Standing Offer Travel and Living Information

• General Information
• Calculation of Travel Time
• Clauses

NOTE: The following Travel and Living information is a result of a standard national approach for the procurement of Professional Services and is applicable to only the Professional Services Standing Offers that have been harmonized in accordance with the Professional Services National Procurement Strategy.

General Information

The Travel and Living expenses are calculated differently between the National Zone, Regions, and Metropolitan Areas (formerly known as sub-regions) and could affect the total cost of a Professional Services Standing Offer requirement. When selecting search criteria for a requirement in the Centralized Professional Services System (CPSS), the following factors should be considered:

1. Work Location – Will the work be done at a Government of Canada site, or at the Contractor's location?
2. Proximity – Is there a need for the Contractor to be in close proximity to the Client?

The following table is provided to help select the appropriate National Zone, Region or Metropolitan Area based upon the work location.

Work Location	Considerations	What to Select	Outcome
No preference		National Zone	Only required to pay Travel & Living expenses outside 100 kilometres (km) of the Contractor's location
Contractor's location	Need for regular face-to-face meetings between the Client and the Contractor	Metropolitan Area (if one exists)	Only required to pay Travel & Living expenses outside of the Metropolitan Area
Contractor's location	Need for regular face-to-face meetings between the Client and the Contractor but no Metropolitan Area exists	Region	Only required to pay Travel & Living outside 100 km of the Contractor's location
Contractor's location	Communication can be handled via teleconference, video conference, webinar, etc	National Zone	Only required to pay Travel & Living outside 100 km of the Contractor's location
Government of Canada site	Resources are required to work on-site	Metropolitan Area (if one exists)	Only required to pay Travel & Living expenses outside of the Metropolitan Area
Government of Canada site	Resources are required to work on-site but no Metropolitan Area exists	Region	Only required to pay Travel & Living outside 100 km of the work location
Multiple Regions or Metropolitan Areas		Conduct your search based upon the region or Metropolitan Area where the majority of the work will be required.

 

Calculation of Travel Time

For Services provided outside 100 km of the resource's work location, the contractor will be paid 50% of the resource firm all-inclusive per diem rate for the total amount of time spent travelling. (From the resource's work location to the destination). Travel time is not to be paid for time spent commuting.

Travel time is calculated by taking the number of hours for travel and multiplying it by 50% of the per diem rate and then dividing it by 7.5 hours (a standard working day).

(Hours of travel × 50% of firm all-inclusive per diem rate) ÷ 7.5 hours

 

Clauses for Travel and Living expenses

NATIONAL ZONE

The following is the Travel & Living Clause that is applicable for Call-ups issued under the National Zone:

For Work to be performed at a work location within the National Zone

1. Canada will not accept any travel and living expenses incurred by the Contractor in the performance of the Work, for:
   1. services provided within 100 km of the Contractor's facilities.
2. For Services provided outside 100 km of the Contractor's facilities, the Contractor will be paid its authorized travel and living expenses, reasonably and properly incurred in the performance of the Work, at cost, without any allowance for profit and/or administrative overhead, in accordance with the meal, private vehicle and incidental expenses provided in Appendices B, C and D of the Treasury Board Travel Directive and with the other provisions of the directive referring to "travellers", rather than those referring to "employees".
3. Canada will not accept any travel and living expenses incurred by the Contractor as a consequence of any relocation required to satisfy the terms of the Contract.
4. All travel must have the prior authorization of the Technical Authority. All payments are subject to government audit.

REGION

The following is the Travel & Living Clause that is applicable for Call-ups issued under a Region:

For Work to be performed at the work location within a Region (not including Metropolitan Areas)

1. Canada will not accept any travel and living expenses incurred by the Contractor in the performance of the Work, for:
   1. services provided within 100 km of the work location; and
   2. any travel between the Contractor's place of business and the work location.
2. For Services provided outside 100 km of the work location, the Contractor will be reimbursed for the authorized travel and living expenses reasonably and properly incurred in the performance of the Work, at cost, without any allowance for overhead or profit, in accordance with the meal, private vehicle and incidental expense allowances specified in Appendices B, C and D of the Treasury Board Travel Directive and with the other provisions of the directive referring to "travellers", rather than those referring to "employees".
3. Canada will not accept any travel and living expenses incurred by the Contractor as a consequence of any relocation of personnel required to satisfy the terms of this Contract.
4. All travel must have the prior authorization of the Technical Authority. All payments are subject to government audit.

METROPOLITAN AREA

The following is the Travel & Living Clause that is applicable for Call-ups issued under a Metropolitan Area:

For Work to be performed at a work location within a Metropolitan Area (not including the Regions)

1. Canada will not accept any travel and living expenses incurred by the Contractor in the performance of the Work, for:
   1. services provided within the metropolitan area; and
   2. any travel between the Contractor's place of business and the work location.
2. For services to be provided outside of the metropolitan area, the Contractor will be paid its authorized travel and living expenses, reasonably and properly incurred in the performance of the Work, at cost, without any allowance for profit and/or administrative overhead, in accordance with the meal, private vehicle and incidental expenses provided in Appendices B, C and D of the Treasury Board Travel Directive, and with the other provisions of the directive referring to "travellers", rather than those referring to "employees".
3. Canada will not accept any travel and living expenses incurred by the Contractor as a consequence of any relocation of personnel required to satisfy the terms of this Contract.
4. All travel must have the prior authorization of the Technical Authority. All payments are subject to government audit.

TRAVEL TIME

1. Travel Status Time will be limited to 50% of the hourly rate calculated by dividing the proposed firm all inclusive per diem divided by 7.5.
2. Time spent by a contracted individual traveling to and from specific pre-authorized work assignments (not commuting) that are more than 100 kilometres from the individual's work location may be billed at 50% of the firm all inclusive per diem rate. Time for travel which is more or less than a day shall be prorated to reflect actual time for travel in accordance with the following formula:

   (Hours of travel × 50% of firm all-inclusive per diem rate) ÷ 7.5 hours