Bus Chartering Procedures
Risk Management and Procurement are actively renewing contracts with bus providers, please do not make arrangements with a bus provider who is not on the approved bus companies list. If you have questions please contact the Office of Risk Management at 274-3285. Thank you for your patience and understanding while we continue working with the remaining providers.
As of November 2, 2010, a new bus chartering policy is in place. In addition, the College has signed contracts with several local bus companies and requires campus departments and student organizations to do business with one of these companies.
When a bus provider is hired, the only documentation a department should accept for signature from the provider is the “Confirmation” evidencing the date(s) of service, pick-up and drop-off information, cost and billing detail (total expense and deposit are determined between the provider and College department), description of vehicle, and it may contain other detail related directly to the trip. It must not include any provision stating that the College would be responsible for property damage, liability, negligence, etc.
At times, a bus provider may attempt to also supply their own contract. This must not be accepted nor signed by a College department, since a final contract now exists and is in effect between the College and each bus provider. If this occurs, please remind the provider that they have signed a contract with the College and advise them that their contract will not be accepted.
For strategic sourcing and procurement related assistance with charter bus services please contact: Susan Shutts @ 274-3694 or email@example.com“
As always, thank you for your understanding. As the number of catastrophic bus incidents across the country continues to rise, it became very clear that it was time to move in this direction. If you have any questions relating to this new policy, please call Risk Management at 607-274-3285.