VEH123: Fuel and EV Charging Cards: This is a Statewide Contract for Fuel and Electric Vehicle Charging Card Services. Users can acquire Fuel/EV Charging Cards from WEX Bank (hereinafter referred to as “WEX”) to use for vehicle “fueling”. WEX cards are accepted at over 95% of retail fueling stations and can also be used with private fueling systems. Purchasers are billed monthly and have access to online reporting of transactions and more. OSD is participating in the Sourcewell Contract #030625-WEX that affects this Statewide Contract. 

*All eligible entities must complete a Fuel Card Services Agreement prior to accessing EV charging services.  Only WEX-authorized charging station partners are included on this contract. 

Vendor’s Master Blanket Purchase Order (MBPO) with Participating Agreement

Benefits and Cost Savings

Statewide contracts are an easy way to obtain benefits for your organization by: 

• Leveraging the Commonwealth’s buying power
• Simplifying the solicitation process
• Enhancing vendor relationships through proactive management and oversight
• No set-up or monthly card fees/charges (beyond standard customer billing)
• No fees for replacement cards (does not include shipping fees)
• Improving the availability of environmentally preferable products
• Volume-based Rebates
• Gulf Oil Discounts
• Ability to use WEX cards at a variety of gas and EV charging stations
  

Monthly Volume Rebates 

• This contract does not offer Prompt Pay Discounts (PPD). A monthly rebate* will be paid starting in the second month in accordance with the below table: 
  

Payment Timing Table

Gulf Oil Discounts 

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

• Monthly Gallons between 500 and 3,999 = $0.02 per gallon 
• Monthly Gallons between 4,000 and 6,999 = $0.03 per gallon 
• Monthly Gallons between 7,000-9,999 = $0.04 per gallon 
• Monthly Gallons 10,000 and over = $0.05 per gallon 

The discount will not appear on the posted pump price but will be applied to the billing statement. 

The following is a complete list of the types of organizations generally allowed to use the Operational Service Division’s (OSD's) Statewide Contracts (SWCs). Some SWCs may be open to additional organizations, and some are more restricted in usage.

• Cities, towns, districts, counties, and other political subdivisions
• Executive, Legislative, and Judicial Branches, including all departments and elected offices therein
• Independent public authorities, commissions, and quasi-public agencies
• Local public libraries, public school districts, and charter schools
• Public hospitals owned by the Commonwealth of Massachusetts
• Public institutions of higher education
• Public purchasing cooperatives
• Non-profit, UFR-certified organizations that are doing business with the Commonwealth
• Other states and territories and their cities, towns, districts, counties, other political subdivisions, and public institutions of higher education without prior approval from the State Purchasing Agent 
• Other entities when designated in writing by the State Purchasing Agent
  

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

The pricing for Fuel Cards is the listed price at each fuel station less, applicable taxes if Tax Exemption paperwork has been processed with WEX as part of the user’s account set up. 

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

Also, these credit cards are each agency’s responsibility and should be treated as such. Loss of cards and a consistent need for replacement cards will result in fees. If buyers want to attach their UPS or FedEx account information for replacement card mailings, please contact WEX to set that up. 

Note: Product pricing may be found on the vendor information page, where links to the vendor’s MBPO are provided.

• Document Items in COMMBUYS That Have Already Been Purchased: This contract enables buyers to retroactively record a previously made contract purchase within the COMMBUYS system. This is done through a Request for Payment Authorization (RPA) Release Requisition, which also allows MOSAIC users to easily keep track of spending.

For a description on how to complete this purchase in COMMBUYS, see the How To Record a Contract Purchase Previously Made (RPA Release) job aid.

Note: MOSAIC and COMMBUYS do not interface. Payment request and invoice must be reported in both MOSAIC and COMMBUYS.

COMMBUYS is the Commonwealth of Massachusetts' e-procurement platform, serving as a central marketplace for state agencies and other Eligible Entities to procure goods and services, connecting government buyers and businesses. It aims to streamline the purchasing process, ensuring transparency and efficiency in the procurement process.

For Executive Agencies, COMMBUYS is required. Per 801 CMR 21.00, Executive Agencies must use established Statewide Contracts (SWCs) for the purchase of products and services. To set up a COMMBUYS buyer account or to update an existing agency account, the buyers must contact the COMMBUYS Help Desk at: 888-627-8283 or OSDhelpdesk@mass.gov.

While COMMBUYS use is not mandated for Non-Executive Agencies and other Eligible Entities, it is highly recommended to streamline the procurement process and assist buyers in making informed purchasing choices. Eligible entities should follow their internal guidelines for COMMBUYS use.

Buyers can view contract documents on COMMBUYS without requiring a COMMBUYS account or logging in.  
To find contract documents in COMMBUYS, follow these steps:

1. On the COMMBUYS home page, enter VEH123 in the search tool and select Blankets from the drop-down list.
2. Select the Search icon. The related Master Blanket Purchase Orders (MBPOs) information opens in a table format. 
3. To view the associated contract documents, under the Blanket # column, select the applicable Purchase Order (PO) link. MBPO opens for the selected PO and the attachments can be found in the Agency Attachments or Vendor Attachments section. 

If applicable, to find vendor-specific documents, view the links to the individual vendor MBPOs on the Vendor Information page, and follow these steps:

1. On the Vendor Information page, select the applicable Purchase Order (PO) link. The Master Blanket Purchase Order (MBPO) opens for the selected PO.
2. If applicable, on the MBPO, scroll down to the Vendor Attachments section to find the vendor-specific documents.
3. To view, select the desired document link.

Please refer to the following guidelines:

• Executive Departments must use diverse and small businesses to the extent possible based on contract terms, Supplier Diversity Office (SDO), and departmental policies, laws, and regulations.
• The Small Business Purchasing Program (SBPP) applies to small procurements ($250,000 or below annually), while the Supplier Diversity Program (SDP) applies to large procurements (over $250,000 annually). Executive Departments must consider these requirements when soliciting quotes or issuing Statements of Work (SOWs).
• Operational Services Division (OSD) provides a list of SDO businesses through the Statewide Contract Index. Refer to the Programs (SDP and SBPP) tab on the index (scroll to view the tab).

• In cases where all other factors are equal, and particularly when adhering to a best value approach, the department will favor the vendor with stronger SDP commitment.
• For more information, refer to Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams.
• Vendor SDP commitment percentages may be found on the Vendor List table.

• If available, departments must notify at least two certified small businesses capable of providing the product or service. Bids received from SBPP-participating small businesses must be evaluated, and if one meets the department’s best value criteria, the contract must be awarded to that vendor.
• For more information, refer to Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams.
• Vendor SBPP Certification status can be found on the Vendor List table.

Vendors on this contract may be required to provide products or services in cases of statewide emergencies. The 801 CMR 21.05(3) defines emergency for procurement purposes. Visit the Emergency Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Vendors' performance is measured by several factors, including the following:

• Buyers provide actionable feedback on vendors for this contract to optimize performance through the Procurated platform. On the Procurated website, click "Search for a Massachusetts Vendor to Review", then search for the vendor by name and select them from the list. Once you enter your professional email address, you will be forwarded to the review screen.
• Buyers are encouraged to reach out to the Category Manager(s) (Kelly Thompson Clark) if vendors are not meeting their contractual obligations and buyers may be surveyed for vendor performance feedback.
• Vendors will be evaluated on their current performance and may be asked to work with the Commonwealth toward improvement.
• Vendors must meet all contractual requirements throughout the life of the contract, including requirements for timely and accurate report submission, to remain in good standing under the contract.
  

For general procurement guidelines and best practices, follow these recommendations:

• Buyers should inform vendors to reference Statewide Contract VEH123 on all quotes and invoices.
• No prepayment should be made for products not yet delivered or services not yet rendered.
• No sales tax should be applied to invoices.
• No fees or surcharges (including travel, fuel, delivery) should be applied to invoices.
• Special order fees must be agreed upon by both parties upfront.
• Payments for products or services provided must be paid within 45 days per Massachusetts Bill Payment Policy, or sooner if applying Prompt Payment Discount.
• Buyers are not required to sign additional agreements with vendors that conflict with the Request for Response (RFR) Terms and Conditions. Contact the Category Manager(s) (Kelly Thompson Clark) for guidance. 
• Vendors must notify buyers of product substitutions.

Learn More

Explore the Environmentally Preferable Products (EPP) Procurement Program and discover detailed guidance in the EPP Products and Services Guide.

When placing orders with a vendor, MOSAIC users must reference the contract ID number VEH123* in the Agreement ID field in MOSAIC for encumbrances related to purchases from Statewide Contracts. Please address all inquiries regarding MOSAIC technical support and job aids by emailing the Comptroller Help Desk or by calling 617-973-2468. 

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

VEH123 Fuel Card Services Agreement

Please access the Fuel Card Services Agreement to apply for WEX products and services.  This application must be completed by any agency, organization or municipality that wants to have access to contracted WEX products and services. 

This Agreement is subject to Sourcewell Contract #030625 and Massachusetts Statewide Contract VEH123

WEX Bank complies with Section 326 of the USA PATRIOT Act 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.

How to Pull Invoices Online

1. Go to https://gulf.wexonline.com/online/ 
2. Log in using your username and password
   1. If you do not have a username and password, please contact your fleet manager to request access
3. Once you log in click on the Home button
   
   
   
   
   
4. Select View Invoice
   
   
   
   
   
5. The invoice will open in new window, and you can save it as PDF.

EV Charging Services Enrollment & Eligibility

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