Ground Transportation

Charter Buses

Procuring charter bus services with Contracted Suppliers is strongly preferred (due to insurance and safety requirements). For a list of the Contracted Suppliers Charter Bus Services click here.  Important note: Some Contracted Suppliers on the Travel Contracts page have only been approved for Taxi/Rideshare/Car Services– so before reserving, make sure the Contracted Supplier has been approved for Charter Bus ("Motorcoach") Services.

When procuring Charter Bus services with suppliers NOT on contract with the University, the following procedures must be completed:

1. Verify the supplier has a “Satisfactory” safety rating per the Federal Motor Carrier Safety Administration: USDOT - FMCSA     
2. Provide the supplier with the required insurance provisions that must be agreed to and reflected on a Certificate of Insurance:

INSURANCE

Firm shall procure and maintain and require any Subcontractor to procure and maintain for the duration of the contract, insurance against claims which may arise from or in connection with the performance of the work and the results of that work by the Firm, its agents, representatives, employees or subcontractor. Beginning on the Commencement Date and continuing during the Initial Term of the Contract and any Renewals or extensions thereof, the Firm, at the Firm’s expense, shall keep in force, with an insurance company with a current A.M. Best’s rating of no less than A:VII, one which is authorized to transact business in Virginia, and in a form acceptable to University the following:

 

Commercial General Liability (CGL): providing CGL coverage on an “occurrence” basis, including for (X) bodily injury liability including: (X) death, (X) property damageliability for damage to property of third parties, (X) personal injury liability, (X) advertising injury liability, (X) contractual liability, and (X) products / completed operations liability, with limits no less than Two Million Dollars ($2,000,000) per occurrence and Four Million Dollars ($4,000,000) aggregate.

Automobile Liability: providing coverage on all vehicles (i.e., owned, non-owned, and hired) operated with combined minimum limits of liability of at leastFive Million Dollars($5,000,000) per occurrence for bodilyinjury and property damage.  It is agreed and understood that only vehicles scheduled and insured will be used when doing business with the University.

Workers’ Compensation: providing coverage of at least the statutory amounts covering all employees, and employer’s liability insurance with minimum limits of One Million Dollars ($1,000,000) for each coverage part. 

 

Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status

The Commonwealth of Virginia, and the Rector and Visitors of the University of Virginia, its officers, employees, and agents are to be covered on the CGL policy with respect to liability arising out of work or operations performed including materials, parts, or equipment furnished in connection with such work or operations.

Primary Coverage

For any claims related to this contract, the Firm’s insurance coverage shall be primary insurance as respects the Commonwealth of Virginia, the Rector and Board of Visitors of the University of Virginia, its officers, employees and agents. Any insurance or self-insurance maintained by the Commonwealth of Virginia, the Rector and Board of Visitors of the University of Virginia, its officers, employees and agents shall be excess of the Firm’s insurance and shall not contribute with it.

Notice of Cancellation

Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to University.

Waiver of Subrogation

The Firm will grant to University a waiver of any right to subrogation which any insurer of said Firm may acquire against University by virtue of the payment of any loss under such insurance. The Firm will agree to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not University has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to and approved by University.  University may require the Firm to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Claims Made Policies

If any of the required policies provide claims-made coverage:

1. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Firm must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

Verification of Coverage

The Firm shall furnish University with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by University before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Firm’s obligation to provide them. University reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Special Risks or Circumstances

University reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

3. Request a copy of an updated COI from the supplier with the above information and send it to the Office of Property & Liability Risk Management (Kristin Dinwiddie- ksj4n@virginia.edu) for approval.
   1. *NOTE: The Office of Property Liability and Risk Management needs to approve before the supplier can be used.
4. If approved, have the supplier register with the University in our current supplier registration and payment system (PaymentWorks).
   1. The preferred payment method for Non-Contracted Charter Bus Services is via a Purchase Order.  No deposit.
5. If the Firm has a corresponding contract that needs to be signed with the Purchase Order issuance, be sure to submit the Requisition Event as Requisition Type ‘2. Contract Request’ for UVA Procurement to review and sign.

 

Executive Transportation and Taxi Services

The preferred method for arranging Executive Transportation (hired car and limo), and taxi services is through one of UVA's Contracted Suppliers

Launch TravelUVA   Travel Contracts