Making Charter Bus Arrangements

Urbana Campus

The UIUC Purchasing Division has negotiated contracts with two charter bus service providers. All charter bus trips covered under the approved contracts are for University-funded activities only, either by departments or by recognized student organizations.

Contract Vendor

Peoria Charter Coach Company and Monticello Bus Service, Inc. are the contract charter bus service providers for the University per award of RFP 1JJJ116. Departments should initiate charter bus arrangements directly with a University-approved vendor (see below for contact information). To ensure availability, departments should contact these vendors several weeks in advance of their trip. The following information will be required to obtain a trip quote from the vendor: 

• Date(s) and time(s) of trip to be taken

• Destination

• Number of passengers (to determine size and number of buses)

• Type of bus required - luxury or school bus

When arrangements are made with Peoria Charter Coach Co. or Monticello Bus Service, Inc., departments should request a written, itemized confirmation from the vendor to be sent to the department. Departments are responsible for reviewing these confirmations for accuracy. Departments are not authorized to accept/sign vendor confirmations. After reviewing, the department should send an electronic requisition to the Purchasing Division with a department contact person's name and phone number, along with the vendor’s confirmation. The Purchasing Division will issue a Purchase Order and review and sign the vendor confirmation.

Payments will be made net 30 days after completion of the trip.

The contracts with Peoria Charter Coach Co. and Monticello Bus Service, Inc. contain a cancellation clause. Cancellations must be made 24 hours prior to the trip. If the cancellation is made less than 24 hours prior to the trip, departments may incur cancellation charges. It is suggested that cancellations be handled as far in advance as possible.

Other Authorized Vendors

Departments may make arrangements with other University-approved vendors (see below), provided the total cost per trip is under $50,000. Quotes should be obtained using the same information as described for the contract vendors and departments should follow the same process for obtaining a purchase order. In addition, the department must request a copy of the vendor's Certificate of Liability Insurance listing the Board of Trustees of the University of Illinois as additional insured. In order to do business with the University, the vendor must provide workers compensation insurance and insurance coverage in the amount of $10,000,000 per occurrence for 25+ passengers, $7,000,000 per occurrence for 15-24 passengers, or $5,000,000 for less than 15 passengers. The department should ask the vendor to mail their Certificate of Insurance to the Purchasing Division.

NOTE: Any request for charter bus service exceeding $50,000 with any vendor other than Peoria Charter Coach Co. or Monticello Bus Service, Inc. must be competitively bid. The department must contact Chic Zoch in Purchasing at 217-333-3589 chiczoch@uillinois.edu.

For a complete list of approved vendors in addition to those listed below, or if departments have any questions regarding Purchasing’s requirements for chartering a bus, departments can contact Chic Zoch chiczoch@uillinois.edu.

Last Updated: September 3, 2010