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Managed Print Services Contract Template for England and Wales

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Key Requirements PROMPT example:

Managed Print Services Contract

"I need a Managed Print Services Contract for my medium-sized law firm (50 employees) that focuses heavily on data security and includes maintenance services for 15 multi-function printers across two office locations, with implementation to begin from March 2025."

Document background
The Managed Print Services Contract is designed for organizations seeking to outsource their print infrastructure and management under English and Welsh law. It establishes a framework for the delivery of comprehensive print services, including hardware provision, maintenance, consumables management, and support services. This contract type is particularly relevant for organizations looking to optimize their printing costs, improve efficiency, and ensure compliance with data protection and environmental regulations. It typically includes provisions for service levels, performance monitoring, and scalability to accommodate changing business needs.
Suggested Sections

1. Parties: Identification of contracting parties including registered addresses and company numbers

2. Background: Context of the agreement and high-level objectives

3. Definitions: Key terms used throughout the agreement

4. Services: Detailed description of print services to be provided

5. Service Levels: Performance metrics and service standards

6. Charges and Payment: Pricing structure, payment terms, and invoicing

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

8. Data Protection: Compliance with UK GDPR and data protection obligations

9. Confidentiality: Protection of confidential information

10. Liability and Indemnities: Allocation of risks and liability caps

Optional Sections

1. Staff Transfer: TUPE provisions for scenarios involving transfer of employees

2. Change Control: Process for managing changes to services, typically used in complex or long-term contracts

3. Business Continuity: Disaster recovery and service continuation provisions for business-critical services

4. Environmental Compliance: Green initiatives and compliance requirements for environmentally significant operations

Suggested Schedules

1. Schedule 1 - Services Description: Detailed specification of services

2. Schedule 2 - Service Levels: Detailed SLAs and KPIs

3. Schedule 3 - Charges: Detailed pricing structure and volume bands

4. Schedule 4 - Equipment List: Inventory of print devices and locations

5. Schedule 5 - Implementation Plan: Timeline and milestones for service deployment

6. Schedule 6 - Data Processing Agreement: Detailed data protection obligations

7. Schedule 7 - Support and Maintenance: Technical support details and procedures

Authors

Alex Denne

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

Relevant legal definitions









































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Industries

Consumer Rights Act 2015: Core commercial legislation governing consumer rights and business obligations in the UK, particularly relevant if the contract has B2C elements

Contracts (Rights of Third Parties) Act 1999: Governs how third parties may enforce terms of a contract to which they are not a direct party

Supply of Goods and Services Act 1982: Sets out implied terms in contracts for the supply of goods and services, including quality standards and fitness for purpose

Unfair Contract Terms Act 1977: Regulates contracts by restricting how far civil liability for breach of contract can be avoided using contract terms

UK GDPR: Post-Brexit data protection regulation governing how personal data must be handled, processed, and protected

Data Protection Act 2018: The UK's implementation of data protection law, working alongside UK GDPR to regulate personal data processing

Privacy and Electronic Communications Regulations (PECR): Specific rules for electronic communications and data privacy, relevant for electronic document handling

WEEE Regulations 2013: Governs the disposal and recycling of waste electrical and electronic equipment, including printing equipment

Environmental Protection Act 1990: Framework for environmental protection including waste management and disposal requirements

Producer Responsibility Obligations (Packaging Waste) Regulations 2007: Requirements for handling and disposing of packaging waste from printing equipment and supplies

Transfer of Undertakings (Protection of Employment) Regulations 2006: Protects employees' rights when services transfer between providers, potentially relevant if staff transfer is involved

Copyright, Designs and Patents Act 1988: Protects intellectual property rights in printed materials and software used in print services

Trade Marks Act 1994: Governs the protection of trademarks which may be relevant for branded materials and software

Health and Safety at Work etc. Act 1974: Primary legislation for workplace health and safety, applicable to installation and operation of printing equipment

Provision and Use of Work Equipment Regulations 1998: Specific requirements for ensuring work equipment (including printers) is safe and suitable for use

Electronic Communications Act 2000: Legal framework for electronic communications and electronic signatures in contracts

Electronic Signatures Regulations 2002: Specific regulations governing the use and validity of electronic signatures in contracts

Competition Act 1998: Prevents anti-competitive practices and abuse of dominant market position in service contracts

Enterprise Act 2002: Additional competition law framework relevant for business contracts and market regulation

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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