Charter Bus Services

Effective Date

May 2012

Office with Primary Responsibility:

Procurement Services

Policy Summary

Our objective with this policy is to balance the need of all College required charter bus service requirements with the need for a more cost effective management system.

This policy establishes guidelines for all charter bus service requirements, with the exception of Varsity Athletic trips specifically covered under a separate Contract Agreement.

These guidelines apply to all Dartmouth departments.

Reason for Policy

• To facilitate best value to the College by providing a competitive marketplace within a "Preferred Vendor" system, with established contract language, established discounted rates, auditing practices, and risk avoidance.
• To outline the process related to the procurement of Charter Bus Services

Scope: Who should know this policy?

• Any department or individual responsible for procuring Charter Bus Services.
• Any individual associated with a Finance Center.

Policy Statement

Please refer to the Procure-to-Pay Guide for contact information for Preferred Contracted Vendors.

Procedures

Requirements:

• Two estimates are required. Dartmouth departments requiring charter bus services should contact two of Dartmouth's Preferred Vendors in order to obtain estimates.
• It is not a requirement that vendor selection be based on the lowest estimate; we recognize that other factors may be important.
• Quotes should include gratuity.

Exclusions / Exceptions

Dartmouth Athletic Department:

Dartmouth Varsity Athletic trips that are specifically covered under a separate Contract Agreement are not part of the policy procedural requirements.

Contacts / Responsibilities

Procurement Services
Julia Lane
Phone: 603-646-1852
Julia.H.Lane@Dartmouth.EDU