Loading...
HomeMy WebLinkAbout165-16 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 165-16 File Number: 2016-0416 WEX BANK: A RESOLUTION TO APPROVE A CONTRACT WITH WEX BANK, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, TO ENABLE THE CITY TO PARTICIPATE IN A FUEL CARD PROGRAM. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approya contract itii1el�rt 1 with WEX Bank, pursuant to a National Joint Powers Alliance cooperative purchasing•`t rhe} y nable the City to participate in a fuel card program ••` �,. ■' " ■'`�sf�r r = � ,•'Cry Y [] ■,G �: PASSED and APPROVED on 9/20/2016' FAYETTEW ll l -E Attest: �1;�i its O 10%% ���•` Sondra E. Smith, City Cler Tre safer Page 1 Printed on 9/21/16 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 — ■1 (479) 575-8323 Text File -- File Number: 2016-0416 Agenda Date: 9/20/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 4 WEX BANK: A RESOLUTION TO APPROVE A CONTRACT WITH WEX BANK, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, TO ENABLE THE CITY TO PARTICIPATE IN A FUEL CARD PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with WEX Bank, pursuant to a National Joint Powers Alliance cooperative purchasing agreement, to enable the City to participate in a fuel card program City of Fayetteville, Arkansas Page 1 Printed on 9/21/2016 Andrea Rennie Submitted By City of Fayetteville Staff Review Form 2016-0416 Legistar File ID 9/20/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 9/2/2016 Purchasing / Finance & Internal Services Department Submitted Date Division / Department Action Recommendation: Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to receive fuel card services off of NJPA Contract# 042016- WEX. Signing this addendum will enable the City to utilize the fuel card contract, as renewed by NJPA through July 20, 2021. Various Account Number Various Project Number Budgeted Item? NA Budget Impact: Current Budget Funds Obligated Current Balance Does item have a cost? NA Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget Previous Ordinance or Resolution # Original Contract Number: Comments: Various Fund Various Project Title Approval Date: V2014071 CITY OF '0 r . � 4 1 le CITY COUNCIL AGENDA MEMO ARKANSAS MEETING OF SEPTEMBER 20, 2016 TO: Mayor Lioneld Jordan and Fayetteville City Council THRU: Paul A. Becker, Chief Financial Officer FROM: Andrea Rennie, Purchasing Manager DATE: Friday, September 02, 2016 SUBJECT: Approval of contract with WEX Bank for fuel card services RECOMMENDATION: Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to receive fuel card services off of NJPA Contract# 042016-WEX. Signing this addendum will enable the City to utilize the fuel card contract, as renewed by NJPA through July 20, 2021. BACKGROUND: The WEX contract is recognized and utilized by the State of Arkansas and was competitively solicited through NJPA. WEX offers no set up fees or card fees and is an Arkansas Office of State Procurement statewide contract. The City will be able to obtain valuable monthly rebates on fuel and maintenance transactions, some of which are being tracked manually. This contract also features an online tool including a profile manager, expense management tools and fuel price mapping. The profile manager allows the City to set rules for how the card can be used, how often and when, giving the City flexible control limits. The expense management tools enable the City to manage the fuel card spend in a centralized location. Fuel price mapping combines fuel transaction data with Google Maps to help drivers find current best prices by city, state, zip, fuel type, price per gallon, or brand. WEX fuel cards are accepted by the vast majority of fueling stations and provides access to one of the largest proprietary fleet card networks. DISCUSSION: Currently, three City departments and divisions have the opportunity to utilize a consolidated fuel card program. Transitioning the Fleet Division, Police Department, and Fire Department to the new fuel card program will consolidate fuel purchases and save the City resources currently being used to manually receive tax rebates. The cards have the capability to be customized by each department and division to meet varying needs. Mailing Address: 113 W. Mountain Street www fayetteville-at:gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: Budgeted funds will be utilized primarily by Fleet, Fayetteville Police Department and the Fayetteville Fire Department based on their fuel card needs. Fuel is a budgeted expense. Attachments: Contract Acceptance and Award from NJPA, Contract#; 042016-WEX Fuel Card Services Addendum between WEX Bank and NJPA WEX General Information Andrea Rennie Submitted By City of Fayetteville Staff Review Form Legistar File ID City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 3/2/2017 Purchasing / _ Finance & Internal Services Department Submitted Date Division / Department Action Recommendation: Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to open a second fuel card account off of NJPA Contract# 042016-WEX. Signing this addendum will enable the City to open a second account with WEX for use by the Drug Task Force as renewed by NJPA through July 20, 2021. Budget Impact: Various_ Various Account Number Various Project Number Budgeted Item? NA Does item have a cost? NA Budget Adjustment Attached? NA Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Fund Various Project Title Remaining Budget ra V20140710 Previous Ordinance or Resolution # 165-16 Original Contract Number: Comments: Approval Date: J— q — Ir7 CITY OF a t1i � ARKANSAS TO: Mayor Lioneld Jordan THRU: Paul A. Becker, Chief Financial Officer FROM: Andrea Rennie, Purchasing Manager DATE: - Thursday, March 2, 2017 STAFF MEMO} SUBJECT: Completion of addendum to open second fuel card account with WEX Bank RECOMMENDATION: Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to open a second fuel card account off of NJPA Contract# 042016-WEX. Signing this addendum will enable the City to open a second account with WEX which is needed to maintain daily operations for the Fayetteville Police Department. BACKGROUND: On September 20, 2016 via Resolution 165-16, the Fayetteville City Council authorized the City to enter into a contract with WEX Bank for the City to participate in a fuel card program. _ DISCUSSION: Due to needs of the Fayetteville Police Department, a second account is necessary to maintain fuel card operations. WEX Bank requires the City to complete a new signed addendum in order to open a second account under the NJPA master agreement. BUDGET/STAFF IMPACT: Fuel purchased under the new account is a budgeted expense. Attachments: WEX NJPA Addendum Resolution 165-16 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 ADDENDUM TO THE FUEL CARD SERVICES AGREEMENT BETWEEN WEX BANK, FORMERLY WRIGHT EXPRESS FINANCIAL SERVICES CORPORATION ("WEX") AND THE NATIONAL JOINT POWERS ALLIANCE (NJPA) • - I . • , Participating Entity has requested a credit account pursuant to the Vendor Agreement #042016-WEX (Agreement), ("Agreement") entered into between the National Joint Powers Alliance ("NJPA") and WEX Bank, formerly Wright Express Financial Services Corporation ("WEX"). By enrolling in this Program, the Participating Entity named below agrees that in the event their account is not paid as agreed, WEX may report the undersigned's liability for and the status of the account to credit bureaus and others who may lawfully receive such information. Participating Entity Phone # Fax# City Of Fayetteville 479-575-8220 Headquarters Name and Physical Address (Do not include PO Box) 113 W Mountain Fayetteville, AR 72701 NJPA Member ID Number Applicant's Taxpayer ID # (TIN, FEIN or SSN) 31413 In Business Since (yyyy) Year of Incorporation (yyyy) Number of Vehicles Avg MonthlyFuel Expenditures Avg Monthly Service Expenditures 11/3/1836 1836 <10 $1000.00 $0.00 ACCOUNT SETUP INFORMATION W❑rite❑Paicipat❑ing Ent❑ityFnam❑e a❑s you❑wis�t t❑o appe❑ar o❑n0rd❑s Limit of 20 characters &spaces. Unless specified, no company name will appear on cards. ❑ Billing Contact Billing Address City State Zip+4 Andrea Rennie 113 W Mountain Fayetteville AR 72701 Designate the Fleet Contact authorized to receive all charge cards, reports, and other such information we provide from time to time and to take actions with respect to your account and account access. This is also the person designated by your company to provide all fleet vehicles, driver and other information we may request. Authorized Fleet Contact Name Title Phone # Fax # Andrea Rennie Purchasin Mana er 479-575-8289 Mailing Address (if different from billing address) City State Zip+4 Fayetteville AR 72701 Email address (required to take advantage of product type card controls) aforen@fayefteville-ar.gov ❑ Check here if business is exempt from motor fuels tax 1. This Addendum is to allow the Participating Entity to participate under the Agreement between WEX and NJPA. It does not modify, amend or change the Agreement in any way. 2. Participating Entity hereby requests the services of WEX described in the Agreement and agrees to perform all duties required under the Agreement; including, without limitation, timely payment of all charges (including any additional fees) on its account(s). Participating Entity agrees to be bound by the terms and conditions of the Agreement, including, without limitation, rules for authorized and unauthorized use of cards, disputes of charges, reporting lost and stolen cards, and all other rules and provisions relating to use of Participating Entity's account. Additional terms that govern this Participation Addendum between Company and Issuer are set forth in Schedules A and B attached hereto and incorporated by reference. 3. Participating Entity acknowledges that its failure to make timely payment in accordance with the terms of the Agreement, or for government entities subject to Prompt a Payment Act, may result in suspension or cancellation of the account(s). 4. INFORMATION SHARING DISCLOSURE: Information regarding your transactions may be provided to NJPA accepting merchants or their service providers. 5. Compliance with Federal Law:'Our bank complies .with federal law which requires all financial institutions to obtain, verify, and record information that identifies each company.orpersott who opens, an account. What thismeans for you: when you open an account, we will askfor your name; address, date of birth, and other information that will allow us to identify you. We may also ask to see your driver's license or other identifying documents for your business. 6. DISCLAIMER: THIS IS AN APPLICATION FOR SERVICES AND SHALL NOT BE BINDING UPON WEX UNTIL FINAL CREDIT APPROVAL HAS BEEN GRANTED BY WEX. 7. This Addendum shall become effective July 20, 2016. PARTICIPATING ENTITYAUTHORIZED SIGNATURE REQUIRED Any person signing on beh of the P i ting E ity has en duly authorized by all necessary action of Applicant's governing body, and that the undersigned is authorized to make this applicati accep t r refer nced h ein on behalf of the Participating Entity. 11 Signature: - Print Name: J0ruf� Title: Date: - Complete and sign addendum. Fax to 1-866-527-8873. • -H-61 • iml Oppty Number Sales Code Plastic Type Coupon Code Account Number • NJPA NJA 04 04.ADDEND.CRDAPP (1/12) • 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 165-16 File Number: 2016-0416 WEX BANK: A RESOLUTION TO APPROVE A CONTRACT WITH WEX BANK, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, TO ENABLE THE CITY TO PARTICIPATE IN A FUEL CARD PROGRAM. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY - OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby appioi�eitra contact with WEX Bank, pursuant to a National Joint Powers Alliance cooperative purchasing'° ' a;eFv{,`I i nable the City to participate in a fuel card programq. +. ,,xI .` C: • L. X7 PASSED and APPROVED on 9/20/2016 U � Attest: 94"ti lv �s °°°- fv. Sondra E. Smith, City Cler Tre surer; Page 1 Printed on 9121116 3 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 1 (479) 575-8323 m Text File File Number: 2016-0416 Agenda Date: 9/20/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 4 WEX BANK: A RESOLUTION TO APPROVE A CONTRACT WITH WEX BANK, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, TO ENABLE THE CITY TO PARTICIPATE IN A FUEL CARD PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, .ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with WEX Bank, pursuant to a National Joint Powers Alliance cooperative purchasing agreement, to enable the City to participate in a fuel card program City of Fayetteville, Arkansas Page 1 Printed on 9/21/2016 City of Fayetteville Staff Review Form 2016-0416 Legistar File ID 9/20/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Purchasing / ' Andrea Rennie 9/2/2016 Finance & Internal Services Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to receive fuel card services off of NJPA Contract# 042016- WEX. Signing this addendum will enable the City to utilize the fuel card contract, as renewed by NJPA through July 20, 2021. Original Contract Number: Approval Dater Comments: Budget Impact: Various Various Account Number Fund Various Various Project Number Project Title Budgeted Item? NA Current Budget $ Funds Obligated $ Current Balance Does item have a cost? NA Item Cost .... ...... .. _ .. Budget Adjustment Attached? NA Budget Adjustment Remaining Budget V20140710 Previous Ordinance or Resolution #I Original Contract Number: Approval Dater Comments: CITY OF s Fa � � � le CITY COUNCIL AGENDA MEMO ARKANSAS MEETING OF SEPTEMBER 20, 2016 TO: Mayor Lioneld Jordan and Fayetteville City Council THRU: Paul A. Becker, Chief Financial Officer FROM: Andrea Rennie, Purchasing Manager DATE: Friday, September 02, 2016 SUBJECT: Approval of contract with WEX Bank for fuel card services RECOMMENDATION:. Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to receive fuel card services off of NJPA Contract# 042016-WEX. Signing this addendum will enable the City to utilize.the fuel card contract, as renewed by NJPA through July 20, 2021 _ BACKGROUND: The WEX contract is recognized and utilized by the State of Arkansas and was competitively solicited through NJPA. WEX offers no set up fees or card fees and is an Arkansas Office of State Procurement statewide contract. The City will be able to obtain valuable monthly rebates on fuel and maintenance transactions, some of which are being tracked manually. This contract also features an online tool including a profile manager, expense management tools and fuel price mapping. The profile manager allows the City to set rules for how the card can be used, how often and when, giving the City flexible control limits. The expense management tools enable the City to manage the fuel -card spend in a centralized location. Fuel price mapping combines fuel transaction data with Google Maps to help drivers find current best prices by city, state, zip, fuel type, price per gallon, or brand. WEX fuel cards are accepted by the vast majority of fueling stations and provides access to one of the largest proprietary fleet card networks. DISCUSSION: Currently, three City departments and divisions have the opportunity to utilize a consolidated fuel card program. Transitioning the Fleet Division, Police Department, and Fire Department to the new fuel card program will consolidate fuel purchases and save the City resources currently being used to manually receive tax rebates. The cards have the capability to be customized by each department and division to meet varying needs. Mailing Address: 113 W. Mountain Street www,fayetteville-ar.gov Fayetteville, AR 72701 4 BUDGETISTAFF IMPACT: Budgeted funds will be utilized primarily by Fleet, Fayetteville Police Department and the Fayetteville Fire Department based on their fuel card needs. Fuel is a budgeted expense. Attachments: Contract Acceptance and Award from NJPA, Contract#; 042016-WEX Fuel Card Services Addendum between WEX Bank and NJPA WEX General Information 2 4 FORM E CONTRACT ACCEPTANCE AND AWARD (Top portion of this form will be completed by NJPA it the vendor is awarded a contract. The vendor should complete the vendor authorized signatures as part of the RFP response.) NJPA Contract #:042016-WEX Proposer's full legal name: WEX Bonk Based on NJPA's evaluation of your proposal, you have been awarded a contract. As an awarded vendor, you agree to provide the products and services contained In your proposal and to meet all of the terms and condillons set forth In this RFP, In any amendments to this RFP, and In any exceptions that are accepted by NJPA. The effective dote of the Contract will be July 20, 2016 and will expire on July 20, 2020 (no later than the later of four years from the expiration date of the currently awarded contract or four years from the date that the NJPA Chief Procurement Officer awards the Contract). This Contract may be extended for a fifth year at NJPA's discretion. Awarded on May 26. 2016 Vendor Authorized Signatures: ere: S 1111YICT'7 ,Chad coquette 1, PA Ci rltrr7Gl U 042016 -WEE The Vendor hereby accepts this Contract oward. including oil occupied exceptions and amendments. Vendor Name WEX Bank Authorised Signatory's Title President/CEO Kirk 3, Weiler �;+''....._...,:i NJPA Contract tt 042016 WGX A. S'RitOVED 4 ADDENDUM TO THE FUEL CARD SERVICES AGREEMENT BETWEEN WEX BANK AND THE NATIONAL JOINT POWERS ALLIANCE (NJPA) FOR THE STATE OF ARKANSAS CREDIT+ .. + Participating Entity has requested a credit account pursuant to the Vendor Agreement #062411-WEF (Agreement), ("Agreement") entered Into between the National Joint Powers Alliance ("NJPA") and WEX BANK. By enrolling in this Program, the Participating Entity named below agrees that in the event their account is not paid as agreed, WEX BANK may report the undersigned's liability for and the status of the account to credit bureaus and others who may lawfully receive such information, Participating Entity Phone # Fax# City of Fayetteville, Arkansas 479-575-8289 479-575-8289 Headquarters Name and Physical Address (Do not include PO Box) 113 W. Mountain NJPA Member to Number Applicant's Taxpayer ID # (TIN, FEIN or SSN) 34143 71-6018462 In Business Since (yyyy) Year of Incorporation (yyyy) Number of Vehicles Avg Monthly Fuel Expenditures Avg Monthly Service Expenditures 11/3/1836 11836 70 $21,142.45 $Various ACCOUNT.- Write Participating Entity name as you wish it to appear on cards,. Limit of 20 characters & spaces, Unless specified, no company name will appear on cards. oa000000000000a000FL] [fl Billing Contact Billing Address City State Zip+4 Andrea Rennie 113 W. Mountain Fayetteville AR 72701 Designate the Fleet Contact authorized to receive all charge cards, reports, and other such information we provide from time to time and to take actions with respect to your account and account access; This is also the person designated by your company to provide all fleet vehicles, driver and other information we may request. Authorized Fleet Contact Name Title I Phone # Fax # Andrea Rennie I I Purchasing Agent 479-575-8289 479-575-8257 Mailing Address (if different from billing address) City - Slate Zip+4 113 W. Mountain I Fayetteville AR 72701 Email address (required to take advantage of product type card controls) aforen@fayetteville-ar.gov El Check here if business is exempt from motor fuels tax *Exempt from federal not state of Arkansas 1. This Addendum is to allow the State of Arkansas to participate under the Agreement between WEX BANK and NJPA (AR contract # 4600027573). It does not modify, amend or change the Agreement in any way, 2. Participating Entity hereby requests the services of WEX BANK described in the Agreement and agrees to perform all duties required under the Agreement, including, without limitation, timely payment of all charges (including any additional fees) on its account(s). Participating Entity agrees to be bound by the terms and conditions of the Agreement, including, without limitation, rules for authorized and unauthorized use of cards, disputes of charges, reporting lost and stolen cards, and all other rules and provisions relating to use of Participating Entity's account, 3 Participating Entity acknowledges that its failure to make timely payment in accordance with the terms of the Agreement may result in suspension or cancellation of the account(s). INFORMATION SHARING DISCLOSURE: Information regarding your transactions may be provided to NJPA accepting merchants or their service providers: Compliance with Federal Law Our bank complies with federal law which requires all financial institutions to obtain, verify, and record information that identifies each company or person who opens an account. What this means for you: when you -open an account, we will ask for your name, address, date of birth, and other information that will allow us to identify you. We may also ask to see your driver's license or other identifying documents for your business. DISCLAIMER: THIS IS AN APPLICATION FOR SERVICES AND SHALL NOT BE BINDING UPON WEX BANK UNTIL FINAL CREDIT APPROVAL HAS BEEN GRANTED BY WEX BANK. 4. Issuer shall pay financial incentives to Company in accordance with the terms and conditions set forth in the Agreement between WEX BANK and NJPA (AR contract # 4600027573). Ji Any person signing on beh the Partici g E tity has be duly authorized by all necessary action of Applicant's governing body, and that the undersigned is authorized to make is %a£roon and pt the nms refe rtced herein on behalf of the Participatind Entity. Signature: , Wil. �+.r Print Name: �L Title N Date: 4 Lp Complete and sign addendum. Fax to 1-866-527-8873. • • Oppty Number Sales Code Plastic Type I Coupon Code I Account Number ' I NJPA NJA 04 04,ADDEND,CRDAPP (08/12) FUEL Global - ACGEPTC0 IN CANAOA M of wa ALO ANIPRIDE .fid Grow Mark Petro Stop &t !ialleys illi <h�iurt —ii�llltli Handy Andy's Pure �oncca -,.CROWN' �� _ � fTN� EJKOt� � ►y„x. Oik N EZ ::'PFEUC3.i r goexxar^ tauti H£55E Quality Oil g/ g LR 8LMobil- 8' Ideal n,euamm Certified 3wwr -. ��.;-• Robinson Oil City Garage Johnson & Dixon Rotten Robbie U�t� Jr, Food Stores do Itil X Kenyon ®�' 'i£SORU Cumberland King Soopets Rymes 24 Sr:Y co Koch SC Fuels D & D Oil �At�sa Smokers Express Dairy Mart Krause '$print SERVICE _ f �¢ �... l nunt y � ssa,� •rYrSd' iiffvlube t"��,<, Pa#QP2..,ttsseNtVdD Qfmoinrrka f' Y AC & T Global Petro King Aviation Grow Mark Petro Stop Bell Gas !ialleys PRIDE Bigfoot Handy Andy's Pure Break Time Nuck's Oik N EZ Capital CityIGo Quality Oil Carousel Ideal Quik Mart Certified Inter City Robinson Oil City Garage Johnson & Dixon Rotten Robbie Cages Jr, Food Stores Royal Farms Crystal Flash Kenyon Rutter-, Cumberland King Soopets Rymes 24 Farms Koch SC Fuels D & D Oil Krarne: Smokers Express Dairy Mart Krause '$print Depot Kroger Stevarts Shops Drivers Traveler Kum & GO T':y'or Foods Dynamic Mart Kwik pantry P'CI Economy Ll Champ Thornton Oil Eddins Walcher Bucky atop TOTAL Enmark M & H -ownRCountry ETNA Macs Stores `rade Mart Express Step McClure Oil Trade Oil Family Express MFA Oil Tnpar Gii . Farmland Minit Mart us Oil Farstad M, Cut Rate USCO Fast Stop Multi Sety Valley Dairy Fauser Oil Murphy Express Weigel Store FFP ,NAPA Wasco Flash Foods Nevus Williams Trove! Food Chief NU -Way Xtra Fuels Fuel Mart Oasis Youngs Gas America O'Connor Zip Mart Giant OK Petroleum Git-n-Go Pantry Ameticin Lub.Fast Nelcost Auto Glass Big O Tires Tire Centers Inc Daimfer/Chrysler Wash Depot Diamor:d/iriumph ...and many regional Auto Glass and independent [)edge Businessi.ink- locations nationwide. (limited participation) GM Goodwreach !limited participation) I lannon Glass For more inforn�lation, visit www.WEXinc.com 800-395-0812 • i WEX On►ine'offers a suite of reporting capabilities, Our specialized fleet management reports give you the power to save money, cut administrative time, comply with tax reguiations, and more, STANDARD AND CUSTOM REPORTS WEX Online offers both standard and custom reports, so you get the type of inforr nation you need. EXAMPLES: Purchase Activity Report (PAR) — compile information on all fueling and maintenance purchases made with the WEX Universal Fleet card -- for hundreds of vehicles orjust a few, Premium Custom Reports —select your criteria to generate ad hoc, real - gime reports: Exception, Transaction Summary, and Transaction Detail reports. [_xport these reports directly into your own spreadsheet, to easily analyze and share your data. Summary Reports -- use our Financial Surnmary, Site Summary and Exception Summary reports to manage _your vehicle -related expenses and - plan your fleet budget. Tax Exemption Reports — for qualified tax-exempt fleets, monthly report packages provide tax infon7lation at bot -11 the transaction and summary iPVe, and will include all tax exemptions that can be applied to your account under our program, Minority and Women -Owned Businesses Report (MWOBE) — a quarterly report, summarizing by fleet account and rronth, transactions, gallonsand dollars spent at INIVV013E fuel and service locations. www.WEXinc.com 500-395-0812 �P;U,f�CHASE'iCOMROLS�' the `•:'VEX fleet card offers a suite of control and alert tools that let you know where, when, what and how much is being spent. Managed through our i'.dustry leading WEX Online" account management tool, these powerful :Dols provide actionable: purchase po ley enforcement capabilities. When the card is swiped, merchant product code's autornatically connPare tiles purchase against pre-set card profile lii7tits. if the product types are allowed and the set limits ha•,e not been exceeded, we authorize the transaction, anti the rnercnani cornpletes the sale, If thc, card is beyond the lim`t , it wil; be declined. You can set overall lirruts for all purchases for a specific time period — daily. ;vee kly, twice., rnorthly, or snortthly; and your fleet's total purchases for that o nod transactions per period, dollars per period and gallons/ units .ger per':.oc. PUMP SHUT-OFF FEATURE W;','X r:.o•.: offers a powerful pump shut-off feature" tto asrilsil youi vvith _ en`orcerncnt of policies,. i^Vtten a driver exceeds your pre set limits, the f untfj Will s:gut off. Thi, feature s avada ,le at most ma or retail fuel brands. REAL TIME ALERTS control generates an alert dela linri a ,: eJil:hu:e.-hat is beYonc' your pre Set alai Text: citta r"i ;tee quick dec'slonc on 1'E:ai;a' lift :it io deal V';ith ? e `.SltUal:i 3n at handi. +�y $yhoursu(day krY 800-395-0812 By days of the week Do irsperdayiweek '+ ti0118di�tlranSdttlOtt producttategory 14 WEX Online' is a cutting-edge web -based tool that provides you access to views and manage (-,very detail of your fleet card proorarn.VVe created The site to put information at your fingertips 24/7 so you can take action as needed, PROFILE MANAGER The profile manager allows you to establish purchase control profiles for individuals, groups of drivers, vehicles and rnore. Set ruses for ho+,,.(the card can be used, how often, and when. Add spend limits for fuel, service, parts, arid general nlerchanclise,Youi fules will be embedded in the respective cards -- if a transaction exceeds your iirrits, The system wi I I decline the purchase. YOU set the co nt,u: limits, tits, "Ale enforce. oi ce i hem, To EXPENSE MANAGEMENT f OLS WEXOnline makes it easyto, [nanage your feet spend in one central place., Set jD profiles, billing, and re.portir ig functions, Nmi:s, and restrictions. Add custom fit -Ids and assign -odes, Such as (:eneral Ledger L), Run 0. L J e., r e s on purchase transac-lions, :vehicles and dri-Vers. FUEL PRICE MAPPING Our Fuel Site Locator cornbmer fIje. transaction data v,,,,'th Google Maps" tv e, help drivers find current best prices r- c:[:y, ..,tate, zip, fu�,., typPrOG,or Nand. Find the lowest cos' fuel sm.inn: vvith our fuel c';rice snapping techrolo-ay, which up(,: tes prices hourly.'0W Octane mobile version is free, and gives drivers access on t! ,0 road. 6 AL A IN IE IfIMN www.WEXinc.com 800-395-0812 WEX Bank Fuel Account City of Fayetteville Staff Review Form 2017-0220 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Andrea Rennie 4/17/2017 Purchasing / Finance & Internal Services Department Submitted By Submitted Date Division / Department Action Recommendation: Mayor's signature for the completion of forms required by WEX Bank for tax exemption for the purchase of fuel. Budget Impact: Account Number Fund Project Number Project Title Budgeted Item? NA Current Budget $ - Funds Obligated $ - Current Balance $ - Does item have a cost? NA Item .Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget $ - V20140710 Previous Ordinance or Resolution # 165-16 Original Contract Number: Approval Date: ��—�(�—I t7 Comments: CITY OF aegleARNSAS TO: Mayor Lioneld Jordan THRU: Paul A. Becker, Chief Financial Officer FROM: Andrea Rennie, Purchasing Manager DATE: Monday, April 17, 2017 STAFF MEMO SUBJECT: Completion of forms required by WEX Bank for tax exemption for the purchase of fuel RECOMMENDATION: Staff recommends the completion of two WEX Bank packets for tax exemption purposes for the purchase of fuel through WEX Bank. The City has two WEX Bank accounts and each requires a separate completed packet. Each packet contains (1) Certificate of Buyer form and (2) Tax Exemption & Reporting Enrollment Form. BACKGROUND: On September 20, 2016 via Resolution 165-16, the Fayetteville City Council authorized the City to enter into a contract with WEX Bank for the City to participate in a fuel card program. DISCUSSION: Completion of these packets is critical and necessary to make the City exempt, as allowed by local governments, from certain taxes on fuel. BUDGET/STAFF IMPACT: Fuel purchased under the new account is a budgeted expense. Attachments: Resolution 165-16 Tax Packet 1 of 2 (City's main WEX Bank fuel account) Tax Packet 2 of 2 (City's Drug Task Force — DTF account) Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 r `orf 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 165-16 File Number: 2016-0416 WEX BANK: A RESOLUTION TO APPROVE A CONTRACT WITH WEX BANK, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, TO ENABLE THE CITY TO PARTICIPATE IN A FUEL CARD PROGRAM. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of .Fayetteville, Arkansas hereby n approv�tS a contract with WEX Bank, pursuant to a National Joint Powers Alliance cooperative purchasing �NN�`",iiae;»inable the City to participate in a fuel card program ��� �', ' •� ` rs'% PASSED ard APPROVED on 9/20/2016 Attest: ''/ G -r0 i�� � %````* kux M, Sondra E. Smith, City Clerl Trelsiirer C Page 1 Printed on 9/21116 0 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2016-0416 Agenda Date: 9/20/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 4 WEX BANK: A RESOLUTION TO APPROVE A CONTRACT WITH WEX BANK, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, TO ENABLE THE CITY TO PARTICIPATE IN A FUEL CARD PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with WEX Bank, pursuant to a National Joint Powers Alliance cooperative purchasing agreement, to enable the City to participate in a fuel card program City of Fayetteville, Arkansas Page 1 Printed on 9/21/2016 E City of Fayetteville Staff Review Form 2016-0416 Legistar File ID 9/20/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Purchasing / Andrea Rennie 9/2/2016 Finance & Internal Services Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to receive fuel card services off of NJPA Contract# 042016- WEX. Signing this addendum will enable the City to utilize the fuel card contract, as renewed by NJPA through July 20, 2021. Budget Impact: Various Various Account Number Fund Various Various Project Number Budgeted Item? NA Does item have a cost? NA Budget Adjustment Attached? NA Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Project Title . 5 5 Remaining Budget X120140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: CITY OF Taypp T�11s 1.- � l � CITY COUNCIL AGENDA MEMO ARKANSAS` MEETING OF SEPTEMBER 20, 2016 TO: Mayor Lioneld Jordan and Fayetteville City Council THRU: Paul A. Becker, Chief Financial Officer FROM: ' Andrea Rennie, Purchasing Manager DATE: Friday, September 02, 2016 SUBJECT: Approval of contract with WEX Bank for fuel card services RECOMMENDATION: Staff recommends the signing of an addendum to the fuel card services agreement between WEX Bank and National Joint Powers Alliance (NJPA), enabling the City to receive fuel card services off of NJPA Contract# 042016-WEX. Signing this addendum will enable the City to utilize the fuel - card contract, as renewed by NJPA through July 20, 2021. BACKGROUND: The WEX contract is recognized and utilized by the State of Arkansas and was competitively solicited through NJPA. WEX offers no set up fees or card fees and is an Arkansas Office of State Procurement statewide contract. The City will be able to obtain valuable monthly rebates on fuel and maintenance transactions, some of which are being tracked manually. This contract also features an online tool including a profile manager, expense management tools _ and fuel price mapping. The profile manager allows the City to set rules for how the card can be used, how often and when, giving the City'flexible control limits. The expense management tools enable the City to manage the fuel card spend in a centralized location. Fuel price mapping combines fuel transaction data with Google Maps to help drivers find current best prices by city, state, zip, fuel type, price per gallon, or brand. WEX fuel cards are accepted by the vast majority of fueling stations and provides access to one of the largest proprietary fleet card networks. DISCUSSION: Currently, three City departments and divisions have the opportunity to utilize a consolidated fuel card program. Transitioning the Fleet Division, Police Department, and Fire Department to the new fuel card program will consolidate fuel purchases and save the City resources currently being used to manually receive tax rebates. The cards have the capability to be customized by each department and division to meet varying needs. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayelleville, AR 72701 BUDGET/STAFF IMPACT: Budgeted funds will be utilized primarily by Fleet, Fayetteville Police Department and the Fayetteville Fire Department based on their fuel card needs. Fuel is a budgeted expense. Attachments: Contract Acceptance and Award from NJPA, Contract#; 042016-WEX Fuel Card Services Addendum between WEX Bank and NJPA WEX General Information FORM E CONTRACT ACCEPTANCE AND AWARD 0 (Top portion of this form will be completed by NJPA if the vendor is awarded a contract. The vendor should complete the vendor authorized signatures as part of the RFP response.) NJPA Contract ft: 042016-WEX Proposer's full legal name: WEX Bank Based on NJPA's evaluation of your proposal, you have been awarded a contract. As an awarded vendor, you agree to provide the products and services contained In your proposal and to meet all of the terms and conditions set forth In this RFP, In any amendments to this RFP, and In any exceptions that are accepted by NJPA. The effective dote of the Contract will be July 20. 2016 and will expire on July 20, 2020 (no later than the later of four years from the expiration dote of the currently -awarded contract or four years from the dole that the NJPA Chief Procurement Officer awards the Contract). This Contract may be extended for a fifth year at NJPA's discretion. NJPA Authorized Signatures: '.:tv+i: C) ^or... tkPr :�3✓,•� ire:_. Awarded on May 26. 2016 Vendor Authorized Signatures: Jeremy Schwartz had Coauelie NUF'a Contracf # 042016-44EX The Vendor hereby accepts this Contract award, including all accepled exceptions and amendrnenis. Vendor Name _._ WEX Bank Authorized Signatory's Title President/CEO ;;fit; <Uri :,,a?F%t jt::;'•,.:r FxecVteCian Ma 27 7.0._16 APPROVED DyAGonran a 0:07 ", Eby Zi :010: Kirk S. Weiler NJPA Contract ff 042016-WEX ADDENDUM TO THE FUEL CARD SERVICES AGREEMENT BETWEEN WEX BANK AND THE NATIONAL JOINT POWERS ALLIANCE (NJPA) FOR THE STATE OF ARKANSAS CREDIT Participating Entity has requested a credit account pursuant to the Vendor Agreement #062411-WEF (Agreement), ('Agreement') entered into between the National Joint Powers Alliance ("NJPA') and WEX BANK. By enrolling in this Program, the Participating Entity named below agrees that in the event their account is not paid as agreed, WEX BANK may report the undersigned's liability for and the status of the account to credit bureaus and others who may lawfully receive such information. Participating Entity Phone # Fax# City of Fayetteville, Arkansas 1479-575-8289 479-575-8289 Headquarters Name and Physical Address (Do not include PO Box) 113 W. Mountain NJPA Member ID Number Applicant's Taxpayer ID # (TIN, FEIN or SSN) 34143 71-6018462 In Business Since (yyyy) Year of Incorporation (yyyy) Number of Vehicles Avg Monthly Fuel Expenditures Avg Monthly Service Expenditures 11/3/1836 1836 70 $ 21,142.45 .,$Various I ACCOUNT SETUP INFORMATION Write Participating Entity name as you wish it to appear on cards. Limit of 20 characters & spaces, Unless specified, no company name will appear on cards, 000a11oo1110oa000aooaoo Billing Contact Billing Address City State Zip+4 Andrea Rennie 113 W. Mountain Fayetteville AR 172701 Designate the Fleet Contact authorized to receive all charge cards, reports, and other such information we provide from time to time and to take actions with respect to your account and account access. This is also the person designated by your company to provide all fleet vehicles, driver and other information we may request, Authorized Fleet Contact Name Title Phone # Fax # Andrea Rennie I Purchasing Agent 479-575-8289 479-575-8257 Mailing Address (if different from billing address) City State Zip+4 113 W. Mountain - Fayetteville AR 172701 - Email address (required to take advantage of product type card controls) aforen@fayetteville-ar.gov 17 Check here if business is exempt from motor fuels lax 'Exem t from federal not state of Arkansas TERMS I, This Addendum is to allow the State of Arkansas to participate under the Agreement between WEX BANK and NJPA (AR contract # 4600027573). It does not modify, amend or change the Agreement in any way. 2, Participating Entity hereby requests the services of WEX BANK described in the Agreement and agrees to perform all duties required under the Agreement, including, without limitation, timely payment of all charges (including any additional fees) on its account(s). Participating Entity agrees to be bound by the terms and conditions of the Agreement, including, without limitation. rules for authorized and unauthorized use of cards, disputes of charges, reporting lost and stolen cards, and all other rules and provisions relating to use of Participating Entity's account, 3 Participating Entity acknowledges that its failure to make timely payment in accordance with the terms of the Agreement may result in suspension or cancellation of the account(s). INFORMATION SHARING DISCLOSURE: Information regarding your transactions may be provided to NJPA accepting merchants or their service providers. Compliance with Federal Law. Our bank complies with federal law which requires all financial institutions to obtain, verify, and record information that identifies each company or person who opens an account. What this means for you: when you open an account, we will ask for your name, address, date of birth, and other information that will allow us.to identify you. We may also ask to see your driver's license or other identifying documents for your business. DISCLAIMER: THIS IS AN APPLICATION FOR SERVICES AND SHALL NOT BE BINDING UPON WEX BANK UNTIL FINAL CREDIT APPROVAL HAS BEEN GRANTED BY WEX BANK. 4. Issuer shall pay financial incentives to Company in accordance with the terms and conditions set forth in the Agreement between WEX BANK and NJPA (AR contract # 4600027573). PARTICIPATING rSIGNA"RE REQUIRED' 1 Any person signing on beh the Partici t g E tity has 6e duly authorized by all necessary action of Applicant's governing body, and that the undersigned is authorized to make is (cation and pl the ercns rete aced herein on behalf of the Participating Entity, Signature: L �.�`, Print Name: E' Titlev Keftv pAv Date: -I Complete and sign addendum. Fax to 1-866-527-8873. • • Opply Number Sales Code Plastic Type Coupon Code I Account Number Kma�NJ I NJA 04 04,ADDEND.CRDAPP (08/12) a ACCEPT i4rNCE-WHEREY4UU,NEE •- }'31t..b.y{.i:rir'�i�. r^ �..1. 4�,aJ.�U r �.�t f'f l L, �• �i Access one of th_e largest proprietary fled etworks _ ` .J FUEL _•A- ACCEFFEO iN Cn NADA :,f SAC S17 fS50 a -i11.1 AtON.A A AL3 AMPRibE 8't Aviation Global Grow Marts. Petro King Petro Stop .„. Bell Gas Halley's PRIDE Bigloot Handy Andy's Pure t'P <krgron © f Break Time Capital City HUCK's ICO Dix N EZ Duality Oil crtno Carousel Ideal Ouik Mart COf101t:O �•� �j(y 7 f �r Lwl �ONI q �iiovirll !�`„' LLwwwll fl� r=J 1 •+� Certitiad City Garage Coq os Inter City Robinson Oil Johnson 8 Dixon Rotten Robbie Jr. Food Stores Royal Farms Crystal Flash Kenyon Rollers 1 I r'"411111111/ FPEEDCF 1 �t GOGAS f f1 ►lam l_I 0. 1 t= -r; � •�-. �GATEr 1 Cumberland Farms 0 E coil King Soopers Koch Rymes 24 SC Fuels 11 1 Oairy Man frame: {rause Smokers Express Sprint © gonr ar: '.G ul► HESS Depot Drivers Traveler Krognr Kum R Go Slowans Shoes Tayaar Foods Dynamic Merl KwiK Pantry 'TCI r-- r7UT-3 KwiR ASvix LUK*IL O ���� � Economy Eddins Walcher Tal Champ Lucky Slop Thornton Oil TOTAL I I Enmark M 8 H Town&Coumry jl metjer '1T” AtU�COfA' USA*. C?"+ __r� Mobil �Murunt ETNA Ewss Stop x P P Macs Stores McClure Oil Trade Mad Trade Fomily Expr¢ss MFA pit 7nhar Oil '� Farmland Farstad mi,;[ Mart Mr. Cul Rate us Oil LISCO - PEivui N -u+ nfcy Fast Stop Multi Swv Valley Dairy �>;�s93 .'%. �•'' J/ - Fauser pit FFP 'durpby Express Weigel Sore NAPA wasco i Finsh r. ds %c us WJliams Trovc! - r Food Chiel 'vJ-Way Xlra Fuels 'rE50Ro Fuel Mart Cia^, Aa:¢nca Oasis O'Connor Youngs Zip Man ..taco - Gfanl OK Petroleum —Q'— j9T.A„IIIA. —M— ,z+- r _ 'RO Wawa �'..J•+`"3 Gi!-n•Go Pantry ...-�.. vnt¢no 1�,._...., W ,ucl ncr.:p:an<r.: suhircii:, ;n:f,;,,•nd••nr c•:r[errr.;•^ret;vi,.nis:y:n!:•,r,::•::f:,�iyr.; to rt,any<::•i!I;u:+l nnr!•� - SERVICE American LubeFnst Neteost Auto Glass Big O Tires tire. CenLers Inc t .!*'•M`i ,a„ ” . r Oaimond/T rysler D.amcrd(Gwmph Wash Depot many many regional Auto Glass ...and and independent r, �Jl tasrxw�e msmeke < ice+?. FF. PttlJ:'s; Dodge Business! nk- Ilim�l¢d panicipahon] locahon., oatmr wide, )Iftylube ��•--• -_..__ GM Goe.,6 h I (limitedrl partiripabon) 'y' srs SA fe7ife I Sears ; Tri ILS � tZ� ��7ICSSlU�C I Ian,= Glass A;;rnGiasa -� %OFormore information, visit www.WEXinc.com 800-395-0812 3KiPJ-.i; 120: "RFROP ,11 1 WEX Online offers a suite of reporting capabilities, Otjrsl-)eciAli7ecin(ef.-.t management reports give you the power to save money, cut administrative time, comply with tax regulations, and more. STANDARD AND CUSTOM REPORTS WEX Online'offers both standard and Custom reports, so you get the type of information you need. EXAMPLES: Purchase Activity Report (PAR) — compile information on air fueling and maintenance purchases made with the WEX Universal Fleet card — for hundreds of'vehicles or just a few. Premium Custom -Reports — select your criteria to generate ad hoc, real- time reports: Exception, Transaction Surnmary, and Transaction Detail reports. r`xnoit these reports directly into your own spreadsheet, to easily analy2e and share Your data, Summary Reports use out Financial-Surnmary, Site Summary and Exception Summary reports to rnanaf ,)eyot,rvc,lii.cle-ielatedexpensc,saiid plan your fleet budget. Tax Exemption Reports — for qualified tax-exempt fleets, monthlyrepoit packages provide tax information at both the transaction and surn-mary level, ind will include all tax exernptions that can be applied to Your account under Our program. Minority and Women -Owned Businesses Report (MWOBE) — a quarterly report, summarizing by sleet account and rnonth, transactions, gallons and dollars spent ail IViVVOBE fuel and service locations. www.WEXinc.com 800-395-0812 n I he WV.X fleet card offers i suite of control and alert tools that let you know where, when, what, and how much is being spent. Managed through our industry leading WEX Online' account management tool, these powerul tools provide actionable purchase policy enforcement eapabilirie:s. i PRODUCT TYPE CONTROLS i vVher? the card is swiped, merchant product codes autoli?atically compare the purchdse arlainst pre -ser card profile limits. If the product types are allowed )nd the set limits have nor, been exceeded, we authorize the ; transaction, and the merchant completes the sale. If the card is beyond the t limits, it will be declined. You can set overall limits for all purchases 'for a specific time perirJd — daily, vfeekly, bAic:e rnonthiy, or monthly; and your fleet.'s total purchases .r - = ,> • � for that Jerrod -- transactions per period, dollars per eri t �M f f' P p_ od and gallons. units Per period. i PUMP SHUT-OFF FEATURE !!� t YR FX offe!s a pow.-Irful purnpshut-off feature* to assist you r✓ith cnfo,cernent of pollc.ua. Whcn a driver exceeds your pre set limits, tf?c purf?Ia will shat off Thi; 1`2atur;) is a;JaiIa ,le i,t rnOsf major r;rtad fuel brands By hours of day t By (lays of the .414. e DuHars ptuf ddy/sceek Dokus per naasaclion Product category 0of molt � i; jr jr l r?dt i;Jrr, V;51: www.WEXinc.com 800-395-0812 REAL TIME ALERTS [his, control generates an alert detain a purchase that is bevond your pre-set alert valt_c,. Choose to iie by �.,,,. •. q;c- notified el'lall of ;, .,, •r ,,,,. ;e> t. and mage c;u,ck decisions on h vi bf:st ::,.:. J •„ to dea"I with the situation at Wild `.'J-. 4.: :.:•`*:.all "V:i:=�+•-a....�In(....:;Ct::Tr:tl�::tnf+(.�I IIt: C(dtif:fl .!tTn:f 1 By hours of day t By (lays of the .414. e DuHars ptuf ddy/sceek Dokus per naasaclion Product category 0of molt � i; jr jr l r?dt i;Jrr, V;51: www.WEXinc.com 800-395-0812 C WEX - Online' is a'cuttirig-cclge web -based tool that provides you access to view and manage every detail ofyour fleet card program. We created the site to Put infOrrnation at your fingertips 24/7 so you can lake action as needed, PROFILE MANAGER The profile manager allows you to establish PUrCrIaSe control profiles for individuals, groups of drivers, vehicles and more. Set rules for how the card can be used, hovel often, and when. Add spend limits for fuel, service, parts, and general merchandise. Your rules will be embedded in the res!:)e.c! ive cards if a transaction exceeds your limits, the system will decline the purchase. You set the control limits. We enforce them. EXPENSE MANAGEMENT TOOLS WEX Online" makes it easy to manage your nc.-et speri(j in one central p a: e Set up pr6files, billing, and reporting functions, limits: and restric-liOns, Add custom fields and as -sign codes, such. as General (..edger (c,ID, Rrin `Uefi(:t 01: puichase transactions, vehicles and drivers.. FUEL PRICE MAPPING . Our Fuel Site Locator cornbincs fuel tranc:action data with Google ;Vlans"t0 help drivers find current best prices by city, (;late, zip, fuel type, PK3,ni Mand. Find the lowest cost fuel slalion!, With Our fuel price rnapping Ledir.olocly, which updates prices hourly. Out Octane mobile version is free, and gives. drivers access on the road. 6 C, TALI IN En www.WEXinc.com 800-395-0812 0 WEX Fuel Card:, Main City Fuel Account . Tax Package 1 of 2 Packet total: 6 Pages We see corporate payments diHerentiy. Thank you for your interest in our Tax Exemption and Reporting Program The WEX Tax Exemption and Reporting Program can significantly reduce accounting and administrative time for qualified fleets exempt from motor fuel excise taxes or certain sales taxes — at Federal, state, county or local levels. Benefits include: -Net billing of federal excise tax on applicable fuel purchases at any location. -Net billing of state, local, county and special tax on applicable fuel purchases at participating merchant brands based on local tax laws. -Detailed reporting of the purchase data and tax exemption. Exemptions are dependent upon several factors, such as your tax-exempt status for fuel purchases, the taxing jurisdiction's laws, regulations and requirements, and for most state, county and local taxes, merchant participation. In the event that a transaction cannot be billed "net of tax", you will receive detailed reporting showing the full purchase price and the tax paid. Before we can start billing you net of applicable taxes on fuel transactions based upon your eligibility, you will need to complete the following required documentation: Tax Exemption and Reporting Program Enrollment form (enclosed) Certificate of Buyer of Taxable Fuel form for federal exemptions (enclosed) Any required State forms – obtain these from the appropriate state governing body. Please review the enclosed Frequently Asked Questions sheet for helpful information on the program. IMPORTANT: You must fill out all forms completely and accurately in order to avoid delays in your program enrollment, so please follow the instructions on the enrollment form carefully.. IRS regulations require that WEX Inc obtain from you, your certification that you are eligible to receive exemptions from federal excise taxes. For all other taxing jurisdictions (state, county, local) you may need to submit similar certifications as required by the different taxing jurisdictions. The state certifications may, in most cases, be obtained from the appropriate state's tax department. WEX must have all applicable documents on file prior to providing you with exemptions. It is the customer's responsibility to make sure WEX has all of the necessary current forms properly filled out in order to be billed "net of tax". - If you have any questions about the program or the enclosed materials, please call us at 1-866-841-3542. Thank you for your business, and we look forward to providing you with the benefits of this comprehensive Tax Exemption and Reporting Program. Sincerely, WEX Inc. Tax Exempt Department WWI. see corporate payments differently. Q: If my fleet begins fueling before I have provided all necessary tax exemption paperwork, what will occur? We will not be able to bill you net of taxes or report tax exemptions until we have received all necessary forms and completed the qualification and setup process. Q: When will taxes begin to be exempted? Once we receive all the properly completed forms, we will complete the tax exemption setup in approximately 3 business days. We will then begin calculating applicable exemptions. It is your responsibility to notify us of any errors or omissions that you feel may have occurred. If you notice any problems, contact the tax department at 1-866-841-3542. Q: How can I determine my fleet's tax-exempt status for fuel, as well as what type of forms I need? Contact your local Department of Revenue for free help and answers regarding your tax-exempt status for fuel and necessary forms. They can best assist you with questions of this nature. Q: Will my fleet be exempted from federal fuels excise taxes? Yes if you are a qualified entity. Federal law effective January I; 2006 allows a card issuer to invoice qualified fleets net of federal gasoline and federal diesel excise tax for transactions that occur wherever cards are accepted in all 50 states. In order to be exempted fi-om federal fuels excise taxes; you will need to complete a Certificate of Buyer of Taxable Fuel in the name of the card issuer. Q: Does my tax-exempt status apply in all states and localities? The local Department of Revenue, in each state that your fleet will be fueling, will be able to help you determine exemption eligibility for each state and locality respectively. /Q: Will I receive state and local exemptions anywhere I can fuel with the card? Not necessarily. Merchant brand participation in our tax program is optional in states. Merchant participation is not necessary in the following states:. Maine, Georgia, Michigan, North Carolina, Alabama, New York and New Jersey. Q: What do I do if my tax-exempt status changes? You should immediately notify us by calling the WEX Inc Tax Exempt Department at 1-866-841-3542. Tax Exemption & Reporting Program Frequently Asked Questions Q: Do any of these forms expire and if so will I be notified prior to the expiration? Yes. Federal forms expire every 24 months and certain state forms expire as well. Starting at 120 days prior to the expiration of your tax exemption form(s), we will send you three monthly reminders that renewed forms are required. If we have not received renewed tax exemption forms by the expiration date, the tax exemption process will cease until we receive the necessary paperwork and no credits will be given. Q: Will my fleet be exempted from taxes on non -fuel products? The Tax Exemption Program provides applicable tax exemption and reporting for motor fuel taxes only; however, merchants may provide us with non -fuel transaction data net of tax on a fleet -by -fleet basis at their discretion. The fleet will need to supply the mercharit with proper documentation of their tax-exempt status at the point of sale for this to occur. . Q: What if my deet is entitled to a refund for motor fuel taxes that cannot be exempted up front through the WEX program? In these instances, the "non -exemptible" tax is reported (not exempted) on your fleet report, These reported taxes appear at the transaction level and at a summary level, providing you with supporting documentation; which can help you when filing for a refund of the non -exempted taxes. Q: What types of tax information reporting will I receive? At the transaction level, your fleet report will provide Gross Cost, Exempted Amount, Net Cost and Reported Taxes (for non -applicable taxes). Additionally, a Tax Exemption Summary will provide a detailed list of all taxes exempted, sorted by state and by tax type. Finally, a Tax Reported Summary will provide a detailed list of all taxes reported, sorted by state and by tax type. Q: How do I know how many forms to send in? If you qualify for Federal exemptions, you need to send in one form per account or one form with a letter certifying all accounts belonging to the same FEIN. If a new account is added in the future, a new form or amended certification letter will need to be sent. For state exemptions, each state is different and will be addressed on an individual basis. CERTIFICATE of BUYER of TAXABLE FUEL FOR USE BY A STATE OR NONPROFIT EDUCATIONAL ORGANIZATION (To support credit card issuer's claim for a credit, refund, or payment under § 6416(a)(4)(B) or § 6427(I)(6)(D) of the Internal Revenue Code.) WEX Account Number (if known): Federal Tax Identification Number: Certification: The undersigned hereby certifies under penalties of perjury that I am the (Title of Officer): Of (Certifying Entity): Entity Physical Address: Entity Phone Number: And that I am authorized to execute this certificate and that all purchases, are, or will be, purchased using a credit card issued by (Credit Card Issuer): Credit Card Issuer Address: Regular Account: 0496002905602 71-6018462 Mayor City of Fayetteville, Arkansas 113 W. Mountain St. 479-575-8330 WEX BANK 3995 South 700 East, Suite 450 Salt Lake City, LIT 84107 Buyer will use the taxable fuel to which this certificate relates for the exclusive use of: (check one) ❑ State government El American Red Cross or Blood Collection Center ® Local government ❑ Indian Tribe ❑ Public nonprofit educational organization ❑ Volunteer Fire/Rescue ❑ Private nonprofit educational organization ❑ Foreign Diplomat (you must provide a copy of your PLD Card) and it applies to all exempt purchases of gasoline and diesel fuel, if eligible, using charge cards issued by the Credit Card Issuer named above. Information including the nature and quantity of each purchase of gasoline and diesel fuel (the subject of this Certificate) are evidenced by periodic reports provided by WEX BANK, the above- named Credit Card Issuer. Certification will be valid for twenty-four consecutive calendar months commencing upon completion and remittance of this Certificate. WEX Inc. may extend the certificate period upon its discretion for an additional period not to exceed four months. I understand that by signing this certificate, I, as an authorized representative of the entity named above, give up our right to claim a credit or payment for the taxable fuel purchased with the credit card to which this Certificate relates. I understand that the exemption from tax, in this case of sales of articles under the exemption Certificate, is limited to the sale of articles purchased for our exclusive use. I understand that the fraudulent use of this Certificate for the purpose of securing this exemption will subject us, and all parties making such fraudulent use of this Certificate, to fines or imprisonment, or both, together with the costs of prosecution. The parties ree that a signed transmission shall be considered valid for purposes of this certification and that the parties reby wai any claim that a transmission does not satisfy the requirements of a signature or writing under ap able la crAla n Aut riz d Signa a Printed Signature Mayor, City o Fay teville, Arkansas a0' ��f Title Date Email or FAX completed forms to TaxExemptForms@WEXINC.Com or 1-207-523-7104 INTERNAL USE ONLY Sales Representative: Philip Kent WWe see corporate payments differently. Tax Exemption & Reporting Enrollment Form Instructions: 1. Complete part A and sign form at the bottom. 2. Attach FEDERAL Certificate of Buyer and STATE forms (see details below). 3. For questions on signing up for tax exemption and reporting, please call 1-866-841-3542 or email GovTaxServicesoWEXlnc.com. 4. E mail completed forms to TaxExemptForms(&WEXlnc.com , fax to 1-207-523-7104, or mai I to Fleet Services, Tax Exempt Department, P.O. Box 639, Portland, ME 04104. 5. Retain the terms on page 2 for your records. ACCOUNTA. •- • Fleet Name: WEX Account Number (if known): City of Fayetteville, AR (Regular Account) -.0496002905602 Authorized Fleet Contact: Phone No.: Lioneld Jordan 479-575-8330 Fleet Contact email: Fax No.: mayor@fayetteville-ar.gov 479-575-8257 Federal Taxpayer ID Number: 7 1-6 01 8462 IMPORTANT: Eligibility maybe limited based on applicable federal, state and local laws. You must fill out these forms completely and accurately in order to avoid delays in your program enrollment, so please follow the instructions carefully. B. MOTOR FUEL TAX • Tax regulations require us to maintain current copies of the following applicable forms. based on your.eligibility: 1. Federal —A Certificate of Buyer of Taxable Fuel in the name of. WEX BANK (Included with this form.) 2. State — Applicable state forms. (Obtain these from the appropriate state governing body.) • Once we receive all of your properly completed documentation we will complete the tax exemption set up on your account within approximately three business days and start billing you net of the applicable taxes. I he parties agree that a signed transmission that a transmission does not satisfy the requi X Authorized Fleet Signature USER (INTERNAL USE ONLY): n er valid for purposes of this enrollment form and that the parties hereby waive any claim a igpatur or writing underppplicable law. Date: The information contained in this message is intended only fortf% use of the individual or entity named above and may contain confidential information. If the recipient of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please notify us immediately at 1-800-492-0669 and return the original message to the attention of the sender at 97 Darling Avenue, South Portland, ME 04106. J� PAGE 1 of 2 t^n,wTax Exemption & Reporting We see corporate paymems differently. Enrollment Form C. TERMS AND CONDITIONS This Tax Exemption and Reporting Enrollment Form modifies your charge card agreement based on your participation in the Tax Exemption and Reporting Program ("Program"). Your signature on this form and your continued use of your account constitutes acceptance of these terms and conditions. All capitalized terms contained herein shall have the same meaning as in your charge card agreement with us unless otherwise expressly provided herein. Except as amended hereby, the charge card agreement governing your account remains in full force and effect. TAX EXEMPTION AND REPORTING PROGRAM a. The Tax Exemption and Reporting Program (the "Program") permits qualified tax-exempt fleets to be billed net of certain "Applicable Taxes" (as defined herein). By completing this enrollment form you are electing to participate in the Program. We will enroll you in the Program upon receipt by us of all of your enrollment materials, including all required certificates, and validation of your tax-exempt status. Upon completion of your enrollment, your invoices will reflect the net amount due with a line item indicating total "Applicable Taxes" (as defined herein). Your reporting will provide a specific breakdown of Applicable Taxes deducted for each taxing authority or jurisdiction. Applicable Taxes are those federal, state, county and/or local taxes levied on the purchase of gasoline or diesel fuel for which you have provided the proper documentation to us showing your exempt status, and for which such documentation has been accepted,by us and for which the Program provides exemption'. b. As your credit card issuer we have elected to provide you with net billing of Federal excise taxes on fuel based upon the participation requirements in section (a) above. We will file a claim for refund with the Internal Revenue Service for these taxes. You agree that you may not file a claim for refund of any federal excise tax exempted by us and not billed to you by us. C. For state, county, special and local taxes, merchants have the option of electing to participate or not to participate in our Program based on their own preferences and ability to obtain refunds from state/local taxing authorities. Transactions that occur at merchant locations not participating in our Program will be billed to you with the tax included regardless of your exempt status. In these instances your reporting will contain a detailed listing of your transactions and the taxes charged to you. This information may assist you in filing your own claims for refunds if you so desire. You agree that you may not file a claim for refund of any state, county, special or local taxes exempted by a participating merchant and not billed to you by us. d. The tax certificates and other pertinent documentation on which your exemption is based must be received by us from you in order for us to. provide you with net billing of any Applicable Taxes. These documents are required to be completed prior to any net billing of Applicable Taxes in order for us or a participating merchant to recover such exempted taxes from the applicable taxing jurisdiction. We shall have no responsibility to verify the correctness of the certificate supplied by you and shall be entitled to rely thereon in preparing the reports and tax exemptions until such time as we are notified by you in writing of a change in any such data. We reserve the right to terminate your participation in the Program, provided, however, that such termination shall not terminate the underlying Agreement between you and us. e. We shall calculate tax exemptions based on Internal Revenue Service or other applicable taxing authority guidelines for transactions made by you. For state, county and local taxes, only those transactions agreed upon by the participating merchant shall be treated as tax exempt'. If we are obligated to reimburse a participating merchant for any actual loss incurred or rebill you for any taxes previously exempted (including refunds denied and assessments of previously made refunds and penalties) attributable to the provision of a tax exemption to you, you hereby agree to reimburse us for said losses incurred. f. For non -fuel transactions, merchants may provide transaction data to us net of tax at their sole discretion. You would need to supply the merchant with proper documentation of your tax-exempt status at the point of sale. The merchant will send the transaction to us and we will bill you net of tax for those transactions. You will not receive reporting of taxes levied or exempted for non -fuel purchases. ' g. We shall comply with reasonable requests for information retrieval made by you. A fee may be charged by us for such requests, which relate to information which was presented to you more than ninety (90) days ago. h. We cannot apply exemptions to transactions that occurred prior to our receipt and acceptance of your completed certificates. i. We shall use reasonable efforts to correctly calculate the amount of tax included in each account arising from a tax exempt sale. We shall recalculate taxes only in cases where we miscalculated the original taxable transaction. j. We disclaim all warranties in connection with tax-exempt reporting and invoicing and shall not be responsible for the accuracy or completeness of such reports. In no event shall we be liable to any person for loss, liability or damages, including consequential or special damages, arising as a result of any inaccurate or incomplete report. You hereby agree to hold us harmless and defend us from and against all liabilities, damages, costs and expenses, including taxes, penalties, interest and attorneys' fees, which you may suffer or incur in connection with or arising out of the tax-exempt reporting/invoicing service offered hereunder. ' Subject to the appropriate taxing jurisdiction's laws, regulations and requirements. PAGE 2 of 2 i WEX Fuel Card: DTF Account Tax Package 2 of 2 Packet total: 6 Pages OW, see corporate payments differently. Thank you for your interest in our Tax Exemption and Reporting Program The WEX Tax Exemption and Reporting Program can significantly reduce accounting and administrative time for qualified fleets exempt from motor fuel excise taxes or certain sales taxes — at Federal, state, county or local levels. Benefits include: -Net billing of federal excise tax on applicable fuel purchases at any location. -Net billing of state, local, county and special tax on applicable fuel purchases at participating merchant brands based on local tax laws. -Detailed reporting of the purchase data and tax exemption. Exemptions are dependent upon several factors, such as your tax-exempt status for fuel purchases, the taxing jurisdiction's laws, regulations and requirements, and for most state, county and local taxes, merchant participation. In the event that a transaction cannot be billed "net of tax", you will receive detailed reporting showing the full purchase price and the tax paid. Before we can start billing you -net of applicable taxes on fuel transactions based upon your'eligibility, you will need to complete the following required documentation: Tax Exemption and Reporting Program Enrollment form (enclosed) Certificate of Buyer of Taxable Fuel form for federal exemptions (enclosed) Any required State forms — obtain these from the appropriate state governing body._ _ Please review the enclosed Frequently Asked Questions sheet for helpful information on the program. IMPORTANT: You must fill out all forms completely and accurately in order to avoid delays in your program enrollment, so please follow the instructions on the enrollment form carefully. IRS regulations require that WEX Inc obtain from you, your certification that you are eligible to receive exemptions from federal excise taxes. For all other taxing jurisdictions (state, county, local) you may need to submit similar certifications as required by the different taxing jurisdictions. The state certifications may, in most cases, be obtained from the appropriate state's tax department. WEX must have all applicable documents on file prior to providing you with exemptions. It is the customer's responsibility to make sure WEX has all of the necessary current forms properly filled out in order to be billed "net of tax". If you have any questions about the program or the enclosed materials, please call us at 1-866-841-3542. Thank you for your business, and we look forward to providing you with the benefits of this comprehensive Tax Exemption and Reporting Program. Sincerely, WEX Inc. Tax Exempt Department Owe see corporate payments differently. Q: If my fleet begins fueling before I have provided all necessary tax exemption paperwork, what will occur? We will not be able to bill you net of taxes or report tax exemptions until we have received all necessary forms and completed the qualification and setup process. Q: When will taxes begin to be exempted? Once we receive all the properly completed forms, we will complete the tax exemption setup in approximately 3 business days. We will then begin calculating applicable exemptions. It is your responsibility to notify us of any errors or omissions that you feel may have occurred. If you notice any problems, contact the tax department at 1-866-841-3542. Q: How can I determine my fleet's tax-exempt status for fuel, as well as what type of forms I need? Contact your local Department of Revenue for free help and answers regarding your tax-exempt status for fuel and necessary forms. They can best assist you with questions of this nature. Q: Will my fleet be exempted from federal fuels excise taxes? Yes if you are a qualified entity. Federal law effective January l; 2006 allows a card issuer to invoice qualified fleets net of federal gasoline and federal diesel excise tax for transactions that occur wherever cards are accepted in all 50 states. In order to be exempted from federal fuels excise taxes, you will need to complete a Certificate of Buyer of Taxable Fuel in the name of the card issuer. Q: Does my tax-exempt status apply in all states and localities? The local Department of Revenue, in each state that your fleet will be fueling, will be able to help you determine exemption eligibility for each state and locality respectively. Q: Will I receive state and local exemptions anywhere I can fuel with the card? Not necessarily. Merchant brand participation in our tax program is optional in most states. Merchant participation is not necessary in the following states: Maine; Georgia; Michigan, North Carolina, Alabama, New York and New Jersey. Q: What do I do if my tax-exempt status changes? You should immediately notify us by calling the WEX Inc Tax Exempt Department at 1-866-841-3542. Tax Exemption & Reporting Program Frequently Asked Questions Q: Do any of these forms expire and if so will I be notified prior to the expiration? Yes. Federal forms expire every 24 months and certain state forms expire as well. Starting at 120 days prior to the expiration of your tax exemption form(s), we will send you three monthly reminders that renewed forms are required. If we have not received renewed tax exemption forms by the expiration date, the tax exemption. process will cease until we receive the necessary paperwork and no credits will be given. Q: Will my fleet be exempted from taxes on non -fuel products? The Tax Exemption Program provides applicable tax exemption and reporting for motor fuel taxes only; however, merchants may provide us with non -fuel transaction data net of tax on a fleet -by -fleet basis at their discretion. The fleet will need to supply the merchant with proper documentation of their tax-exempt status at the point of sale for this to occur. Q: What if my fleet is entitled to a refund for motor fuel taxes that cannot be exempted up front through the WEX program? In these instances, the "non-exemptable" tax is reported (not exempted) on your fleet report. These reported taxes appear at the transaction level and at a summary level, providing you with supporting documentation, which can help you when tiling for a refund of the non -exempted taxes. Q: What types of tax information reporting will I receive? At the transaction level, your fleet report will provide Gross Cost; Exempted Amount, Net Cost and Reported Taxes (for non -applicable taxes). Additionally, a Tax Exemption Summary will provide a detailed list of all taxes exempted, sorted by state and by tax type. Finally, a Tax Reported Summary will provide a detailed list of all taxes reported, sorted by state and by tax type. Q: How do I know how many forms to send in? If you qualify for Federal exemptions, you need to send in one form per account or one form with a letter certifying all accounts belonging to the same FEIN. If a new account is added in the future, a new form or amended certification letter will need to be sent. For state exemptions, each state is different and will be addressed on an individual basis. t: CERTIFICATE of BUYER of TAXABLE FUEL FOR USE BY A STATE OR NONPROFIT EDUCATIONAL ORGANIZATION (To support credit card issuer's claim for a credit, refund, or payment under § 6416(a)(4)(6) or § 6427(I)(6)(D) of the Internal Revenue Code.) WEX Account Number (if known): Federal Tax Identification Number: Certification: The undersigned hereby certifies under penalties of perjury that I am the (Title of Officer): Of (Certifying Entity): Entity Physical Address: Entity Phone Number: And that I am authorized to execute this certificate and that all purchases, are, or will be, purchased using a credit card issued by (Credit Card Issuer): Credit Card Issuer Address: UC Account: 0496003003589 71-6018462 Mayor City of Fayetteville, Arkansas 113 W. Mountain St. 479-575-8330 WEX BANK 3995 South 700 East, Suite 450 Salt Lake City, UT 84107 Buyer will use the taxable fuel to which this certificate relates for the exclusive use of: (check one) ❑ State government ❑ American Red Cross or Blood Collection Center ® Local government ❑ Indian Tribe ❑ Public nonprofit educational organization ❑ volunteer. Fire/Rescue ❑ Private nonprofit educational organization ❑ Foreign Diplomat (you must provide a copy of your PID Card) and it applies to all exempt purchases of gasoline and diesel fuel, if eligible, using charge cards issued by the Credit Card Issuer named above. Information including the nature and quantity of each purchase of gasoline and diesel fuel (the subject of this Certificate) are evidenced by periodic reports provided by WEX BANK, the above- named Credit Card Issuer. Certification will be valid for twenty-four consecutive calendar months commencing upon completion and remittance of this Certificate. WEX Inc. may extend the certificate period upon its discretion for an additional period not to exceed four months. I understand that by signing this certificate, I, as an authorized representative of the entity named above, give up our right to claim a credit or payment for the taxable fuel purchased with the credit card to which this Certificate relates. I understand that the exemption from tax, in this case of sales of articles under the exemption Certificate, is limited to the sale of articles purchased for our exclusive use. I understand that the fraudulent use of this Certificate for the purpose of securing this exemption will subject us, and all parties making such fraudulent use of this Certificate, to fines or imprisonment, or both, together with the costs of prosecution,t The parties ag ee that a signed transmission shall be considered valid for purposes of this certification and that the parties hVebypaweany claim that a transmission does not satisfy the requirements'of a signature or writing under appl' le 1To —�_ 1 _IOYIPII.1 r&, Au riz d gnature ' Printed Signature Mayor, C eville, Arkansas ��Q - Iri Title Date Email or FAX completed forms to TaxExemptForms@WEXINC.Com or 1-207-523-7104 INTERNAL USE ONLY Sales Representative: Philip Kent Tax Exemption & Reporting Owe � corporate payments differently. Enrollment Form Instructions: 1. Complete part A and sign form at the bottom. 2. Attach FEDERAL Certificate of Buyer and STATE forms (see details below). 3. For questions on signing up for tax exemption and reporting, please call 1-866-841-3542 or email GovTaxServices(cDWEXlnc.com. 4. E mail completed forms to TaxExemptFormsta"�.WEXlnc.com , fax to 1-207-523-7104, or mail to Fleet Services, Tax Exempt Department, P.O. Box 639, Portland, ME 04104. 5. Retain the terms on page 2 for your records. ACCOUNTA. •- • Fleet Name: WEX Account Number (if known): City of Fayetteville, AR (Drug Task Force Account) 0496003003589 Authorized Fleet Contact: Phone No.: Lioneld Jordan 479-575-8330 Fleet Contact email: Fax No.: mayor@fayetteville-ar.gov 479-575-8257 Federal Taxpayer ID Number: 7 1-601 8462 IMPORTANT: Eligibility maybe limited based on applicable federal, state and local laws. You must fill out these forms completely and accurately in order to avoid delays in. your program enrollment, so please follow the instructions carefully. B. MOTOR Tax regulations require us to maintain current copies of the following -applicable forms. based on your eligibility: 1. Federal —A Certificate of Buyer of Taxable Fuel in the name of WEX BANK (Included with this form.) 2. State — Applicable state forms. (Obtain these from the appropriate state governing body.) • Once we receive all of your properly completed documentation we will complete the tax exemption set up on .your account within approximately three business days and start billing you net of the applicable taxes. I he parties agree that a signed transmission shaIA91conS1dereg_majd for purposes of this enrollment form and that the parties hereby waive any claim that a transmission does not satisfy the requiregid Asofa §kjfiature or icing under apAicable law. X Authorized Fleet Signature . / fj,4�/��/ Date: USER (INTERNAL USE ONLY): V The information contained in this message is int nded for the use of the individual or entity named above and may contain confidential information. If the recipient of this message is not a intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please notify us immediately at 1-800-492-0669 and return the original message to the attention of the sender at 97 Darling Avenue, South Portland, ME 04106. PAGE 1 of 2 0 Tax Exemption & Reporting Owe see corporate payments differently. Enrollment Form C. TERMS AND CONDITIONS This Tax Exemption and Reporting Enrollment Form modifies your charge card agreement based on your participation in the Tax Exemption and Reporting Program ("Program"). Your signature on this form and your continued use of your account constitutes acceptance of these terms and conditions. All capitalized terms contained herein shall have the same meaning as in your charge card agreement with us unless otherwise expressly provided herein. Except as amended hereby, the charge card agreement governing your account remains in full force and effect. TAX EXEMPTION AND REPORTING PROGRAM a. The Tax Exemption and Reporting Program (the "Program") permits qualified tax-exempt fleets to be billed net of certain "Applicable Taxes" (as defined herein). By completing this enrollment form you are electing to participate in the Program. We will enroll you in the Program upon receipt by us of all of your enrollment materials, including all required certificates, and validation of your tax-exempt status. Upon completion of your enrollment, your invoices will reflect the net amount due with a line item indicating total "Applicable Taxes" (as defined herein). Your reporting will provide a specific breakdown of Applicable Taxes deducted for each taxing authority or jurisdiction. Applicable Taxes are those federal, state, county and/or local taxes levied on the purchase of gasoline or diesel fuel for which you have provided the proper documentation to us showing your exempt status, and for which such documentation has been accepted by us and for which the Program provides exemption'. b. As your credit card issuer we have elected to provide you with net billing of Federal excise taxes on fuel based upon the participation requirements in section (a) above. We will file a claim for refund with the Internal Revenue Service for these taxes. You agree that you may not file a claim for refund of any federal excise tax exempted by us and not billed to you by us. C. For state, county, special and local taxes, merchants have the option of electing to participate or not to participate in our Program based on their own preferences and ability to obtain refunds from state/local taxing authorities. Transactions that occur at merchant locations not participating in our Program will be billed to you with the tax included regardless of your exempt status. In these instances your reporting will contain a detailed listing of your transactions and the taxes charged to you. This information may assist you in filing your own claims for refunds if you so desire. You agree that you may not file a claim for refund of any state, county, special or local taxes exempted by a participating merchant and not billed to you by us. d. The tax certificates and other pertinent documentation on which your exemption is based must be received by us from you in order for us to. provide you with net billing of any Applicable Taxes. These documents are required to be completed prior to any net billing of Applicable Taxes in order for us or a participating merchant to recover such exempted taxes from the applicable taxing jurisdiction. We shall have no responsibility to verify the correctness of the certificate supplied by you and shall be entitled to rely thereon in preparing the reports and tax exemptions until such time as we are notified by you in writing of a change in any such data. We reserve the right to terminate your participation in the Program, provided, however, that such termination shall not terminate the underlying Agreement between you and us. e. We shall calculate tax exemptions based on Internal Revenue Service or other applicable taxing authority guidelines for transactions made by you. For state, county and local taxes, only those transactions agreed upon by the participating merchant shall be treated as tax exempt'. If we are obligated to reimburse a participating merchant for any actual loss incurred or rebill you for any taxes previously exempted (including refunds denied and assessments of previously made refunds and penalties) attributable to the provision of a tax exemption to you, you hereby agree to reimburse us for said losses incurred. f. For non -fuel transactions, merchants may provide transaction data to us net of tax at their sole discretion. You would need to supply the merchant with proper documentation of your tax-exempt status at the point of sale. The merchant will send the transaction to us and we will bill you net of tax for those transactions. You will not receive reporting of taxes levied or exempted for non -fuel purchases. g. We shall comply with reasonable requests for information retrieval made by you. A fee may be charged by us for such requests, which relate to information which was presented to you more than ninety (90) days ago. h. We cannot apply exemptions to transactions that occurred prior to our receipt and acceptance of your completed certificates. i. We shall use reasonable efforts to correctly calculate the amount of tax included in each account arising from a tax exempt sale. We shall recalculate taxes only in cases where we miscalculated the original taxable transaction. j. We disclaim all warranties in connection with tax-exempt reporting and invoicing and shall not be responsible for the accuracy or completeness of such reports. In no event shall we be liable to any person for loss, liability or damages, including consequential or special damages, arising as a result of any inaccurate or incomplete report. You hereby agree to hold us harmless and defend us from and against all liabilities, damages, costs and expenses, including taxes, penalties, interest and attorneys' fees, which you may suffer or incur in connection with or arising out of the tax-exempt reporting/invoicing service offered hereunder. ' Subject to the appropriate taxing jurisdiction's laws, regulations and requirements. PAGE 2 of 2