C-65.1, r. 9 - Architects' Fees (Services to Government) Regulation

Section 25 Disposition versions

2012-09-01

25. The client is required to reimburse only expenses prescribed by this section that are incurred by the firm as part of a contract, according to the following conditions and procedures:

(1)  Expenses for printing plans and specifications:

The expenses authorized by the client related to the printing of plans and specifications shall be reimbursed on the conditions prescribed by the contract.

A firm charging a lump sum or a percentage must supply at its expense up to 5 copies of all plans and specifications, printed on opaque paper for purposes of approval of the preliminary design, plans and specifications, and of the final plans and specifications. It must also supply, as its expense, a copy of the final plans on sensitized film, and a copy of the final specifications in a form that can be reproduced, for the purposes of calling for tenders and construction.

(2)  Communication expenses:

The cost of long distance calls and messenger services shall be reimbursed if they are incurred at the client’s request.

(3)  Travel expenses:

Expenses authorized by the client related to travel undertaken by staff of the firm under the contract may be reimbursed in accordance with the Directive concernant les frais de déplacement des personnes engagées à honoraires par des organismes publics (C.T. 212379; 2013-03-26), including expenses incurred for contracts with the public bodies referred to in subparagraphs 3 to 6 of the first paragraph of section 4 of the Act respecting contracting by public bodies (chapter C-65.1).

(4)  Fees for travel time:

For contracts charged by the hour, the client shall reimburse the fees for travel times at the rate set for working hours. Where a percentage is charged, the fees for travel time shall be reimbursed from the second hour onwards.

In no case may the firm claim in travel time more hours than the hours usually prescribed for the daily work of its employees.

(5)  Data processing expenses:

Were charged by the hour, the specialized data processing operations, excluding office equipment, required and authorized by the client, shall be reimbursed as follows:

(a)  where the firm uses its own equipment, the method of reimbursement shall be that prescribed by the contract;

(b)  where the firm leases data processing services outside the firm, the cost of use of the equipment shall be reimbursed on submission of vouchers.

(6)  Onsite expenses:

For services provided permanently onsite, the firm shall be reimbursed for expenses authorized by the client related to the supply and maintenance of office installations on the site and for the coverage of special risks incurred, on submission of vouchers.

(7)  Expenses related to the hiring of consultants:

The client shall reimburse expenses incurred by the firm related to the hiring of expert advice at cost plus 10%, upon submission of vouchers, on condition that he had given prior authorization for the hiring in writing.

These expenses may also be shared between the parties.

O.C. 2402-84, s. 25; O.C. 533-2008, s. 61; O.C. 196-2023.