IV. A REQUISITION MUST PROVIDE THE FOLLOWING ITEMS:

• Number of people traveling
• Destination
• Departure and Return Dates
• Special equipment needs: VCR, restrooms, galley, meeting space, etc.
• If an overnight trip is required - who will pay for driver's room and who will make arrangements for driver's reservations

     V. INSURANCE REQUIREMENTS

COVERAGE: During the term of the contract, the contractor, at its sole cost and expense,  shall provide commercial  insurance of such type and with such terms and limits as may be reasonably associated with the contract. At a minimum, the contractor shall provide and maintain the following coverage and limits:

1. WORKER'S COMPENSATION AND EMPLOYER'S LIABLILITY - The contractor shall provide and maintain worker's compensation insurance, as required by the laws of North Carolina, to also include employer's liability coverage with minimum limits of $500,000.00, covering all contractor's employees who are engaged in any work under the scope of this contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of his employees engaged in any work under the contract.
   

2. COMMERCIAL GENERAL LIABILITY - Policy must include contractual coverage. Policy limits will be:

$1,000,000 Per Occurrence
$1,000,000 Aggregate
$1,000,000 Personal and Advertising Injury

3. AUTOMOBILE - Automobile Liability Insurance: Limits required will be $5,000,000 per occurrence as required by the Federal Motor Carriers Act. Coverage must include the uninsured motorists/underinsured motorists coverage. North Carolina State University must be named as additional insured on the auto liability policy.
 **This should be listed as:  North Carolina State University, c/o Purchasing Department, Campus Box 7212, Raleigh, NC 27695.**

REQUIREMENTS: Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the commissioner of insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any of such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor's liability and obligations under the contract.

It is agreed that the coverage as stated shall not be canceled or changed until thirty (30) days after written notice of such termination or alteration has been sent by registered mail to the university Purchasing Department.

SUBCONTRACTING:  While conducting business with a university department, the contractor may not subcontract any charter bus service to another vendor or subcontractor without first obtaining permission from the University. Same insurance requirements of the contractor shall apply to any subcontracted charter bus service with proof of such insurance to be provided to the University for pre-approval.

   VI.  VENDOR INFORMATION

1.   The NC State Purchasing department posts all quotes/bids with an anticipated dollar value over $5000 on the State of North Carolina Interactive Purchasing System (IPS) website (http://www.ips.state.nc.us/ips).

Vendors who are not registered on this site may do so at anytime.

Vendors who are registered on the state's IPS website receive automatic e-mail notification when a quote/bid is posted for their registered commodity code. It is the vendor's responsibility to visit the website and to obtain a copy of the quote/bid. Quotes/bids should be read in their entirety and all pricing, responses and documentation filled out and returned as requested in the document, to the NC State Purchasing department by the date and time stated.

2   Each time a vendor responds to quotes/bids for Chartered Buses they must either verify with the NC State Purchasing department that a current certificate of insurance is on file or include the certificate of insurance in their quote/bid packet. This will remain the vendor's responsibility to verify or provide this information. If there is a question regarding whether your certificate of insurance is on file, you should contact the Purchasing Agent listed on the quote/bid. Vendors should not assume that a current certificate of insurance is on file with the Purchasing department. Quotes/bids will be rejected if current certificates of insurance are not on file or not received with the quote/bid packet. The NC State Purchasing department accepts no responsibility for inadequate insurance documentation.

3.  The Chartered Bus Vendor Approved List (http://www7.acs.ncsu.edu/materialsmgmt/purchasing/guidelines/requirements/charter.htm) is maintained primarily for NC State departments requiring bus service below the dollar amount required for formal competition. This alleviates the department having to verify insurance every time service is required. Vendors may be added to the list one of two ways. When a formal quote response is received from a vendor with the required certificate of insurance meeting NC State University's insurance requirements, that vendor will automatically be added to the list. A vendor may also be added at any time by supplying the NC State Purchasing Department with proof of the required insurance and requesting to be added.

4.  It is the vendor's responsibility to maintain the coverage minimums as stated above and to have NC State named as additional insured on the auto liability policy. This insures that the insurance company will send the Purchasing department any termination notices and new or renewed policies automatically.

Vendors whose insurance policies expire will be removed from the Chartered Bus Approved Vendor list. If a new policy is received and confirmed by NC State's Risk Management department to have all of the required insurance coverage, the vendor will be added back to the Approved Vendor List.  It is the vendor's responsibility to ensure that coverage minimums (as defined above in Section V) are reflected on the insurance form, and that the form is on file in the NC State Purchasing department.

For questions regarding Chartered Bus Services, contact Terry Allen at 919-513-1703.

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