10-Attachment B-1 Travel Expense and Reimbursement Policy.docx
DOCX document 20 KB Posted
- Solicitation number
- RFP FY26-0093
- Issued by
- California
About this file
This is a Travel Expense and Reimbursement Policy attachment to a cost proposal for Levi's Stadium in Santa Clara, California, establishing guidelines for how the Stadium Manager will reimburse a proposer for travel expenses incurred in connection with special inspections and materials testing services. The policy covers air travel, lodging, ground transportation, and meals and incidentals for travel related to the contract work. All travel must be pre-approved by Stadium Manager prior to booking, and proposers must provide advance estimates and supporting documentation for reimbursable expenses.
The reimbursement structure requires proposers to bill travel expenses at cost without markup, using U.S. General Services Administration travel rates for per diem allowances. Air travel must be booked in economy class at the lowest available airfare, with any cost increases requiring Stadium Manager pre-approval or becoming the proposer's responsibility. Lodging is required at Stadium Manager's designated discounted hotels in Santa Clara. Ground transportation must utilize the least expensive available mode, with car rentals permitted only when other options are unavailable or more costly; mileage will be reimbursed at the IRS standard rate for personal vehicle use, while rental car insurance will not be reimbursed. Per diem covers all meals and incidental expenses based on GSA Travel Rates, and time spent traveling itself is not eligible for reimbursement as a travel expense.
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Other files
| File | Type | Posted |
|---|---|---|
| 9-Attachment B-Cost Proposal FY26-0093.docx | DOCX document | |
| 8-Attachment E - Integrity Conflict of Interest Guidelines.docx | DOCX document | |
| 5-Attachment F - Customer Reference Form- FY26-0093.docx | DOCX document | |
| 6-RFP FY26-0093 Special Inspections and Materials Testing.pdf | ||
| 2-Attachment A - Scope of Services RFP FY26-0093.docx | DOCX document | |
| 4-Attachment A-1 FY26-0093.pdf | ||
| 3-Attachment C - Proposer Certification Form FY26-0093.docx | DOCX document | |
| 1-RFP FY26-0093 Special Inspections and Materials Testing.docx | DOCX document | |
| 7-Attachment D - Exemplar Contract RFP FY26-0093.docx | DOCX document |
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Text version
ATTACHMENT B-1 TO COST PROPOSAL
STADIUM MANAGER TRAVEL EXPENSE REIMBURSEMENT POLICY
Proposer will bill all necessary travel expenses to Stadium Manager at proposer’s cost without markup.
Proposer will provide an estimate of travel expenses to Stadium Manager in advance of booking travel.
Stadium Manager must approve the travel expenses prior to proposer booking the travel.
Proposer will provide to Stadium Manager the receipts, bills, or other documentation to support expenses that are not covered under a per diem.
Time spent traveling is not eligible for reimbursement as a travel expense pursuant to this policy.
Stadium Manager will reimburse proposer for travel expenses using the U.S. General Services Administration travel rates for the time of travel.
GSATravel Rates https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=&city=&zip=95054
Air Travel
1. All air travel should be economy (coach) class and booked at the lowest available airfare.
2. Any changes to flight reservations which result in an increase or additional cost must be pre-approved by Stadium Manager or the increase or additional charges will be the responsibility of proposer and not subject to reimbursement by Stadium Manager.
Lodging
1. Stadium Manager has discounted rates at select hotels in Santa Clara and requires Proposer to utilize those rates at hotels.
2. Stadium Manager shall provide details to proposer for advance booking.
Ground Transportation
1. The least expensive mode of transportation is expected to be utilized during travel. Such expenses include taxi and other local transportation such as Uber or Lyft.
2. Cars are to be rented when other means of transportation are unavailable, more costly, or impractical. Mileage will not be reimbursed for rentals. Insurance offered by rental agencies will not be reimbursed.
3. Proposer shall invoice Stadium Manager for mileage using the standard IRS Mileage Rate when personal vehicles are used in connection with business activities during travel.
Meals and Incidentals A per diem allowance will be paid for each day of travel. Per diem covers all meals and other incidental charges. Proposer shall invoice Stadium Manager using the GSA Travel Rate linked above.
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