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Facilities Management Agreement Template for England and Wales

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Key Requirements PROMPT example:

Facilities Management Agreement

"I need a Facilities Management Agreement for our new office building in Manchester, covering cleaning, security, and maintenance services, with strict KPIs and monthly reporting requirements, to commence from March 2025."

Document background
The Facilities Management Agreement is used when an organization needs to outsource the management and maintenance of its facilities to a specialized service provider. This contract type is essential for ensuring clear service expectations, performance standards, and regulatory compliance under English and Welsh law. It typically includes detailed specifications for services ranging from building maintenance and cleaning to security and environmental management. The agreement addresses key aspects such as service levels, staff management, health and safety requirements, and payment terms, while ensuring compliance with UK regulations including TUPE, health and safety legislation, and environmental standards.
Suggested Sections

1. Parties: Identification and details of the service provider and client

2. Background: Context of the agreement and brief description of the facilities and services required

3. Definitions: Defined terms used throughout the agreement

4. Services: Detailed description of facilities management services to be provided

5. Service Standards: Performance levels and quality standards required

6. Term and Termination: Duration of agreement and termination provisions

7. Charges and Payment: Pricing, payment terms, and review mechanisms

8. Staff and Resources: Requirements for personnel, equipment, and resources

9. Health and Safety: Health and safety obligations and compliance requirements

10. Insurance and Liability: Insurance requirements and liability provisions

Optional Sections

1. TUPE: Employment transfer provisions - used when existing staff may transfer to new service provider

2. Environmental Requirements: Specific environmental obligations - used when environmental impact is a significant consideration

3. Security Requirements: Specific security measures and protocols - used for high-security facilities or sensitive locations

4. Change Control: Procedures for implementing changes to services - used for complex or long-term agreements

5. Disaster Recovery: Business continuity and emergency procedures - used for critical facilities or services

Suggested Schedules

1. Service Specification: Detailed description of each service to be provided

2. Service Levels: KPIs and performance measurement criteria

3. Pricing Schedule: Detailed breakdown of charges and payment terms

4. Site Information: Details of facilities covered by the agreement

5. Equipment Inventory: List of equipment provided or maintained

6. Staff Information: Details of key personnel and organizational structure

7. Reporting Requirements: Format and frequency of required reports

8. Health and Safety Procedures: Detailed health and safety protocols

9. Form of Performance Bond: Template for performance security where required

10. TUPE Information: Employee information for TUPE purposes where applicable

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈ˰æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Relevant Industries
Relevant Teams
Relevant Roles
Industries

Health and Safety at Work etc. Act 1974: Primary legislation governing workplace health and safety in the UK. Sets out general duties of employers to ensure health, safety and welfare of employees.

Management of Health and Safety at Work Regulations 1999: Requires employers to assess and manage risks to their employees and others arising from work activities.

COSHH Regulations 2002: Control of Substances Hazardous to Health Regulations - Requirements for protecting workers from hazardous substances.

TUPE Regulations 2006: Transfer of Undertakings (Protection of Employment) - Protects employees' rights when business or service transfers to new provider.

Environmental Protection Act 1990: Framework for waste management and control of emissions into the environment.

Environment Act 2021: Updates environmental protection legislation, including new requirements for waste, air quality, and biodiversity.

Building Regulations 2010: Standards for building work, including structural safety, fire safety, and energy efficiency.

Regulatory Reform (Fire Safety) Order 2005: Requirements for fire risk assessment and safety measures in non-domestic premises.

Supply of Goods and Services Act 1982: Governs contracts for the supply of goods and services, including implied terms about quality and fitness.

UK GDPR: UK General Data Protection Regulation - Requirements for processing personal data, including employee and visitor information.

Data Protection Act 2018: UK's implementation of data protection requirements, working alongside UK GDPR.

Employers' Liability (Compulsory Insurance) Act 1969: Requires employers to maintain insurance against liability for injury or disease to employees.

Private Security Industry Act 2001: Regulates private security industry, including licensing requirements for security personnel.

Clean Neighbourhoods and Environment Act 2005: Controls for local environmental quality, including waste, noise, and nuisance issues.

Working Time Regulations 1998: Governs maximum working hours, rest breaks, and annual leave entitlements.

Equality Act 2010: Prohibits discrimination and promotes equality in the workplace and service provision.

Construction (Design and Management) Regulations 2015: Requirements for managing health, safety and welfare in construction projects.

Waste (England and Wales) Regulations 2011: Requirements for waste collection, disposal, and recycling operations.

Energy Savings Opportunity Scheme Regulations 2014: Mandatory energy assessments for large organizations to identify energy saving opportunities.

Unfair Contract Terms Act 1977: Restricts the use and enforcement of unfair terms in contracts, particularly exclusion clauses.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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