Standing offer travel and living information

Applicable only to Professional Services Standing Offers

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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 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?

Note

The location of work must be defined within the Statement of Work.

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

Work location Considerations What to select Outcome
No preference   Remote/Virtual Access 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 Remote/Virtual Access 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

Example

The work location is in Metropolitan Area Toronto and the Contractor required to travel to the National Capital Region. The actual travel time is 4 hours. The firm all-inclusive per diem rate is $360.

(4 hours × (50% × $360)) ÷ 7.5 hours = $96

Clauses for travel and living expenses

Remote/virtual access

The following is the Travel & Living Clause that is applicable for Call-ups issued under Remote/Virtual Access:

For Work to be performed at a work location within Canada

  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 reimbursed 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 and private vehicle allowances specified in Appendices B, C and D of the National Joint Council 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
    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 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 and private vehicle allowances specified in Appendices B, C and D of the National Joint Council 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

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
    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 reimbursed 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 and private vehicle allowances in Appendices B, C and D of the National Joint Council 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

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

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