal after the abve date, they shall immediately ntify the abve named individual f such errr and request mdificatin r clarificatin f the prpsal dcument befre the prpsal pening date. If the prpser fails t ntify the Cunty prir t the prpsal due date f any cnditin stated abve that reasnably shuld have been knwn t the prpser, and if a cntract is awarded t that prpser, the prpser shall nt be entitled t additinal cmpensatin r time by reasn f the errr r its crrectin. Revisins t this request fr prpsal r answers t questins will be made nly by an fficial written addendum issued by Purchasing. Addenda will be psted n VendrNet and n the Prtage Cunty Website. Prpsers are respnsible fr checking these websites fr any addenda befre submitting a prpsal. Failure t acknwledge addenda may disqualify yur prpsal Calendar f Events Listed belw are specific and estimated dates and times f actins related t this Request fr Prpsal. The actins with specific dates must be cmpleted as indicated unless therwise changed by the Cunty. In the event that the Cunty finds it necessary t change any f the specific dates and times, it will d s by issuing addenda t this RFP. There may r may nt be a frmal ntificatin issued fr changes f the estimated dates and times. DATE EVENT 7/1/2013 RFP Issuance date 7/15/2013 Last day fr submitting written questins 7/19/2013 Addenda psted t and 7/31/2013 Prpsals due at r befre 2:00 p.m. 8/27/2013 Interviews/Presentatins (estimated date if needed) 8/28/2013 Ntificatin f intent t award sent t prpsers (estimated) 9/17/2013 Cntract award (estimated) 11/1/2013 Distribute and Activate Cards (estimated) 1.5. Cntract Term and Funding The cntract shall be effective n the award date f the cntract and shall cntinue fr three years frm that date. The cntract may be extended by mutual agreement f the Cunty and the Cntractr.

6 Page 6 f Preparing and Submitting a Prpsal 2.1. General Instructins The evaluatin and selectin f a cntractr will be based n the infrmatin submitted in the prpsal plus references and any required n-site visits, interviews/presentatins r demnstratins. Prpsers shuld respnd clearly and cmpletely t all requirements. Failure t respnd t each f the requirements in the RFP may be the basis fr rejecting a prpsal. Elabrate prpsals (e.g. expensive artwrk), beynd that sufficient t present a cmplete and effective prpsal, are nt necessary r desired. The Cunty encurages all prpsers t print their submissin duble-sided t save paper Incurring Csts The Cunty is nt liable fr any cst incurred by prpsers in replying t this RFP Submitting Prpsals Prpsers must submit, in a sealed package, One Original (identify) PLUS FOUR cpies f all materials required fr acceptance f their prpsal n r befre 2:00 p.m., 7/31/2013 t: Prtage Cunty Purchasing 1462 Strngs Ave Stevens Pint, WI All prpsals must be received by the Purchasing Department by the stated time. Late prpsals will nt be accepted. Receipt f the prpsal by the U.S. mail system des nt cnstitute receipt f the prpsal by Purchasing. The Cunty des nt accept facsimile machine r submitted prpsals. All prpsals must be packaged, sealed, and shw the fllwing infrmatin n the utside f the package: Prpser's Name and Address Request fr Prpsal Title Request fr Prpsal Number Prpsal Due Date COST PROPOSAL: Submit Original plus ne (1) cpy Attachment F. Seal in an envelpe and submit within the prpsal package. The utside f the envelpe shuld clearly state Cst Prpsal and the name f prpser Prpsal Organizatin and Frmat Prpsal shuld be typed and submitted n 8.5 by 11 inch paper and bund securely with page numbers clearly indicated. Prpsers respnding t this RFP must cmply with the fllwing frmat requirements: Tab 1 - COVER LETTER, RFP SIGNATURE PAGES: Include here any cver letter, Attachment A - RFP Signature and Authrity Affidavit Frm, any addenda signature pages, and Attachment C - Designatin f Cnfidential & Prprietary Infrmatin Frm.

7 Page 7 f 20 The Signature and Authrity Affidavit submitted in respnse t this RFP must be signed by the persn in the Prpser's rganizatin wh is respnsible fr the decisin as t the prices being ffered r by a persn wh has been authrized in writing t act as agent fr the persn respnsible fr the decisin n prices and services. Failure t prvide these frms/infrmatin with yur bid submittal may disqualify yur prpsal. Tab 2 - RESPONSE TO PROPOSER INFORMATION AND SOLUTIONS: Respnses t the requirements in the prpser infrmatin and slutins must be in the same sequence and numbered as they appear in this RFP. Include here cmpleted Attachment B--References. Tab 3 MANDATORY REQUIREMENTS: Include Attachment D Mandatry Requirements. Separate Envelpe - COST PROPOSAL ATTACHMENT F: Prvide cst infrmatin as detailed in Sectin 6 in this RFP. All csts, as requested, fr furnishing the prduct(s) and/r service(s) must be included in this prpsal. The cst prpsal must NOT be listed in any ther part f the prpsal respnse Multiple Prpsals Multiple prpsals frm a prpser will be permissible; hwever each prpsal must cnfrm fully t the requirements fr prpsal submissin. Each such prpsal must be separately submitted and labeled as Prpsal #1, Prpsal #2, etc. n each page included in the respnse 2.6. Withdrawal f Prpsals Prpsals shall be irrevcable until cntract award unless the prpsal is withdrawn. Prpsers may withdraw a prpsal, in writing, at any time up t the prpsal due date and time r upn expiratin f 180 days after the due date and time. The written withdrawal ntice must be received by Purchasing. The ntice must be signed by an authrized representative f the prpser. If a previusly submitted prpsal is withdrawn befre the prpsal due date and time, the prpser may submit anther prpsal at any time up t the prpsal due date and time. 3. Prpsal Selectin and Award Prcess 3.1. Evaluatin Cmmittee The Cunty s evaluatin cmmittee will cnsist f members wh have been selected because f their special expertise and knwledge f the service(s) and/r prduct(s) that are the subject f this RFP. Prpsers may nt cntact members f the evaluatin cmmittee except at the request f the Purchasing Department Preliminary Evaluatin The prpsals will be initially reviewed t determine if mandatry requirements are met. Failure t meet mandatry requirements shall result in the prpsal being rejected. In the event that all prpsers d nt meet ne r mre f the mandatry requirements, the Cunty reserves the right t cntinue the evaluatin f the prpsals that mst clsely meet the mandatry requirements f this RFP Right t reject prpsals The Cunty reserves the right t reject any and all prpsals.

8 Page 8 f Prpsal Scring Accepted prpsals will be reviewed by an evaluatin cmmittee and scred against the stated criteria. The cmmittee may review references, request interviews/presentatins, cnduct demnstratins and/r cnduct n-site visits. The resulting infrmatin will be used t scre the prpsals. The evaluatin cmmittee's scring will be tabulated and prpsals ranked based n the numerical scres received Evaluatin Criteria The prpsals will be scred using the fllwing criteria: Descriptin Pints Organizatin Capabilities 100 Staff Qualificatins 100 Prpser Slutins 550 Cst Prpsal 250 Ttal Interviews/Presentatins and/r Site Visits Tp-scring prpsers, based n the evaluatin f the written prpsal, may be required t have interviews/presentatins t supprt and clarify their prpsals, if requested by the Cunty. The Cunty will make every reasnable attempt t schedule the interview/presentatin n the date specified in the Calendar f Events. Failure f a prpser t cmplete a scheduled interview/presentatin t the Cunty may result in rejectin f that prpser's prpsal. The Cunty may cnduct site visits f prpser and/r references facilities t clarify r cnfirm prpsal infrmatin Final Evaluatin Upn cmpletin f any interviews/presentatins and/r demnstratins by prpsers, the Cunty's evaluatin team will review their evaluatins and make adjustments t the scres based n the infrmatin btained in the interview/presentatin, demnstratin, pssible reference checks, and any ther pertinent prpser infrmatin Award and Final Offers Award will be granted in ne f tw ways. The award may be granted t the highest scring respnsive and respnsible prpser after the riginal evaluatin prcess is cmplete. Alternatively, the highest prpser r prpsers may be requested t submit best and final ffers. If the Cunty requests best and final ffers, they will be evaluated against the stated criteria, scred, and ranked by the evaluatin cmmittee. The award will then be granted t the highest scring prpser fllwing that prcess. Hwever, a prpser shuld nt expect that the Cunty will request a best and final ffer Ntificatin f Intent t Award All prpsers wh respnd t this RFP will be ntified in writing f the Cunty's intent t award the cntract(s) as a result f this RFP.

9 Page 9 f Appeals Prcess Ntices f intent t prtest and prtests must be made in writing. Prtestrs shuld make their prtests as specific as pssible and shuld identify Wiscnsin Statutes r Prtage Cunty Ordinance prvisins that are alleged t have been vilated. The written ntice f intent t prtest the intent t award a cntract must be filed with Matthew Fleming, Prcurement Directr, Prtage Cunty Wiscnsin, 1462 Strngs Ave, Stevens Pint, WI 54481, and received in his ffice n later than five (5) wrking days after the ntice f intent t award is issued. The written prtest must be received in his ffice n later than ten (10) wrking days after the ntice f intent t award is issued. The decisin f the Prcurement Directr may be appealed t the Crpratin Cunsel Office within (5) wrking days f issuance. The appeal must allege a vilatin f a Wiscnsin Statute r a Prtage Cunty Ordinance prvisin Negtiate Cntract Terms The Cunty reserves the right t negtiate the terms f the cntract, including the award amunt, with the selected prpser prir t entering int a cntract. If cntract negtiatins cannt be cncluded successfully with the highest scring prpser, the Cunty may negtiate a cntract with the next highest scring prpser. 4. Requirements 4.1. Mandatry Requirements Submit respnse using Attachment D Mandatry Requirements under Tab 3 f prpsal - see sectin 2.4 fr prpsal submittal frmat. The fllwing requirement(s) are mandatry and the prpser must satisfy them as a pass/fail pre-screening requirement. Any prpsal submitted nt in cmpliance with mandatry requirements will be rejected and nt evaluated r scred Fuel Card Prgram must autmatically remve Federal Taxes and any applicable Sales Tax in which the Cunty is exempt Fuel Card service must nt be disrupted r put n hld withut a 20 day written ntice t the Cunty Cntract Requirements The awarded cntractr is expected t fulfill the fllwing cntract requirements Cntractr shall have multiple filling statins available in Prtage Cunty and thrughut the State f Wiscnsin. Filling statins must have fuel available and pay at the pump features pen 24 hurs a day, 7 days a week, 365 days a year. Filling statins must be able t service a wide variety f vehicles includes cards, trucks and busses.

10 Page 10 f Fuels must meet r exceed all Federal, State, Lcal, and autmtive manufacturer s standards including Wiscnsin Administrative Cde Chapter SPS 348 Petrleum and Other Liquid Fuel Prducts. The Fuel Card Prgram must be in accrdance with all applicable laws, cdes and rdinances. Standard 87 ctane unleaded, #2 diesel, and winter blend diesel must be available Fuel cards must cllect the fllwing data at the pump, depending n the card setup. Itemized mnthly billing must be accurate and include the infrmatin cllected at the pump fr each transactin Date, time, and lcatin f purchase Type f fuel purchased Number f gallns purchased Price per galln Identify f the fuel card used Vehicle mileage Driver ID r PIN used The fllwing reprting capabilities must be available at a minimum and accessible nline r received autmatically via Reprt listing each card use detail included prducts purchased, dates, times, etc Reprt listing fuel ecnmy mileage calculatins fr each card r vehicle ID (if used) Reprt listing Driver ID r PIN activity with detail n prducts purchased, dates, times, etc Reprt listing purchasing activity and discunts State Sales Tax Reprt Fuel cards must be capable f limiting purchases t fuel nly n mst cards and fuel and gift card purchases n thers Billing fr fuel cards must be itemized fr each fuel card, by department, and reflect date, time, Driver ID r PIN, gallns purchased, type f fuel, dmeter reading, and calculated miles per galln Applicatins fr new fuel cards r cancellatin f exiting cards must be able t be cmpleted nline r via . Lead time fr new cards shall nt exceed 5 business days. Cards shall nt be activated until receipt is cnfirmed by the Cunty. Cancellatin f cards shall be immediate Fuel gift cards must be available fr purchase in $5.00 and $10.00 increments fr use by prgram participants Subcntractrs The Cntractr shall be respnsible fr Cntract perfrmance when subcntractrs are used. Hwever, when subcntractrs are used, they must abide by all terms and cnditins f the Cntract. If subcntractrs are t be used, the Cntractr must clearly explain their participatin.

11 Page 11 f Prpser Infrmatin and Slutins Submit respnse under Tab 2 f prpsal - see sectin 2.4 fr prpsal submittal frmat Organizatin Capabilities Describe the rganizatin/cmpany's experience and capabilities prviding similar services t thse required. Be specific and detail n mre than three prjects/cntracts: descriptin f wrk, dates, lcatins, challenges and results. (100 Pints) 5.2. Staff Qualificatins Identify key staff yur rganizatin/cmpany will assign t fulfill the cntract requirements and manage the accunt. Prvide a synpsis describing the educatinal and wrk experience fr each f the key staff wh wuld be assigned t the prgram and a descriptin f their duties. Detail the number f hurs fr each key staff member that yu estimate will be needed t fulfill the cntract requirements. (100 Pints) 5.3. Prpser Slutins Describe yur Fuel Card Prgram and hw it will meet r exceed Cunty needs as defined in the scpe and requirements sectin f this RFP. Describe yur methd f custmer supprt, cmmunicatin, and ability t supprt effective management f the prgram. (150 Pints) Prvide a list f the filling statin lcatins specifically in Prtage Cunty and thrughut Wiscnsin. Prvide the hurs f peratin fr each lcatin. List if 87 ctane unleaded, diesel, r bth fuels are available. Include any alternative fuels that are available at each lcatin such as E85, Bidiesel, CNG, etc. (200 Pints) Describe the reprting capabilities f the Fuel Card Prgram. Describe the standard reprts and ability t custmize reprts. Describe the accessibility f the reprts nline, hw many users are able t create, review and custmize reprts, and user definable limits. (100 Pints) Describe yur firm s ability t detect and cmbat waste, fraud and abuse. Describe the prcess and lead time fr card cancellatin, yur firm s ability t investigate misuse, and recvery f fraudulent charges. (100 Pints) 5.4. Prpser References Submit respnse using Attachment B References under Tab 2 f prpsal see sectin 2.4 fr prpsal submittal frmat. Prpser must supply references f three firms t which similar prducts/service have been prvided within the past five years t a cmparable sized institutin r cmpany. If cntacted, all f thse references must verify that a high level f satisfactin was prvided. 6. Cst Prpsal 6.1. General Instructins fr the Cst Prpsal and hw it will be Scred Purchasing will scre the cst prpsals by prrating the ttal estimated annual discunt with the highest ttal given the highest scre. The frmula is as fllws: (Prpsed ttal discunt / Highest prpsed discunt) X Maximum Pints assigned t Cst = Scre

12 Page 12 f Frmat fr Submitting Cst Prpsal. Use Attachment F Cst Prpsal. Submit ne marked riginal plus ne cpy. Seal in an envelpe and submit within the prpsal package. The utside f the envelpe shuld clearly state Cst Prpsal and the name f prpser Fixed Price Perid The awarded cntractr must hld the accepted prices and/r csts fr the entire cntract perid. Any adjustment t prices and/r csts at the beginning f a cntract renewal perid will be negtiated between the Cunty and the Cntractr.

13 Page 13 f 20 ATTACHMENT A SIGNATURE AND AUTHORITY AFFIDAVIT FORM PROPOSING COMPANY NAME: FEIN (Federal Emplyer ID Number) OR Scial Security # (if Sle Prprietrship) Address: City State Zip + 4 Number f years in Business Name the persn t cntact fr questins cncerning this prpsal. Name Title Phne ( ) Tll Free Phne ( ) Fax ( ) Address In signing this prpsal, we als certify that we have nt, either directly r indirectly, entered int any agreement r participated in any cllusin r therwise taken any actin in restraint f free cmpetitin; that n attempt has been made t induce any ther persn r firm t submit r nt t submit a prpsal; that this prpsal has been independently arrived at withut cllusin with any ther prpser, cmpetitr r ptential cmpetitr; that this prpsal has nt been knwingly disclsed prir t the pening t any ther prpser r cmpetitr; that the abve statement is accurate under penalty f perjury. The undersigned, having familiarized themselves with the cnditins affecting the cst f the wrk, having read cmpletely the requirements, hereby prpses t perfrm everything required and t prvide and furnish labr, materials, equipment, tls and all ther services and supplies necessary t prduce in a cmplete and wrkmanlike manner all f the materials r prducts described in the prject relating t this prpsal. I further certify that I have carefully examined the prpsal dcuments and all terms herein, and site where the wrk is t be dne and have n agreements t prevent the cmpletin f said wrk. Signature Name (type r print) Title Date This firm herby acknwledges receipt / review f the fllwing addendum(s) (If any) Addendum # Addendum # Addendum # Addendum #

14 Page 14 f 20 ATTACHMENT B REFERENCES Prpser: Prvide cmpany name, address, cntact persn, telephne number, and apprpriate infrmatin n the prduct(s) and/r service(s) prvided t custmers similar t thse requested in this slicitatin dcument. Ptential subcntractrs cannt be references. Any subcntractr arrangement fr the cmpletin f this wrk shall be listed n a separate page. Cmpany Name: Address (include Zip + 4) Cntact Persn: Phne N. Address: Prduct(s) Used and/r Service(s) Prvided: Cmpany Name: Address (include Zip + 4) Cntact Persn: Phne N. Address: Prduct(s) Used and/r Service(s) Prvided: Cmpany Name: Address (include Zip + 4) Cntact Persn: Phne N. Address: Prduct(s) Used and/r Service(s) Prvided: Cmpany Name: Address (include Zip + 4) Cntact Persn: Phne N. Address: Prduct(s) Used and/r Service(s) Prvided:

15 Page 15 f 20 ATTACHMENT C DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION The attached material submitted in respnse t Bid/Prpsal # includes prprietary and cnfidential infrmatin which qualifies as a trade secret, as prvided in s (5), Wis. Stats., r is therwise material that can be kept cnfidential under the Wiscnsin Open Recrds Law. As such, we ask that certain pages, as indicated belw, f this bid/prpsal respnse be treated as cnfidential material and nt be released withut ur written apprval. Prices always becme public infrmatin when bids/prpsals are pened, and therefre cannt be kept cnfidential. Other infrmatin cannt be kept cnfidential unless it is a trade secret. Trade secret is defined in s (1)(c), Wis. Stats. as fllws: "Trade secret" means infrmatin, including a frmula, pattern, cmpilatin, prgram, device, methd, technique r prcess t which all f the fllwing apply: 1. The infrmatin derives independent ecnmic value, actual r ptential, frm nt being generally knwn t, and nt being readily ascertainable by prper means by, ther persns wh can btain ecnmic value frm its disclsure r use. 2. The infrmatin is the subject f effrts t maintain its secrecy that are reasnable under the circumstances. We request that the fllwing pages nt be released: Sectin Page # Tpic IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE COUNTY'S AGREEING TO WITHHOLD THE MATERIALS. Failure t include this frm in the bid/prpsal respnse may mean that all infrmatin prvided as part f the bid/prpsal respnse will be pen t examinatin and cpying. The Cunty cnsiders ther markings f cnfidential in the bid/prpsal dcument t be insufficient. The undersigned agrees t hld the Cunty harmless fr any damages arising ut f the release f any materials unless they are specifically identified abve. Cmpany Name Authrized Representative Signature Authrized Representative Type r Print Date

16 Page 16 f 20 ATTACHMENT D MANDATORY REQUIREMENTS Prpser: Fuel Card Prgram autmatically remves Federal Taxes and Sales Taxes in which the Cunty is exempt? Yes N Fuel Card service will nt be disrupted r put n hld withut a 20 day written ntice t the Cunty. Yes N

17 Page 17 f 20 ATTACHMENT E STANDARD TERMS AND CONDITIONS HOW TO AMEND A REQUEST FOR PROPOSAL/BID/QUOTATION BEFORE DUE DATE AND TIME: After a Request fr Bid/Prpsal/Qute (hereinafter referred t as bid/bidder) has been filed with the Prtage Cunty Purchasing Department (hereinafter referred t as Cunty), the respnder desires t amend the bid, BIDDER MAY DO SO BEFORE THE DUE DATE AND TIME set fr the receipt f bids in the Request fr Bid by filing an amendment fully identified with the riginal bid submitted by cmmdity r service. All the cnditins and prvisins f the riginal bid will be in effect. NO REQUESTS FOR BID OR AMENDMENTS WILL BE ACCEPTED AFTER THE DUE DATE AND TIME FOR RECEIPT OF BIDS AS SPECIFIED IN THE REQUEST FOR BID. This des nt preclude the Cunty frm requesting additinal infrmatin and/r clarificatin. SPECIFICATIONS: The specificatins in this request are the minimum acceptable. When specific manufacturer and mdel numbers are used, they are t establish a design, type f cnstructin, quality, functinal capability and/r perfrmance level desired unless therwise specified. When alternates are bid/prpsed, they must be identified by manufacturer, stck number, and such ther infrmatin necessary t establish equivalency. The Cunty f Prtage shall be the sle judge f equivalency. QUALITY: Unless therwise indicated in the request, all material shall be new, newest mdel year, and free frm defects. Items which are used, demnstratrs, bslete, secnds, r which have been discntinued are unacceptable withut prir written apprval by the Cunty. QUANTITIES: The quantities shwn n this request are based n estimated needs. The Cunty reserves the right t increase r decrease quantities t meet actual needs. CONTRACT AND EXECUTION OF CONTRACT: Unless therwise specified in the Bid, the successful respnder agrees t enter int the cntract n the frm prepared by the Cunty, a cpy f which will be n file in the ffice f the Prtage Cunty Purchasing Department. DELAYS IN DELIVERY: Delays in delivery caused by any bna fide strikes, gvernment pririty f requisitin, rits, fires, sabtage, acts f Gd, r any ther delays deemed by the Cunty t be clearly and unequivcally beynd the cntractr's cntrl will be recgnized by the Cunty. The cntractr may be relieved f the respnsibility f meeting the delivery time as stipulated in the cntract upn cntractr's filing with the Cunty s just and true statements requesting an extensin f delivery, signed by the cntractr and giving in detail all the essential circumstances which, upn verificatin by the Cunty, justify such actin under the prvisins f this sectin by the Cunty. FAIR EMPLOYMENT PRACTICES: All Bids shall be subject t the prvisins f Wiscnsin State Statutes relating t prhibitin f discriminatin in emplyment. This prvisin shall be applicable and incrprated as part f any cntract r bid award. NON-DISCRIMINATION: In perfrming in accrdance with the terms f the Bid, the cntractr agrees nt t discriminate against any qualified emplyee r qualified applicant fr emplyment because f sex, race, religin, clr, natinal rigin r ancestry, age, disability, lawful surce f incme, marital status, sexual rientatin, gender identity r expressin, past r present membership in the military service, familial status, r based upn affiliatin with, r perceived affiliatin with any f these prtected categries as defined in Wiscnsin State Statutes. Cntractr is required t include a similar prvisin in all subcntracts. This prvisin shall include, but nt be limited t, the fllwing: emplyment, upgrading, demtin r transfer, recruitment r recruitment advertising, lay-ff r terminatin, rates f pay r ther frms f cmpensatin, and selectin fr training, including apprenticeship. The cntractr further agrees t take affirmative actin t insure equal emplyment pprtunities fr persns with disabilities. The cntractr agrees t pst in cnspicuus places available fr emplyees and applicants fr emplyment ntices t be prvided by the cntracting fficer setting fr the prvisins f the nndiscriminatin clause.