Prince William County Public Schools

Charter Bus Services

Approved Commercial Carriers and Commercial Travel Brokers

Commodity Code: 96217

Buyer Contact: Brian Hall, 703-791-8741

Refer to the following regulations when planning/scheduling field trips:

• Regulation 642-1, "Procedures for Planning Instructional Field Trips, Athletic Trips, and Requests for Activity Buses"
• Regulation 404.04-1, School Closing Due to Hazardous Conditions
• Regulation 757-4, "Management of Medication Administration in the School Setting"

Schools are required to obtain competition for Commercial Carrier services, three quotes are required for trips in the amounts of $5,000-$15,000; charter bus services that exceed $15,000 must send the Purchasing Office a Requisition (RQS) for review. The following documents are required prior to submitting for review: Electronic Field Trip Approval, Check Requisition or Equivalent with the Principal's (or his/her designee) signature acknowledging funds; Contractor agreement, trip itinerary, 3 quotes in writing/email (you must obtain a response from the vendor). The Supervisor of Purchasing will not approve documents if they are incomplete. Commercial Travel Broker services do not require competition. Commercial Travel Broker services can be found on the following Master Agreements: FCPS-19506-01 (Jim Mulvihill Tours) & FCPS-19506-02 (Mount Vernon Travel, Inc.). Delivery Orders (DO) can be placed for Commercial Travel Brokers using the above Master Agreements. Schools may arrange field trip transportation with the companies listed below. Budget holders must acknowledge funding for field trips by initialing electronic approval form prior to submitting contract to the Purchasing Office. Schools should note the insurance expiration dates when scheduling (the field trip should end prior to the insurance expiration date).

Contact the Purchasing Office for a current copy of the carrier/travel broker Certificate of Compliance and Certificate of Insurance and contract review. Purchasing's approval of field trips and/or charter bus services is a minimum of 10-30 business days, however if the Carrier/Broker does not provide the required documents, they will not be approved. It is recommended that all documentation is retained with the financial documents. Contact the Purchasing Office with any questions or complaints.

* Denotes handicap accessibility
** Wheelchair lift available.

Commercial Travel Brokers

Commercial Carriers