HRSD 2026 Reimbursable Charges_Appendix A.pdf
PDF 198 KB Posted
- Attached to
- HRSD RFP # 408247 - Computerized Maintenance Management System (CMMS) Annual Managed Services - IT
- Solicitation number
- RFP-125022
- Issued by
- Virginia Beach City, Virginia
About this file
This document is a reimbursable charges guideline established by the Hampton Roads Sanitation District (HRSD) that outlines allowable costs for professional and non-professional services contracts. The guideline, originally adopted in January 2013 and revised in January 2026, applies primarily to consulting services associated with capital improvement projects and similar work. HRSD typically negotiates lump-sum contracts for these services, with reimbursable costs billed by consultants as deliverables are completed. For less quantifiable projects, a not-to-exceed budget is established with monthly billing based on actual costs for labor and direct expenses. The document serves as an internal benchmark to limit allowable reimbursable charges while fairly compensating consultants for project-related costs.
Table 1 establishes maximum allowable costs for specific reimbursable items based on typical costs in the Hampton Roads area. These items include airfare (maximum $700 for roundtrip coach seating), airport parking ($12 per day), car rental ($80 per day for standard class vehicles), hotel accommodations ($200 per night for standard rooms), mileage reimbursement ($0.725 per mile per IRS guidance), meals ($68 per day for first and last day of travel, varying by meal type), and taxi services ($6.00 initial cost plus $2.10 per mile plus $0.30 per minute waiting fee). The guideline explicitly prohibits reimbursement for personal expenses, entertainment, travel insurance, traffic violations, gifts, excessive travel costs, and alcoholic beverages. When actual costs exceed the limits in Table 1, consultants must provide documentation justifying the overage. The HRSD Engineering Division is responsible for annual review of the document and guidelines.
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Other files
| File | Type | Posted |
|---|---|---|
| HRSD_CMMS_Managed_Services_Pricing_Template_Appendix_B_v2.xlsx | XLSX spreadsheet | |
| Getting Started in ERP.pdf | ||
| HRSD Solicitation_408247_CMMS Annaul Managed Services.pdf |
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HRSD GUIDELINE
Reimbursable Charges Related to Professional and Non-Professional Services Guideline
Adopted: January 2013 Revised: January 2026 Page 1 of 3
These guidelines are established to provide staff with benchmarks for certain reimbursable costs that are typically negotiated as part of Professional and Non-Professional Services. HRSD typically negotiates Lump Sum Contracts for services associated with Capital Improvement Program projects and other similar work requiring assistance from consulting firms. These projects typically include some level of reimbursable costs that once negotiated are billed by the consultants as deliverables are completed for the project. For other less quantifiable projects a not-to-exceed budget is established. Using this contract format, the consultant provides monthly billing based on actual costs for both labor and other direct expenses. It is important that HRSD has a benchmark or internal guidance document for certain direct expenses that limits allowable reimbursable charges to HRSD and also fairly compensates consultants for their costs as part of their work.
Table 1 establishes guidelines for allowable direct expenses associated with Professional and Non-Professional Services. The limits shown in Table 1 are for general guidance only. The actual costs for the items listed will vary and could be significantly different.
4.0 Procedures
Consultants should invoice for the actual cost incurred but, if an actual cost exceeds the amount listed in Table 1, the consultant should provide documentation with the invoice on why the actual cost exceeded the recommended limit. Good judgment must always be used by HRSD staff and the consultants working for our organization when considering project-related costs. Table 1 includes only those items that are typically negotiated for Professional and Non-Professional Services. Other items not included in Table 1 should be negotiated as needed on a case-by-case basis. The costs listed are based on typical costs in the Hampton Roads Area.
2.0 Definitions
None Specified.
3.0 Guiding Principles
1.0 Purpose and Need
HRSD GUIDELINE
Reimbursable Charges Related to Professional and Non-Professional Services Guideline
Adopted: January 2013 Revised: January 2026 Page 1 of 3
6.0 Responsibility and Authority
The HRSD Engineering Division will review this document annually for necessary changes to the guidelines or the limits shown in Table 1.
5.0 Unauthorized Expenditures
The following items will not normally be reimbursed; this list is not all-inclusive. It is recognized that there are some circumstances in which it may not be appropriate to apply the restrictions indicated below. These cases are the exception and will be examined on an individual basis by the Department Director, or his/her designee.
A. Personal expenses such as haircuts and beauty parlor expenses.
B. Entertainment activities such as paid TV, movies, night clubs, bowling, etc.
C. Travel insurance premiums.
D. Loss of funds or personal belongings while traveling.
E. No traveler shall be allowed either mileage or transportation expenses when transported by another traveler.
F. Traffic or parking violations incurred by the traveler.
G.Gifts and/or tokens of appreciation.
H.Unreasonable or excessive travel costs.
I. Alcoholic beverages.
HRSD GUIDELINE
Reimbursable Charges Related to Professional and Non-Professional Services Guideline
Adopted: January 2013 Revised: January 2026 Page 2 of 3
HRSD GUIDELINE
Reimbursable Charges Related to Professional and Non-Professional Services Guideline
Adopted: January 2013 Revised: January 2026
Jasmine Anderson Cross-Out
HRSD GUIDELINE
Reimbursable Charges Related to Professional and Non-Professional Services Guideline Adopted: January 2013 Revised: January 2026 Page 3 of 3
Table 1 Limits for Certain Reimbursable Items - Related to Professional and Non-Professional Services
Item Unit Max.
Allowable Cost*
Comments Metric used to set cost
Airfare Roundtrip $700
- Coach seating
- Compared same flight itineraries using multiple airlines
Sunday – Friday travel to Chicago O’Hare
$366-$693 $370-$646 $346-$679
Delta United American Airlines Southwest* $365-$666
Sunday-Friday travel to Charlotte, NC (non-stop)
$633-$871
*Includes 2 checked bags
Airport Parking Per Day $12
- Long Term or
Economy Lots Norfolk $12
Newport News $12
Car Rental Per Day $80
- Standard Class Vehicle
- Compared same trip information using multiple rental agencies
- Sunday-Friday Airport pickup and drop-off.
Hertz $52 Enterprise $70 Budget $63
Hotel Per night $200
- Standard room
- Based on the season
Fairfield Inn $119-$176 Comfort Inn $98-$134 Courtyard by Marriott $88-$166
GSA $110-276
Mileage Rate Per mile $0.725 - IRS Guidance IRS Rate currently
$0.725 per mile
Meals Per Day
First and Last Day of Travel $68 $55.5
- Meals & Incidentals will be reimbursed GSA: Breakfast $16 $19 $28
Lunch Dinner Incidental s
$ 5 Total: $68
Taxi Service $6.00 initial cost + $2.10 per mile + $0.30 per minute
(waiting fee) $51 - 21.2 miles from Norfolk International
Airport to the Atlantic Plant Taxigator Rates in Virginia Beach
*Note: If actual costs exceed limit, the consultant and/or HRSD Project Manager must document reason for overage.
at the per diem rate published by the federal government based on the traveler's destination location https://www.norfolkairport.com/parking/ https://newportnewsairport.com/parking-info/ https://www.marriott.com/en-us/hotels/orffv-fairfield-inn-and-suites-virginia-beach-norfolk-airport/overview/ https://www.choicehotels.com/virginia/virginia-beach/comfort-inn-hotels/va697?checkInDate=2025-03-23&checkOutDate=2025-03-28 https://www.marriott.com/en-us/hotels/orfvb-courtyard-virginia-beach-norfolk/overview/ https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.irs.gov/newsroom/irs-sets-2026-business-standard-mileage-rate-at-725-cents-per-mile-up-25-cents https://www.journalofaccountancy.com/news/2021/dec/standard-mileage-rates-up-2022.html https://www.gsa.gov/travel/plan-book/per-diem-rates https://taxi-virginia-beach-va-us.taxigator.net/ https://www.hertz.com/us/en https://www.enterprise.com/en/car-rental/campaigns/rent-a-car-b.html?mcid=paidsearch:33337017&targetid=kwd-101741004&ef_id=CjwKCAiA64LLBhBhEiwA-Pxgu5neVRpL5hyz3s2Peibbz8sJ7dXlfrWOq64sfB2M8WoT1wRMzjek-hoCvdMQAvD_BwE:G:s&s_kwcid=AL!4824!3!471934391039!e!!g!!enterprise%20rental!239637853!16945209973&campaignid=239637853&gclsrc=aw.ds&gad_source=1&gad_campaignid=239637853&gbraid=0AAAAADvScFj3jqt3EMZi9Wi8lBbQiD3Ks&gclid=CjwKCAiA64LLBhBhEiwA-Pxgu5neVRpL5hyz3s2Peibbz8sJ7dXlfrWOq64sfB2M8WoT1wRMzjek-hoCvdMQAvD_BwE https://www.budget.com/en/offers/us-offers/winter-sale-b?BCD=D956101&gclsrc=aw.ds&gad_source=1&gad_campaignid=9223447896&gbraid=0AAAAADoglQd7BdhNsw7QbgQg5DvaIRqIJ&gclid=CjwKCAiA64LLBhBhEiwA-Pxgu7eEZ7izoZc1epfaVBg1KII33UlZcwDI_dW5HhZ06DBNnzWCPeSbnxoCdcoQAvD_BwE
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