Overview and Objectives
Our proposed services to you
ESS Consultants (ESS) are pleased to submit this proposal for health and safety services to support EventPro AV in achieving its goals of compliance, review of exisiting safe systems, development of health and safety systems, processes. This proposal follows an initial discussion with EventPro to ascertain existing safety policies, processes and requirements of the business.
ESS aim to provide a retained service to EventPro, meeting the objectives below, identified during discussions. The services offered in this proposal are bespoke to EventPro and following agreement will be offered at the monetary value, as outlined in the pricing section
EventPro have many safe systems and policies in place as well as health and safety procedures for the operation. However, the management would like to review documentation that is currently in place, with a view of refreshing or rewriting, where applicable. The retainer is designed to offer support to the business and its employees, managers and senior team. The following needs were identified during the initial discussions:
Advisory support (online/telephone) to staff and directors during office hours and out of hours;
5x site assurance visits per year (either within the main place of work, or adhoc/event locations);
Assistance with compliance and record keeping for the business;
Review of documentation at relevant and required intervals;
Ad hoc onsite project support (priced separately, at reduced rate);
Support for tender applications and designated source of competent health and safety advice;
10x days per year at EventPro premises to attend safety meetings and quarterly director meetings;
Assistance with submissions of reportable accidents to HSE;
Accident / incident investigation support;
Support with workplace risk assessments and integration of workplace inspections;
Reduced rate for training (online or face to face)
Project Scope and Tasks
The proposal offered is a retained service to meet the objectives as outlined in The Objectives section. This will include the following details;
Obj-01 Health and Safety Advice; Online and telephone support, access to website
Obj-02 Site Assurance Visits; Five visits on site per year to satellite or project sites (can be increased if necessary, using reduced day rate)
Obj-03 Assistance with Compliance and Record Keeping; Review of documentation at agreed/relevant intervals (pending initial review of documents) and regular appraisals of performance
Obj-04 Review of Documentation; Initial review of systems, policies and procedures followed by continued review
Obj-05 Support for Tender Applications and Competent Health and Safety Advice; Support for reviewing tender documents wherever necessary. Confirmation of name use as source of competent advice.
Obj-06 Health and Safety Strategic / Senior Management Meeting; 10 days for attendance to the business and chairing of senior management safety meeting.
Obj-07 HSE RIDDOR Reports; Assisting the business report correct and accurate information to the HSE, as nominated person, initiating all required investigation reports
The project shall be delivered by the appointed health and safety advisor – Ben Harding. Throughout the agreement, the main contact will remain the same, ensuring consistency with project delivery and business relations. Special projects that fall outside of the agreement as set out in objectives section, will be costed separately.
Onsite support for projects (project specific support, onsite for get in, builds, de rig, get out) will be outside of the retainer agreement. Quotes for special projects must be requested and agreed on a job by job basis.
The retainer will be split into two separate phases;
Phase 1; Initial startup and full services provided to support the business and review of current policies and procedures, with any missing policies written and or updated for EventPro.
Phase 2; Continued support online, telephone and website access together with ongoing agreed number of days on site per year.
The scope of this project are limited to the above listed items and tasks. Any additional items, such as adhoc onsite support, fire risk assessment or new project documents will be counted as out of scope. Expenses are charged at the current rate.
Extra items may only be added through the use of separate agreements and / or quotes.
The agreement will be made between both parties for the term of 1 year, unless further extended and agreed if required. The client reserves the right to terminate this agreement, with minimum two months’ notice and must be submitted in writing to ESS Consultants, outlining the reason for termination of contract. Site assurance visits may be conduced by the wider team, based on location and availbilty.
Additional Projects (Extra Days)
ESS provide a set number of days within the annual retainer for the purpose of fulfilling the objectives set, as outlined in objectives. Any additional days required, for separate projects (onsite support etc.) must be quoted separately and provided with a separate purchase order. An increase to safety consultant numbers on site if required, ensuring cover can be maintained during on a 24hour basis on site if required, for example.
If any of the above information is incorrect or incomplete, please inform us immediately so the Project Scope can be revised (if necessary)
PROJECT ESTIMATED COSTS
An outline of the costs for the services and objectives as previously outlines are estimated here as follows:
Phase 1 – Initial startup; full Services, plus review and construction of updated documents and policies (1 day on site, two days write up of documents and updated documents @ reduced day rate, with discount applied) £850 month one (on contract signing)
Phase 2 – Ongoing support to meet the ongoing objectives, as outlined in section 2, for 5 x assurance visits per year and 10x onsite management visits, spread 11 months of the year £545 per month, from month 2
Reduced day rate (for projects, adhoc support or additional days on site) £350
Mileage expense 0.45ppm
Disclaimer: The prices listed in the preceding list are an estimate for the services discussed. This summary is not a warranty of final price. Estimates are subject to change if project specifications are changed.
A tally of days used will be kept by ESS. Where allocated days have not been used by the client, these can either be rolled over and added to the following year or deducted from the next annual retainer cost.
It is possible to just purchase Phase 1 as a stand alone element if required.
ADDITIONAL COSTING NOTES
If any of the above information is incorrect or incomplete, please inform us immediately so the Project Scope can be revised (if necessary)
Terms and Conditions
Terms of Business for services as outlined within the agreement
This is a contract between:
ESS Safety Consultants Ltd, trading as ESS Consultants ("the Company"); and you,
Event Pro AV
Scope of Agreement
All quotes are E and O exempt.
1.0 Unless otherwise agreed, payment is strictly due on receipt of invoice for new clients and within 14 days of invoice for pre existing clients, unless otherwise agreed. Payments that are received outside of the timescale identified will be subject to additional charges per day (in the absence of any formal agreement between the client and ESS).
1.1 When delivering training, payment shall be made in advance of delivery to secure the day and prepare training materials, unless otherwise agreed.
1.2 Day Rates are based on a 10 hour day (full day rate) and 4 hours for a half day. Any work that goes beyond the identified day/ half day working hours will be charged at the relevant hourly rate, per hour (or part of) which is additional. It is the responsibility of the client to monitor and plan scheduled working hours.
1.3 The client, upon confirming work between ESS and themselves agree to monitor working hours and reimburse ESS per hour beyond the day / half day rate. ESS take no responsibility for additional costs beyond those identified in the original quote being added to the invoice where hours are increased.
1.4 Where work is confirmed to take place over 7 days consecutively, payment may be required up front, unless otherwise agreed. Larger projects will be subject to individual agreements, which will confirm payment plans or requirements and must be singed by the client before services are provided by ESS. Please see Projects section below for further information.
1.5 ESS are to be reimbursed travel expenses as outlined in your quote or otherwise, and may require paying in advance of travel and / or commencement of contract / event. Travel Expenses might not be included into the quote. Where this is the case, please contact ESS to confirm mileage, expenses anticipated or to discuss expenses arrangements. In the absence of client agreement, ESS will charge for expenses accordingly.
1.6 Quotes are valid for 15 days from date of receipt. Written confirmation is required prior to work taking place. Although quotes are estimated as close as possible, additional number of days or work may increase charges. It is the clients responsibility to monitor number of days used, or charges that are increasing owing to additional or unplanned work. A cancellation charge may exist if you need to cancel dates or work, please contact the office for further information if required.
1.7 ESS cannot provide any form of credit, therefore any annual services are requested for payment in full, 14 days from receipt of invoice.
2.0 Retainers can only be provided once an agreement has been signed by the client and countersigned by ESS as the service provider. Number of days services are provided are outlined within the agreement, together with reduced day rate (where applicable - some retainer agreements may not have reduced day rates, based on the retainer level).
2.1 Payments for retainer clients must be provided on the 1st of each month PRIOR in advance of work for the following month, or a date as specified in your agreement (or within the payment terms outlined on your invoice). Late or missing payments may result in services and access to services being withdrawn. ESS retain the right to remove all services under such conditions without prior notice to the client.
2.2 Withdrawal from retainer agreements must be completed in the timescales as detailed within the agreement, but no less than 30 days as a minimum. Documents written on behalf of the client by the service provider will remain the intellectual property of ESS. The client may use the documents as required, and as outlined within the retainer.
Provision of Documentation and Advice
3.0 Copyright ownership of documents produced on behalf of the client remain that of ESS Safety Consultants Ltd, T/A ESS Consultants. Where client images, logos and company names have been added to documents, this does not in any way remove the copyright ownership of supplied documents.
3.1 Consultants are provided to clients in an advisory capacity. ESS will offer advice to clients relating to breaches of legislation, poor working practice or work ethics and safety critical advice and planning etc. The client agrees to take action whenever / wherever necessary. In the absences of such action or support by the client, ESS retain the right to cancel any ongoing support at full project monetary cost to the client, outlining key concerns and issues together with corrective action necessary by the client.
3.2 All documents, safety management plans, audits, quotes and other, are produced from information provided and available at the time to ESS. All documents are produced in good faith and it is the responsibly of the client to review all documents for errors or omissions.
4.0 When contracting or authorising work by ESS, you agree that your name and or logo may be used within ESS marketing material. If you DO NOT want association or logos to be used, please contact ESS.
4.1 We will endeavour to use the best or most up to date logos for the purpose of marketing material however, where an absence of such images or texts exist, ESS will obtain content from public forums.
Projects (seasonal, tour or longer than a week)
5.0 Project may be defined as, but not limited to; seasonal projects, events or broadcasts; a production, event or broadcast taking place longer than a week, or more than one venue.
5.1 For events, broadcasts or work defined as a project by ESS, payment will be minimal 50% up front, or 100% up front, or via monthly instalments. Where terms and conditions are defined, the client agrees to adhere to the requirements as per individual agreements, or via the standard terms and conditions.
5.2 For long standing projects, travel and accommodation provided on quotes are estimates only. ESS will not be held accountable for increased costs, based on availability and or expenses. The client agrees to pay any expenses either pre event, or within specific payment time scale, as defined in agreements and invoices.
6.0 The Client shall indemnify and keep indemnified the ESS against any costs, claims or liabilities incurred directly or indirectly by the Company arising out of or in connection with any Assignment including (without limitation) as a result of:
(a) any breach of this Agreement by the Client; and
(b) any breach by the Client or any associated company of the Client, or any of its or their employees or agents, of any applicable statutory provisions (including, without limitation, any statutory provisions prohibiting or restricting discrimination or other inequality of opportunity); and
(c) any matter in respect of which the Client has agreed to take responsibility in clause 6.0 above.
Entire Agreement/ Variation
7.0 This Agreement constitutes the entire and only legally binding agreement between the parties relating to the assignment and replaces any previous agreements or arrangements. No variation to these terms on can be made otherwise than in writing
8.0 Any failure by the client to enforce at any particular time any one or more of the terms of this Agreement shall not be deemed a waiver of such rights or of the right to subsequently enforce the terms of this Agreement.
9.0 Headings contained in this Agreement are for reference purposes only and shall not affect the intended meanings of the clauses to which they relate.
10.0 If any provision, clause or part-clause of this Agreement is held to be invalid, void, illegal or otherwise unenforceable by a judicial body, the remaining provisions of this Agreement shall remain in full force and effect to the extent permitted by law.
11.0 The Company shall have no liability for any delay or failure in performance of its obligations to the Client where this arises from matters outside its reasonable control.
12.0 No provision of this Agreement shall be enforceable by any person who is not a party to it pursuant to the Contract (Rights of Third Parties) Act 1999 (“the Act”). This does not, however, affect any right or remedy of a third party that exists or is available independently of the Act.
13.0 The Company may charge interest on all overdue debts under this Agreement at the rate of 2% per month.
14.0 This Agreement shall be governed by and construed in accordance with the laws of England and the parties hereby submit to the non-exclusive jurisdiction of the English Courts.
15.0 Once services have been confirmed, whether verbally, electronically, in writing or by acceptance of quote, proposal or agreement, cancellation by either party is subject to the terms herein.
15.1 Both parties agree that in the event of a cancellation the provider must be informed immediately. Charges will be incurred based on cancellations timings prior to date of services or event.
15.2 Cancellation fees shall apply and are based on the following:
15.3 Where cancellation is made within 48 hours of confirmation of services, no cancellation fee is due unless the event date is within the following 7 days, in which case the full fee will be due. Where cancellation is made after 48 hours of confirmation the following shall apply:
15.4 Cancellation occurs between 0-15 days of the event date - 100% of the fee will be due.
15.5 Cancellation occurs between 16-30 days of the event date - 75% of the fee will be due.
15.6 Cancellation occurs between 31-60 days of the event date - 50% of the fee will be due.
15.7 For cancellations that occur more than 60 days from the event date, no additional fees will be due to as this is deemed a suitable amount of time for the provider to reallocate work or consultants.
15.8 All client cancellation fees must be paid to the provider within 14 days.
15.9 Any outstanding payment owed to the provider will be referred to a recovery company and will be subject to a 15% surcharge to cover any collection costs incurred. This surcharge together with all other charges and legal fees will be the responsibility of the defaulting party and will be legally enforceable.
15.10 Force Majure may not automatically apply, including failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, terrorist activities, death, illness or other incapacity certified by a properly qualified medical practitioner, epidemic, accident, civil commotion, order of Government or Local Authority having jurisdiction in the matter or changes in law.
15.11 Any party asserting Force Majeure so as to negate liability shall have the burden of proving it and justifying that they took preventative action wherever possible to counteract the circumstance. Where bookings are not managed appropriately, or where preventative measures are not proven, all cancellation fees will apply.
To accept the costing, objectives and conditions set out in this proposal, please click the button below and complete the questions, followed by a signature.
An email confirmation will be issued to you as soon as your submission has been processed and submitted to ESS. Please check your spam folder if you have not received confirmation.
For any other questions, please contact ESS via email at firstname.lastname@example.org, or telephone 0843 289 1097, opt 1