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Charter Bus Services

Policy ID

024-0031

Effective Date

Thursday, May 31, 2012

Last Revised

Friday, January 10, 2020

Division

Finance & Administration

Office of Primary Responsibility

Finance

Office(s) of Secondary Responsibility

Procurement Services

Summary of Policy

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.

Table of Contents

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

Affected Parties

All Groups

Policy Statement

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.

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.
 

Contacts / Responsibilities

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

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.

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.