PCG Master Consultancy Services Agreement

Master Consultancy Services Agreement
(May 2007 revision)
This Master Consultancy Services Agreement is made between: A [PCG member company/LLP name] a [company][limited liability partnership] incorporated in [England & Wales] (registration number [no]) whose registered office and trading address is at [address] (the Consultancy), and34 [Client company name] a company incorporated in [England & Wales] (registration number [no]) whose registered office and trading address is at [address] (the Client).
The Consultancy agrees to supply and the Client agrees to engage the Consultancys Services on the following terms: 1. 1.1 Nature of this Agreement This is a Master Agreement, and defines the terms under which the Consultancy will undertake such Services for the Client as may be agreed between the parties from time to time. Entering this Agreement does not of itself oblige the Client to offer any work to the Consultancy nor for the Consultancy to provide or the Client to accept or pay for any particular consultancy services. Neither party wishes to create or imply any mutuality of obligation between themselves either in the course of or between any performance of the services or during any notice period. Where it is agreed between the parties that any Services are to be provided, a schedule in the form annexed to this Agreement setting out the nature of the Services, the charging basis, and any other material terms (a Schedule) will be produced by the Consultancy and provided to the Client. On receipt of a Schedule 1.3.1 1.3.2 1.4 if the Client accepts its terms the Client will promptly sign and return one copy to the Consultancy if the Client does not accept its terms the Client will promptly advise the Consultancy.
1.2
1.3
Upon a Schedule being signed by both parties, it will become a contract binding on the parties.
In the case of a sole trader, change this to: [PCG individual member name] trading as [trading name], of [trading address] (the Consultancy), and
In the case of a partnership (not an LLP), change this to: A

4
[PCG partnership member firm name] (a firm), of [trading address] (the Consultancy), and the Consultancy can be globally replaced with an abbreviated name for the Consultancy; in the case of a sole trader, it is suggested that the term be globally replaced with the Consultant, and (if desired) the terms it and its, where they relate to a sole trader may be replaced by (s)he and his/her, as the case may be.
Ref A05-10. Copyright PCG Ltd 2005-07; licensed for use provided source acknowledged, all other rights reserved Produced by Egos Consultancy Ltd www.egos.co.uk for PCG page 1
1.5
A contract formed on the basis of a Schedule referencing these terms is governed only by these terms and by no others, except where both parties expressly agree in writing. In particular, it is agreed that any Purchase Order or other such document from the Client is intended for the Clients own administrative purposes only, and that notwithstanding its wording, neither a Purchase Order nor its content will have any legal effect. Save to the extent expressly provided, all conditions, warranties or other terms implied by statute or common law are hereby excluded to the fullest extent permitted by law. Either party may request change to the nature or scope of Services covered by a Schedule. Any such request shall be sufficiently detailed to enable the other party to assess the impact of the proposed change. No such change will become effective until agreed in writing between the parties. This Agreement is not exclusive; the Consultancy is and remains at liberty to also provide services to third parties, and the Client is and remains at liberty to engage services (including similar services) from third parties. The Consultancy reserves the right to decline to provide any advice and assistance outside the scope of the Services as specified in Schedules agreed between the parties, even if the Consultancy may previously have provided such additional advice and assistance. Services The Consultancy will provide Services as agreed from time to time in Schedules, so far as is reasonably practicable within any agreed timescale, and with all proper skill and care. As an independent professional, the Consultancy will not be subject to direction or control, and itself accepts the responsibility for the proper provision of Services. It is the Consultancys responsibility to maintain adequate Professional Indemnity, Employer's Liability, and Public Liability insurance. The Consultancy is responsible for maintaining reasonable continuity in personnel providing Services on its behalf, but reserves the right in its sole discretion to make changes from time to time; no additional charge will be made for any handover period, and the Consultancy remains responsible for Services performed by any individual on its behalf. Where the Consultancys charges are on a time and materials basis, or where any individual who will provide Services is named in a Schedule, it is the Consultancys responsibility to ensure that the relevant skills and experience of any replacement personnel remain commensurate with the fee rates charged. It is the Clients responsibility to afford the Consultancy with such access and staff cooperation as the Consultancy may reasonably require for the proper performance of any Services. Copyright and Intellectual Property Rights Deliverable means a work produced by the Consultancy in the course of Services for delivery to the Client. Where pre-existing works are incorporated in any Deliverable, the Client has non-exclusive irrevocable world-wide royalty free licence to use modify and distribute such pre-existing works, but only as part of the Deliverable; all other rights in the pre-existing works are reserved. Subject thereto, all rights in any Deliverable pass to the Client upon payment of all fees due to the Consultancy which relate to that Deliverable, and the Consultancy will execute a formal assignment thereof on request by the Client. The Consultancy will indemnify the Client against infringement of third party rights by a Deliverable, provided that the Client notifies the Consultancy of any relevant third party rights promptly on such rights becoming known to or suspected by the Client. Charges and Payment Estimates are subject to change if based on incorrect information provided by the Client, or if any specified dependencies / facilities are not available on time, or if any equipment required to be provided by the Client fails to operate correctly (save where the engagement itself is for the repair thereof).
1.6
1.7
2. 2.1 2.2
2.3
2.4
3. 3.1
3.2
4. 4.1
4.2
All sums due shall be invoiced and paid as specified in the applicable Schedule. The Client will pay the Consultancys invoices within 30 days, plus VAT. Unless otherwise specified, where payment is on a time and materials basis, the Consultancy may invoice monthly. If any of the Consultancys invoices becomes overdue, the Consultancy may suspend provision of Services, and any agreed timescale will be automatically extended; the Consultancy may also terminate this Agreement and any current Schedule for material breach whilst any payment is more than 7 days overdue. Liability
4.3
5.
The Consultancy is not liable for any loss or damage in excess of the higher of (a) 100,000, and (b) 125% of the total sums payable under a Schedule, except where it may not lawfully exclude or limit liability. Each party expressly excludes liability for consequential loss or damage, loss of profit, business, revenue, goodwill or anticipated savings. Any liability or remedy for innocent or negligent misrepresentation is expressly excluded. Neither party excludes or limits liability for death or personal injury. 6. 6.1 6.2 6.3 7. Termination Either party may terminate this Agreement at any time when there is no current Schedule, by immediate written notice. Either party may terminate this Agreement and any current Schedule at any time if the other is in material breach or if the other becomes insolvent, by immediate written notice. Any rights or obligations of a continuing nature shall survive termination. Force Majeure
If either party is obstructed in performing any of its obligations under a Schedule by an event outside its reasonable control, then performance to the extent obstructed is suspended for so long as the obstruction continues. Whilst performance is suspended and has been so for more than 7 days, either party may terminate that Schedule by immediate written notice. 8. 8.1 Staff obligations and third party rights Each party solely retains all the responsibilities and rights of an employer towards and in relation to its own employees. Neither party seconds its employees or any of them to the other, nor is it the intention of either party to have or create an employee/employer relationship with the other. Each party will indemnify the other against any claims brought by or in relation to its own employees, whether such claims relate to employment, tax, national insurance, or otherwise.5
In the case of a sole trader, replace the whole of 8.1 with the following two paragraphs (the first is intended to relate to the sole trader himself, the second to any staff the sole trader may have):
The Client is a client of a business undertaking carried on by the Consultancy, and it is not the intention of either to create or allow to arise any employee/employer relationship between them. The Consultancy is responsible for its own tax affairs and national insurance contributions, and will indemnify the Client against any liability in relation thereto. Where applicable, the Consultancy is solely responsible for complying with the requirements of the Working Time Regulations 1998 (as amended) and any other legislation relating to workers. Each party solely retains all the responsibilities and rights of an employer towards and in relation to its own employees. Neither party seconds its employees or any of them to the other. Each party will indemnify the other against any claims brought by or in relation to its own employees, whether such claims relate to employment, tax, national insurance, or otherwise.
8.2
Neither party will employ, engage, or otherwise solicit any person who during the previous 6 months was an employee or sub-contractor of the other and with whom such party had material contact in connection with Services performed under any Schedule, until 6 months after that Schedule has terminated. No third party rights are intended to be conferred or created by this Agreement or any Schedule. In this term, employees includes, so far as the context permits: 8.4.1 8.4.2 in the case of an LLP or partnership, its partners and employees in the case of a company, its officers and employees.
8.3 8.4
9.
Confidentiality
Unless the parties have signed a separate agreement containing more specific provisions in relation to confidentiality (in which case the provisions of such agreement will continue to apply in lieu of this clause), each party will keep any confidential information disclosed by the other secret. Neither party may use or take advantage of any such confidential information without the disclosers consent, even after the end of this Agreement. This obligation does not apply to (i) information known to the receiver before disclosure by the other party, or (ii) information which becomes public knowledge without fault on the part of the receiver, or (iii) disclosures made to the extent required by some applicable legal or regulatory requirement. 10. Notices
Any notice to be given by either party to the other shall be in writing and may be sent by recorded delivery to the address of the other and shall be deemed to be served 2 days following the date of posting. 11. Law
These terms are governed by the laws of England & Wales, whose courts shall have sole jurisdiction in relation to all matters arising. Signed by the parties authorised representatives as follows: On behalf of the Consultancy by [ ] (Authorised Signature) Title: ...............................................................Date:
6
In the case of a sole trader, change this to:
By [PCG individual member name] Date:
On behalf of the Client by [ ] (Authorised Signature) Title: ...............................................................Date:
Schedule no []
to Master Consultancy Agreement between [PCG member name] (the Consultancy) and [client company name] (the Client) dated [date of master agreement] (the Master Agreement) 1. 1.1 Introductory The general nature of the Clients business is [general description, eg banking, telecommunications, etc], and the Client requires expert assistance in connection with a project for [general description of overall project of which the Services will form part, and project name if available]. The Consultancys field of expertise includes [general statement of relevant core field of expertise], and the Consultancy has agreed to provide the following Services to the Client, under the terms of the Master Agreement. Services [define] [identify any Deliverables] [specify any acceptance criteria] [specify any dependencies] [specify any facilities to be provided by Client] The Consultancy is responsible for providing its own reference materials, administrative support, and equipment [for use when Services are provided other than at the Clients own premises] [for analysis and development, and technical tools and developer libraries as necessary] [other than where use of the Clients equipment is required for reasons of security, is particularly specialised, or where the Clients equipment is itself the object of the Services]. [specify any equipment to be provided by Client] The Consultancy will liaise as necessary with [name]. The Consultancy shall be responsible for correcting any defective Services at its own cost, provided that such works are notified to the Consultancy by the Client [one month] after the Services are otherwise complete. Any further specific details, prioritisation, and time estimates for each piece of work will be as agreed between the Consultancy and the Client from time to time. Progress reports will be provided as and when reasonably required. Timetable Provision of the Services is expected to commence on [ ] and to be completed by [ ].
1.2
2. 2.1 2.2 2.3 2.4 2.5 2.6
2.7 2.8 2.9
2.10
3. 3.1 BEGIN OPTIONS
OPTION A TIME & MATERIALS 4. 4.1 4.2 Charging basis The Consultancy will invoice monthly for the Services on a time and materials basis at the rate of [ ] per [hour][day][, together with materials and expenses at cost]. Travel [other than between the Consultancys offices and the Clients premises at [location]] takes place during normal service hours.
4.3
For the avoidance of doubt there is no obligation on the Client to require Services on any particular day, and no obligation to make payment in respect of any periods during which the Services are not required, or during which the Services are not in fact provided. OPTIONAL - SCOPE OF EXPENSES The Services will normally be provided on the Clients or the Consultancys premises and the Consultancy shall charge no additional amount for travelling to and from these premises. In the event that the Services require the Consultancy to travel to another site, the Client shall reimburse the Consultancy against invoice for all reasonable expenses of and in connection with such travel, on the following basis: 4.4.1 4.4.2 4.4.3 4.4.4 4.4.5 All air travel shall be Economy Class flights All rail travel shall be Second Class Rail Car journeys shall be charged at the rate of [ ] per mile plus parking fees. Hotels bills, including breakfast and dinner, shall be redeemable up to a maximum of [ ] per night. A fixed additional charge of [ ] per night will be made for each night necessarily spent overseas.
4.4
4.5 4.6
OPTIONAL CAP FOR FEES The total fees for the Services are capped at and will not exceed []. OPTIONAL ESTIMATE OF CHARGEABLE TIME The Consultancy estimates the total chargeable time required to perform the Services at [ ] [hours][days], and agree that it will promptly seek confirmation from the Client if this estimate is likely to be exceeded by [25]%. OPTIONAL ESTIMATE OF MATERIALS AND EXPENSES The Consultancy estimates the total cost of materials and expenses to be incurred in the performance of the Services at [ ], and agrees that it will promptly seek confirmation from the Client if this estimate is likely to be exceeded by [25]%. Termination for convenience ALTERNATIVE A1 The Consultancy may give the Client [one month]'s notice in writing to terminate the Services to be provided under this Schedule ALTERNATIVE A2 The Consultancy may not prematurely terminate the Services to be provided under this Schedule, other than for cause. The Client may terminate the Services to be provided under this Schedule immediately by written notice to the Consultancy at any time.
4.7
5. 5.1 5.2 5.3
OPTION B FIXED PRICE 6. 6.1 Charging basis The Consultancy will provide the Services for the Fixed Price of [ ]. The Fixed Price may be invoiced [on completion, or in stages if in stages then specify when (by date, or clearly identifiable milestone) and how much for each stage]. OPTIONAL - SCOPE OF EXPENSES The Services will normally be provided on the Clients or the Consultancys premises and the Consultancy shall charge no additional amount for travelling to and from these premises. In the event that the Services require the Consultancy to travel to another site, the Client in addition to the Fixed Price shall reimburse the Consultancy against invoice for all reasonable expenses and in connection with such travel, on the following basis: 6.2.1 6.2.2 All air travel shall be Economy Class flights All rail travel shall be Second Class Rail
6.2
6.2.3 6.2.4 6.2.5 6.3 7. 7.1 7.2 7.3 7.4 7.5 END OPTIONS 8. 8.1 Generally
Car journeys shall be charged at the rate of [ ] per mile plus parking fees. Hotels bills, including breakfast and dinner, shall be redeemable up to a maximum of [ ] per night. A fixed additional charge of [ ] per night will be made for each night necessarily spent overseas.
If this Schedule is terminated prematurely, the Client will pay the Consultancy for Services provided prior to termination on a quantum meruit basis. Termination for convenience ALTERNATIVE B1 The Consultancy may give the Client [one month]'s notice in writing to terminate the Services provided under this Schedule ALTERNATIVE B2 The Consultancy may not prematurely terminate the Services provided under this Schedule, other than for cause. ALTERNATIVE C1 The Client may terminate the Services provided under this Schedule immediately by written notice to the Consultancy at any time. ALTERNATIVE C2 The Client may give the Consultancy [one month]'s notice in writing to terminate the Services provided under this Schedule ALTERNATIVE C3 The Client may not prematurely terminate the Services provided under this Schedule, other than for cause.
The Services will be performed under the terms of the Master Agreement, which together with this Schedule and any other documents expressly referred to in the Master Agreement or in this Schedule constitute the entire understanding between the parties relating to the subject matter of this engagement. Any earlier agreement between the parties relating to the subject matter of this Schedule is hereby superseded and is discharged by mutual consent. No other terms or changes will apply unless in writing and signed by both parties. Neither party enters the agreement constituted by this Schedule and the Master Agreement on the basis of or relying on any representation, warranty or other provision not expressly stated herein. This Schedule shall prevail if there is any conflict between it and the Master Agreement.
8.2
8.3
Signed by the parties authorised representatives as follows:
On behalf of the Consultancy by [ ] (Authorised Signature) Title: Date:...............................................7
On behalf of the Client by [ ] (Authorised Signature) Title: Date:................................................
In the case of a sole trader, change this to:
By [PCG individual member name] Date:
Notes (not forming part of the document) 1. 1.1 General This Master Consultancy Services Agreement has been commissioned by PCG and drafted by Egos Consultancy Ltd. for the use of PCG members only. It is intended to be suitable for use by a range of businesses, and in a variety of situations. Whilst more substantial than the Terms of Business, it remains the case that compromises have been made to ensure a broad range of usefulness, and also to keep it relatively short. As a result, it inevitably has limitations, and there are inevitably many situations for which it will not only be unsuitable, but in which its use could be positively dangerous, whether from commercial or IR35 viewpoints. Neither PCG nor Egos Consultancy Ltd can accept responsibility for the use of this standard agreement in any particular situation, and it is therefore the members sole responsibility to satisfy him/herself that it (including any amendments) is wholly suitable for the members particular proposed use if in doubt, seek advice! Suitability This document comprises a Master Consultancy Services Agreement, and is intended to provide a suitable legal background / framework for self-contained consultancy and other service-focused tasks, when accompanied by a suitably worded Schedule. This agreement will NOT generally be suitable for 2.2.1 software development to a pre-agreed specification for a fixed price (this would generally require more specialised and focused provisions covering beta- and acceptance- testing, warranty, procedures for amendment of specification, warranty, support, and other areas) arrangements which include the sale/hire of goods/software provision of a specified individual for unspecified tasks anything else which cannot be clearly / unambiguously defined in words as a statement of specific services
1.2
1.3
2. 2.1
2.2
2.2.2 2.2.3 2.2.4
in respect of each of which other considerations (which are not covered by these terms and are not intended to be so covered) assume a more dominant level of importance. 3. 3.1 Substitution The areas normally covered by a substitution clause are in clause 2.3 of the terms. However, since the starting point here is that this agreement does not envisage a commitment to provide the services utilising any particular named individual, the Client is not given any express rights to approve a substitute. If when negotiating a contact, a Client is concerned about not having such rights, the issue can often be resolved by reminding the Client of its rights to terminate without cause and without notice as provided by the Schedule (generally included as part of the IR35 strategy see below). If the commercial position requires you to concede further on this point, then you may consider adding the following to the end of 2.3:
3.2
3.3
Services will not be provided utilising any individual whom the Client reasonably considers lacks the necessary skills, qualifications or experience. 4. 4.1 Law & Jurisdiction Change as appropriate - permissible jurisdictions are: 4.1.1 4.1.2 England & Wales Scotland
4.1.3 4.1.4 4.1.5 4.1.6 5. 5.1 Schedules
Northern Ireland the Isle of Man the Island of Jersey the States of Guernsey
The areas to be covered by a Schedule will generally include 5.1.1 Services definition This section is not cast in stone, but is simply intended as a prompt list to assist in formulating a clear and adequate description of what is to be done as a statement of specified services. This may be freely modified as appropriate, taking care to express clearly, unambiguously, and to make the boundaries clear. The end result should suit the intended reality, and include any constraints and other task-relevant variables. Particular care needs to be taken in defining the scope and its boundaries clearly where the payment basis is to be fixed price. Correction of defective services: whether or not this provision is appropriate will depend on the nature for the services. This must primarily be a decision taken on commercial grounds. Where it is commercially appropriate and included, it will generally be a significant IR35 plus. Timetable estimate start and finish; if there is any particular period when services will not be provided (and particularly where the expectation is for services daily), then the point should be covered here, eg to make any necessary provision for holidays etc. Note that no express provision is made for time off for holidays etc; there are primarily two reasons for this: 5.1.4.1 5.1.4.2 such a provision will often be inconsistent with an agreement to provide specific services; and such a provision might be considered to undermine the provisions for substitution (clause 2.3).
5.1.2
5.1.3
5.1.4
Members should bear in mind that if they do plan to take time away from a contract and do not intend to exercise rights to substitute, then it may be wise to ensure that they keep the Client informed, and that any known dates are expressly excluded from the timetable clause in the Schedule.
1.1.1.
Charging basis, and any constraints on charges. Optional sections are included to provide either for time and materials, or fixed price; Members should note in particular the following points: Where payment is on a time and materials basis:
1.1.2.1. a proper IR35 strategy to minimise any suggestions that there is
1.1.2.
MOO (Mutuality of Obligation) will generally require (i) that the contract makes clear that there is no obligation on the Client to require Services on any particular day, and no obligation to make payment in respect of any periods during which the Services are not required, or during which the Services are not in fact provided; and (ii) that the Client should have the right to terminate without cause and without notice
1.1.2.2. whether the Consultancy has a right to terminate other than for
cause will generally be a purely commercial matter, for agreement between the parties.
1.1.3.
Where payment is on a fixed price basis (ie the Consultancy contracts to provide some form of pre-specified result or deliverable for a predetermined price), 1.1.3.1. MOO will generally be less of a concern 1.1.3.2. the Client is less likely to regard it as commercially acceptable for the Consultancy to have the right to terminate prematurely, other than for cause.
1.1.4.
No specific provision for interest on late payments is included; this is intentional the general provisions of the Late Payment of Commercial Debts (Interest) Act 1998 (see www.egos.co.uk/faq/debt_interest.htm) apply where a contract makes no reasonable provision for interest, and are more valuable than contract terms generally acceptable to a Client. Any other terms specific only to this particular Schedule insert an additional term for any that cannot be fitted into one of the above
1.1.5. 1.2.
It is advised that the last clause remain unchanged. Note that the this last clause includes a provision that the content of this document will override any conflicting provision in the Terms. Sections marked as OPTION A, OPTION B (ie all between BEGIN OPTIONS and END OPTIONS)
2.1.1.
2.
General
2.1.
First, choose whichever section (Option A or Option B) is appropriate, and delete the entire other section. Then consider any OPTIONAL and ALTERNATIVE clauses in the retained section. Each such clause is optional and may be retained if applicable, or deleted. Sets of Alternatives are marked eg x1, x2 etc. Only one clause from within each set of Alternatives should be chosen and retained, and the other(s) from that set deleted.
2.2.
Clauses marked as OPTIONAL: 2.2.1. Clauses marked as ALTERNATIVE 2.3.1. 2.3.2.
2.3.
2.4.
As a final check after completing the draft (and before submitting it to a Client for approval): 2.4.1. 2.4.2. 2.4.3. ensure that the highlighted words have been removed search for the open square brackets symbol [ to ensure that all placemarkers have been completed and all appropriate variables selected delete this final notes section.

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Master Consultancy Services Agreement

(May 2007 revision)

In the case of a partnership (not an LLP), change this to: A

In the case of a sole trader, change this to:

By [PCG individual member name] Date:

On behalf of the Client by [ ] (Authorised Signature) Title: ...............................................................Date:

2. 2.1 2.2 2.3 2.4 2.5 2.6

2.7 2.8 2.9

3. 3.1 BEGIN OPTIONS

5. 5.1 5.2 5.3

Signed by the parties authorised representatives as follows:

On behalf of the Consultancy by [ ] (Authorised Signature) Title: Date:...............................................7

On behalf of the Client by [ ] (Authorised Signature) Title: Date:................................................

In the case of a sole trader, change this to:

By [PCG individual member name] Date:

2.2.2 2.2.3 2.2.4

4.1.3 4.1.4 4.1.5 4.1.6 5. 5.1 Schedules

Clauses marked as OPTIONAL: 2.2.1. Clauses marked as ALTERNATIVE 2.3.1. 2.3.2.

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