Vehicle Charters

There are Contracts in BearBUY for charter service agreements.  Be sure to review the agreements for how to ensure that a vehicle will be available.

How to order Vehicle Charter Services

  1. Preferred ordering method Use the following Form in BearBUY for Contract Suppliers: “Vehicle Charter Request Form” provide link to BearBUY.
  2. If you cannot obtain the charter from the contracted suppliers in BearBUY, for Non-Contract Suppliers use the “Services and Non-Tangible Items Form”.
  3. The department should attach the following Required PO Documents to the Form as directed in BearBUY:

Required documents from the Department:

  1. Proof of Price Reasonableness & Source Justification
  2. Statement of Work – defining the following:
  • UC Berkeley department contact information
  • Name and contact information for the charter service
  • Trip purpose
  • Trip details
  • Number of passengers
  • Number of minors vs adults
  • Pickup time
  • Drop-off time and location
  • Vehicle and pickup instructions
  • Vehicle type

Required documents from the Supplier:

  1. Insurance
  2. Conflict of Interest
  3. Supplier’s proposal
  4. Other Considerations:
    1. Note that charters represent a high risk to the University. Charter companies must be able to provide proof of licensing, satisfactory motor vehicle safety ratings, and high levels of insurance.
    2. See Special Considerations for additional potential issues.
    3. If the service will be ongoing, contact your Campus Buyer to discuss the possibility of establishing a contract.
    4. The Buyer will use the above documentation to create an Independent Contractor Agreement, which will be signed by the Buyer and the Independent Contractor.

Refer to BFB-BUS-43 Purchases of Goods and Services; Supply Chain Management, BFB-BUS-63 for special insurance requirements BFB-BUS-8 for acquisition and licensing of University vehicles.