Consultant Reimbursable Expenses Worksheet

This is a consultant reimbursable expenses worksheet template and example developed for the Kenton County Airport Board's On-Call Environmental Consulting Services procurement. The template is designed to calculate total project costs for environmental consulting firms responding to the proxy project scope—an Industrial Waste Management Audit of Cincinnati/Northern Kentucky International Airport. The worksheet captures labor costs across four employee classifications (Senior Consultant, Project Manager, Staff Scientist, and GIS/CADD Technician), salary and general overhead allocations, other direct costs including travel and materials, and a fixed fee calculated as a percentage of direct labor and overhead. The provided example demonstrates a completed cost proposal with direct labor totaling $101,730.50 across 1,520 hours, salary-related expenses of $43,958 (43.21%), general administrative overhead of $117,763 (115.76%), other direct costs of $2,333.60 covering local travel, equipment, supplies, and miscellaneous expenses, a fixed fee of $31,614.18 (12% of labor and overhead), and a total project fee of $297,399.25.

The worksheet establishes specific reimbursable expense parameters aligned with KCAB's policy: local travel at 58.5 cents per mile, airfare with 14-day advance purchase requirements, computer equipment and supplies only if required, office supplies specific to job performance, express mail and postage, photography and videos, reproduction expenses, electronic data systems support, communications services, and parking at the client site. All reimbursable expenses must be itemized with quantities, rates, and calculations. The billable rate formula incorporates the base hourly rate plus percentages for salary-related expenses, general and administrative overhead, and a fixed fee markup to determine the total billable rate for each employee classification. This standardized cost structure ensures transparent pricing evaluation during Phase 2 of KCAB's competitive selection process, where proposed rates and fees account for 20 points of the total evaluation score.