(a) Certain expenses will be incurred during a construction project which may need to be included in all standard professional services contracts and included as allowances in the design professional's contract under “Reimbursable Expenses”, such as:

1. (1)

   1. (A) Reproduction of design and bid documents (blueprints, printing, electronic media, cost, etc.).
   2. (B) These expenses to the department are limited to those provided the review agencies during the design review phases of the project, the minimum number of sets required to bid the project subject to approval of the department, and the minimum number of sets to be furnished to the successful contractor (22 CAR § 111-1604).
   3. (C) This includes all:

(i) Bid documents;

1. (ii) Drawings;

   1. (iii) Specifications;

      1. (iv) Addenda;
      2. (v) Negotiated changes; and
      3. (vi) Change orders.
   2. (D) Subcontractors and suppliers requesting additional copies shall be responsible for all printing and shipping costs.
   3. (E) The design professional shall furnish documentation of all printing and delivery cost.
   4. (F) Acceptable documentation for printing cost shall be an invoice on letterhead or business forms from an outside printing company or service.
   5. (G) Invoicing for these services on the design professional’s letterhead only is not acceptable;
2. (2) Land and topographical surveys;
3. (3) Geotechnical soils testing services and material testing (soils compaction, asphalt, concrete, and similar testing services);
4. (4) Department review fees, for example, Department of Health plan reviews; and

5. (5)

   1. (A) Postage and delivery expenses (including overnight or priority shipping when authorized by the department) related to transmittal of submittal documents, contracts, pay applications, and correspondence related to the project or contract.
   2. (B) Request for reimbursement of these expenses must be accompanied by a receipt from the provider or a photocopy of the envelope showing the address of the recipient and value of postage when using regular mail where a receipt is not otherwise rendered.

(b) Travel expenses.

1. (1)

   1. (A) Out-of-state travel expenses, including airfare, lodging, meals, ground transportation, parking, and tolls for in-state design professionals when specifically requested by the department.
   2. (B) Reimbursement rates shall be subject to the guidelines published by the Department of Finance and Administration for out-of-state travel by state employees.

2. (2)

   1. (A) In-state travel expenses, including airfare, lodging, meals, ground transportation, parking, and tolls for out-of-state design professionals and out-of-state specialized consultants when specifically requested by the department.
   2. (B) Reimbursement rates shall be subject to the guidelines published by the Department of Finance and Administration for out-of-state travel by state employees.