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This website provides information on how Atos runs its business, extracts from the Contract between the DWP and Atos including the MEDICAL CONDITIONS that mean a face to face medical assessment is not always necessary, ASSESSMENTS AND POINTS, the breaches of Contract that occurred in my case, my unsound medical report and the correspondence showing how difficult it is to obtain justice or advice.
The Government is inviting the public to submit petitions. Search epetitions.direct.gov.uk for "DWP" or "Atos" or "disabled" to list relevant petitions including Stop and review the cuts to benefits and services which are falling disproportionately on disabled people, their carers and families (http://epetitions.direct.gov.uk/petitions/20968).
Other ongoing petitions are Petition against constant vilification of sick and disabled claimants and Petition to "Sack Atos Immediately" .
The DWP occasionally consults the public http://www.dwp.gov.uk/consultations/.
This page contains the relevant clauses and schedules from the extract of the Contract (500 plus pages) between the DWP and Atos Origin IT Services, trading as Atos Healthcare, dated 15 March 2005.
I obtained the Contract in response to a request made under the Freedom of Information Act.
I have scanned pages of the Contract and then run OCR software that I have developed to convert the images to text. There may be typos as different fonts are used and the photocopy supplied is not too clear in places. I have expanded abbreviations to improve comprehension.
Images of important pages including all of Schedule 4 are published http://www.whywaitforever.com/dwp-contract/.
Here is the cover letter from Ms Michelle Munro, Freedom of Information Officer, dated 10 November 2009 which described the edited copy of Contract that was supplied and those parts that are kept secret.
Dear Mr B...
Thank you for your Freedom of Information request received on 14th October 2009. You asked for:-
A copy of the Contract between Department for Work Pensions and Atos Healthcare.
Please find enclosed an edited copy of the Medical Service Contract, the information you requested which has been issued by myself as DWP's Medical Services Contract Management Team Freedom of Information Officer.
A copy of the contract between the Department for Work and Pensions and Atos Origin IT Services UK Limited (Atos Healthcare) cannot be provided in its entirety. I have removed from this copy those parts that contain information exempt under Section 40 (third party personal information where disclosure would breach data protection principles) and 43 of the Freedom of Information Act 2000. Where information is exempt under Section 43 this is due to it being commercially sensitive and release of the information would prejudice the interests of Atos Healthcare and the Department's future dealings with Atos Healthcare or other service providers.
REFERENCE EDITED CONTENT EXEMPTION Clause 10.11.3.2 Limit of liability Section 43 - Commercial sensitivity Schedule 3 Contractor's Proposal Section 43 - Commercial sensitivity Schedule 12 Pricing and charging information, Para 4.2 - 8.2.3 and Appendices Section 43 - Commercial sensitivity Schedule 21 Key Personnel Section 40 - Personal Schedule 25 Liquidating damages including service credits, Paras 4.2.14 - 4.2.19, Para 5, Appendix 1 Service Credits Section 43 - Commercial sensitivity Schedule 31 Optional Services that may be called off at some future date dependent upon future policy Section 43 - Commercial sensitivity I have applied the public interest test and in the references above it is not in the public interest to release the information.
If you have any queries about this letter please contact me quoting the reference number above.
Yours sincerely
The cover page of the Contract contains the following:-
THE SECRETARY OF STATE FOR WORK AND PENSIONS - and - ATOS ORIGIN IT SERVICES UK LIMITED MEDICAL SERVICES AGREEMENT Bird & Bird 90 Fetter Lane London EC4A 1JP Ref: HRS/PYS/DEPSS-31 Tel: 020 7415 6000 Fax: 020 7415 6111 www.twobirds.com Clauses Final Version - 15 March 2005
The table of contents, Agreement Clauses, is listed on pages 2 to 6 of 76 and contains the following:-
The most important schedules from the perspective of a patient or claimant are Schedules 1, 4 and 5. Schedule 1 contains the definitions e.g. Claimant, Customer, Contractor, Authority, Medical Advisor etc. Schedule 4 contains the details of how the service should be delivered e.g. what medical conditions do not need a face to face meeting. Schedule 5 defines how performance is measured (or not). Atos Origin is contracted to supply performance information to the DWP which should be able to be seen by MPs and Ministers and maybe the general public though Freedom of Information requests. I do not see any problem in allowing me to know that the medical advisor is qualified and has passed the training courses that are mandatory.
The index of schedules are listed on pages 7 to 8 of 76 and contains the following:-
Schedules | Clause Reference | |
1. | Definitions | 1.1.1.1 |
2. | Statement of Service Requirements | 1.7 |
3. | Proposal | 1.7 |
4. | Service Descriptions | 1.7 |
5. | Service Levels | 2.5 |
6. | Assets Used to Provide the Services | 4 |
7. | Transition Services | 7 |
8. | Transformation Services | 2.1.4 |
9. | NOT USED | |
10. | Properties Used to Provide the Services | 3 |
11. | Use of AUTHORITY services | 6.8 |
12. | Charging | 6 |
13. | Invoicing Procedures | 6 |
14. | NOT USED | |
15. | Retender Provisions | 11.5 |
16. | Contract Management Procedures | 8.1 |
17. | Addresses for Communication | 8.3 |
18. | Approved Subcontractors | 1.8 |
19. | Change Control Procedures | 8.4 |
20. | Security Requirements | 8.7 |
21. | Key Personnel | 8.8.2 |
22. | AUTHORITY Responsibilities | 8.10 |
23. | Standards and Policies | 8.5.7 |
24. | NOT USED | |
25. | Service Credits and Liquidated Damages | 10.3 |
26. | Termination Services and MSA Transition Agreement | 11.6 |
27. | Parent Company Guarantee | 12.9 |
28. | Documentation Used to Provide the Services | 4.13 |
29. | AUTHORITY Forms | 4.14 |
30. | Pilot Services | 2.1.2 |
31. | Optional Services | 2.2 |
32. | Secondment Terms | 8.8.4 |
33. | Business Continuity and Disaster Recovery | 2.1.6 |
MEDICAL SERVICES AGREEMENT INDEX CLAUSES SCHEDULES 1 Definitions 2 Statement of Service Requirements 3 Proposal Parts 1 & 2 4 Service Descriptions 4.1 part 1 Common Business Requirements 4.1 part 2 Medical Requirements 4.2 INCAPACITY BENEFIT/INCOME SUPPORT/HOUSING BENEFIT/ COUNCIL TAX BENEFIT AND OTHER RELATED ADVANTAGES 4.3 SEVERE DISABLEMENT ALLOWANCE 4.4 INLAND REVENUE STATUTORY SICK PAY /STATUTORY MATERNITY PAY 4.5 AGE DETERMINATION 4.6 JOBSEEKERS ALLOWANCE 4.7 OCCUPATIONAL HEALTH ASSESSMENTS 4.8 INLAND REVENUE CHILD TRUST FUND 4.9 INJURIES DISABLEMENT BENEFITS 4.10 TRIBUNALS SERVICE 4.11 INTERNATIONAL PENSIONS CENTRE 4.12 DISIBILITY LIVING AllOWANCE /ATTENDENCE AllOWANCE 4.13 INLAND REVENUE TAX CREDIT 4.14 SERVICE PERSONNEL AND VETERANS AGENCY-EMP/SPECIALIST/ REGIONAL CONSULTANT & AUDIOLOGY REPORTS 4.15 VACCINE DAMAGE PAYMENT SCHEME 4.16 NOT USED 4.17 COMPENSATION RECOVERY SCHEME 4.18 CHILD SUPPORT AGENCY 4.19 PROVISION OF IB LiMA DATA STRIP TO INFORMATION ANALYSIS DIRECTORATE (IAD) 4.20 REGENERATION OF IB85s FOR DCS 4.21 FINANCIAL ASSISTANCE SCHEME 5 Service levels 6 Assets and Software used in the Provision of the Services 7 Transition Services 8 Transformation Services 9 NOT USED 10 Properties Used to Provide the Services 11 Use of AUTHORITY services 12 Charging 13 Invoicing Procedures 14 NOT USED 15 Re-tender Provisions 16 Contract Management Procedures 17 Addresses for Communication 18 Approved Subcontractors 19 Change Control Procedures 20 Security Requirements 21 Key Personnel 22 AUTHORITY Responsibilities 23 Standards and Policies 24 NOT USED 25 Service Credits and Liquidated Damages 26 Termination Services and MSA Transition Agreement 27 Parent Company Guarantee 28 Documentation Used to Provide the Services 29 AUTHORITY forms 30 Pilot Services 31 Optional Services 32 Secondment Terms 33 Business Continuity and Disaster Recovery Services
The agreement from the Final Version dated 15 March 2005 pages 9 - 71 of 76.
THIS AGREEMENT is made the 15 March 2005 BETWEEN: 1) THE SECRETARY OF STATE FOR WORK AND PENSIONS ("the AUTHORITY"); and 2) ATOS ORIGIN IT SERVICES UK LIMITED a company incorporated in England and Wales under registration number 01245534, whose registered office is at 4 Triton Square, London NW1 3HG ("the CONTRACTOR"). WHEREAS: (a) On 10 September 2003 the AUTHORITY placed an advertisement in the Official Journal of European Communities for the supply of services; (b) By the required deadline the CONTRACTOR responded to that advert and expressed an interest in supplying the services; (c) On 21 October 2003 the AUTHORITY issued the questionnaire and the CONTRACTOR responded to that Questionnaire by the required deadline; (d) On 12 January 2004 the AUTHORITY issued the Operational Requirements ("the OR") to potential service providers (including the CONTRACTOR) setting out the requirements for the provision of certain services to the AUTHORITY; (e) On 1 March 2004 the AUTHORITY issued the Statement of Service Requirements ("the SSR") to potential service providers (including the CONTRACTOR) setting out the requirements for the provision of Services to the AUTHORITY; (f) On 25 May 2004 the AUTHORITY issued a Revised Statement of Service Requirements ("the Revised SSR") to potential service providers (including the CONTRACTOR) setting out revised requirements for the provision of Services to the AUTHORITY; (g) The CONTRACTOR submitted the Proposal by the required deadline in response to the Revised SSR and submitted a Final Proposal on 2 August 2004; (h) The AUTHORITY then invited potential service providers (including the CONTRACTOR) to engage in further discussions in connection with their respective Proposals and the AUTHORITY's needs for the provision of the required services and accordingly such discussions took place; (i) On 19 October 2004 the AUTHORITY invited potential service providers (including the CONTRACTOR) to submit Best and Final Offers in respect of the provision of the required services; (j) The CONTRACTOR submitted a Best and Final Offer in respect of the provision of the required services on 29 November 2004; (k) On 17 December 2004 the AUTHORITY invited potential service providers (including the CONTRACTOR to submit revised Best and Final Offers in respect of the provision of the required services; (l) The CONTRACTOR submitted a revised Best and Final Offer in respect of the provision of the required services on 4 January 2005, as clarified by subsequent discussions relating thereto; (m) During the period 11 March 2004 to 24 November 2004, the CONTRACTOR was afforded full access to the AUTHORITY's relevant properties and assets and successfully carried out all due diligence exercises and/or performance audits Sufficient in relation to such properties and assets to ensure that it shall be able to meet its obligations as set out in this Agreement; (n) On the basis of the CONTRACTOR's Proposal as further amplified by the above-referenced discussions and on the basis of the CONTRACTOR's revised Best and Final Offer, the AUTHORITY has selected the CONTRACTOR to provide the required services and the CONTRACTOR undertakes to supply the same on the terms set out below; NOW THEREFORE IT IS HEREBY AGREED as follows:
1. INTRODUCTION
1.1 Interpretations
1.1.1 As used in this Agreement:
1.1.1.1 the terms and expressions set out in Schedule 1 shall have
the meanings ascribed therein;
1.1.1.2 the masculine includes the feminine and the neuter and person
shall mean corporation, partnership, firm, unincorporated association and
natural person; and
1.1.1.3 the singular includes the plural and vice versa.
1.1.2 A reference to any statute, enactment, order, reguIation or other similar
instrument shall be construed as a reference to the statute, enactment, order,
regulation or instrument as amended by any subsequent statute, enactment, order,
regulation or instrument or as contained in any subsequent re-enactment thereof.
1.1.3 Headings are included in this Agreement for ease of reference only and
shall not affect the interpretation or construction of this Agreement.
1.1.4 References in this Agreement to Recitals, Clauses, Parts, Sub-clauses
and Schedules are, unless otherwise provided, references to the recitals, clauses,
parts, sub-clauses and schedules of thTs Agreement.
1.1.5 In the event and to the extent only of any conflict or inconsistency
between:
1.1.5.1 the provisions of the Clauses and Schedule 1 and the provisions of
the Schedules (other than Schedule 1), the provisions of the Clauses and
Schedule 1 shall prevail;
1.1.5.2 the provisions of the Schedules (0ther than Schedule 1), the
provisions of Schedules 2 and 4 shall prevail over those of all other
Schedules (other than Schedule 1);
1.1.5.3 the provisions of Schedules 3, 7 and 8 and any other Schedule, the
other Schedule shall prevail;
1.1.5.4 the provisions of this Agreement and the provisions of any
document referred to or referenced herein, the provisions of this
Agreement shall prevail; and
1.1.5.5 the provisions of this Agreement and the provisions of any
document agreed by the parties or submitted by the CONTRACTOR and
approved by the AUTHORITY subsequent to the date hereof, the
provisions of this Agreement shall prevail unless amended in accordance
with Clause 8.4.
1.1.6 The party receiving the benefit of an indemnity under this Agreement
shall use its reasonable endeavour to mitigate its loss covered by the indemnity.
1.1.7 The CONTRACTOR acknowledges that OGDs may receive the Services
and the term "AUTHORITY" shall be construed (except in this Sub-Clause 1.1.7) to
include OGDs where appropriate in this Agreement. Such OGDs shall be entitled to
receive the benefit of the Services. but shall not be entitled to enforce their rights
under the Services, inasmuch this Agreement shall only be enforceable by the
AUTHORITY, acting on its own behalf and/or on behalf of the OGDs.
1.2 Severability
If any provision of this Agreement is held invalid, illegal or unenforceable for
any reason by any court of competent jurisdiction, such provision shall be severed
and the remainder of the provisions hereof shall continue in full force and effect
as if this Agreement had been executed with the invalid. illegal or unenforceable
provision eliminated. In the event of a holding of invalidity so fundamental as
to prevent the accomplishment of the purpose of this Agreement, the AUTHORITY and
the CONTRACTOR shall immediately commence good faith negotiations to remedy such
invalidity. However, if the AUTHORITY and the CONTRACTOR fail to complete such
negotiations within a reasonable period of time, this Agreement shall terminate
without further liability to either party.
1.3 Governing Law and Jurisdiction
1.3.1 This Agreement shall be considered as a contract made in England and according
to English law, and shall be subject to the exclusive jurisdiction of the English
courts, to which the parties hereby submit.
1.3.2 This Agreement is binding on the AUTHORITY and its successors and permitted
assignees and on the CONTRACTOR and its successors and permitted assignees.
1.4 Entire Agreement
This Agreement together with the MSA Transition Agreement and all the Property
Agreements, constitutes the entire agreement between the parties relating to
the subject matter of this Agreement and, save as may be expressly referred to
or referenced herein, supersedes all prior representations, agreements,
negotiations or understandings with respect thereto, whether oral or in writing,
except in respect of any fraudulent misrepresentation made by either party.
1.5 Relationship of the Parties
The parties acknowledge and agree that this Agreement shall not constitute,
create or otherwise give effect to a joint venture or a partnership of any kind
and neither party shall have the right to bind the other without the other's
prior written consent.
1.6 Co-operation
In the provision of the Services the CONTRACTOR shall co-operate with the
AUTHORITY and any other relevant contractors engaged by the AUTHORITY to provide
services relevant to this Agreement.
1.7 Scope of Agreement
The CONTRACTOR shall be responsible for meeting the requirements specified in
Schedule 2 (Statement of Service Requirements) in the manner specified in
Schedule 3 (Proposal) by providing the Services more particularly described in
Schedule 4 (Service Descriptions), in the Service Specification agreed pursuant
to Clause 2.4 and in accordance with all other applicable provisions of this
Agreement.
1.8 Subcontractors
1.8.1 The CONTRACTOR shall remain primarily responsible for the acts omissions of
its Subcontractors as though they were its own and shall procure its
Subcontractors comply with all applicable provisions of this Agreement.
1.8.2 For the avoidance of doubt, the CONTRACTOR's Subcontractors shall include
the fee Paid Registered Medical Practitioners subject to the AUTHORITY having
the right to approve and/or appoint those fee Paid Registered Medical
Practitioners in accordance with the procedure set out in Schedule 4.
1.9 Representation by the CONTRACTOR
The CONTRACTOR hereby represents that it has been given the opportunity to
satisfy itself as to all matters concerning the suit.ability of any Assets
or software provided by the AUTHORITY pursuant to this Agreement for the
provision of the Services in accordance with this Agreement and that it has
so satisfied itself of such suitability.
2. PROVISION OF SERVICES
2.1 Provision of Basic services
2.1.1 The CONTRACTOR shall perform the Basic Services specified in Schedule 4 and
Schedule 33 in accordance with all other applicable provisions hereof. The
CONTRACTOR shall provide the Basic Services from the Cutover Date and shall,
subject to the termination provisions herein, continue to provide the Basic
Services during the term of this Agreement.
2.1.2 The CONTRACTOR shall perform the Pilot Services speciFied in Schedule 30 in
accordance with all other applicable provisions hereof. The CONTRACTOR shall
provide the Pilot Services from the Cutover Date and shall, subject to the
termination provisions herein, continue to provide the Pilot Services unless
such Pilot Services are terminated by the AUTHORITY on twenty (20) Working
days written notice to the CONTRACTOR (or such other period as the parties
may agree or may be specified in Schedule 30).
2.1.3 The CONTRACTOR shall perform the Transition Services specified in Schedule 7
in accordance with all other applicable provisions hereof. The CONTRACTOR
shall provide the Transition Services from the date of execution hereof and
for the duration of the Transition Period.
2.1.4 The CONTRACTOR shall perform the Transformation Services specified in
Schedule 8 in accordance with all other applicable provisions hereof. The
CONTRACTOR shall provide the Transformation Services from the date of
execution hereof in accordance with the Transformation Plan.
2.1.5 The CONTRACTOR shall perform the Termination Services specified in Schedule
26 in accordance with the MSA Transition Agreement appended thereto.
2.1.6 The CONTRACTOR shall perform the Business Continuity and Disaster Recovery
Services as specified in Schedule 33 on the occurrence of an Incident.
2.2 Provision of Optional Services
2.2.1 The AUTHORITY shall have the option, exercisable on twenty (20) Working Days
written notice to the CONTRACTOR (or such other period as the parties may
agree or may be specified in Schedule 31) of obtaining all or any of the
Optional Services specified in Schedule 31.
2.2.2 The CONTRACTOR shall commence delivery of such Optional Services on expiry
of such notice. Such Optional Services shall be performed in accordance
with all applicable provisions of this Agreement.
2.3 Provision of Additional Services
The CONTRACTOR undertakes to perform at any time during the term of this
Agreement such Additional Services as may be agreed by it and the AUTHORITY
pursuant to the Change Control Procedure. Such Additional Services shall be
performed in accordance with all applicable provisions of this Agreement.
2.4 Service Specification
2.4.1 The CONTRACTOR shall develop a Service Specification in co-operation with
the AUTHORITY in accordance with Transition Plan. The Service Specification
shall be designed to specify the Basic Services and Optional Services and
the method for delivery of them in a manner consistent with, but at a lower
level of detail than, the Service Descriptions in Schedule 4 and shall be
based on the proposal detailed in Schedule 3 and all other appropriate
provisions of this Agreement.
2.4.2 The Service Specification developed pursuant to Clause 2.4.1 shall be subject
to approval by the AUTHORITY, such approval not to be unreasonably withheld
or delayed. Once approved, the Service Specification may not be amended
except with the agreement of both parties in accordance with the Change
Control Procedure.
2.4.3 For the avoidance of doubt, and without limitation to the generality of
Clause 1.1.5.4, the AUTHORITY's co-operation in developing and approval of the
Service Specification pursuant to Clauses 2.4.1 and 2.4.2 shall not relieve the
CONTRACTOR of the overriding obligation to meet the requirements specified in
Schedule 2 (Statement of Service Requirements) and all other applicable
provisions of this Agreement unless otherwise agreed in writing by the
AUTHORITY.
2.5 Service Levels
Following the Cutover Date, and subject to the provisions of Schedule 5, the
CONTRACTOR shall provide the Basic Services and thereafter shall continue to
provide the Basic Services and any Optional Services required by the AUTHORITY
pursuant to Clause 2.2 or Additional Services agreed by the parties pursuant
to Clause 2.3 in accordance with the Service Levels applicable thereto.
3. PROVISION OF PROPERTIES
3.1 Introduction
3.1.1 Subject to Clause 6.2 (and related provisions contained in this Clause 3),
the CONTRACTOR shall be responsible for providing at its own cost and expense
all of the accommodation necessary to perform the Services in accordance
herewith. for these purposes the CONTRACTOR may (but shall not be required to)
use the Transferring Properties subject to the further provisions of this
Clause 3 and to any conditions or constraints imposed on the AUTHORITY or
any OGD by any superior landlord or superior interest in the Transferring
Properties (or third party to whom an OGD has outsourced the management of
its property portfolio) which prevent the use of the Transferring Properties
by the CONTRACTOR.
3.1.2 Where the CONTRACTOR provides its own accommodation for purposes of performing
the Services, the CONTRACTOR shall inform the AUTHORITY of the address of such
accommodation and all other relevant details thereof as may be reasonably
requested by the AUTHORITY and shall ensure that such accommodation shall be fit
for the purpose of providing the Services in accordance with all applicable
provisions hereof.
3.2 Transferring Properties' Lease Costs
Subject to the provisions of Clause 6.2, the CONTRACTOR shall bear any costs
due under the provisions of the relevant Property Agreement or otherwise
relating to the occupation by the CONTRACTOR of Transferring Properties unless
such costs were attributable to the period prior to the Cutover Date.
3.3 Transfer of AUTHORITY Properties
3.3.1 In relation to the AUTHORITY Properties which the CONTRACTOR chooses to use
pursuant to Clause 3.1 with effect from the Cutover Date or with effect from
such date as any consents as are required to be lawfully granted are received
(whichever is the later), the AUTHORITY shall grant and the CONTRACTOR shall
accept a Sublease in form set out in Schedule 10 which will include the
relevant Site Services Schedule set out in Appendix 5 to Schedule 10 with
such amendments as are necessary to evidence the Parties, the rent term and
other conditions applying to each specific Transferring Property.
3.3.2 In a situation where the AUTHORITY holds a Transferring Property under a
lease permitting a subletting with the consent of the superior landlord but a
licence to underlet or other relevant consent required for such subletting
to lawfully proceed has not been obtained by the AUTHORITY on or before the
Cutover Date, the AUTHORITY shall grant and the CONTRACTOR shall accept a
Tenancy at Will in respect of such AUTHORITY Property.
3.3.3 The AUTHORITY shall use its reasonable endeavours to obtain a licence to
underlet from each relevant superior landlord prior to the Cutover Date but
shall not be obliged to incur any expenditure in order to obtain such consent
other than the payment of the superior landlord's proper and reasonable legal
and surveyors' costs (and shall not (for the avoidance of doubt) be obliged
to pay a premium to any superior landlord) and shall not be obliged to seek
a declaration from the Court that such consent is being unreasonably withheld
or delayed or be required to act as guarantor of the CONTRACTOR's obligations
in the Sublease.
3.3.4 The CONTRACTOR shall provide without undue delay all references and
information, financial and otherwise, as are reasonably requested by any
superior landlords of the relevant Transferring Properties in support of the
AUTHORITY's application for a licence to underlet and the CONTRACTOR shall
execute a licence to underlet in such form as the relevant superior landlord
may require. If any superior landlord acting reasonably in the opinion of the
AUTHORITY properly requests that the CONTRACTOR procures a suitable surety then
the CONTRACTOR shall use its reasonable endeavours to comply with such request.
3.4 Transfer of OGD Properties
3.4.1 In relation to the OGD Properties the AUTHORITY shall use its reasonable
endeavours (which will not include incurring the payment of any premiums or
other expense other than the payment of the reasonable and proper legal and
surveyors' costs and expenses incurred by that OGD) to procure that the
relevant OGD shall
3.4.1.1 permit the CONTRACTOR to occupy with effect from the Cutover Date the OGD
Properties; and
3.4.1.2 subject to the provision of Clause 3.6 below enter into a lease or sublease
with the CONTRACTOR in such form as the relevant OGD Property may require.
3.4.2 For the avoidance of doubt the CONTRACTOR shall in respect of each of the
OGD Properties, with effect from the Cutover Date or (if later) with effect
from such date as any consents as are requisite for the relevant document
to be lawfully entered into are received from the OGD's landlord, enter into
such form of document as is required by the relevant OGD to evidence the
terms of the CONTRACTOR's occupation.
3.4.3 In relation to any application by an OGD for a licence to underlet in
relation to any OGD Property the CONTRACTOR shall provide without undue delay
all references and information, financial and otherwise, as are reasonably
requested by any superior landlords of the relevant OGD Properties in support of
the OGD's application for a licence to underlet and the CONTRACTOR shall
execute a licence to underlet in such form as the relevant superior landlord may
require. If any superior landlord acting reasonably in the opinion oF the OGD
properly requests that the CONTRACTOR procures a suitable surety then the
CONTRACTOR shall use its reasonable endeavours to comply with such request.
3.5 Site Services at OGD Properties
When the CONTRACTOR enters into a Property Agreement or other documentation to
evidence the terms of its occupation of an OGD Property if the AUTHORITY so
requires, the AUTHORITY and the CONTRACTOR shall at the same time enter into
a Services Deed PROVIDED THAT (i) the AUTHORITY shall not be obliged to
provide any services which will be provided to the CONTRACTOR by the relevant
OGD or third party to whom the OGD has outsourced its property management
under the terms of the CONTRACTOR's occupation of the relevant OGD Property
and (ii) the cost of the Core Services incurred by the CONTRACTOR shall be
invoiced to the AUTHORITY in accordance with Paragraph 3.4 of Schedule 13.
3.6 Relocation in Special Circumstances
3.6.1 The provisions of this Clause 3.6 shall apply if any one or more of the
circumstances referred to in Clauses 3.6.1.1 to 3.6.1.4 occur:
3.6.1.1 by the Cutover Date the AUTHORITY or an OGD has not been able to grant
to the CONTRACTOR a Tenancy at Will or other permission to occupy in respect
of a Transferring Property; or
3.6.1.2 a Tenancy at Will or other permission to occupy in respect of a Transferring
Property is terminated other than as the result of an act or default of the
CONTRACTOR or the grant of a Sublease: or
3.6.1.3 the determination of a Short Sublease (as defined below in Clause 3.6.5)
other than as a result of an act or default of the CONTRACTOR; or
3.6.1.4 the terms of any lease sublease required by any OGD in accordance with
Clause 3.4.1.2 contains obligations upon the CONTRACTOR which are more
onerous than those contained in the Property Agreement set out
Appendix 4 of Schedule 10.
3.6.2 The CONTRACTOR shall (without prejudice to its obligations contained in this
Agreement relating to me provision of the Services) immediately consider
whether it is able to provide the relevant Services from any other property
which it then occupies (and shall use reasonable endeavours to do so) and
shall inform the AUTHORITY as soon as reasonably practicable whether it is
able to provide the relevant Services from such property together with any
additional costs of providing such accommodation.
3.6.3 The AUTHORITY shall consider the proposal from the CONTRACTOR provided pursuant
to Clause 3.6.2 and shall either:
3.6.3.1 request that the CONTRACTOR provides the Services from the other properties
specified in its proposal; or
3.6.3.2 use reasonable endeavours to procure that the PRIME Contractor, under the terms
of the PRIME Agreement, shall provide alternative premises to the AUTHORITY
(known as the "Alternative Premises" for the purposes of this Clause 3.7 and
Clause 3.8) in accordance with the PRIME Agreement for occupation by the
CONTRACTOR for the purpose of carrying out the Services.
3.6.4 For the avoidance of doubt, the CONTRACTOR shall not refuse to enter into the
documents in respect of the Alternative Premises referred to in Clause 3.6.3.2.
3.6.5 For the purposes of this Clause 3 the term "Short Sublease" shall mean a Sublease
which is granted for a term shorter than the term of this Agreement as a result
only of (a) the remainder of the term of the lease under which the relevant
Transferring Property is held by the AUTHORITY or an OGD being shorter than the
term of this Agreement or (b) the requirement of the AUTHORITY or an OGD that
the term of such Sublease is shorter than the term of this Agreement.
3.7 Transferring Properties and the Change Control Procedure
3.7.1 If the AUTHORITY in relation to any Transferring Properties referred to in
Clause 3.7. is unable to procure that the PRIME Contractor provides Alternative
Premises, then:
3.7.1.1 the AUTHORITY shall have no further liability to the CONTRACTOR in relation
to such Transferring Property and shall be under no obligation to provide
alternative accommodation for the CONTRACTOR;
3.7.1.2 the CONTRACTOR shall at its own cost and expense search for a suitable
alternative property in order to allow the CONTRACTOR to perform its
obligations under this Agreement (known as the "New Property" for the
purposes of this Clause 3.8);
3.7.1.3 the CONTRACTOR shall procure that the charges payable for the New Property
(including, without prejudice to the generality of the foregoing, rent and
any service charge payable) shall be fair and reasonable;
3.7.1.4 conditional upon the AUTHORITY approving (such approval not to be unreasonably
withheld or delayedt charges payable and other terms of occupation in respect
of the New Property and subject to Clause 3.1.3, the CONTRACTOR or the
AUTHORITY shall be entitled to invoke the Change Control Procedure and the
CONTRACTOR shall enter into the necessary documentation (and the CONTRACTOR
is to use reasonable endeavours to ensure that such documentation contains
obligations upon the CONTRACTOR which are no more onerous than those contained
in the Property Agreements set out in Appendix 4 of Schedule 10) to procure
the occupation of the New Property by the CONTRACTOR in order for the CONTRACTOR
to perform its obligations under this Agreement.
3.7.2 for the avoidance of doubt, only those charges for the New Property that relate
to that part of the New Property from which the CONTRACTOR delivers the Services
will be charged to the AUTHORITY under the fixed Charges as described in
Schedule 12.
3.8 CONTRACTOR Default
3.8.1 Upon the termination of a Sublease resulting from the act or default of the
CONTRACTOR then:
3.8.1.1 the AUTHORITY shall (a) have no further liability to the CONTRACTOR in relation
to such property and (b) be under no obligation to provide alternative
accommodation for the CONTRACTOR; and
3.8.1.2 the Contractor shall be responsible at its own cost and expense for finding
alternative accommodation to enable it to perform the Services in accordance
with the terms of this Agreement and shall not be permitted to recover the cost
of such alternative accommodation either as a fixed Charge or a Notifiable Cost.
3.9 Service Disruption due to Relocation
3.9.1 If the CONTRACTOR is relocated by the AUTHORITY to alternative premises under
the terms of the Property Agreements granted by the AUTHORITY and the CONTRACTOR
does not meet the Service Levels as a direct result of such relocation the
AUTHORITY shall waive the application of Service Credits to the extent that it
deems in its reasonable discretion fair for the period of disruption caused
by the relocation.
3.9.2 Notwithstanding the provisions of Clause 3.9.1 above, the CONTRACTOR shall
in such circumstances use all reasonable endeavours to perform, or resume
performance of, the Services to the Service Levels specified in Schedule 5
as soon as practicable.
3.10 Warranties by the AUTHORITY
The AUTHORITY does not provide any warranties or representations in relation
to the Transferring Properties or other properties and except as expressly
stated in this Agreement, all warranties. representations, assurances,
undertakings and conditions by the AUTHORITY in relation to the Transferring
Properties or other properties (including without limitation, warranties and
conditions as to title, quiet enjoyment, fitness for purpose and description)
whether express or implied by statute, common law or otherwise, are hereby
excluded to the extent permitted by law.
3.11 Warranties by the CONTRACTOR
3.11.1 The CONTRACTOR hereby warrants and represents that:
3.11.1.1 it has been given the opportunity to inspect and carry out surveys and other
relevant investigations at Transferring Properties and to satisfy itself as
to all matters concerning the suitability of the Transferring Properties and
OGD Properties for the provision of the Services in accordance with this
Agreement and that it has so satisfied itself;
3.11.1.2 the accommodation from which the Services are to be provided shall be fit for
the purposes of providing the Services.
3.12 Use of Transferring Properties for services to other Customers
Subject to the prior written approval of the AUTHORITY but not otherwise, the
CONTRACTOR shall be entitled in the case of Transferring Properties held by
the AUTHORITY under a lease so allowing to use or exploit such Transferring
Properties in the provision of services to any third party customer, provided
that such use or exploitation does not adversely affect the provision of the
Services to the AUTHORITY in accordance herewith. In the event that a change
to the requirement results in an increased volume of work in those sites where
the CONTRACTOR is also delivering services to third party customers, the
CONTRACTOR shall acknowledge that delivery of services under this Agreement
shall prevail. For the avoidance of doubt, where such a situation occurs,
any costs which accrue to the CONTRACTOR can continue to provide services
to third party customers shall be borne entirely by the CONTRACTOR.
3.13 Scottish Properties
With effect from the Cutover Date or (if later) with effect from such date as
any consents as are requisite for the relevant Property Agreement to be
lawfully granted are received, the AUTHORITY shall grant (and shall use its
reasonable endeavours to procure that any OGD shall grant) and the CONTRACTOR
shall accept the relevant Property Agreement in respect of the Transferring
Properties located in Scotland modified to give effect to Scottish Law.
4. PROVISION OF ASSETS AND INTELLECTUAL PROPERTY RIGHTS ASSETS
4.1 Introduction
4.1.1 The CONTRACTOR shall be responsible for providing at its own cost and expense
all the assets necessary to perform the Services in accordance herewith.
4.1.2 Where the CONTRACTOR replaces any of the Assets ar introduces additional assets
or where it uses assets other than the Assets in the provision of the Services
to the AUTHORITY it shall ensure that all such replacement, additional assets
or other assets are of a standard which is at least industry standard and are
fit for the purpose of providing the Services and remain fit for such purpose
for the term of the Agreement unless and until such assets are themselves
replaced in accordance with this Agreement.
4.1.3 The CONTRACTOR shall not use any IT assets other than those detailed in
Schedules 6 in the provision of the Services and shall be responsible for
maintaining Schedule 6 in line with any changes to the Assets used. For the
avoidance of doubt any change to Schedule 6 (including to reflect any removal,
replacement or addition of IT assets) shall be subject to the process outlined
in the Service Specification but shall not entitle the CONTRACTOR to any
variation of the Charges.
4.1.4 The CONTRACTOR shall provide the AUTHORITY with an updated copy of Schedule 6:
4.1.4.1 on each anniversary of the Cutover Date; and/or
4.1.4.2 within fifteen (15) Working Days of any request to do so by the AUTHORITY; and/or
4.1.4.3 within fifteen (15) Working Days of any notice to terminate this Agreement or
twelve (12) Months prior to expiry of this Agreement.
4.2 Transfer of Assets
The parties do not anticipate that there will be any transfer of Assets from
the AUTHORITY to the CONTRACTOR at the Cutover Date; however the provisions
of Clauses 4.3, 4.4 and 4.6 below shall apply to any future transfer of assets
from the AUTHORITY to the CONTRACTOR during the term of this Agreement.
4.3 Title and Risk
Title and risk in any Assets transferred from the AUTHORITY to the CONTRACTOR
shall pass to the CONTRACTOR on the date of such transfer.
4.4 Warrenties by the AUTHORITY
4.4.1 For any assets transferred from the AUTHORITY to the CONTRACTOR, the AUTHORITY
shall warrant and represent to the CONTRACTOR as follows:
4.4.1.1 no consents or agreements of third parties are required for the transfer of any
Asset to the CONTRACTOR;
4.4.1.2 each of the Assets is (or will be at the date upon which title in such Asset
is to be transferred hereunder) owned legally and beneficially by the AUTHORITY
or the AUTHORITY will be able to procure its sale to the CONTRACTOR free from
any third party right, option, right to acquire, mortgage, charge, pledge,
lien or other form of security or encumbrance or equity other than:
(a) provisions in contracts for the purchase of goods providing for the
retention of title by the seller pending payment as detailed in
Schedule 6 (if any): and
(b) Assets which are held under Equipment Leases as detailed in Schedule 6;
4.4.1.3 except to the extent to which any of the Assets is subject to matters set
out in Clause 4.4.1.2(a) and/or Clause 4.1.1.2(b), the AUTHORITY shall
undertake to procure the sale of such Assets free from the third party right;
4.4.1.4 each of the Assets capable of possession is in the possession of the
AUTHORITY or subject to its control; and
4.4.1.5 with respect to the AUTHORITY Software, Use of the AUTHORITY Software by
the CONTRACTOR or its Subcontractors in the provision of the Services
shall not infringe any third party Intellectual Property Rights provided
that no warranty is given with respect to any Use outside the provision
of the Services.
4.5 Use of Assets for services to Other Customers
4.5.1 The AUTHORITY hereby approves the use or exploitation of the Shared Use
Assets for the benefit of any third party customer provided that such use or
exploitation does not adversely affect the provision of the Services to the
AUTHORITY in accordance herewith.
4.5.2 The CONTRACTOR shall not be entitled to use or exploit any Sole Use Assets
for the benefit of third parties unless the AUTHORITY consents in
accordance with the provisions of Clause 6.8.2 and provided that such use or
exploitation does not adversely affect the provision of the Services to the
AUTHORITY in accordance herewith.
4.6 Indemnities by the AUTHORITY
The AUTHORITY shall indemnify and hold harmless the CONTRACTOR from and
against all claims, actions, costs, expenses (including reasonable legal fees)
and demands arising out of or in connection with any liabilities of the
AUTHORITY under the Equipment Leases, the AUTHORITY Third Party Software,
the AUTHORITY Software, the AUTHORITY Data, the Third Party Agreements or
otherwise with respect to any Assets transferred from the AUTHORITY to the
CONTRACTOR which accrued or arose from facts existing during the period
prior to the date of transfer.
4.7 AUTHORITY Software 4.7.1 Ownership of all Intellectual Property Rights in the AUTHORITY Software shall remain with the AUTHORITY and the CONTRACTOR shall not acquire title to the Intellectual Property Rights in the AUTHORITY Software. 4.7.2 Any modifications to any AUTHORITY Software shall be considered to be Specially Written Software. 4.7.3 The AUTHORITY hereby grants to the CONTRACTOR and the CONTRACTOR hereby accepts a non-exclusive, royalty-free, non-transferable licence for the duration of this Agreement solely for the performance of this Agreement: 4.7.3.1 to Use, copy and modify the AUTHORITY Software (including any modifications or enhancements thereof) identified in Appendix 4 of Schedule 6 as being subject to this Clause 4.7.3.1 ; and 4.7.3.2 to Use the AUTHORITY Software (including any modifications or enhancements thereof) identified in Appendix 6 of Schedule 6 as being subject to this Clause 4.7.3.2. 4.7.4 The licences granted hereunder to the CONTRACTOR shall inure to the benefit of its Subcontractors solely for the purposes of providing the Services. 4.7.5 The AUTHORITY shall have exclusive ownership of and hereby reserves all Intellectual Property Rights which may subsist in its own technology, information, data, know how, ideas, designs, software, inventions, documentation and all other tangible and intangible items of the AUTHORITY which exist as at the date of this Agreement or are otherwise outside the scope of this Agreement. 4.7.6 The CONTRACTOR shall not be entitled to use or exploit the AUTHORITY Software for the benefit of third parties unless the AUTHORITY consents to such use or exploitation in accordance with the provisions of Clause 6.8.2. INTELLECTUAL PROPERTY RIGHTS
4.8 AUTHORITY Third Party Software
4.8.1 The CONTRACTOR shall not acquire title to the Intellectual Property Rights
in the AUTHORITY Third Party Software which is supplied hereunder.
4.8.2 The AUTHORITY shall, in respect of the AUTHORITY Third Party Software,
grant to the CONTRACTOR or procure that the licensor of the AUTHORITY
Third Party Software grants to the CONTRACTOR, the benefit of the right
to Use such AUTHORITY Third Party Software under the relevant licence
agreement between the AUTHORITY and such licensar Iisted in Appendix 4 of
Schedule 6.
4.8.3 The licences granted to the CONTRACTOR hereunder shall inure to the benefit
of its Subcontractors solely for the purposes of providing the Services.
4.8.4 The CONTRACTOR shall be responsible for the cost and expense of procuring
the use of the AUTHORITY Third Party Software for the purposes of
providing the Services.
4.8.5 Where, in respect of AUTHORITY Third Party Software, a licence fee has
been paid by the AUTHORITY to the relevant licensor which relates to any
period after the Cutover Date, the CONTRACTOR shall reimburse the AUTHORITY
on the Cutover Date for that part of the licence fee which relates to such
period.
4.9 CONTRACTOR Software
4.9.1 Ownership of all Intellectual Property Rights in the CONTRACTOR Software
shall remain with the CONTRACTOR and the AUTHORITY shall not acquire title
to the Intellectual Property Rights in the CONTRACTOR Software. The
CONTRACTOR shall retain all Intellectual Property Rights in any modifications
or enhancements to the CONTRACTOR Software.
4.9.2 The CONTR4CTOR hereby grants to the AUTHORITY a non-exclusive, royalty free,
non-transferable and irrevocable licence to Use the CONTRACTOR Software for
the purposes of receiving the Services during the term of this Agreement.
4.9.3 The CONTRACTOR acknowledges that certain CONTRACTOR Software is essential
to the provision of the Services and as such shall be either:
4.9.3.1 specified in Schedule 6; or
4.9.3.2 agreed by the parties via the Change Control Procedures,
as being Essential Contractor Software.
4.9.4 During the term of the Agreement the CONTRACTOR shall provide the AUTHORITY
with a non-exclusive, royalty free. non-transferable and irrevocable
licence to Use, copy and modify the Essential CONTRACTOR Software to the
extent necessary to enable the AUTHORITY to receive the benefit of the Services.
Following the expiry or early termination of this Agreement, the CONTRACTOR
shall provide a licence to the Authority for the essential CONTRACTOR Software
in accordance with Clause 4.16.2.
4.9.5 For the avoidance of doubt, any newly-created Software (excluding any
modifications or enhancements to the CONTRACTOR Software) which is proposed
by the CONTRACTOR and which is, following agreement in accordance with the
Change Control Procedures, developed by the CONTRACTOR (or its employees,
agents or subcontractors) during the term of this Agreement for the benefit
of the AUTHORITY and other customers of the CONTRACTOR shall be deemed to be
Essential CONTRACTOR Software unless otherwise agreed by the parties.
4.9.6 The AUTHORITY shall be entitled to engage a third party to Use the CONTRACTOR
Softvare to the extent that it is necessary to enable the AUTHORITY to receive
the benefit of the Services subject to and in accordance with this Agreement
on behalf of the AUTHORITY provided that such third party shall have entered
into a confidentiality undertaking substantially in the form as set out in
Clause 12.5 for the benefit of the CONTRACTOR and any of its Subcontractors.
4.9.7 The CONTRACTOR (and including where appropriate, its Subcontractors) shall
have exclusive ownership of and hereby reserves all Intellectual Property
Rights which may subsist in its own technology, information, data, know how,
ideas, designs, software. inventions, documentation and all other tangible
and intangible items of the CONTRACTOR (or Subcontractor) which exist as
at the date of this Agreement or are otherwise outside the scope of this
Agreement.
4.9.8 Nothing in this Agreement shall prevent the CONTRACTOR or any of its
Subcontractors from using data processing techniques, ideas and know-how
gained during the performance of this Agreement in the furtherance of its
normal business to the extent that it does not relate to a disclosure of
Confidential Information of the AUTHORITY or any infringement by the
CONTRACTOR or its Subcontractors of any Intellectual Property Rights of
the AUTHORITY.
4.10 CONTRACTOR Third Party Software
4.10.1 The AUTHORITY shall not acquire title to the Intellectual Property Rights
in any CONTRACTOR Third Party Software which is supplied hereunder.
4.10.2 The CONTRACTOR shall, in respect of any CONTRACTOR Third Party Software
provided by the CONTRACTOR and necessary for the receipt of the Services,
grant to the AUTHORITY, or shall procure that the licensor of the
CONTRACTOR Third Party SatVrare grants to the AUTHORITY, the benefit of the
right to Use such CONTRACTOR Third Party Software for the purposes of the
receipt of the Services.
4.10.3 For the avoidance of doubt, the CONTRACTOR shall be responsible for the cost
and expense of procuring the Use of the CONTRACTOR Third Party Software for
the purposes of providing the Services.
4.10.4 The CONTRACTOR shall procure that the AUTHORITY be entitled to engage a
third party to Use the CONTRACTOR Third Party Software to the extent
that it is necessary to enable the AUTHORITY to receive the benefit of
the Services subject to and in accordance with this Agreement on behalf
of the AUTHORITY provided that such third party shall have entered into
a confidentiality undertaking for the benefit of the CONTRACTOR or its
relevant Subcontractors substantially in the form set out in Clause 12.5.
4.11 Specially Written Software
4.11.1 Specially Written Software shall be any newly-created Software (excluding
any modifications or enhancements to the CONTRACTOR Software, CONTRACTOR
Third Party Software or AUTHORITY Third Party Software) which is:
4.11.1.1 requested by the AUTHORITY and which is, following agreement in accordance
with the Change Control Procedures, developed by or on behalf of the
CONTRACTOR during the term oF this Agreement for the provision of the
Services; or
4.11.1.2 proposed by the CONTRACTOR and which is, following agreement in accordance
with the Change Control Procedures. developed by or on behalf of the
CONTRACTOR during the term of this Agreement uniquely for the provision of
the Services.
4.11.2 Any modifications to AUTHORITY Software or Specially Written Software
shall be considered Specially Written Software.
4.11.3 The CONTRACTOR:
4.11.3.1 hereby assigns, or shall procure that any owner of Intellectual Property
Rights in the Specially Written Software assi9gs, to the AUTHORITY with
full title guarantee, where appropriate by way of present assignment of
future rights, all rights, title and interest in the Intellectual Property
Rights in the Specially Written Software. Such assignment shall take effect
from the date of this Agreement or if later the date on which such
Intellectual Property Rights come into existence: and
4.11.3.2 shall, to the extent permitted by law, procure a waiver in favour of the
AUTHORITY of any moral rights in the Intellectual Property Rights in the
Specially Written Software.
4.11.4 The CONTRACTOR shall execute any and all deeds and documents and do all
such further acts as the AUTHORITY may reasanably require to perfect the
assignment of the Intellectual Property Rights referred to in Clause
4.11.3.1 and/or to vest or register such Intellectual Property Rights
in the name of the AUTHORITY and which may be required under the laws of
any country in which any of such Intellectual Property Rights may subsist.
4.11.5 The CONTRACTOR shall ensure that the CONTRACTOR's employees, agents or
Subcontractors (and the employees and agents of its Subcontractors)
shall assign any Intellectual Property Rights in the Specially Written
Software owned by them either direct to the AUTHORITY or to the CONTRACTOR
to enable the CONTRACTOR to comply with its obligations hereunder.
4.11.6 The AUTHORITY hereby agrees to and shall grant, to the CONTRACTOR a
royalty-free, worldwide, non-transferable, non-exclusive licence to Use,
copy and modify such Specially Written Software for the purpose of the
performance of this Agreement.
4.11.7 The licences granted to the CONTRACTOR hereunder shall inure to the
benefit of its Subcontractors solely for the purposes of providing
the Services.
4.11.8 The CONTRACTOR shall not be entitled to use or exploit the Specially
Written Software for the benefit of third parties unless the AUTHORITY
consents to such use or exploitation in accordance with the provisions
of Clause 6.8.2.
4.12 Deposited Software
4.12.1 The CONTRACTOR shall:
4.12.1.1 place the Source Code of any CONTRACTOR Software or CONTRACTOR Third
Party Software identified in Schedule 6 as Deposited Software in escrow
with the NCC on the basis of the appropriate standard agreement or on
such other terms as the AUTHORITY, the CONTRACTOR and the NCC shall agree.
Such escrow agreements are to be entered into within thirty (30) days of
the Cutover 0ate: and
4.12.1.2 during the term of the Agreement, place the Source Code of any CONTRACTOR
Software nominated by the AUTHORITY in escrow with the NCC and shall,
subject to Clause 4.12.2, use its reasonable endeavours to place any
CONTRACTOR Third Party Software nominated by the AUTHORITY in escrow
with the NCC on the basis of the appropriate standard agreement or on
such other terms as the AUTHORITY, the CONTRACTOR and the NCC shall agree.
Such escrow agreements are to be entered into within thirty (30) days of
such request.
4.12.2 The parties agree that Clause 4.12.1.2 shall not apply to any CONTRACTOR
Third Party Software identified in Schedule 6 as not available to be
deposited in escrow.
4.12.3 The parties agree that, in addition to the trigger events contained in
the standard NCC escrow agreement, the AUTHORITY shall have the right to
request the source code of any Deposited Software from the NCC if the
AUTHORITY exercises its rights to take Step-In Action pursuant to
Clause 10.15.
4.12.4 The CONTRACTOR and the AUTHORITY hereby agree that both parties shall
each pay their respective fees as set aut in any escrow agreement entered
into pursuant to Clauses 4.12.1.
4.12.5 Subject to any specific licence terms specified in Schedule 6, the
CONTRACTOR hereby grants to the AUTHORITY a perpetual, non-transferable
and non-exclusive licence to Use, reproduce, modify, adapt and enhance (and to
authorise a third party to Use, reproduce, modiry, adapt and enhance) the source
code and object code versions of the Deposited Software. However, the foregoing
licence shall only become effective if the AUTHORITY becomes entitled to obtain
access to the Source Code version of the Software pursuant to the source code
escrow agreement referred to in Clause 4.12.1 and the licence shall be subject to
any restrictions contained herein in respect of the object code version of the
Deposited Software provided that such restrictions shall not detract from the
rights granted hereunder.
4.13 Documentation
4.13.1 Ownership of all Intellectual Property Rights in the Documentation shall
remain with the AUTHORITY and the CONTRACTOR shall not acquire title to the
Intellectual Property Rights in the Documentation.
4.13.2 The AUTHORITY hereby grants, in respect of the Documentation, to the CONTRACTOR
and its Subcontractors a non-exclusive, royalty free licence to use, copy and,
subject to the prior approval of the AUTHORITY, modify the 0ocumentation solely
for the performance of this Agreement and shall provide a copy of the
Documentation listed in Schedule 28 to the CONTRACTOR on the Cutover Date.
4.13.3 For the avoidance of doubt the licence granted to the CONTRACTOR in
Clause 4.13.2 shall inure to the benefit of its Subcontractors solely for the
purposes of providing the Services.
4.14 AUTHORITY Forms and Consumables
4.14.1 The AUTHORITY shall grant to the CONTRACTOR and its Subcontractors a royalty
free, non-exclusive, non-transferable licence for the duration of this
Agreement to:
4.14.1.1 use the AUTHORITY forms listed in Schedule 29 for the purposes of performing
the Services; and
4.14.1.2 reproduce and distribute the AUTHORITY Forms listed in Appendix 1 of
Schedule 29 for the purposes of performing the Services, but not otherwise.
4.14.2 The AUTHORITY shall provide the CONTRACTOR with a master copy of each of
the AUTHORITY forms listed in Appendix 1 of Schedule 29 by the Cutover
Date to facilitate the reproduction of the same.
4.14.3 Ownership of all Intellectual Property rights in the AUTHORITY Forms shall
remain with the AUTHORITY.
4.14.4 The CONTRACTOR shall at its own expense provide all other consumables which
are required for its performance of the Services.
4.15 AUTHORITY Data
4.15.1 The CONTRACTOR:
4.15.1.1 claims no rights (other than a right to use for the purposes of proving the
Services) in the AUTHORITY Data and the AUTHORITY hereby reserves all
Intellectual Property Rights which may subsist in AUTHORITY Data. The
CONTRACTOR shall not delete or remove any copyright notices contained
within or relating to AUTHORITY Data; and
4.15.1.2 claims no rights (other than a right to use far the purposes of providing
the Services) in any Third Party Data. The CONTRACTOR shall not delete or
remove any copyright notices contained within or relating to Third Party Data.
4.16 Licences on Expiry or Termination of the Agreement
4.16.1 In the event of the termination of this Agreement for whatever reason, the
following licences shall be terminated automatically:
4.16.1.1 the licence to Use, or Use, copy and modify the AUTHORITY Software
pursuant to Clause 4.7.3;
4.16.1.2 the licence to Use the AUTHORITY Third Party Software pursuant to
Clause 4.8.2; and
4.16.1.3 the licence to Use, copy and modify the Specially Written Software
pursuant to Clause 4.11.6.
and the CONTRACTOR shall provide the AUTHORITY with all copies of the
source code and object code of all AUTHORITY Software, AUTHORITY Third
Party Software and Specially Written Software in its possession in
accordance with the provisions of Schedule 26.
4.16.2 In the event of the termination of this Agreement for whatever reason the
CONTRACTOR shall grant to the AUTHORITY or a Replacement Contractor a
non-exclusive, royalty free, non-transferable, perpetual and irrevocable
licence to:
4.16.2.1 Use, copy and modify the Essential CONTRACTOR Software (including any
modifications or enhancements thereof which are made after the
termination hereof as identified in Appendix 6 of Schedule 6; and
4.16.2.2 to Use all other CONTRACTOR Software (including any modification or
enhancements thereof which are made after the termination hereof) listed
in Appendix 6 of Schedule 6.
for the purpose of providing or receiving any Replacement Services.
4.16.3 The CONTRACTOR shall, subject to Clause 4.16.6, provide the AUTHORITY
or a Replacement Contractor (as appropriate) with a copy of the source
code and object code of all such Essential CONTRACTOR Software in
accordance with the provisions of Schedule 26.
4.16.4 Subject to the licences in Clause 4.16.2, the CONTRACTOR shall retain
all Intellectual Property Rights in any modifications or enhancements to
the Essential CONTRACTOR Software and the AUTHORITY and Replacement
Contractor shall upon request assign back to the CONTRACTOR all right,
title and interest in the Intellectual Property Rights in such
modifications or enhancements.
4.16.5 In the event of the termination of this Agreement the CONTRACTOR shall,
if so required by the AUTHORITY, use all reasonable endeavours to assign
or novate in favour of and at no cost to (except for any charges payable
thereunder) to the AUTHORITY or the Replacement Contractor any licence
granted pursuant to Clause 4.10.2 relating to CONTRACTOR Third Party
Software in accordance with the provisions of Schedule 26.
4.16.6 The CONTRACTOR shall be entitled to retain copies of source code and
object code in its possession which relate to any AUTHORITY Software or
Specially Written Software for which the CONTRACTOR has a licence to exploit
pursuant to Clause 6.9.2.
5. PROVISION OF PERSONNEL
5.1 Introduction
The CONTRACTOR shall be responsible for providing at its own cost and
expense all the personnel necessary to perform the Services in accordance
herewith.
5.2 Application of the Transfer Regulations
5.2.1 The parties acknowledge that the Transfer Regulations are not anticipated
to apply to any independent contractor (including the fee Paid Registered
Medical Practitioners) whose services may be engaged by the CONTRACTOR as
at the Cutover Date.
5.2.2 The parties do not anticipate that the Transfer Regulations will apply to
any employee of the AUTHORITY at the Cutover Date; however Clauses 5.5 to
5.10 inclusive shall apply to any future transfers from the AUTHORITY to
the CONTRACTOR during the term of the Agreement.
5.3 CONTRACTOR Obligations
If the Transfer Regulations apply to any employee of the AUTHORITY at the
Cutover Date or anytime during the term of the Agreement:
5.3.1 the CONTRACTOR shall employ the Transferring Authority Employees on terms
and conditions of employment which are the same as (except in relation to
rights to old age, invalidity or survivors' benefits under occupational
pension arrangements which are governed by Clause 5.10 of this Agreement)
those which apply to them immediately prior to the relevant Transfer Date.
For the avoidance of doubt, such terms shall include the right to injury
benefits and the right to such severance benefits on redundancy or early
retirement which are the same as those which, had the employment of the
Transferring Authority Employees by the AUTHORITY continued, would have
been provided at the relevant Transfer Date to the Transferring Authority
Employees; and
5.3.2 where at the relevant Transfer Date there exists a collective agreement
made by or on behalf of the AUTHORITY with a trade union recognised by the
AUTHORITY in respect of any Transferring Authority Employee, the
CONTRACTOR will treat such collective agreement as if made with it in
accordance with Regulation 6 of the Transfer Regulations. On the relevant
Transfer Date, the CONTRACTOR will recognise any trade union recognised by
the AUTHORITY immediately prior to the relevant Transfer Date, in accordance
with Regulation 9 of the Transfer Regulations.
5.4 Charges Change Request
5.4.1 The CONTRACTOR shall be entitled to request a change to the Charges under
the Agreement in accordance with the Change Control Procedures set out
therein in respect of costs expenses or claims arising from the transfer
of any Transferring Authority Employee;
5.4.2 A Charges Change Request may be requested where:
5.4.2.1 the Charges Change Request is made within six (6) months of the relevant
Transfer Date;
5.4.2.2 the CONTRACTOR making the Charges Charqe Request adduces reasonable
evidence in support of such Charges Change Request;
5.4.2.3 the Charges Change Request is made with respect to any costs or claims
arising out of or in connection with or as a result of any claim or
demand by any employees of the AUTHORITY claiming that they should
have been transferred to the CONTRACTOR, whether in contract or in tort
or under statute (induding the Treaty of Rome and any Directives made
under the authority of the Treaty of Rome) for any remedy including,
without limitation, pursuant to the Employment Rights Act 1996; and
5.4.2.4 the total cost of the changes for the Charges Change Request exceeds
five thousand pounds (£5,000).
5.5 Indemnities by the AUTHORITY
The AUTHORITY shall indemnify and hold harmless the CONTRACTOR from and
against all losses, costs, awards, liabilities and expenses (including
reasonable legal fees) and demands arising out of or in connection with
or as a result of any claim or demand by or on behalf of any Transferring
Authority Employees for sex, race or disability discrimination or
discrimination on the basis of sexual orientation, religion or belief or
pursuant to the Working Time or National Minimum Wage Regulations,
statutory redundancy, unfair dismissal and/or wrongful dismissal,
Trade Union claims or otherwise arising from any act, faults or omission of
the AUTHORITY during the period prior to the relevant Transfer Date.
5.6 Indemnities by the CONTRACTOR
5.6.1 The CONTRACTOR shall indemnify and hold harmless the AUTHORITY from and
against all losses, costs, awards, liabilities and expenses (including
reasonable legal fees) and demands arising out of or in connection with:
5.6.1.1 any change or prospective change to the terms and conditions of any
Transferring Authority Employees or any of them to his or her detriment
by the CONTRACTOR or any Subcontractor which occurs or will occur on or
after the relevant Transfer Date.
5.6.1.2 the employment by the CONTRACTOR or any subcontractor on or after the
Transfer Date of any of the Transferring Authority Employees other than
on terms comparable with those enjoyed immediately prior to the relevant
Transfer Date or termination of the employment of any of them on or after
the Transfer Date; or
5.6.1.3 any claim or demand by or on behalf of any Transferring Authority
Employees whether in contract or in tort or under statute (including the
Treaty of Rome and any Directives made under the authority of that
Treaty) for any remedy includig, without limitation, pursuant to the
Employment Rights Act 1996 or for sex, race or disability discrimination
or discrimination on the basis of sexual orientation, religion or belief
or pursuant to the Working Time or National Minimum Wage Regulations,
statutory redundancy, unfair dismissal, and/or wrongful dismissal or
otherwise arising from any act, fault or omission by the CONTRACTOR
or any Subcontractor on or after the Transfer Date.
5.7 Indemnities - General
The obligations of indemnity accepted by each party in Clauses 5.5 and 5.6
are conditional upon the indemnifying party being allowed the exclusive
right to control the investigation, defence and settlement of each such
claim and the reasonable assistance of the other party in the defence
thereof. The liability of each party under the obligations of indemnity
accepted in this Clause 5 shall not be subject to any financial limit.
5.8 Information and Consultation
5.8.1 Before any anticipated relevant Transfer Date the AUTHORITY shall inform
and consult the Trade Unions in accordance with Regulation 10 of the
Transfer Regulations.
5.8.2 For the purposes of enabling the AUTHORITY to comply with its obligations
pursuant to Regulation 10 of the Transfer Regulations, the CONTRACTOR
shall, (and shall procure that the Subcontractor as appropriate shall not
later than fourteen (14) days after service of notice in writing, give such
information in writing as the AUTHORITY may reasonably request and shall
provide such copies of documents as the AUTHORITY may reasonably require.
5.8.3 If and when reasonably required by the AUTHORITY during the period from
the date hereof until the relevant Transfer Date upon the provision of
reasonable prior notice, the CONTRACTOR shall and shall procure as
appropriate that the Subcontractor shall procure that a representative
of the CONTRACTOR and as appropriate the Subcontractor will attend
meetings between the AUTHORITY and the Trade Unions to the CONTRACTOR
convened for the purposes of providing information to and consultation
in accordance with the requirements of Regulation 10 of the Transfer
Regulations and between the AUTHORITY and Transferring Authority Employees
and shall provide such further information as any reasonably be required.
The CONTRACTOR shall be liable only for such failures to consult as they
would be for any such failures under Regulation 10 of the Transfer Regulations.
5.8.4 The CONTRACTOR shall indemnify the AUTHORITY in respect of any costs or
claims arising from any failure by it or as appropriate the Subcontractor to
provide the information which it is obliged to provide to the AUTHORITY in
accordance with Regulation 10 of the Transfer Regulations and the provisions
of this Clause except insofar as any such costs or claims arise from the
failure by the AUTHORITY to inform the Trade Unions of the matters referred
to it by the CONTRACTOR or as appropriate the Subcontractor.
5.9 Guidance
The CONTRACTOR shall comply (and shall procure that its Subcontractors comply)
with its obligations under the Transfer Regulations and any then current
applicable Government guidance (including but not limited to the Cabinet
Office Guidance on Staff Transfers in the Public Sector - Statement of
Practice (January 2000) as amended from time to time) in relation to any
of the Transferring Authority Employees.
5.10 Pensions
5.10.1 The CONTRACTOR shall (and shall procure that its Subcontractors shall),
with effect from any Transfer Date, provide pension schemes to any
Transferring Authority Employees which are certified by the Government
Actuary's Department (GAD) as providing Broadly Comparable benefits
to those provided by the AUTHORITY's Pension Scheme as appropriate and
offer to each Transferring Authority Employee, with effect from the
Transfer Date, membership of such pension schemes.
5.10.2 For any employees engaged by the CONTRACTOR in the provision of the
Services who are not Transferring Authority Employees the CONTRACTOR
shall (and shall procure that its Subcontractor shall), with effect
from the date of such engagement, provide a pension scheme which is
to at least the standard of the following:
5.10.2.1 a good quality employer pension scheme (as determined in the reasonable
opinion of the AUTHORITY), either being a contracted out, final-salary
based defined pension scheme, or a defined contribution scheme. For
defined contribution schemes the CONTRACTOR must match the employee
contributions up to 6%, although either may pay more if they wish; or
5.10.2.2 a stateholder pension scheme, under which the CONTRACTOR will match any
employee contributions up to 6%, although either may pay more if they wish.
5.10.3 The CONTRACTOR shall be responsible for maintaining adequate funding of
the CONTRACTOR's Pension Scheme (as determined in accordance with the
CONTRACTOR's Actuarial Assumptions set out in Appendix 8 of Schedule 12)
throughout the term of this Agreement.
6. CHARGES, PRICES AND OTHER FINANCIAL PROVISIONS
6.1 Charges to the AUTHORITY
6.1.1 Basic Services
The Charges for the Basic Services and Pilot Services shall be calculated
in accordance with the provisions of Schedule 12. For the avoidance of doubt,
it is agreed that there shall be no additional charges for the Transition
Services, the Transformation Services and the Termination Services; all
charges for such Services shall be deemed to be included within the Charges
for the Basic Services.
6.1.2 Optional Services
The Charges for the Optional Services shall be as set out for each Optional
Services in Schedule 31.
6.1.3 Additional Services
The Charges for any Additional Services shall be calculated in accordance
with the charging mechanism as set out in Schedule 12 or as otherwise
agreed by the parties.
6.1.4 Annual Review
6.1.4.1 The Charges and other provisions of Schedule 12 shall be subject to Annual
Review in accordance with the procedures set out therein, and such Annual
Review shall take account of the provision of this Clause 6.
6.1.4.2 The Service Levels in Schedule 5 and the related provisions of Schedule 25
shall be subject to annual review in accordance with the procedures set out
in Schedule 5.
6.1.4.3 Except as specified in Schedules 5, 12 and 25, the matters referred to in
Clauses 6.1.4.1 and 6.1.4.2 shall not be subject to review at any other time.
6.1.4.4 For the avoidance of doubt, the rent payable under any leases, Subleases,
licence Agreements or licences to Occupy shall be subject to review as
specified in Clause 6.2.1.1 and 6.2.1.3 and shall not be subject to annual
review under Clause 6.1.4.1.
6.2 Charges to the CONTRACTOR
6.2.1 Rents
6.2.1.1 The rent notifiable to the CONTRACTOR by the AUTHORITY under any Subleases,
granted pursuant to Clause 3 shall be as specified therein and shall be
subject to review in accordance with the terms thereof.
6.2.1.2 Any changes in the rents following a review as detailed in the Subleases
shall be notified to the CONTRACTOR by the AUTHORITY. The change in rents
shall form part of the Notifiable Costs and shall be effected on the next
due date for payment.
6.2.1.3 The rent notifiable to the CONTRACTOR by an OGD shall be in accordance with
the terms of the documentation entered into between that OGD and the
CONTRACTOR and shall be subject to review in accordance with the terms thereof.
6.2.1.4 Any change in the rents following a review as detailed in the
documentation pursuant to Clause 6.2.1.3 shall be notified to the CONTRACTOR
by the AUTHORITY. The change in rents shall form part of the Notifiable
Costs and shall be effected on the next due date for payment.
6.2.2 Site Services
6.2.2.1 The charges to the CONTRACTOR for Core Services provided to the CONTRACTOR
under the Site Services Schedules shall be in accordance with the terms of
the relevant Property Agreement in respect of the AUTHORITY Properties.
6.2.2.2 The charges to the CONTRACTOR for Site Services provided to the CONTRACTOR
by an OGD shall be in accordance with the terms of the documentation
entered into between the OGD and the CONTRACTOR.
6.2.2.3 The charges to the CONTRACTOR for the Core Services provided to the
CONTRACTOR by the AUTHORITY shall be in accordance with the terms of
the relevant Services Deed.
6.2.2.4 Any changes in the charges for the Core Services referred to in
Clauses 6.2.2.1 and 6.2.2.3 shall be notified to the CONTRACTOR by the
AUTHORITY. The changes in such charges shall form part of the Notifiable
Costs and shall be effected on the next due date for payment.
6.2.2.5 Any changes in the charges for the Site Services referred to in
Clause 6.2.2.2 shall be notified to the CONTRACTOR by the AUTHORITY.
The changes of such charges shall form part of the Notifiable Costs
and shall be effected on the next due date for payment.
6.2.3 Notifiable Costs
For the avoidance of doubt, any changes to the Notifiable Costs under the
terms of the Property Agreements in respect of the AUTHORITY Properties
and Transferring Properties shall be notified to the CONTRACTOR by the
AUTHORITY and effected on the next due date for payment.
6.2.4 Telecoms Charging
6.2.4.1 The AUTHORITY shall charge the CONTRACTOR as detailed in Schedule 12, for
the use of telecoms services as specified in Schedule 11 as being subject
to Notifiable Costs.
6.2.4.2 For the avoidance of doubt, the telephone charges in respect of Direct
Exchange Lines will be payable by the CONTRACTOR direct to the applicable
third party.
6.2.5 Courier Charging
The AUTHORITY shall provide to the CONTRACTOR free of charge access to and
use of its national courier service in accordance with the provisions of
Schedule 11 as currently provided to the Transferring Properties and the
Casual Hire Properties solely for the purpose of performing the Services.
6.2.6 Postal Services
For the avoidance of doubt, the CONTRACTOR shall be responsible at its own
cost and expense for procuring all postal services which it requires in
connection with this Agreement.
6.3 Compensation for Break Option
In the event of the AUTHORITY exercising the Break Option in accordance
with Clause 11.2 the AUTHORITY shall pay to the CONTRACTOR the Termination
Charge as specified in Part 7 of Schedule 12 on or before the date specified
in the notice for the Break Option to take effect.
6.4 Payment
6.4.1 Charges
In consideration of the provision of the Services in accordance with the terms
of this Agreement the AUTHORITY shall pay the Charges in accordance with the
invoicing and payment procedure specified in Schedule 13. The AUTHORITY shall
not be liable for any charges levied by the CONTRACTOR or its representatives
for any work carried out, or purchases made, by the CONTRACTOR or its
representatives, except where the work, or purchases, have been formally
ordered in writing or approval in advance by an authorised representative of
the AUTHORITY in accordance with Clause 8.3.
6.4.2 Subcontractors
In the event that the CONTRACTOR, in accordance with the terms of this
Agreement, enters into a supply contract or a Subcontract in connection with
this Agreement, the CONTRACTOR shall ensure that a term is included in the
supply contract or Subcontract which requires the CONTRACTOR to pay all sums
due thereunder to the relevant supplier or Subcontractor within a specified
period, not to exceed thirty (30) days, from the date of receipt of a valid
invoice as defined by the terms of the supply contract or Subcontract
(as appropriate).
6.4.3 Interest on late Payment
Interest shall be payable on any late payments under this Agreement in
accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
6.5 VAT
6.5.1 The provision of the Services is subject to VAT and the Charges are stated
exclusive of VAT.
6.5.2 The AUTHORITY shall pay the VAT on the relevant Charges at the rate and in
the manner prescribed by law fram time to time subject to the production by
the CONTRACTOR of a valid tax invoice giving the requisite details of the
taxable supply.
6.5.3 The Notifiable Costs are stated exclusive of VAT. Where applicable VAT shall
be added to the Notifiable Costs at the rate and in the manner prescribed by
Law from time to time for payment by the CONTRACTOR in accordance with
Schedule 13.
6.5.4 The CONTRACTOR shall indemnify the AUTHORITY on a continuing basis against
any liability, including any interest, penalties or costs incurred, which
is properly levied, demanded or assessed on the AUTHORITY in accordance with
Section 77A of the Value Added Tax Act 1974 at any time in respect of the
CONTRACTOR's failure to account for or to pay any VAT relating to payments
made to the CONTRACTOR under this Agreement.
6.5.5 The AUTHORITY shall promptly notify the CONTRACTOR if any claim or demand
is made or action brought against the AUTHORITY to which Clause 6.5.4 may
apply. The CONTRACTOR shall at its own expense conduct any litigation
arising therefrom and all negotiations in connection therewith and the
AUTHORITY hereby agrees to grant to the CONTRACTOR exclusive control of
any such litigation and such negotiations.
6.5.6 The AUTHORITY shall at the request of the CONTRACTOR afford to the
CONTRACTOR all reasonable assistance for the purpose of contesting any claim
or demand made or action brought against the AUTHORITY to which Clause 6.5.4
may apply.
6.5.7 The AUTHORITY shall not make any admissions which may be prejudicial to
the defence or settlement of any claim, demand or action to which
Clause 6.5.4 may apply.
6.6 Most Favoured Customer
6.6.1 From the date of this Agreement, if the CONTRACTOR enters into a
substantially similar services agreement on substantially similar terms
and conditions for the provision of medical services substantially similar
to the Services provided under this Agreement with any other UK customer,
whether a private or public body, at prices, payment terms, and/or other
terms or conditions which, taken in the aggregate, are more favourable to
the customer ("More Favourable Terms") than those provided by the CONTRACTOR
to the AUTHORITY, the AUTHORITY shall be entitled to the More Favourable
Terms under this Agreement.
6.6.2 The parties shall negotiate in good faith pursuant to Clause 6.1.4 (and
not otherwise) to agree a fair and reasonable abatement of the Charges or
amendments to other terms and conditions to reflect the More Favourable
Terms. In negotiating the More Favourable Terms, the parties shall take
account of an adjustment (to the extent it can be reasonably quantified)
to reflect any material differences in the services or the terms and
conditions thereto and the CONTRACTOR's costs in providing the services
including (without limitation) the extent to which the services provided
differ in size, complexity or term.
6.6.3 If the parties fail to agree an abatement of the Charges or amendments
to other terms and conditions pursuant to Clause 6.6.2 the question between
them shall be subject to expert determination pursuant to Clause 10.13.3.
In reaching a determination, the expert shall be instructed to consider
(amongst other relevant factors) the factors set out in Clause 6.6.2.
6.7 Maintaining Price Competitiveness
6.7.1 The AUTHORITY reserves the right at any stage during the term of this
Agreement to benchmark the CONTRACTOR's prices, payment terms and/or other
terms and conditions of this Agreement (together "the Terms") for all or
part of the Services provided that the AUTHORITY shall not carry out such
benchmarking during the period of three (3) years from the Cutover Date or
thereafter benchmark the Services more than once in any twelve (12) month
period.
6.7.2 In the event that the AUTHORITY proposes to exercise this right, the
following provisions of this Sub-Clause shall apply:
6.7.2.1 the AUTHORITY shall inform the CONTRACTOR in writing of its intent to
benchmark the Terms and which aspects of the Services are to be benchmarked
at least thirty (3O) days prior to the carrying out of such benchmark;
6.7.2.2 the AUTHORITY shall produce evidence to support its proposal to market test
the Services concerned:
6.7.2.3 the benchmark shall be designed to determine the competitiveness of the Terms
in terms of their overall value for money for the relevant Services, and for
those purposes such Terms shall be deemed to be less competitive than those
available in the market place if they are less favourable than the Terms
payable for substantially similar services on substantially similar terms
and conditions on a national basis, having regard to all relevant factors.
The cost of carrying out the benchmark shall be borne by the AUTHORITY and
the AUTHORITY shall reimburse the CONTRACTOR for its reasonable costs in
connection with the benchmarking exercise; and
6.7.2.4 the referenced Suppliers must currently be providing equivalent services
at equivalent volumes on equivalent Terms to those Services being benchmarked.
6.7.3 If it is determined in the reasonable opinion of the AUTHORITY pursuant
to the benchmarking exercise that the Terms for the relevant Services are
less competitive than the Terms available in the market place, the parties
shall negotiate in good faith pursuant to Clause 8.1.4 (and not othewse)
to agree a revision of the Terms to match or improve upon the Terms available
in the market place. In default of agreement on such revision, the question
shall be referred to expert determination pursuant to Clause 10.13.3.
In order to give effect to this Clause, but subject to Clause 12.5, the
CONTRACTOR shall furnish all information reasonably necessary to enable the
parties to agree or, in default of agreement, to enable an expert under
Clause 10.13.3 to determine a fair and reasonable revision of the Terms
pursuant to this Clause.
6.7.4 The CONTRACTOR shall have the opportunity to match or improve upon the
Terms which are determined in accordance with the expert determination
procedure pursuant to Clause 10.13.3 to be available in the market place.
6.7.5 If the parties fail to agree a revision to the Terms for the relevant
Services, and if the CONTRACTOR fails to match or improve upon the Terms
determined by the expert within three (3) Months of the expert determination
procedure being completed, the AUTHORITY shall have the right:
6.7.5.1 to procure the relevant services from third parties on terms equivalent to
or better than those determined by the benchmarking exercise; and
6.7.5.2 to cancel the relevant Services without further liability to the CONTRACTOR
(subject to the payment of any Termination Charge in accordance with Part 7
of Schedule 12) pursuant to Clause 11.4.4.
6.8 Benefit Sharing
6.8.1 Clawback on resale of Assets
6.8.1.1 The CONTRACTOR agrees that where the CONTRACTOR sells to a third party any
of the Assets acquired from the AUTHORITY for a sum which is greater than
the amount paid by the CONTRACTOR to the AUTHORITY for that Asset the
CONTRACTOR shall pay to the AUTHORITY within thirty (30) days of such sale
a sum equivalent to fifty percent (50%) of the difference between the
amount paid by the CONTRACTOR for the Asset under this Agreement and the amount
paid to the CONTRACTOR by the third party for that Asset.
6.8.1.2 In order to give effect to this Clause, the CONTRACTOR shall be under a duty
to notify the AUTHORITY of any re-sale of the Assets as soon as such re-sale
occurs and, subject to Clause 12.5, the CONTRACTOR shall furnish all
information reasonably required by the AUTHORITY in respect of such re-sale.
6.8.2 Participation in commercial exploitation
6.8.2.1 The CONTRACTOR shall, subject to the prior written approval of the AUTHORITY,
be entitled to:
(a) exploit or use the Sole Use Assets and/or the Properties in the provision
of services to any other customer or third party or exploit or use them
for its own purposes and/or;
(b) exploit or use any AUTHORITY Software or Specially Written Software in
such a manner as the AUTHORITY (in its absolute discretion) sees fit.
6.8.2.2 The parties shall negotiate pursuant to Clause 6.1.4 (and not otherwise) to
agree a fair and reasonable abatement of the Charges to reflect the value
received by the CONTRACTOR from such exploitation or use where the CONTRACTOR
provides services or exploits or uses the Sole Use Assets and/or the
Properties pursuant to Clause 6.8.2.1(a). The AUTHORITY shall determine the
form and manner but not the amount of such abatement to the Charges.
6.8.2.3 To the extent that any royalties have not been agreed between the parties as
of the date hereof (such royalties to be specified in Schedule 12) the parties
shall negotiate to agree a royalty to reflect the value received by the
CONTRACTOR from such exploitation or use where the CONTRACTOR provides
services or exploits or uses the AUTHORITY Software or Specially Written
Software pursuant to Clause 6.8.2.1(b).
6.8.2.4 If the parties are unable to agree to a fair and reasonable abatement of the
Charges or a fair and reasonable royalty rate pursuant to Clause 6.8.2.2 or
6.8.2.3, the question between them shall be subject to expert determination
pursuant to Clause 10.14. In reaching a determintion, the expert shall be
instructed to consider (among other relevant factors) the degree of usage
of the other customer of the Sole Use Assets and/or the demised Properties
and/or the AUTHORITY Software and/or Specially Written Software and the
Services provided to the AUTHORITY hereunder.
6.8.2.5 In order to give effect to this Clause, but subject to Clause 12.5, the
CONTRACTOR shall be under a duty to notify the AUTHORITY of all proposed
exploitation to which Clause 6.8.2.2 applies and, subject to Clause 12.5,
the CONTRACTOR shall furnish all information reasonably necessary to enable
the parties to agree or, in default of agreement, to enable an expert to
determine a fair and reasonable abatement of the Charges pursuant to this
Clause.
6.8.2.6 The AUTHORITY shall be entitled to audit the CONTRACTOR's Records (as
defined in and in accordance with Clause 10.1) in respect of all
exploitation to which Clause 6.8.2.2 applies.
6.8.2.7 The AUTHORITY shall not unreasonably withhold consent to any exploitation
of Sole Use Assets, Property, AUTHORITY Software or Specially Written
Software by the CONTRACTOR at any time.
6.8.3 Promotion of Other Goods or Services to Claimants
The CONTRACTOR acknowledges that the scope of the Services as set out in
this Agreement. The CONTRACTOR undertakes that it shall not in the course of
performing the Services make any attempt to encourage, persuade or coerce any
Claimants into purchasing any other goods or services including but not
limited to the purchase of private health care insurance policies and/or
health screening programmes.
6.8.4 Conflicts of Interest
The CONTRACTOR must use all reasonable endeavours to avoid any actual or
perceived conflicts of interests in the use of personnel to perform the
Services under this Agreement and the use of such personnel to perform
services for its other customers.
6.9 Competitive Procurement
In the event that, as part of the Services, the CONTRACTOR, at the request
of the AUTHORITY, procures or conducts procurements for hardware, software,
assets or services as agent for the AUTHORITY, the CONTRACTOR shall at all
times comply with the provisions of the Public Services Contracts Regulations
1993 and the Public Supply Contracts Regulations 1991 as though the
CONTRACTOR were itself a Contracting Authority subject to those provisions
to the same extent as the AUTHORITY.
7. TRANSITION
7.1 Provision of the Detailed Transition Plan
7.1.1 The CONTRACTOR shall, within two (2) weeks of the Commencement Date,
prepare a plan for the Transition Services (the "Detailed Transition Plan")
such that all of the obligations of the parties in relation to the Transition
Services are completed by the expiry of the Transition Period. The Detailed
Transition Plan shall also include full details of the Acceptance Criteria
and the detail and timetable of the Transition Review Process. The Detailed
Transition Plan shall be based on the Outline Transition Plan and shall be
submitted to the AUTHORITY for approval.
7.1.2 The AUTHORITY shall provide reasonable assistance to the CONTRACTOR in the
preparation of the Detailed Transition Plan.
7.2 Approval of the Detailed Transition Plan
7.2.1 The AUTHORITY shall, within ten (10) Working 0ays of receipt of the
Detailed Transition Plan either:
7.2.1.1 approve the Detailed Transition Plan; or
7.2.1.2 reject the 0etailed Transition Plan, giving reasons for such rejection.
7.2.2 The AUTHORITY may only reject the Detailed Transition Plan pursuant to
Clause 7.2.1.2 if, in the reasonable opinion of the AUTHORITY, it is not
consistent with the Outline Transition Plan and/or all provisions of the
Replacement Agreement.
7.2.3 If the parties fail to agree the Detailed Transition Plan in accordance
with this Clause 7.2, such dispute shall be resolved in accordance with
the Alternative Dispute Resolution Procedure.
7.3 Transition Services
7.3.1 The parties shall perform the Transition Services and all other obligations
in accordance with the Detailed Transition Plan and, unless otherwise
specified herein, each party shall bear its own costs and expenses in
carrying out its obligations hereunder.
7.3.2 The CONTRACTOR shall provide at no additional charge all additional
assistance as is reasonably required by the AUTHORITY for the migration of
the Services from the IMPACT Agreement to this Agreement.
7.3.3 The CONTRACTOR shall be responsible for developing new management information
reports and changing existing management information reports to allow for the
provision of the Services. For the avoidance of doubt any work undertaken by
the CONTRACTOR in developing new management reports will be charged to the
AUTHORITY by the CONTRACTOR in accordance with Paragraphs 8 and 9 of
Schedule 12 of the IMPACT Agreement unless, and to the extent that, such work
is completed within the three hundred (300) man days provided by the
CONTRACTOR in accordance with Paragraph 9.41 of Schedule 12 of the IMPACT
Agreement in which case the AUTHORITY shall not be charged for the work.
7.3.4 Subject to Clauses 7.3.5 and 7.3.6, the CONTRACTOR shall continue to
provide to this AUTHORITY until the Cutover Date all of the services which it
and its subcontractors are required to provide pursuant to the IMPACT Agreement.
The parties acknowledge that the charges for the provision of such services
shall be those applicable for year 7 of the IMPACT Agreement.
7.3.5 In the event that the Transition Review Process is not recorded as successful
in respect of any of the Services and the AUTHORITY elects not to cut over
such Services pursuant to Clause 7.4.5, the CONTRACTOR and its subcontractors
shall continue to provide to the AUTHORITY services in accordance with the
IMPACT Agreement which are equivalent to the Services it has elected not to
cut over until the AUTHORITY elects to cut over such Services pursuant to
Clause 7.4.1.
7.3.6 For the avoidance of doubt, the CONTRACTOR shall not be obliged to provide
any services pursuant to the IMPACT Agreement after 31 August 2006 unless
otherwise agreed by both parties pursuant to the change control procedures
of the IMPACT Agreement.
7.4 Transition Review Process
7.4.1 The AUTHORITY shall permit the transition of the Services if the CONTRACTOR
has either:
7.4.1.1 complied fully with the Transition Review Process pursuant to this
Clause 7.4 and met all of the Acceptance Criteria; or
7.4.1.2 demonstrated to the satisfaction of the AUTHORITY (whose determination in
such matter shall be final) its capacity to deliver the Services in
accordance with the provisions of this Agreement.
7.4.2 The AUTHORITY shall undertake the Transition Review Process in order to
determine whether the Acceptance Criteria have been met or satisfy itself in
accordance with Clause 7.4.1.2 of the CONTRACTOR's capacity to deliver the
Services in accordance with the provisions of this Agreement.
7.4.3 The Transition Review Process shall be recorded as successful in respect of
any part of the Services and the CONTRACTOR notified by the AUTHORITY
accordingly where all of the Acceptance Criteria are met in respect of
such Services in accordance with the Transition Review Process and/or the
AUTHORITY is satisfied that the CONTRACTOR is able to deliver the Services
in accordance with the provisions of this Agreement.
7.4.4 The Transition Review Process shall be recorded as unsuccessful in respect
of any of the Services and the CONTRACTOR notified by the AUTHORITY
accordingly where any of the Acceptance Criteria are not met in respect of
such Services and the CONTRACTOR has failed to satisfy the AUTHORITY that it
is able to deliver the Services in accordance with the provisions of this
Agreement.
7.4.5 If the Transition Review Process has not been recorded as successful in
respect of any of the Services pursuant to Clause 7.4.3 by the Planned Cutover
Date, the AUTHORITY shall have the right without prejudice to its other rights
and remedies to extend the Transition Period for up to three (3) consecutive
additional periods of the same duration or of such shorter duration as the
AUTHORITY may notify to the CONTRACTOR, during which the CONTRACTOR shall use
all reasonable endeavours to correct the deficiency which caused the Transition
Review Process to be recorded as unsuccessful in respect of any of the Services.
7.4.6 In the event that the AUTHORITY amends the Planned Transition Period for a
period pursuant to Clause 7.4.5 and the Transition Review Process has not
been recorded as successful in respect of any of the Services by the end of
that period, the AUTHORITY shall have the right without prejudice to its
other rights and remedies:
7.4.6.1 to terminate, pursuant to Clause 11.9 any of the Services in respect of which
the Transition Review Process has been recorded as unsuccessful; and/or
7.4.6.2 to terminate this Agreement pursuant to Clause 11.4.4.
7.5 Failure to Comply with the Detailed Transition Plan
7.5.1 If, due to the Default of the CONTRACTOR, the parties fail to achieve the
Planned Cutover Date the CONTRACTOR shall, without prejudice to the parties'
other rights and remedies:
7.5.1.1 pay to the AUTHORITY all actual additional costs which are incurred by the
AUTHORITY for the provision of the Services by the CONTRACTOR pursuant to
the IMPACT Agreement (to the extent that such costs are not also caused by
a Default of the AUTHORITY); and
7.5.1.2 pay any reasonable additional costs of the AUTHORITY incurred as a direct
result in the delay to the Planned Cutover Date to the extent that such
reasonable additional costs have not already been recovered pursuant to
Clause 7.5.1.1 (to the extent that such costs are not also caused by a
Default of the AUTHORITY).
7.6 Work in Progress
7.6.1 The parties shall agree how the work-in-progress of the CONTRACTOR under
the IMPACT Agreement is to be actioned, and the required activities shall
be addressed in the Detailed Transition Plan.
7.6.2 The CONTRACTOR shall continue to be paid (in accordance with the terms of
the IMPACT Agreement or as otherwise agreed in writing with the AUTHORITY)
for any fit for Purpose medical reports which are produced after the
Cutover Date as a result of a medical examination or as a result of a
scrutiny of documentary evidence. which is carried out by the CONTRACTOR
before the Cutover Date. Where some residual administrative tasks are still
required to clear the case, the CONTRACTOR will not be paid for the medical
report or any residual work completed by Me CONTRACTOR.
7.6.3 The CONTRACTOR will be paid for all Fit for Purpose written medical reports,
produced by the CONTRACTOR, either as result of a medical examination or as
a result of a Scrutiny of documentary evidence which is carried out by the
CONTRACTOR after the Cutover 0ate in accordance with the terms of this
Agreement.
8. CONTRACT MANAGEMENT
8.1 Contract Management
The parties shall establish the management interfaces specified in Schedule 16.
All contract management of this Agreement shall be performed in accordance
with the provisions of Schedule 16.
8.2 Provision of Information
8.2.1 Ad Hoc Information
Each party shall comply as soon as possible with all reasonable requests made
by the other party for information relevant to this Agreement. All Confidential
Information of either party made available to the other party under this Clause
shall be treated as confidential under Clause 12.5.
8.2.2 Progress Reports
Where progress reports are to be submitted under this Agreement, the
CONTRACTOR shall render reports as to the progress of the mutual obligations
under this Agreement at such time and in such form as may be specified or as
otherwise agreed between the AUTHORITY and the CONTRACTOR. The submission
and receipt of these reports shall not prejudice the rights of either party
under this Agreement.
8.2.3 Monitoring
The AUTHORITY shall be entitled to monitor the performance by the CONTRACTOR
of its obligations under this Agreement in accordance with the procedures
set out in Schedule 16.
8.2.4 Medical Advances
The parties agree that they shall share with each other all the latest medical
advances which are relevant to the Services and of which they become aware from
time to time during the term hereof.
8.3 Communications
8.3.1 Except as otherwise expressly provided herein, no communication from either
party to the other shall have any validity under this Agreement unless made
in writing by or on behalf of the AUTHORITY or the CONTRACTOR, as the case
may be.
8.3.2 Any notice or other communication whatsoever which either party hereto
is required or authorised by this Agreement to give or make to the other shall
be given or made either by post in a prepaid letter, or by hand delivery, or
by e-mail or by facsimile transmission confirmed by post in a prepaid letter,
addressed to such other party in the manner referred to in Clause 8.3.3 and
if that letter is not returned as being undelivered within seven (7) days
that notice or communication shall be deemed for the purposes of this
Agreement to have been given or made after two (2) days, for a letter, or
four (4) hours. for a facsimile transmission or e-mail or on the day of
delivery for hand delivery.
8.3.3 For the purposes of Clause 8.3.2 above the address for service of each
party shall be as set out in Schedule 17.
8.3.4 Any party may change its address for service by notice as provided in
this Clause 8.3.
8.4 Amendment to the Agreement
8.4.1 No change under this Agreement shall be effective unless made in accordance
with this Clause 8.4, for these purposes, a "change" includes any proposed
amendment to the Agreement (including any proposed additional or
substituted Schedule), the Service Specification, any proposed Additional
Services, any proposed assignment, novation or subcontracting of the
Agreement and any variations of the charges of other changes arising out
of the annual review under Clause 6.1.4. For each such change which is
agreed by the parties the Agreement shall be amended to the extent
necessary to give effect to that change.
8.4.2 The change must be approved on behalf of each party at the appropriate level
of authorisation as specified in Schedule 16 and must be made in accordance
with the Change Control Procedure by a written instrument which expressly
purports to amend this Agreement and which expressly refers to the Clause(s)
or Schedule(s) so amended.
8.4.3 However, unless and until such amendment is made in accordance with
Clause 8.4.1, this Agreement shall not in any way be considered to have been
amended.
8.5 Transfer and Subcontracting
8.5.1 This Agreement is personal to the CONTRACTOR. The CONTRACTOR shall not
assign, novate or otherwise dispose of this Agreement or any part thereof
without the previous consent in writing of the AUTHORITY.
8.5.2 The CONTRACTOR shall not subcontract this Agreement or any part thereof
without the previous consent in writing of the AUTHORITY, such consent not
to be unreasonably withheld or delayed. For the avoidance of doubt, the
AUTHORITY hereby consents to the CONTRACTOR's subcontracting of its
obligations specified in Schedule 18 to the respective Subcontractors
specified therein.
8.5.3 The fee Paid Registered Medical Practitioners approved and/or appointed
pursuant to Clause 1.8.2 need not be listed in Schedule 18.
8.5.4 Subject to Clause 8.5.5, the AUTHORITY shall be entitled, upon reasonable
notice to the CONTRACTOR, to:
8.5.4.1 assign, novate or otherwise dispose of its rights and obligations under
this Agreement or any part thereof to any Contracting Authority provided
that any such assignment, novation or other disposal shall not increase
the burden of the CONTRACTOR's obligations pursuant to this Agreement; or
8.5.4.2 novate this Agreement to any other body (including but not limited to any
private sector body) which substantially performs any of the functions
that previously had been performed by the AUTHORITY provided that such
novation shall not increase the burden of the CONTRACTOR's obligations
pursuant to this Agreement.
8.5.5 Any change in the legal status of the AUTHORITY such that it ceases to
be a Contracting Authority shall not, subject to 8.5.6. affect the
validity of this Agreement. In such circumstances, this Agreement shall
bind and inure to the benefit of any successor body to the AUTHORITY
provided that such change in the legal status of the AUTHORITY shall not
increase the burden of the CONTRACTOR's obligations pursuant to this Agreement.
8.5.6 If this Agreement is novated to a body which is not a Contracting Authority
pursuant to Clause 8.5.4.2 or if a successor body which is not a Contracting
Authority becomes the AUTHORITY pursuant to Clause 8.5.5 (in the remainder
of this Clause 8.5.6 both such bodies are referred to as the "transferee"):
8.5.6.1 the rights of termination of the AUTHORITY in Clause 11.3.1, Clause 11.3.2
and 11.4 shall be available, mutatis mutandis, to the CONTRACTOR in the
event of the bankruptcy, insolvency or Default of the transferee;
8.5.6.2 the transferee shall only be able to assign, novate or otherwise dispose
of its rights and obligations under this Agreement or any part thereof
with the previous consent in writing of the CONTRACTOR;
8.5.6.3 any rights acquired by the transferee relating to any Use of the
Intellectual Property Rights or the Software shall not extend beyond the
activities previously performed by the AUTHORITY and, in particular, the
transferee shall not be entitled to perform any service bureau or
facilities management services utilising the Software or the Intellectual
Property Rights for any third party;
8.5.6.4 the rights of the AUTHORITY under Clause 8.8.1 shall cease; and
8.5.6.5 the following Clauses shall be varied from the date of the novation or the
date of the change of status (as appropriate) as set out below as if this
Agreement had been amended by the parties in accordance with Clause 8.4:
(a) in Clause 12.1.1.1, the words "acting for or on behalf of the Crown"
in the second line shall be replaced with employed by the AUTHORITY
or acting on its behalf and the words "the Crown" in the sixth line
shall be replaced with the AUTHORITY; and
(b) in Clause 12.1.1.2, the words "for or on behalf of the Crown" shall
be replaced with employed by the AUTHORITY or acting on its behalf.
8.5.6.6 The AUTHORITY shall be entitled to disclose to any transferee any
Confidential Information of the CONTRACTOR which relates to the performance
of the Services by the CONTRACTOR and which the transferee needs to know in
order to fulfil its obligations hereunder. In such circumstances the
AUTHORITY shall authorise the transferee to use such Confidential
Information only for purposes relating to the provision of the Services and
for no other purposes and, for the avoidance of doubt, the AUTHORITY shall
procure that the transferee enters into a confidentiality agreement in
favour of the CONTRACTOR and shall procure that they shall be bound by
confidentiality provisions no less onerous than those provisions of
Clause 12.5 in relation to such Confidential Information.
8.5.7 Legislative and Policy Change
8.5.7.1 Any change to law or policy which requires an amendment to this Agreement
(including but not limited to the standards listed in Schedules 4 and 23)
or to the Service Specification to enable the CONTRACTOR to comply with
such change shall be subject to the Change Control Procedure with the
following exceptions:
(a) neither party shall withhold or delay their agreement to the change;
(b) any change will be implemented even if the parties cannot agree a
variation to the Agreement (including the Charges) before the change
is due to be implemented; and
(c) any agreed variation to the Agreement shall apply retrospectively to
the date of implementation of the change.
8.5.7.2 The CONTRACTOR shall use its reasonable endeavours to mitigate any increase
in costs arising from a change in law or policy.
8.5.7.3 For the avoidance of doubt any change to the VAT status of the Services such
that such Services are,in whole or in part, not subject to VAT shall be
considered a change in law and subject to the provision of this Clause 8.5.7.
8.6 Time
8.6.1 Extension of Time
8.6.1.1 If the performance of this Agreement by the CONTRACTOR be delayed by reason
of Default by the AUTHORITY or its employees or authorised agents, or by
reason of any refusal by the AUTHORITY pursuant to Clause 8.8.1 without
good cause to admit the CONTRACTOR's personnel to any premises occupied by
or on behalf of the Crown or by rejection of the CONTRACTOR's personnel
pursuant to Clause 8.7.10, the CONTRACTOR shall be entitled to a reasonable
extension of time and to any reasonable additional costs which it can show
were directly incurred as a result of the delay, provided always that
notwithstanding the AUTHORITY's Default the CONTRACTOR shall use all
reasonable endeavours to continue to perform its obligations under this
Agreement and it notifies the AUTHORITY in writing of the Default as soon as
it becomes aware of such Default.
8.6.1.2 If the performance of this Agreement by either party be delayed by reason of
any Force Majeure event (as defined in Clause 10.12.1), both parties shall be
entitled to a reasonable extension of time subject to there being no
entitlement to any additional costs incurred as a result of the delay and
provided that the party so delayed notifies the other party in writing without
undue delay.
8.6.2 Time of the Essence
Where there has been undue delay by the CONTRACTOR in the performance of the
Services under this Agreement, other than where this has been caused by the
Default of the AUTHORITY or its employees or authorised agents and provided
always that such delay has been referred:
8.6.2.1 to the most senior level of the Contract Management Procedures and there has
been no resolution of the matter in accordance with the Contract Management
Procedures; and
8.6.2.2 by the Joint Body or the more senior representatives of the parties referred
to in Clause 10.14.2 where applicable and there has been a failure to resolve
the matter,
the AUTHORlTY may notify the CONTRACTOR in writing that time is of the
essence with respect to any Services which are subject to undue delay and if
any such Services shall not have been performed by the CONTRACTOR by any
reasonable date stated in the notice (such date having regard for all the
surrounding circumstances), the AUTHORITY may terminate this Agreement in
accordance with Clause 11.4.4.
8.7 Security
8.7.1 The CONTRACTOR shall comply with the Security Policy specified in Schedule 20.
8.7.2 The CONTRACTOR shall implement and maintain security standards, facilities
and procedures which fully comply with the policies, standards and other
obligations set out in the Security Policy insofar as such policies,
standards and other obligations apply to the provision of the Services.
The CONTRACTOR shall ensure that all its employees, agents or Subcontractors
shall comply with the obligations upon them contained in the Security Policy.
8.7.3 The AUTHORITY shall notify the CONTRACTOR of any changes or proposed changes
to the Security Policy or IT Security Manual and shall provide the CONTRACTOR
with updates thereto in good time to enable the CONTRACTOR to continue to
comply with its obligations under this Clause provided that any changes or
proposed changes to the Security Policy or IT Security Manual shall be dealt
with in accordance with Clause 8.5.7.
8.7.4 The CONTRACTOR shall nominate in writing an individual to take responsibility
and be accountable for compliance with the Security Policy and/or IT
Security Manual.
8.7.5 Subject to Clause 8.5.7, the CONTRACTOR shall comply with, and implement, all
policies and standards issued from time to time by departments, offices or
agencies of the Crown (or the protection of Nationally Classified
Information or information which is to be treated as if it were Nationally
Classified Information.
8.7.6 The AUTHORITY shall inform the CONTRACTOR (in accordance with Clause 8.3)
of the level of security clearance required to handle any items of
Nationally Classified Information. The CONTRACTOR shall ensure that all
employees, agents, representatives and Subcontactors of the CONTRACTOR who
have access to Nationally Classified Information shall be security cleared
to the appropriate level determined by the AUTHORITY.
8.7.7 Notwithstanding the CONTRACTOR's obligations under Clauses 8.7.1 to 8.7.6,
the CONTRACTOR shall ensure that no person who is not security cleared to
an appropriate level shall have access to Nationally Classified Information.
8.7.8 If any person is not given security clearance following security vetting, the
CONTRACTOR may not disclose Nationally Classified Information to such person.
8.7.9 The CONTRACTOR shall process and store information protected hereunder
(including, without limitation, Nationally Classified Information and
Confidential Information) only at sites approved in writing by the AUTHORITY
in accordance with Clause 8.3, and the AUTHORITY shall incur no liability in
respect of any costs incurred by the CONTRACTOR as a result of the AUTHORITY's
refusal to approve any sites for such purposes. For the purposes of this Clause
all the AUTHORITY's sites are hereby deemed to be approved by the AUTHORITY.
8.7.10 The AUTHORITY shall have the right to require the CONTRACTOR not to use
specified individuals employed or engaged by the CONTRACTOR, or by a
Subcontrator, in the performance of specified elements of the Services. The
AUTHORITY shall not be required to give a reason or explanation for the
exercise of such rights. Further, the AUTHORITY warrants that it will not
exercise such right unreasonably.
8.7.11 The CONTRACTOR shall, upon the Cutover Date, maintain the same levels of
security protection as those specified in Schedule 20, and shall not vary
the level of security protection afforded to any information protected
hereunder (including, without limitation, Nationally Classified Information
and Confidential Information) without the authority of the appropriate
Data Guardian, and afforded to Nationally Classified Information without
the additional authority of the Departmental Security Officer.
8.7.12 If requested to do so by the AUTHORITY's representatives, the CONTRACTOR
shall initiate procedures requested under which the CONTRACTOR's staff
or vehicles carrying the CONTRACTOR's staff shall be subject to search
by the CONTRACTOR whilst on AUTHORITY premises. The results of any search
shall be made known to the AUTHORITY's representative.
8.7.13 The AUTHORITY's decision on all matters in this Clause 8.7 requiring the
exercise of the AUTHORITY's discretion shall be final and conclusive.
8.8 Personnel
8.8.1 CONTRACTOR's Personnel
8.8.1.1 The AUTHORITY reserves the right under this Agreement to refuse to admit
to any premises occupied by or on behalf of the Crown any person employed
or engaged by the CONTRACTOR, or by a Subcontractor, whose admission
would be, in the opinion of the AUTHORITY, undesirable.
8.8.1.2 If and when directed by the AUTHORITY, the CONTRACTOR shall provide a list,
within a reasonable period of time, of the names and business addresses of
all persons who it is expected may require admission in connection with
the performance of this Agreement to any premises occupied by or on behalf
of the Crown, specifying the capacities in which they are concerned with
this Agreement and giving such other particulars as the AUTHORITY may
reasonably require.
8.8.1.3 The CONTRACTOR shall comply with the provisions of Clause 12.6.1 when
providing any information pursuant to Clause 8.8.1.2.
8.8.1.4 The CONTRACTOR shall comply with any directions issued by the designated
representative of the AUTHORITY as to which persons may be admitted to
such premises and at what times.
8.8.1.5 If and when directed by the AUTHORITY, the CONTRACTOR shall secure that
any person employed or engaged by the CONTRACTOR or by a Subcontractor,
who is specified in the direction or is one of a class of persons who
may be so specified, shall sign a statement that he understands that the
Official Secrets Acts 1911 to 1989 apply to him both during the term of
and after the expiry or termination of this Agreement.
8.8.1.6 The CONTRACTOR's representatives, engaged within the boundaries of a Crown
establishment, shall comply with such rules, regulations and requirements
(including those relating to security arrangements) as may be in force from
time to time for the conduct of personnel when at that establishment and
when outside that establishment.
8.8.1.7 The decision of the AUTHORITY as to whether any person is to be refused
admission to any premises occupied by or on behalf of the Crown and as to
whether the CONTRACTOR has failed to comply with Clause 8.8.1.2 shall be
final and conclusive.
8.8.1.8 If the CONTRACTOR shall fail to comply with Clause 8.8.1.2 and if the
AUTHORITY (whose decision shall be final and conclusive) shall decide
that such failure is prejudicial to the interests of the state and if
the CONTRACTOR does not comply with the provisions of Clause 8.8.1.5
and 8.8.1.5 within a reasonable time of written notice so to do then
the AUTHORITY may terminate this Agreement pursuant to Clause 11.4.4.
8.8.1.9 The CONTRACTOR shall be responsible for ensuring that its employees and
sub-contractors (and their respective employees) are not claiming any
Benefit, where payment of that Benefit is precluded due to earnings.
The CONTRACTOR shall further use all reasonable endeavours to ensure
that its employees and sub-contactors (and their respective employees)
who are not EC nationals are legally entitled to be resident the
United Kingdom and have a work permit, where applicable. The CONTRACTOR
shall promptly take all reasonable steps to ensure compliance with this
Clause 8.8.1.9.
8.8.2 Key Personnel
The parties acknowledge that the CONTRACTOR's Key Personnel specified in
Schedule 21 are essential to the fulfilment of its obligations hereunder.
The CONTRACTOR undertakes to use all reasonable endeavours to ensure that
such Key Personnel are not removed or replaced during the periods specified
in Schedule 21. However in the event that any of its Key Personnel becomes
unavailable for any reason (including without limitation as a result of
death, injury, sickness, promotion or resignation), the CONTRACTOR shall
have the right subject to the prior written approval of the AUTHORITY (which
shall not be unreasonably withheld or delayed) to replace such an individual
with another individual whose abilities and qualifications equal or exceed
those of the replaced individuals.
8.8.3 No Poaching
Both parties agree not to solicit, offer employment to, nor use the services
of any employee of the other party who is involved in performing this Agreement
(otherwise than by general advertising for the duration of this Agreement) and
for a period of twelve (12) Months from the date of termination of this
Agreement, except as expressly provided for in this Agreement or where the
other party consents thereto in writing.
8.8.4 On-Going Secondment
During the term of this Agreement, the AUTHORITY and the CONTRACTOR shall
consider opportunities for, and where necessary and appropriate, agree upon
the secondment and/or exchange of agreed numbers of staff between each other.
The terms upon which such secondment and/or exchange will take place will be
as set out in Schedule 32.
8.9 Health & Safety Hazards
8.9.1 The CONTRACTOR shall notify the AUTHORITY of any health and safety hazards in
relation to the AUTHORITY's Properties which may arise in connection with the
performance of this Agreement.
8.9.2 The AUTHORITY shall notify the CONTRACTOR of any health and safety hazards
which may exist or arise at any Properties occupied by the AUTHORITY and which
may affect the CONTRACTOR provided that the AUTHORITY shall have no obligation
to notify the CONTRACTOR of any health or safety hazards which the CONTRACTOR
is obliged to rectify in accordance with the terms and conditions of any
relevant Property Agreement entered into between the AUTHORITY and the
CONTRACTOR. The CONTRACTOR shall draw these hazards to the attention of its
employees and Subcontractors or any persons engaged by the CONTRACTOR in the
performance of this Agreement at such Properties.
8.9.3 The CONTRACTOR shall inform all persons engaged in the performance of this
Agreement at the AUTHORITY's Properties of all such hazards and shall instruct
such persons in connection with any necessary associated safety measures.
8.10 AUTHORITY Responsibilities
8.10.1 The AUTHORITY shall perform the AUTHORITY's Responsibilities as set out in
Schedule 22.
8.10.2 The AUTHORITY shall provide telecoms and courier services as set out in
Schedule 11.
8.11 Further Assurance
8.11.1 Both parties shall at their own expense promptly:
8.11.1.1 execute all documents and do all acts and things reasonably required by the
other party to give effect to the terms of this Agreement; and
8.11.1.2 within such time limits as are reasonable within the circumstances, provide
all accurate information, documentation and assistance reasonably requested
by the other party to enable that other party to fulfil its obligations
hereunder.
8.12 Provision of Information relating to Claimants
The AUTHORITY shall use all reasonable endeavours to notify information to
the CONTRACTOR of any Claimants who have been classified by the AUTHORITY
as potentially violent provided that the AUTHORITY cannot accept any liability
for any claims arising out of such notification or by any failure by the
AUTHORITY to provide such information to the CONTRACTOR.
8.13 Consent
The AUTHORITY shall use all reasonable endeavours to obtain the prior written
consent of a Claimant where medical evidence in respect of that Claimant is to
be obtained from a third party provided that the AUTHORITY cannot accept any
liability (or any claims arising out of a failure by the AUTHORITY to obtain
such written consent.
9. WARRANTIES AND STANDARDS
9.1 Provision of Services
The CONTRACTOR warrants and represents that:
9.1.1 the Services shall be performed by appropriately experienced, qualified and
trained personnel with all reasonable skill, care and diligence;
9.1.2 the CONTRACTOR shall discharge its obligations under this Agreement with all
reasonable skill, care and diligence including but not limited to good industry
practice and (without limiting the generality of this Clause) in accordance with
its own established internal procedures:
9.1.3 the Services shall be performed in compliance with all applicable laws,
enactments, orders, regulations, policies and other similar instruments in
force at the date of this Agreement. Any changes to applicable laws, enactments,
orders, regulations, policies and other similar instruments shall be dealt with
in accordance with Clause 8.5.7;
9.1.4 the Services shall be performed in accordance with all applicable Service
Levels in this Agreement:
9.1.5 the Services shall be performed in such a way as to cause a minimum of
disruption to the business of the AUTHORITY.
9.2 EMU
9.2.1 The Contractor warrants that the Services will:
9.2.1.1 be capable of performing all functions set out in Schedule 2 and
Schedule 4 for sterling and for the common currency adopted generally by
members of the European Union (the "euro");
9.2.1.2 comply with all legal requirements applicable to the euro in the
United Kingdom, including but without limitation, the rules an conversion
and rounding set out in the EC Regulation number 1103/97; and
9.2.1.3 be capable of displaying and printing and will incorporate in all relevant
screen layouts, all symbols and codes adopted by the Government in relation
to the euro.
9.3 Title and Non-Infringement of IPRs
9.3.1 The CONTRACTOR warrants and represents that:
9.3.1.1 the provision of the Services and the AUTHORITY's use thereof shall not
infringe any Intellectual Property Rights of any third party;
9.3.1.2 in the event of the exercise of the AUTHORITY's or Replacement Contractor's
rights under Schedule 26 to purchase any assets the AUTHORITY or Replacement
Contractor shall acquire title to any equipment sold to the AUTHORITY or
Replacement Contractor free from all encumbrances and the AUTHORITY or
Replacement Contractor shall have the right to quiet possession of such
equipment;
9.3.1.3 all equipment leases, maintenance agreements, support agreements and all
other supply and services agreements which are relevant and necessary for
the provision of the Services are assignable at no cost (except for any
charges payable thereunder) to the AUTHORITY or the Replacement Contractor
upon the termination of this Agreement:
9.3.1.4 the CONTRACTOR shall use all reasonable endeavours to ensure that all
licences and maintenance agreements relating to the Software and all other
licences of Intellectual Property Rights to which the CONTRACTOR is a party
and which are relevant and necessary to the provision of the Services, are
assignable to the AUTHORITY or the Replacement Contractor upon the
termination of this Agreement; and
9.3.1.5 all warranties, guarantees and other rights given to the CONTRACTOR or
procured for the CONTRACTOR in respect of the equipment referred to in
Clause 9.3.1.2, in respect of the maintenance agreements, support
agreements and all other supply and services agreements referred to in
Clause 9.3.1.3 and/or in respect of the licences and maintenance agreements
referred to in Clause 9.3.1.4) will be assigned to the AUTHORlTY upon the
termination of this Agreement.
9.3.2 For the avoidance of doubt the indemnity in Clause 10.7 shall be the
AUTHORITY's sole remedy for a breach of Clause 9.3.1.1.
9.4 Statements and Representations
The CONTRACTOR warrants and represents that all written statements and
representations made to the AUTHORITY in connection with tendering for
and entering into this Agreement are, to the best of its knowledge,
information and belief, true and accurate and that it will advise the
AUTHORITY of any fact, matter or circumstance of which it may become
aware which would render any such written statement or representation
to be false or misleading.
9.5 Standards and Policies
9.5.1 Medical/Professional
The CONTRACTOR warrants and represents that the Services shall comply with,
and be provided in accordance with, the medical and professional standards
specified in Schedule 4.
9.5.2 Legislation/Policy
9.5.2.1 Subject to Clause 8.5.7 the CONTRACTOR represents and warrants that the
Services shall comply with and be provided in accordance with:
(a) all laws (including any applicable case law), statutes, enactments,
orders, regulations, policies or other similar instruments of general
application applicable thereto as amended by any subsequent law, statute,
enactment, order, regulation, policy or instrument or as contained in any
subsequent re-enactment thereof; and
(b) all policies and changes thereto affecting the AUTHORITY as may be
notified to the CONTRACTOR from time to time, and for the purpose of the
foregoing the AUTHORITY shall take all reasonable steps to advise the
CONTRACTOR only of any changes to AUTHORITY policies which will affect
the provision of the Services in accordance with this Agreement.
9.5.3 IT/Technical/Other
9.5.3.1 The CONTRACTOR warrants and represents that:
(a) the Services shall comply with, and be provided in accordance with,
the IT, technical and other standards specified in Schedule 23 and all
components and equipment supplied and/or used in the course of the
provision of the Services shall be operated and maintained in accordance
with their technical specifications; and
(b) the provision of the Services shall not cause electrical interference
beyond the limits laid down in the relevant standard specified in
Schedule 23, provided that for the purpose of this Clause the Services
shall be deemed to include the operation of any testing and monitoring
instruments used in connection with the provision of the Services.
9.6 Authority and Approval
9.6.1 The CONTRACTOR warrants and represents that:
9.6.1.1 it has full capacity and authority and all necessary licences, permits and
consents (including but not limited to, where its circumstances and
procedures so require, the consent of its Parent Company) to enter into
and to perform this Agreement;
9.6.1.2 this Agreement is executed by a duly authorised representative of the
CONTRACTOR; and
9.6.1.3 the execution and delivery of this Agreement, and the by the CONTRACTOR
of its obligations under it, will not:
(a) result in a breach of any provision of the Memorandum or Articles of
Association or Partnership Deed, if applicable, of the CONTRACTOR; or
(b) result in a breach of or constitute a default under instrument or
agreement to which the CONTRACTOR is a party to or by which the
CONTRACTOR is bound; or
(c) result in a breach of any order, judgement or decrees of any court or
Governmental agency to which the CONTRACTOR is a party or by which the
CONTRACTOR is bound.
9.6.2 The AUTHORITY warrants and represents that:
9.6.2.1 it has full capacity and authority and all necessary licences, permits and
consents to enter into and to perform this Agreement; and
9.6.2.2 this Agreement is executed by a duly authorised representative of the AUTHORITY.
9.7 Exclusion of Warranties
Except as expressly stated in this Agreement, all warranties and conditions
by either party (including without limitation. warranties and conditions as
to fitness for purpose and description), whether express or implied by statute,
common law or otherwise are hereby excluded to the extent permitted by law.
10. REMEDIES AND LIABILITIES
10.1 Audit Access
10.1.1 The CONTRACTOR shall keep or cause to be kept full and accurate records
(including without limitation, financial documents detailing expenditure
and income and including computerised records and data) on all Assets,
Software, Transferring Properties, Transferring Authority Employees,
materials used and Services performed in connection with this Agreement
("the Records.")
10.1.2 For the avoidance of doubt, except where specifically provided for in
this Clause 10.1, neither the CONTRACTOR nor its Subcontractors or other
representatives shall be entitled to reimbursement by the AUTHORITY for
any costs or expenses incurred as a result of compliance with their
respective obligations hereunder.
10.1.3 The CONTRACTOR shall grant to the AUTHORITY, any statutory or regulatory
auditors of the AUTHORITY and their respective authorised agents the
right of reasonable access at all reasonable times and upon reasonable
notice to inspect and take copies from the Records and/or any sites
and/or materials and shall provide access to the CONTRACTOR's personnel
and provide all reasonable assistance at all times during the currency
of this Agreement and for a period of six (6) years after the termination
for whatever reason of this Agreement for the purposes of allowing the
AUTHORITY to obtain such information as is necessary to:
10.1.3.1 fulfil the AUTHORITY's obligations to supply information relating to
this Agreement for parliamentary, governmental, judicial or other
external administrative purposes; and/or
10.1.3.2 audit the CONTRACTOR's compliance with its obligations under this
Agreement; and/or
10.1.3.3 audit all activities, security and integrity in connection with the
provision of the Services.
10.1.4 Where the AUTHORITY exercises its right of access pursuant to Clause
10.1.3 through its authorised agents the AUTHORITY shall allow the
CONTRACTOR to make representations to the AUTHORITY concerning the
appropriateness of any such authorised agent and the AUTHORITY shall
have due regard to such representations. The CONTRACTOR shall be repaid
any reasonable expenses incurred in giving any such reasonable
assistance for the purposes set out in Clause 10.1.3.2 and 10.1.3.3
unless the audit is exercised in accordance with the audit access
requirements set out in Clause 10.1 .5.
10.1.5 Without prejudice to the foregoing, in the event of an investigation
by the AUTHORITY or its authorised agents into suspected fraudulent
activity or other impropriety by the CONTRACTOR or any third party in
connection with this Agreement or the provision of the Services the
AUTHORITY reserves for itself, any statutory or regulatory auditors
of the AUTHORITY and their respective authorised agents the right of
immediate access to the Records described in Clause 10.1.1 above and/or
any sites and/or materials and/or personnel and the CONTRACTOR agrees
to render all necessary assistance to the conduct of such investigation
at all times during the currency of this Agreement or at any time
thereofter. The CONTRACTOR shall be repaid any reasonable expenses
incurred in giving such assistance in the event that no fraud or other
impropriety is discovered.
10.1.6 For the purposes of:
10.1.6.1 the examination and certification of the accounts of the AUTHORITY; and/or
10.1.6.2 any examination pursuant to Section 6(1) of the National Audit Act 1983
of the economy, efficiency and effectiveness with which the AUTHORITY
has used its resources,
the Comptroller and Auditor General and/or his representatives ("C&G")
shall have the right to examine the Records and all such documents and other
information owned. maintained or held by, or otherwise in the control of,
the CONTRACTOR (including computerised records and data) as the C&G
may reasonably require or consider necessary. The CONTRACTOR shall provide
access (and shall procure that any person acting on the CONTRACTOR's behalf
who has such documents and/or other information shall also provide access)
to such documents and/or further information for the C&G for such
purposes. Further, the CONTRACTOR shall furnish to the C&G such oral
or written explanations as he requires for such purposes. The C&G
shall bear the costs incurred by himself of such examination and
clarification. The CONTRACTOR shall bear its own costs of complying with
the requirements of this Clause 10.1.6.
10.1.7 For the avoidance of doubt, it is hereby declared that Clause 10.1.6
does not constitute a requirement or agreement for the examination,
certification or inspection of the accounts of the CONTRACTOR by the
C&G under Section 6(3)(d) of the National Audit Act 1983.
10.1.8 The CONTRACTOR shall take all steps necessary and possible to procure
that any Subcontractor or other representative engaged by it during the
term hereof in connection with the provision of the Services (and shall
use its reasonable endeavours to procure that the Subcontractors existing
on the date hereof) shall also keep or cause to be kept full and accurate
Records and shall grant and allow the same rights of access and accept
the same obligations to provide information as are granted, allowed
and/or accepted under this Clause 10.1.
10.1.9 For the avoidance of doubt, but without prejudice to the AUTHORITY's
audit rights under Clause 10.1.3, nothing in this Clause 10.1 shall
require the CONTRACTOR to grant access to information relating to its
profit margins.
10.1.10 Notwithstanding the provisions of Clause 10.2, the AUTHORITY shall use
its reasonable endeavours to coordinate the application of its audit
rights so as to ensure that the provision of any of the Services by the
CONTRACTOR is not unreasonably disrupted or delayed.
10.2 Open Book Accounts
10.2.1 The CONTRACTOR shall annually provide to the AUTHORITY a statement of
costs no later than one (1) month after Annual Review.
10.2.2 The statement of costs shall set out the CONTRACTOR's actual costs,
expenses and profits in providing the Services since the date of the
Agreement, or if it exists, any previous statement of costs:
10.2.2.1 the actual capital expenditure, including capital replacement costs
(including details of expected assets lives);
10.2.2.2 actual operating expenditure relating to the provision of the Services,
with an analysis showing the costs of number of hours worked by
referenced to timesheets or any other suitable evidence of time spent
providing the Services;
10.2.2.3 all interest, expenses and other third party financing costs;
10.2.2.4 details of the overhead recoveries that have been made; and
10.2.2.5 the profit before tax which the CONTRACTOR has achieved in the
provision of the Services including any profit element forming any
part of the overhead recoveries disclosed by reason of
Clause 10.2.2.4 above.
10.2.3 The CONTRACTOR shall, prior to delivery of the statement of costs to
the AUTHORITY:
10.2.3.1 ensure that the statement of costs is reviewed by its auditors who
will verify the information contained in the statement of costs and that
any allocation of overhead recoveries is fair and reasonable; and
10.2.3.2 provide a written statement from its auditors confirming their review
of the statement of costs in accordance with this Clause 10.2.
10.3 Service Credits and Liquidated Damages
10.3.1 In the event that due to a Default of the CONTRACTOR the Services fail
to meet the Service Levels contained in Schedule 5. the CONTRACTOR shall,
as an adjustment to the Charges credit the AUTHORITY with Service Credits
calculated in accordance with Schedule 25.
10.3.2 In the event that due to its Default the CONTRACTOR fails to commence the
Services on the Cutover Date the CONTRACTOR shall, pay to the AUTHORITY
Liquidated Damages calculated in accordance with Schedule 25 of this
Agreement for each day of delay up to a maximum of one hundred (100) days.
10.3.3 The parties acknowledge that the Service Credits and Liquidated Damages
referred to in this Clause and specified in Schedule 25 are a genuine
pre-estimate of the loss likely to be sufFered by the AUTHORITY and that
the figures therein are reasonable.
10.3.4 Without prejudice to any other non-financial rights or remedies of the
AUTHORITY, the Service Credits and Liquidated Damages recoverable by the
AUTHORITY in accordance with this Clause 10.3 shall be the AUTHORITY's
sole financial remedy in respect of any Default to which this Clause 10.3
applies, but only to the extent so specified in Schedule 25.
10.4 Additional Resources
In the event that the Services hereunder are not provided in accordance
with all applicable provisions hereof as a result of a Default of the
CONTRACTOR, the CONTRACTOR shall, at the request of the AUTHORITY and
without prejudice to the AUTHORITY's other rights and remedies, arrange
all such additional resources as are reasonably necessary to correct such
failure as early as practicable thereafter and at no additional charge to
the AUTHORITY.
10.5 Non-conforming Services
10.5.1 In the event that, as a result of its Default, the CONTRACTOR fails to
perform the Services, or any of them, in accordance with this Agreement,
and such failure is not caused by the AUTHORITY, or by its employees or
authorised agents, then the AUTHORITY may elect, in addition to any other
remedies that may be available to it either under this Agreement or
otherwise, one or more of the following remedies:
10.5.1.1 the AUTHORITY may require the CONTRACTOR, at the CONTRACTOR's own expense,
promptly to remedy any Default or re-perform any non-conforming Services; or
10.5.1.2 the AUTHORITY may withhold from payment to the CONTRACTOR or recover as a
sum of money due from the CONTRACTOR the Charges or any portion thereof
that are allocable to the Default or non-conforming Services other than
where Service Credits are applicable to the failure in which case the
recovery of such Service Credits shall be, subject to Clause 10.3.3, the
same financial remedy of the AUTHORITY in respect of such failure; or
10.5.1.3 if the CONTRACTOR fails to remedy the Default or re-perform any
non-conforming Services pursuant to Clause 10.5.1.1 within thirty (30)
days after notice thereof is given to the CONTRACTOR, the AUTHORITY may
either remedy any Default or re-perform any non-conforming Services
itself or have them remedied by a third party on its behalf, and in
either case the CONTRACTOR shall pay the reasonable costs so incurred
by the AUTHORITY.
10.6 Recovery of Sums Due
If any sum of money shall be due from the CONTRACTOR, the same may be
deducted from any sum then due or which at any time thereafter may become
due to the CONTRACTOR under this Agreement or under any other agreement
between the CONTRACTOR and the AUTHORITY.
10.7 IPR Indemnity
10.7.1 The CONTRACTOR shall indemnify the AUTHORITY against all claims, demands,
actions, costs, expenses (including but not limited to legal costs and
disbursements on a solicitor and client basis), losses and damages arising
from or incurred by reason of any infringement or alleged infringement
(including but not limited to the defence of such alleged infringement)
in the United Kingdom of any Intellectual Property Right in the CONTRACTOR
Software, Specially Written Software and CONTRACTOR Third Party Software.
10.7.2 The CONTRACTOR shall promptly notify the AUTHORITY if any claim or demand
is made or action brought against the CONTRACTOR for infringement or
alleged infringement of any Intellectual Property Right which may affect
the use of the Services.
10.7.3 The AUTHORITY shall promptly notify the CONTRACTOR if any claim or demand
is made or action brought against the AUTHORITY to which Clause 10.7.1
may apply. The CONTRACTOR shall at its own expense conduct any litigation
arising therefrom and all negotiations in connection therewith and the
AUTHORITY hereby agrees to grant to the CONTRACTOR exclusive control of
any such litigation and such negotiations.
10.7.4 The AUTHORITY shall at the request of the CONTRACTOR afford to the
CONTRACTOR all reasonable assistance for the purpose of contesting any
claim or demand made or action brought against the AUTHORITY to which
Clause 10.7.1 may apply or any claim or demand made or action brought
against the CONTRACTOR to which Clause 10.7.2 may apply. The CONTRACTOR
shall reimburse the AUTHORITY for all costs and expenses (including but
not limited to legal casts and disbursements on a solicitor and client
basis) incurred in so doing.
10.7.5 The AUTHORITY shall not make any admissions which may be prejudicial to
the defence or settlement of any claim. demand or action for infringement
of alleged infringement of any Intellectual Property Right to which
Clause 10.7.1 may apply or any claim or demand made or action brought
against the CONTRACTOR to which Clause 10.7.2 may apply.
10.7.6 If a claim or demand is made or action brought to which Clause 10.7.1
may apply or in the reasonable opinion of the CONTRACTOR is likely to be
made or brought, the CONTRACTOR may at its own expense:
10.7.6.1 modify any or all of the Services without reducing the performance and
functionality of the same, or substitute services of equivalent
performance and functionality for any or all of the Services, so as to
avoid the infringement or the alleged infringement provided that the
terms herein shall apply mutatis mutandis to such modified or
substituted services and such modified or substituted services shall be
acceptable to the AUTHORITY, such acceptance not to be unreasonably
withheld or delayed; or
10.7.6.2 procure a licence to use the Services on terms which are acceptable to
the AUTHORITY (such acceptance not to be unreasonably withheld or
delayed): or
10.7.6.3 take such other action as the CONTRACTOR may propose and the AUTHORITY
may agree (such agreement not to be unreasonably withheld or delayed)
as appropriate to avoid or settle such claim, demand or action.
10.7.7 The foregoing provisions of this Clause 10.7 shall not apply in so far
as any such claim or demand of action is in respect of:
10.7.7.1 any use by or on behalf of the AUTHORITY of the Services in combination
with any products or services not supplied or approved (such approval not
to be unreasonably withheld or delayed) by the CONTRACTOR where such
combination directly gives rise to the claim, demand or action; or
10.7.7.2 any use by the AUTHORITY of the Services in a manner not reasonably to be
inferred from the specifications in this Agreement or the Service
Specification as amended from time to time.
10.7.8 If the CONTRACTOR has availed itself of its rights to modify the Services
or to supply substitute services pursuant to Clause 10.7.6.1 or to procure
a licence under Clause 10.7.6.2 and such exercise of the said rights has
avoided any claim, demand or action for infringement or alleged infringement,
or if the CONTRACTOR has otherwise avoided or settled the claim, demand or
action for infringement or alleged infringement in accordance with
Clause 10.7.6.3, then the CONTRACTOR shall have no further liability
thereafter under this Clause in respect of the said claim, demand or action.
10.7.9 If a modification or substitution in accordance with Clause to.7.6.1 above
is not possible so as to avoid the infringement or the CONTRACTOR has been
unable to procure a licence in accordance with Clause 10.7.6.2 or if the
CONTRACTOR has been unable to take appropriate action in accordance with
Clause 10.7.6.3:
10.7.9.1 it shall be deemed to be a Default not capable of remedy and the AUTHORITY
shall be entitled to terminate this Agreement pursuant to
Clause 11.4.1.2; and
10.7.9.2 the CONTRACTOR shall be liable for the additional costs of a reasonable
equivalent replacement Solution or Services from a third party or parties
thereof together with all reasonable additional costs incurred in procuring,
implementing and maintaining such replacements from a third party.
10.7.10 This Clause 10.7 sets out the entire financial liability of the CONTRACTOR
with regard to the infringement of any Intellectual Property Right by the
use of the Services by or on behalf of the AUTHORITY. For the avoidance of
doubt this shall not affect the CONTRACTOR's financial liability for other
Defaults or causes of action that may arise.
10.8 General Indemnity
10.8.1 The CONTRACTOR shall fully indemnity the AUTHORITY in respect of any
personal injury or loss of or damage to tangible property incurred by the
AUTHORITY or its respective employees and authorised agents to the extent
that such personal injury or loss of property is directly caused by any
Default of the CONTRACTOR, its employees or agents, or by any circumstances
within its or their control in connection with the performance or purported
performance of this Agreement.
10.8.2 The CONTRACTOR shall fully indemnify the AUTHORITY against all claims,
demands, actions, costs, expenses, (including but not limited to legal
costs and disbursements on a solicitor and client basis), losses and
damages in respect of any personal injury or damage arising from or
incurred by reason of the use of the Services by any Claimant.
10.8.3 In the event of any claim or demand being made or action brought to which
Clause 10.8.1 or 10.8.2 applies, the CONTRACTOR shall be promptly notified
thereof and the CONTRACTOR shall at its own expense conduct all
negotiations for settlement of the same and any legal proceedings that may
arise therefrom, and the AUTHORITY hereby agrees to grant to the CONTRACTOR
exclusive control over any such negotiations or litigation. The CONTRACTOR
shall consult with and pay due regard to the interests and views of the
AUTHORITY in the conduct of any defence to any claim or demand hereunder,
but shall not be required to comply with such interests or views. The
AUTHORITY, its employees and agents, shall at the request of the CONTRACTOR
afford all reasonable assistance for the purpose of contesting any such
claim or demand or action and shall be repaid any expense incurred in so
doing and shall not make any admissions which may be prejudicial to the
defence of such claim or demand or action.
10.9 Remedies Cumulative
Except as otherwise expressly provided in this Agreement, all remedies
available to the CONTRACTOR or to the AUTHORITY for breach of this
Agreement are cumulative and may be exercised concurrently or separately
and the exercise of any one remedy shall not be deemed an election of
such remedy to the exclusion of other remedies.
10.10 Waiver
10.10.1 The failure of either party to insist upon strict performance of any
provision of this Agreement, or the failure of either party to exercise
any rights or remedy to which it is entitled hereunder, shall not
constitute a waiver thereof and shall not cause a diminution of the
obligations established by this Agreement.
10.10.2 A waiver of any Default shall not constitute a waiver of any subsequent
Default.
10.10.3 No waiver of any of the provisions of this Agreement shall be effective
unless it is expressly stated to be a waiver and communicated to the other
parties in writing in accordance with the provisions of Clause 8.3.
10.11 Limits of Liability
10.11.1 Neither party excludes or limits liability to the other party for death or
personal injury, fraud or any breach of any obligations implied by
Section 12 of the Sale of Goods Act 1979 or Section 2 of the Supply of
Goods and Services Act 1982.
10.11.2 Nothing in this Clause shall be taken as limiting the liability of:
10.11.2.1 the AUTHORITY to pay any Charges due and payable or any Termination
Payments due and payable; or
10.11.2.2 the CONTRACTOR for any direct losses or damages in respect of
the following Clauses: 12.6 (Protection of Data and Social Security
Administration Act); 12.1 (Corrupt Gifts and Payments of Commission);
12.2 (Discrimination).
10.11.3 Subject always to Clauses 10.11.1 and 10.11.2, the liability of either
party for Defaults shall be subject to the financial limits set out in
this Clause as follows:-
10.11.3.1 the aggregate liability under this Agreement (by way of indemnity or
otherwise) of either party during each Year of this Agreement for all
Defaults that occur during that Year shall in no event exceed fifty per
cent (50%) of the Charges paid and payable by the AUTHORITY for
the Services during the Year of this Agreement in which the Default
occurs (as determined at the date of the Default); and
10.11.4 On the first and subsequent anniversary date of the Commencement Date,
the monetary limit set forth in Clause 10.11.3.2 shall increase by a
percentage which is equal to the Retail Price Index (RPI), provided
that if the RPI is no longer published, a replacement or equivalent
index shall be used.
10.11.5 Subject always to Clause 10.11.1, in no event shall either party be
liable to the other for:
10.11.5.1 loss of profits, business, revenue, goodwill or anticipated savings
(including such losses incurred in the provision of services to third
parties); and/or
10.11.5.2 indirect or consequential loss or damage.
10.11.6 The provisions of Clauses 10.11.5.1 and 10.11.5.2 shall not be taken as
limiting the right of either party to claim from the other party for:
10.11.6.1 direct additional operational and administrative costs and expenses; and/or
10.11.6.2 direct expenditure or charges rendered unnecessary as a result of any
Default by the other party.
10.11.7 The parties expressly agree that any order for specific performance made
in connection with this Agreement in respect of either party shall be
subject to the financial limitations set out in Clause 10.11.3.
10.11.8 The parties expressly agree that should any limitation or provision
contained in this Clause be held to be invalid under any applicable
statute or rule of law it shall to that extent be deemed omitted but
if any party thereby becomes liable for loss or damage which would
otherwise have been excluded such liability shall be subject to the
other limitations and provisions set out herein.
10.12 Force Majeure
10.12.1 For the purposes of this Agreement the expression "Force Majeure" shall
mean any cause affecting the performance by a party of its obligations
arising from acts, events, omissions, happenings or non-happenings
beyond its reasonable control including (but without limiting the
generality thereof) governmental regulations, fire, flood, or any
disaster, or an industrial dispute affecting a third party for which a
substitute third party is not reasonably available. Any act, event,
omission, happening or non-happening will only be considered Force
Majeure if it is not attributable to the wilful act, neglect or failure
to take reasonable precautions of the affected party, its services,
agents or employees. For the avoidance of doubt, any industrial dispute
affecting the employees of the AUTHORITY or of the CONTRACTOR or its
Subcontractors shall not be considered an event of Force Majeure.
10.12.2 Neither party shall in any circumstances be liable to the other for
any loss of any kind whatsoever including but not limited to any damages
or abatement of Charges or Service Credits whether directly or indirectly
caused to or incurred by the other party by reason of any failure or delay
in the performance of its obligations hereunder which is due to an event
of Force Majeure. Notwithstanding the foregoing, each party shall use all
reasonable endeavours to continue to perform, or resume performance of,
such obligations hereunder for the duration of such Force Majeure event.
In the case of the CONTRACTOR, the parties shall agree an orderly process
for such continuation or resumption of performance (such agreement not to
be unreasonably withheld or delayed), and the CONTRACTOR shall comply with
such process. The CONTRACTOR shall remain liable to perform the Business
Continuity and Disaster Recovery Services (as specified in Schedule 33),
save where such Business Continuity and Disaster Recovery Services are
themselves also affected by force Majeure, in which case the CONTRACTOR
shall be required to use all reasonable endeavours to perform such
Contingency Services.
10.12.3 If either of the parties shall become aware of circumstances of Force
Majuere which give rise to or which are likely to give rise to any such
failure or delay on its part it shall forthwith notify the other by the
most expeditious method then available and shall inform the other of the
period which it is estimated that such failure or delay shall continue.
10.12.4 It is expressly agreed that any failure by either Party to perform or any
delay by either Party in performing its obligations under this Agreement
which results from any failure or delay in the performance of its
obligations by any person, firm or company with which either Party shall
have entered into any such contract, supply arrangement or Subcontract or
otherwise, shall be regarded as a failure or delay due to an event of
Force Majeure only in the event that such person, firm or company shall
itself be prevented from or delayed in complying with its obligations
under such contract, supply arrangement or Subcontract or otherwise as
a result of circumstances of Force Majeure.
10.12.5 The AUTHORITY may terminate this Agreement by notice in writing to the
CONTRACTOR where a Force Majeure event has substantially prevented or
delayed either party from performing its obligations under this Agreement
continuously during the immediately preceding six (6) months.
10.12.6 Where the Services are only partially affected by a Force Majeure event
the Charges shall continue to be payable in respect of those Services
(including any Business Continuity and Disaster Recovery) that the
CONTRACTOR continues to provide in accordance with this Agreement. The
Charges payable shall be calculated in accordance with the mechanism
set out in Schedule 12.
10.13 Loss of Data
10.13.1 The CONTRACTOR and the AUTHORITY shall each take reasonable precautions
(having regard to the nature of their other respective obligations under
this Agreement) to preserve the integrity of the AUTHORITY Data and to
prevent any corruption or loss of the AUTHORITY Data.
10.13.2 The CONTRACTOR shall ensure that a back-up copy of the AUTHORITY Data is
made at the end of each Working Day and that such copy is recorded on
media from which the AUTHORITY Data can be re-loaded in the event of any
corruption or loss of the AUTHORITY Data.
10.13.3 In the event that the AUTHORITY Data is corrupted or lost as a result of
any Default by the CONTRACTOR the AUTHORITY shall have the option, in
addition to any other remedies that may be available to it either under
this Agreement or otherwise, to elect either of the following remedies:
10.13.3.1 the AUTHORITY may require the CONTRACTOR at its own expense to restore
or procure the restoration of the AUTHORITY Data using the back-up copy
referred to in Clause 10.13.2; or
10.13.3.2 the AUTHORITY may itself restore or procure restoration of the AUTHORITY
Data using the back-up copy referred to in Clause 10.13.2 which shall be
made available to the AUTHORITY by the CONTRACTOR, and the AUTHORITY
shall be repaid by the CONTRACTOR any reasonable expenses so incurred.
10.14 Alternative Dispute Resolution
10.14.1 All disputes between the AUTHORITY and the CONTRACTOR arising out of or
relating to this Agreement shall be referred, by either party, to the
Joint Body.
10.14.2 If any dispute cannot be resolved by the Joint Body within a maximum of
fourteen (14) days (or such other time as otherwise agreed in writing
by the parties) after it has been referred under Clause 10.14.1, that
dispute shall be referred to the AUTHORITY and a more senior
representative nominated by the CONTRACTOR for resolution.
10.14.3 If the dispute cannot be resolved by the relevant parties' representatives
nominated under Clause 10.14.2 within a maximum of fourteen (14) days
(or such other time as otherwise agreed in writing by the parties) after
it has been referred under Clause 10.14.2:
10.14.3.1 If the dispute is of a technical nature or is expressed by this Agreement
to be subject to expert determination, by agreement between the relevant
parties it may be referred for final determination to an expert (referred
to in this Clause as the "Neutral Adviser") who shall be deemed to act as
expert and not as arbitrator; or
10.14.3.2 Otherwise the parties will attempt to settle the dispute by mediation in
accordance with the CEDR Model Mediation Procedure of failing that it
shall be determined pursuant to Clause 1.3.1.
10.14.4 The Neutral Adviser shall be selected by mutual agreement or, failing
agreement, within fourteen (14) days after a request by one relevant party
to the other, shall be chosen at the request of any party by the President
for the time being of the Chartered Institute of Arbitrators who shall be
requested to choose a suitably qualified and experienced Neutral Adviser
for the dispute in question.
10.14.5 Fourteen (14) days after the Neutral Adviser has accepted the appointment
the relevant parties shall submit a written report on the dispute to the
Neutral Adviser and to each other and seven (7) days thereafter shall
submit any written replies they wish to make to the Neutral Adviser and
to each other.
10.14.6 The relevant parties will then afford the Neutral Adviser all necessary
assistance which the Neutral Adviser requires to consider the dispute.
10.14.7 The Neutral Adviser shall be instructed to deliver his determination to
the relevant parties within fourteen (14) days (or such other period as
may be agreed between the parties and the Neutral Adviser) after the
submission of the written reports pursuant to Clause 10.14.5.
10.14.8 Decisions of the Neutral Adviser shall be final and binding and not
subject to appeal except in the case of fraud or manifest error.
10.14.9 The Neutral Adviser shall have the same powers to require any party to
produce any documents or information to him and the other party as an
arbitrator and each relevant party shall in any event supply to him
such information which it has and is material to the matter to be
resolved and which it could be required to produce on discovery.
10.14.10 The fees of the Neutral Adviser shall be borne by the parties in the
proportions determined by the Neutral Adviser having regard (amongst
other things) to the conduct of the parties in relation to the dispute
in question.
10.14.11 Work and activity to be carried out under this Agreement shall not cease
or be delayed by this alternative dispute resolution procedure.
10.15 Step in Action
10.15.1 If at any time during the term of this Agreement the AUTHORITY
reasonably believes that it needs to take Step-in-Action in respect of
any Service:
10.15.1.1 because an event of Force Majeure has occurred which would seriously
prejudice the continued provision of such Service in accordance with
the Service Levels and this Agreement, or because there is a serious
risk of such an event of Force Majeure occurring; or
10.15.1.2 because the AUTHORITY is entitled to terminate this Agreement, pursuant
to Clause 11.3 or 11.4; or
10.15.1.3 because there is a serious risk that the AUTHORITY be entitled to
terminate this Agreement pursuant to Clauses 11.3 or 11.4,
the AUTHORITY shall be entitled to take Step-in Action in accordance
with Clauses 10.15.2 to 10.15.6 below.
10.15.2 Where the AUTHORITY whiches to exercise its entitlement in Clause 10.15.1
to take Step-in Action and provided that the AUTHORITY has, where
reasonably practicable, first consulted with the CONTRACTOR and the
CONTRACTOR has been unable to demonstrate to the AUTHORITY's reasonable
satisfaction that it is able to provide the Services in accordance with
this Agreement, it shall notify the CONTRACTOR in writing of the
following matters (and shall use reasonable endeavours to provide such
notification fourteen (14) days prior to the date the action will commence):
10.15.2.1 the action that it intends to take;
10.15.2.2 the reason for taking such action;
10.15.2.3 the date from which such action shall commence:
10.15.2.4 the time period that it believes to be necessary for such action; and
10.15.2.5 to the extent practicable, the effect on the CONTRACTOR and its
obligation to provide the Services during the period such action is
being taken.
10.15.3 Following service of such notice, the AUTHORITY may take Step-in Action
as notified under Clause 10.15.2 above and any consequential additional
action as it reasonably believes is necessary (together, the "Required
Action") and the CONTRACTOR shall give all reasonable assistance to the
AUTHORITY while it is taking such Required Action.
10.15.4 If Step-In Action arises then for so long as and to the extent that the
Required Action is taken, and this prevents the CONTRACTOR from providing
any part of the Services the CONTRACTOR shall be relieved from its
obligations to provide such part of the Services and from any liability
for not providing such Services and/or any consequence of such
non-performance to the extent required as a result of the Required Action.
10.15.5 Where the AUTHORITY has exercised its rights to take the Required Action
pursuant to this Clause, it shall act in accordance with good industry
practice and (without prejudice to the obligation to act in accordance
with good industry practice) in accordance with its own established
internal procedures.
10.15.6 The AUTHORITY shall be permitted to engage the services of any third
party to assist it in the performance of the Required Action. The
AUTHORITY shall notify the CONTRACTOR in advance of the identity of the
third party and shall procure that such third party enters into a
confidentiality agreement in favour of the CONTRACTOR on no less onerous
terms than those set out in Clause 12.5.
10.15.7 Where the AUTHORITY has exercised its right to take Step-In Action then
the AUTHORITY shall cease to take Step-In Action and shall allow the
CONTRACTOR to resume the performance of the affected Services, where the
CONTRACTOR has demonstrated to the reasonable satisfaction of the
AUTHORITY that it will be capable of providing such Services in accordance
with this Agreement. Where the CONTRACTOR has so demonstrated the AUTHORITY
shall deliver written notice (a Step-Out Notice) to the CONTRACTOR,
specifying in reasonable detail (to the extent that it is reasonably
practicable to do so in all the circumstances):
10.15.7.1 the action it has taken in exercising the Step-In Action; and
10.15.7.2 the date from which the CONTRACTOR is to resume the performance of the
Services, such date being reasonable in all the circumstances.
11. TERM AND TERMlNATlON
11.1 Term
11.1.1 Initial Term
11.1.1.1 This Agreement shall commence on the Commencement Date and, unless renewed
pursuant to Clause 11.1.2 or terminated in accordance with the provisions
of this Agreement or otherwise in accordance with law or equity shall
expire seven (7) years after the Cutover 0ate.
11.1.2 0ptions to Extend
11.1.2.1 In the event only of termination of this Agreement by effluxion of time,
the CONTRACTOR hereby irrevocably grants to the AUTHORITY an option at the
AUTHORITY's sole discretion to extend the term of this Agreement for
additional consecutive term of three (3) years and a further additional
consecutive term of two (2) years thereafter, such options being
exercisable in writing not less than two (2) years prior to each such
extension. The charges applicable to the first additional extension of
three (3) years shall be as set out in Schedule 12. The charges applicable
to the second extension of two (2) years shall be subject to variation in
accordance with Clause 11.1.2.3.
11.1.2.2 In the event of termination of this Agreement for any reason, the
CONTRACTOR hereby irrevocably grants to the AUTHORITY an option to extend
the term of this Agreement for a further period of up to twelve (12) months
such option being exercisable in writing by the AUTHORITY not less than
three (3) month(s) prior to such extension. The charges applicable to this
extension of twelve (12) months shall be subject to variation in accordance
with Clause 11.1.2.3.
11.1.2.3 Save as provided in Clause 11.1.2.1, any variation of the Charges applicable
to the extended terms shall be agreed by the parties pursuant to the Change
Control Procedures failing such agreement the Charges shall be those
applicable during the year preceding the date when the extended term
commences. For the avoidance of doubt, it is agreed that any such variation
shall apply from the commencement of the extended term and the relevant
party shall make a balancing payment or issue a balancing credit to the
other party in the event that the Charges as varied for the extended term
differ from those actually paid for the extended term up to the date of
the variation.
11.2 Break Option
11.2.1 Without prejudice to the AUTHORITY's other rights to terminate this
Agreement (or any part of the Services pursuant to Clause 11.9) or
otherwise at law or in equity, the AUTHORITY shall have the right to
exercise the Break Option at any time after the Commencement Date by
service on the CONTRACTOR of twelve (12) Month(s) prior written notice
exercising the Break Option in accordance with the provisions of
Clause 8.3. Upon service of notice in accordance with this Clause the
performance of all Additional Services which the CONTRACTOR has not at
that time commenced performance shall automatically be cancelled
irrevocably as at the date of the notice.
11.2.2 The Agreement (or any part of the Services pursuant to Clause 11.9)
shall terminate on the date specified in the notice served in accordance
with Clause 11.2.1.
11.2.3 In the event of the notice being served pursuant to Clause 11.2.1 the
AUTHORITY shall on termination hereof pay to the CONTRACTOR the
Termination Charge (specified in Schedule 12). Such payment shall be in
full and final settlement of all claims, demands, suits, actions or
liabilities of any nature relating to the termination of this Agreement
including all representations made prior thereto.
11.2.4 The CONTRACTOR shall use all reasonable efforts to ensure that any
contracts it enters into with a Subcontractor, landlord of property or
other third party in connection with or for the purposes of the provision
of the Services, the occupation of property in connection with the
provision of the Services or otherwise in connection with this Agreement
shall provide the CONTRACTOR with rights equal to those pertaining to
the AUTHORITY under this Clause 11.2.
11.3 Grounds for Early Termination
11.3.1 The AUTHORITY may at any time by notice in writing terminate any or all
of the Services as from the date of service of such notice if:
11.3.1.1 there is a change of control, as defined by Section 416 of the Income and
Corporation Taxes Act 1988, in the CONTRACTOR or its Parent Company; or
11.3.1.2 a judgment or order made against the CONTRACTOR is not complied with or
set aside (or an application to set aside is not made) within twenty-one
(21) days or an encumbrancer takes possession of the whole or any part of
the undertaking, assets, rights or revenues having an aggregate value of
more than fifty thousand pounds (£50,000) of the CONTRACTOR or of
any goods having an aggregate value of more than fifty thousand pounds
(£50,000) in the possession of the CONTRACTOR under any hire purchase,
conditional sale, leasing, retention of title or similar agreement or a
distress, distraint, execution or other process is levied or enforced upon
any of the assets, rights, undertaking or revenues having an aggregate
value of more than fifty thousand pounds (£50,000) of the CONTRACTOR
or upon any goods having an aggregate value of more than fifty thousand
pounds (£50,000) in the possession of the CONTRACTOR under any
hire purchase, conditional sale, leasing, retention of title or similar
agreement and is not discharged within twenty-one (21) days; or
11.3.1.3 The CONTRACTOR, being an individual, or where the CONTRACTOR is a firm,
any partner or partners in that firm who together are able to exercise
direct or indirect control, as defined by Section 416 of the Income and
Corporation Taxes Act 1988, shall at any time become bankrupt or shall
have a receiving order or administration order made against him or shall
make any composition or arrangement with or for the benefit of his
creditors, or shall purport to do so, including, without limitation, an
individual voluntary arrangement pursuant to the Insolvency Act 1986 or
stops or suspends payment of its debts or is unable to or admits
inability to pay a debt within the meaning of Section 268 of the
Insolvency Act 1986 or in Scotland he shall become apparently insolvent
within the meaning of the Bankruptcy (Scotland) Act 1985 as amended by
the Bankruptcy (Scotland) Act 1993 or any application shall be made under
any bankruptcy or insolvency act for the time being in force for
sequestration of his estate, or a trust deed shall be granted by him for
behalf of his creditors. or any similar event occurs under the law of
any other jurisdiction; or
11.3.1.4 where the CONTRACTOR is a company:
(a) an administrative receiver or a receiver or a manager is appointed
of the whole or any part of the undertaking, assets, rights or
revenues of the CONTRACTOR (being a company);
(b) the CONTRACTOR (being a company) stops or suspends payment of its
debts or is unable to or admits inability to pay its debts (within
the meaning of section 123 of the Insolvency Act 1986 or otherwise
but ignoring the references in that section to determination by the
court) or becomes insolvent or proposes or commences negotiations
with one or more of its creditors with a view to the general
rescheduling of its debts or proposes or enters into any composition
or other arrangement for the benefit of its creditors generally or
any class of its creditors including, without limitation, a scheme
of arrangement pursuant to the Companies Act 1985 or a company
voluntary arrangement pursuant to the Insolvency Act 1986; or
(c) a resolution is passed or an order made for the liquidation of the
CONTRACTOR (otherwise than for the purpose of a bona fide
reconstruction or amalgamation); or
(d) an order is made for the administration of the CONTRACTOR;
or
(e) the CONTRACTOR is subject to insolvency proceedings for the purposes
of the EC Regulation on Insolvency Proceedings 2000 opened in respect
of it; or
(f) any event occurs or proceeding is taken with respect to the CONTRACTOR
in any jurisdiction to which it is subject which has an effect
equivalent or similar to any of the events mentioned in the sub-clauses
above.
11.3.2 The AUTHORITY shall only be permitted to exercise its rights pursuant to
Clause 11.3.1.1 for six (6) Months after the later of the date of receipt by
the AUTHORITY of notification of a change of control or the date of a change
of control actually taking place and shall not be permitted to exercise such
rights where the AUTHORITY has agreed in advance in writing to the particular
change of control and such change of control takes place as proposed provided
that the CONTRACTOR shall notify the AUTHORITY within two (2) Months of any
change of control taking place.
11.4 Breach
11.4.1 The AUTHORITY may at any time by notice in writing terminate this Agreement
(or any part of the Services pursuant to Clause 1 1 .9) forthwith, if the
CONTRACTOR is in Default of any obligation under this Agreement and:
11.4.1.1 such Default is capable of remedy and the CONTRACTOR shall have failed to
remedy the Default within thirty (30) days written notice (or such other
reasonable period as may be agreed by the parties) to the CONTRACTOR
specifying the Default and requiring its remedy: or
11.4.1.2 such Default is not capable of remedy and:
a) the CONTRACTOR has failed to take action to prevent the breach from
recurring ("Preventative Action"), such action to be taken within the
period of thirty (30) days (or such other reasonable period as may be
agreed by the parties) of the AUTHORITY having served a written notice
specifying the breach (the "Preventative Action Period") or the AUTHORITY
has agreed that no Preventative Action is required; or
(b) notwithstanding the taking or non-taking of Preventative Action by the
CONTRACTOR, there is a further recurrence of the breach within the ninety
(90) day period immediately following the end of Preventative Action Period.
11.4.2 The AUTHORITY may at any time by notice in writing terminate any Services to
which Service Levels and Service Credits apply forthwith if at any time after
the Cutover Date:
11.4.2.1 the CONTRACTOR fails, due to its Default, to provide such Services in accordance
with the Service Level(s) applicable to such Services; and
11.4.2.2 the Service Credits that have been applied by the AUTHORITY with respect to such
failure exceed the Service Level Termination Threshold referred to in Paragraph 4
of Schedule 25 with regard to such Services.
11.4.3 For the avoidance of doubt the AUTHORITY shall not be entitled to terminate any
such Services pursuant to Clause 11.4.1 or 11.4.2 as a consequence of any such
Default unless and until the applicable Service Level Termination Threshold has
been exceeded.
11.4.4 The AUTHORITY may at any time by notice in writing terminate this Agreement if
there is a breach by the CONTRACTOR of any provision hereof which expressly
entitles the AUTHORITY to terminate this Agreement.
11.5 Retender Procedures
11.5.1 The parties shall comply with their respective obligations set out in
Schedule 15 during the Retender Period.
11.6 Rights and Obligations on Termination or Expiry
11.6.1 In the event that this Agreement expires or is terminated as provided for
herein:
11.6.1.1 notwihstanding the service by the AUTHORITY, pursuant to this Clause 11,
of a notice to terminate this Agreement, the CONTRACTOR shall continue to
provide the Services to the required Service Levels until the date of
termination of this Agreement:
11.6.1.2 the CONTRACTOR shall repay forthwith to the AUTHORITY all Charges paid up to
and including such date of termination other than Charges in respect of any
Services or part thereof properly performed in accordance with this Agreement
subject to revision for any Service Credits outstanding or Termination Charge
due; and
11.6.1.3 the parties shall comply with their respective obligations as set out in
Schedule 26, and the CONTRACTOR shall, if requested by the AUTHORITY enter
into the MSA Transition Agreement with the AUTHORITY and a Replacement Contractor.
11.7 Accrued Rights and Remedies
The termination of this Agreement shall not prejudice or affect any claim, right,
action or remedy which shall have accrued or shall thereafter accrue to either party.
11.8 Survival of Obligations
Following the termination of this Agreement as provided for herein, neither the
AUTHORITY nor the CONTRACTOR shall have any further obligation or right with
respect to the other party except as set forth in this Clause and in the
following additional Clauses:
1.1 - Interpretations
1.3 - Governing Law and Jurisdiction
4.7 - 4.11 - Ownership of Intellectual Property Rights
10.1 - AuditAccess
1O.6 - Recovery of Sums Due
10.7 - IPR Indemnity
10.8 - General Indemnity
10.9 - Remedies Cumulative
10.11 - Limits of Liability
11.6 - Rights and Obligations on Termination
12.3 - Official Secrets Act
12.5 - Confidentiality
12.6 - Protection of Personal Data, Freedom of Information and
Social Security Administration Act
11.9 Partial Termination of Services
11.9.1 The AUTHORITY may terminate part of the Services when exercising its right
to terminate this Agreement under Clause 11.2 or Clause 11.4 in which case:
11.9.1.1 the remaining Services shall continue to be performed for the remainder of
the Agreement;
11.9.1.2 the Charges in respect of the remaining Services shall be calculated in
accordance with the mechanism set out in Schedule 12; and
11.9.1.3 the responsibilities of the partied in respect of such terminated Services
shall be performed in accordance with Schedule 26.
11.9.2 In the event that the AUTHORITY terminates part of the Services pursuant to
Clause 11.2 the AUTHORITY shall not be required to pay a Termination Charge
where the partial termination of the Services does not cause the actual
volumes of Referrals to become:
11.9.2.1 greater or equal to 120% of the Predicted Volumes; or
11.9.2.2 less than or equal to 80% of the Predicted Volumes.
11.9.3 Where the partial termination of the Services does cause the actual
volumes of Referrals to become:
11.9.3.1 greater or equal to 120% of the Predicted Volumes; or
11.9.3.2 less than or equal to 80% of the Predicted Volumes.
the AUTHORITY shall pay Termination Charge in accordance with Paragraph 7.8
of Schedule 12.
11.9.4 In the event that the AUTHORITY terminates part of the Services pursuant to
Clause 11.2 because of a change to law or policy, the AUTHORITY shall only be
required to give reasonable prior written notice pursuant to Clause 11.2.1.
12. MISCELLANEOUS
12.1 Corrupt Gifts
12.1.1 The CONTRACTOR shall neither:
12.1.1.1 offer nor give nor agree to give any person acting for or on behalf of the
Crown any gift or consideration of any kind as an inducement or reward for
doing or forbearing to do or for having done or forborne to do any act in
relation to the obtaining or performance of this Agreement or any other
agreement with the Crown or any department, office or agency of the Crown or
for showing or forbearing to show favour or disfavour to any person in
relation to this Agreement; nor
12.1.1.2 enter into this Agreement if in connection with it commission has been paid
or agreed to be paid to any person for or on behalf of the Crown by the
CONTRACTOR or on the CONTRACTOR's behalf or to the CONTRACTOR's knowledge,
unless before this Agreement is made particulars of any such commission and
of the terms and conditions of any agreement for the payment thereof have been
disclosed in writing to the AUTHORITY. For the avoidance of doubt the
provisions of this Clause shall not apply to any payment made to either
party's professional advisers in connection with this Agreement.
12.1.2 In the event of any breach of this Clause 12.1.1 by the CONTRACTOR or by anyone
employed by the CONTRACTOR or acting on the CONTRACTOR's behalf (whether with
or without the knowledge of the CONTRACTOR) or the commission of any offence
by the CONTRACTOR or by anyone employed by the CONTRACTOR or acting on behalf
of the CONTRACTOR under the Prevention of Corruption Acts, 1889 to 1916 in
relation to this or any other contract with the Crown, the AUTHORITY may
summarily terminate this Agreement by notice in writing to the CONTRACTOR.
Provided always that such termination shall not prejudice or affect any right
of action or remedy which shall have accrued or shall accrue to the AUTHORITY
and provided always that the AUTHORITY may recover from the CONTRACTOR the
amount of value of any such gift, consideration or commission.
12.1.3 The decision of the AUTHORITY shall be final and conclusive in any dispute,
difference or question arising in respect of:
12.1.3.1 the interpretation of this Clause (except so far as the same may relate to
the amount recoverable from the CONTRACTOR under Clause 12.1.1.2 in respect
of any loss resulting from such termination of this Agreement); or
12.1.3.2 the right of the AUTHORITY under this Clause 12.1 to terminate this
Agreement; or
12.1.3.3 the amount or value of any such gift, consideration or commission.
12.2 Discrimination
12.2.1 The CONTRACTOR shall not unlawfully discriminate within the meaning and scope
of any law, enactment, order, regulation or other similar instrument relating
to discrimination (whether in relation to race, gender, religion, disability,
age, sexual orientation or otherwise) in employment or in its dealings with
Claimants.
12.2.2 The CONTRACTOR shall take all reasonable steps to ensure the observance of the
provisions of Clause 12.2.1 by all servants, employees, agents and consultants
of the CONTRACTOR and all Subcontractors.
12.3 Official Secrets Act
12.3.1 The CONTRACTOR's attention is drawn to the provisions of the Official Secrets
Acts 1911 to 1989. The CONTRACTOR shall take all reasonable steps by display
of notices or by other appropriate means to ensure that all persons engaged
in any work in connection with this Agreement have notice that these statutory
provisions apply to them and will continue so after the expiry or termination
of this Agreement.
12.3.2 Notwithstanding the generality of Clause 12.3.1, the provisions of Clause 12.5
shall operate without prejudice to, and be read subject to, the application of
the Official Secrets Acts 1911 to 1989 in so far as they apply to Confidential
Information.
12.4 Government Property
12.4.1 All Government Property shall remain the property of the AUTHORITY and shall be
used only for the purposes this Agreement.
12.4.2 Any Government Property made available to or otherwise received by the
CONTRACTOR shall be deemed to be in good condition when received by or on
behalf of the CONTRACTOR unless the CONTRACTOR notifies the AUTHORITY to the
contrary within fourteen (14) days of receipt thereof by the CONTRACTOR. If
the CONTRACTOR so notifies the AUTHORITY and the AUTHORITY disagrees with
the CONTRACTOR's opinion of the condition of such Government Property,
representatives of the parties' respective contract management teams will
meet in order to attempt to resolve the dispute. The AUTHORITY shall be under
no obligation to replace any Government Property found not to be in good
condition.
12.4.3 The CONTRACTOR undertakes the safe custody of and due return of all Government
Property and shall be responsible for all loss thereof from whatever cause and
shall indemnify the AUTHORITY against such loss.
12.4.4 The CONTRACTOR shall be responsible for any deterioration in the Government
Property save for any deterioration resulting from its normal and proper use
for the purposes of this Agreement provided that such deterioration
resulting from normal and proper use is not contributed to by any want of due
maintenance and repair.
12.4.5 Neither the CONTRACTOR, nor any Subcontractor, nor any other person, shall
have a lien on any Government Property for any sum due to the CONTRACTOR,
Subcontractor or other person and the CONTRACTOR shall take all reasonable
steps to ensure that the title of the AUTHORITY and the exclusion of any
such lien are brought to the notice of all Subcontractors and other persons
dealing with any Government Property.
12.5 Confidentiality
12.5.1 Without prejudice to the application of the Official Secrets Acts 1911 to
1989 to any Confidential Information the CONTRACTOR acknowledges that any
Confidential Information obtained from or relating to the AUTHORITY, its
servants or agents, or obtained from or relating to any Claimant, is the
property of the AUTHORITY and the AUTHORITY hereby reserves all and such
intellectual Property Rights that may subsist therein.
12.5.2 Both parties hereby warrant that:
12.5.2.1 any person employed or engaged by either party shall only Confidential
Information of the other paFty for the purposes of Agreement; and
12.5.2.2 any person employed or engaged by either party shall not disclose any
Confidential information of the other party to any third party without
the prior written consent of the other party.
12.5.3 Both parties shall take all necessary precautions to ensure that all
Confidential Information of the other party is treated as confidential and
not disclosed (save as aforesaid) or used other than for the purposes of
this Agreement by their employees, servants, agents or Subcontractors.
12.5.4 Without prejudice to the generality of the foregoing neither party nor any
person engaged by them whether as a servant or a consultant or otherwise shall
use the Confidential Information for the solicitation of business from the
other or by their servants or consultants or by any third party.
12.5.5 The parties shall comply (and shall ensure that their employees, servants,
agents and Subcontractors comply) with all reasonable instructions of the
other party from time to time (and communicated to the other party in
accordance with Clause 8.3) for the handling and storage of Confidential
Information generally or specific items of Confidential Information.
12.5.6 The CONTRACTOR shall obtain from any organisation engaged in connection with
this Agreement (including any Subcontractors and any agents of such
Subcontractor) a signed confidentiality undertaking in substantially the same
terms as the confidentiality undertaking given by the CONTRACTOR under this
Clause.
12.5.7 The CONTRACTOR shall ensure that its employees (and the employees of its
Subcontractors) are subject to obligations of confidentiality which are no
less onerous than those set out in this Clause 12.5 and shall inform its
employees who have access to Confidential Information that breach of the
obligations set out herein and imposed upon them will result in disciplinary
proceedings, and the CONTRACTOR will institute and enforce such disciplinary
proceedings.
12.5.8 The provisions of Clauses 12.5.1 to 12.5.7 shall not apply to any information
which:
12.5.8.1 is or becomes public knowledge other than by breach of this Clause;
12.5.8.2 is in the possession of the receiving party without restriction in relation to
disclosure before the date of receipt from the disclosing party;
12.5.8.3 is received from a third party who lawfully acquired it and who is under no
obligation restricting its disclosure; or
12.5.8.4 is independently developed without access to the Confidential Information
12.5.9 Nothing in this Clause shall be deemed or construed to prevent the AUTHORITY
from disclosing any Confidential Information obtained from the CONTRACTOR:
12.5.9.1 to any other department, office or agency of Her Majesty's Government,
provided that the AUTHORITY has required that such information is treated as
confidential by such departments, offices and agencies, and their servants
or agents, including requiring such servants or agents to enter into a
confidentiality undertaking where appropriate;
12.5.9.2 to any consultant, contractor or other person engaged by the AUTHORITY in
connection herewith, to the extent that such disclosure is required to assure
to the AUTHORITY of the benefit of the Services and provided that the
AUTHORITY shall have obtained from the consultant, contractor or other person
a signed confidentiality undertaking on substantially the same terms as are
contained in this Clause 12.5;
12.5.9.3 which is disclosed by the AUTHORITY in the discharge of the AUTHORITY's
obligations to supply information for parliamentary, governmental, judicial
or other administrative purposes; and
12.5.9.4 to each Bidder in connection with the retender of the Services or any part
thereof, in accordance with the provisions of Schedule 15 provided that such
Bidders have each signed the confidentiality undertaking contained in
Appendix 4 of Schedule 15.
12.5.l0 Nothing in this Agreement shall prevent the CONTRACTOR or the AUTHORITY from
using data processing techniques, ideas, principles learned, experience and
know-how gained during the performance of this Agreement in the furtherance
of its normal business, to the extent that this does not involve a
disclosure of Confidential Information or an infringement by the AUTHORITY
or the CONTRACTOR of any Intellectual Property Right.
12.5.11 The provisions of this Clause 12.5 shall not apply so as to prevent
disclosure of Confidential Information (including, for the avoidance of doubt,
the award or existence of this Agreement) by the CONTRACTOR where and to the
extent that such disclosure is required to be made:
12.5.11.1 by virtue of the regulation of the UKLA or the London Stock Exchange or any
other recognised exchange upon which the shares of the CONTRACTOR or any
Subcontractor are traded.
12.5.11.2 by any court or governmental or administrative authority competent to require
the same; or
12.5.11.3 by any applicable law, legislation or regulation,
provided that the CONTRACTOR, to the extent legally permitted, provides prompt
written notice of such fact to the AUTHORITY, uses reasonable endeavour to
obtain a written confidentiality undertaking or other appropriate remedy
concerning any such disclosure and to the extent legally permitted, fully
co-operates with the AUTHORITY, in connection with the AUTHORITY's efforts
to oppose any such requirements of disclosure. The CONTRACTOR shall use all
reasonable endeavours to consult with the AUTHORITY to agree the timing,
manner and extent of such disclosure.
12.6 Protection of Personal Data, Freedom of Information and Social Security
Administration Act
12.6.1 Each party shall comply with its respective obligations under the
provisions of the Data Protection Act 1998.
12.6.2 Where the CONTRACTOR or any of its Subcontractors, as part of the
services under this Agreement, processes personal data as a data processor
on behalf of the AUTHORITY as data controller, the CONTRACTOR shall, and
shall procure its Subcontractors to:
12.6.2.1 act only on instructions from the AUTHORITY as a data controller; and
12.6.2.2 comply with the AUTHORITY's reasonable instructions in relation to the
processing of personal data as such instructions are given and varied from
time to time by the AUTHORITY;
12.6.2.3 at all times take all appropriate technical and organisational measures
against unauthorised or unlawful processing of personal data and against
accidental loss or destruction of, or damage to, personal data; and
12.6.2.4 obtain the prior written approval of the AUTHORITY for any transfer of
personal data outside the European Economic Area.
12.6.3 The AUTHORITY may from time to time serve on the CONTRACTOR an information
notice requiring the CONTRACTOR, within such time and in such form as is
specified in the information notice, to furnish to the AUTHORITY such
information as the AUTHORITY may reasonably require relating to:
12.6.3.1 compliance by the CONTRACTOR or by its Subcontractors with the CONTRACTOR's
obligations to the AUTHORITY under this Agreement in connection with the
processing of personal data; and/or
12.6.3.2 the rights of data subjects, including but not limited to subject access rights.
12.6.4 The CONTRACTOR shall assist the AUTHORITY at no additional charge in meeting
any requests for information in relation to this Agreement which are made to
the AUTHORITY in connection with the freedom of Information Act 2000
or any statutory modification or re-enactment thereof, or any related guidelines
or codes of practice. The AUTHORITY may, from time to time, serve on the
CONTRACTOR an information notice requiring the CONTRACTOR within such time and
in such form as is specified in the information notice, to furnish to the
AUTHORITY such information as the AUTHORITY may reasonably require relating
to such requests for information. The CONTRACTOR shall, and shall procure that
all of its Subcontractors shall, forward to the AUTHORITY all Requests for
Information which it (or they) receive as soon as practicable and in any event
within two (2) working days of receipt.
12.6.5 Notwithstanding Clause 12.5, the CONTRACTOR acknowledges that in responding to
requests for information described in Clause 12.6.4 the AUTHORITY shall be
entitled to provide information relating to this Agreement. The AUTHORITY
shall not, in responding to such requests for information, disclose any
Confidential Information relating to or comprised in this Agreement which is
exempt as described within any provision of Part II of the Freedom of
Information Act 2000. The CONTRACTOR is entitled to notify the AUTHORITY of
any information relating to this Agreement which the CONTRACTOR believes may
be exempt as described within any provisions of Part II of the Freedom of
Information Act 2000. In doing so, the CONTRACTOR shall detail the precise
information, the exemption and the period of protection which it believes is
applicable. Notwithstanding any such notification or any markings or
information relating to this Agreement, the AUTHORITY shall be entitled to
release such information in responding to requests for information made under
the Freedom of Information Act 2000. The AUTHORITY shall use all reasonable
endeavours to notify the CONTRACTOR prior to making any response to a request
for information which includes information which the CONTRACTOR considers to
be Confidential Information.
12.6.6 Section 123 of the Social Security Administration Act 1992 shall apply to this
Agreement. It is an offence for a person to disclose any information obtained
while carrying out administrative work where that information relates to a
particular person. Both parties warrant that they will duly observe all their
obligations under the Social Security Administration Act 1992 which arise in
connection with this Agreement.
12.6.7 The CONTRACTOR shall ensure that all of its employees, agents, Subcontractors
and representatives who are subject to the provisions of Section 123 of the
Social Security Administration Act 1992 sign a declaration in the form
annexed hereto as Appendix 1 acknowledging that they understand and have been
informed about the application and effect of Section 123 of the Social Security
Administration Act 1992. The CONTRACTOR shall provide a copy of each such
signed declaration to the AUTHORITY upon demand.
12.7 Publicity
12.7.1 Except with the prior written consent of the AUTHORITY, the CONTRACTOR shall
not make any press announcements or publicise this Agreement or the Services
in any way.
12.7.2 The CONTRACTOR shall take all reasonable steps to ensure the observance of
the provisions of Clause 12.7.1 by all its employees, agents and consultants
and Subcontractors.
12.7.3 Notwithstanding anything in Clause 12.5 to the contrary, the AUTHORITY
reserves the right to publicise this Agreement and the Services in any way,
but in doing so shall use all reasonable endeavours not to disclose any
commercial confidences of the CONTRACTOR except to the extent necessary to
meet the international obligations of the Government or to comply with
domestic law or Government policy, including but not limited to any
Government policy on "Open Government" or access to Government information.
12.8 Insurance
The CONTRACTOR shall to the extent reasonably possible insure or make provision
for self-insurance against all losses and damages which are the result of its
wilful act or omission or negligence in performing the Services hereunder,
including employers liability, public liability, product liability, property
damage, professional indemnity and (in respect of Registered Medical
Practitioners employed by the CONTRACTOR) Registered Medical Practitioner's
medical indemnity insurance. The CONTRACTOR will, if requested in writing by
the AUTHORITY, produce to the AUTHORITY a certificate of insurance showing the
applicable coverage currently in force, and will also give the AUTHORITY thirty
(30) days' written notice before such insurance is altered or cancelled. The
CONTRACTOR shall ensure that each Fee Paid Registered Medical Practitioner
procures his or her own Registered Medical Practitioner's medical indemnity
insurance. For the avoidance of doubt it is acknowledged that neither the
CONTRACTOR nor any Subcontractor is obliged to insure or make provision for
self-insurance in respect of Registered Medical Practitioner's medical
indemnity pertaining to the fee Paid Registered Medical Practitioners.
12.9 Guarantee
The CONTRACTOR shall procure that the GUARANTOR shall within five (5) days
after the date hereof enter into and maintain a guarantee in the form set out
in Schedule 27. Breach of this Clause shall constitute a Default not capable
of remedy.
12.10 Rights of Third Parties
Save for the rights granted to OGDs pursuant to Clause 1.1.7, this Agreement
is not intended to be For the benefit of, and shall not be enforceable by, any
person who is not named in this Agreement as a party to it or any person who
claims rights under the Contracts (Rights of Third Parties) Act 1999 or
otherwise and neither party can declare itself a trustee of the rights
under it for the benefit of any third party.
...
The definitions from the Final Version dated 15 March 2005 pages 3 - 25 of 27.
The expressions set out below shall have the meanings ascribed thereto:
- "Average Actual Clearance time (AACT)"
means the measure that is calculated by taking the cumulative number of Working Days to clear the Referrals and dividing by the number of Referrals cleared.
- "Abortive Visit"
means the failure to produce an examination report, whatever the reason, following the arrangement of an examination of a Claimant at his current place of residence.
- "Acceptance Criteria"
means the criteria for the acceptance of the Services as set out in Schedule 7 and as further specified in the Detailed Transition Plan.
- "Actual Average Waiting Time"
means the time from scheduled appointment time to when the HCP collects the customer from the waiting area.
- "Additional Acceptance Criteria"
means any additional acceptance criteria specified in the Detailed Transition Plan.
- "Additional Profit"
has the meaning set out in Paragraph 6.2.3 of Schedule 12.
- "Additional Service"
means any Service to be supplied pursuant to Clause 2.3.
- "Advertisement"
means the advertisement placed by the AUTHORITY in the Official Journal of the European Communities on 10 September 2003 for the supply of the Services.
- "Age Determination"
means a medical opinion as to whether the results of an examination support the Claimant's contention to have reached the age now alleged or if not, the range of years within which those results indicate that the Claimant's age probably lies.
- "Agreement"
means this Agreement including the Schedules hereto.
- "Alternative Dispute Resolution Procedure"
means the alternative dispute resolution procedure described in Clause 10.14.
- "Annual Review"
means the process set out in Paragraph 4.1 of Schedule 12.
- "Approval" or "Approved"
means the written recognition by the Chief Medical Advisor, on behalf of the Secretary of State, that an individual is satisfactorily trained, and has shown to have achieved the required standard to become engaged in the provision of medical or paramedical Services and is dependant on the required standards being achieved for each Service area.
- "Assets"
means the hardware and other tangible assets used by the CONTRACTOR in the provision of the Services and which are listed in Schedule 6.
- "AUTHORITY"
means the Secretary of State for Work and Pensions.
- "AUTHORITY Accommodation"
means Transferring Properties and any other properties where the AUTHORITY has an interest (freehold, leasehold or other) and which is used in the provision of the Services.
- "AUTHORITY Consumables"
means the consumables provided by the AUTHORITY to the CONTRACTOR, including AUTHORITY Forms as specified in Schedule 29.
- "AUTHORITY Data"
means all data, information, text, drawings, diagrams, images or sounds which are embodied in any electronic or tangible medium (but excluding any computer software), and which are supplied or in respect of which access is granted to the CONTRACTOR by the AUTHORITY pursuant to this Agreement, or which the CONTRACTOR is required to generate under this Agreement other than the CONTRACTOR's internal business information.
- "AUTHORITY Forms"
means the forms licensed by the AUTHORITY to the CONTRACTOR as specified in Clause 4.14.
- "AUTHORITY Properties"
means those properties referred to in Schedule 12 Appendix 4, where the AUTHORITY has an interest (freehold, leasehold or other) and which the CONTRACTOR has chosen to use for the provision of the Services.
- "AUTHORITY Software"
means the software and all accompanying documentation, in which the Intellectual Property Rights are owned at the execution hereof by the AUTHORITY as listed in Appendix 4 of Schedule 6.
- "AUTHORITY Third Party Software"
means the software and all accompanying documentation in which the Intellectual Property Rights are owned by a third party and provided to the CONTRACTOR by the AUTHORITY pursuant to Clause 4.8 as listed in Appendix 5 of Schedule 6.
- "AUTHORITY's Responsibilities"
means the responsibilities of the AUTHORITY listed in Schedule 22.
- "AUTHORITY"
means the Secretary of State for Work and Pensions.
- "Average Earnings Index"
means as defined in Paragraph 4.2.7 of Schedule 12.
- "Basic Services"
means any and all the Services to be performed by the CONTRACTOR pursuant to Clause 2.1.
- "Benefit"
means social security benefits delivered by the Department for Work and Pensions. Save a herein amended all other terms and conditions of the Original Agreement shall remain in full force and effect.
- "Benefit History Sheet"
means a form used by the AUTHORITY which identifies a Period of Interruption of Work.
- "Bidder"
means any organisation, body corporate or service provider seeking appointment as a Replacement Contractor in response to any invitation or request by the AUTHORITY for the provision of tenders in respect of the Services.
- "Breach of Security"
means any act or omissions. accidental or deliberate, which contravenes Departmental Security Policy, the law, or both.
- "Break Option"
means the right of the AUTHORITY to terminate this Agreement without cause as set out in Clause 11.2.
- "British Dental Registered Specialist"
means a registered dentist who appears on the specialist list of the General Dental Council.
- "Broadly Comparable"
means in accordance with paragraph 14 of Annex A to the Cabinet Office document "Staff Transfers in the Public Sector" Statement of Practice dated Januay 2000.
- "Business Area"
means a benefit or Service for which the CONTRACTOR will provide Services under this Agreement. The Business Areas referred to are:
- Age Determination;
- Tribunals Service;
- Child Support Agency;
- Compensation Recovery Scheme;
- Disability Living Allowance/Attendance Allowance;
- Incapacity Benefit/Income Support/ Housing Benefit/ Council Tax Benefit and other related advantages;
- Industrial Injuries Disablement Benefit;
- HM Revenue and Customs Statutory Sick Pay/Statutory Maternity Pay;
- HM Revenue and Customs Tax Credit;
- International Pensions Centre;
- Jobseekers Allowance;
- Occupational Health Assessments;
- Severe Disablement Allowance;
- Vaccine Damage Payment Scheme; and
- Service Personnel & Veterans Agency - EMP/Specialist/Regional Consultant and Audiology Reports.
- "Business Continuity and Disaster Recovery Services"
means the services to be provided by the CONTRACTOR as specified in Schedule 33.
- "Business Continuity Plan"
has the meaning set out in paragraph 2.1 of Schedule 33.
- "Capitalised Assets"
has the meaning set out in Appendix 1 of Schedule 6.
- "Casual Hire Properties"
means those properties or rooms within properties which are from time to time used by the CONTRACTOR on an informal basis in connection with the performance of the AUTHORITY's medical examination functions.
- "Certification of Exemption"
means the provision of a statement that indicates that an individual is exempt from the Personal Capability Assessment far Incapacity Benefit. The conditions that provide exemption are stated in legislation and the certificate can only be provided by a Decision Maker who may seek the advice of a HCP approved by the AUTHORITY.
- "Change Control Note" or "CCN"
means the form set out in Appendix 2 of Schedule 19.
- "Change Control Procedure"
means the procedure for change as set out in Schedule 19.
- "Change Proposal Form" or "CPF"
means the form set out in Appendix 1 of Schedule 19 which is raised by either party to facilitate discussion between the AUTHORITY and the CONTRACTOR concerning a change to the Agreement.
- "Charges"
means the charges payable hereunder by the AUTHORITY for the Services exclusive of VAT as specified in Schedule 12.
- "Charges Change Request"
means the CONTRACTOR's request for a change to the Charges pursuant to Clause 5.4.
- "Chief Medical Adviser" or "CMA"
means the doctor appointed as the senior doctor advising the Secretary of State for Social Security.
- "Claimant(s)"
means any person claiming or having claimed entitlement to the receipt of benefits or Other Related Advantages from the AUTHORITY or from any other department, office or agency of the Crown.
- "Clearance"
means the effective and satisfactory achievement of an outcome to a Referral, including a Referral for which the outcome is failure to attend for an examination or an abortive Domiciliary Visit or a Referral which has been returned for Rework. It does not include Rejections by the CONTRACTOR which have been returned to the Customer.
- "Clinically Urgent"
means a condition that could reasonably be expected to cause harm to an individual, sooner rather than later.
- "Commencement Date"
means the date of this Agreement.
- "Companion"
means a persan who is deemed suitable by way of age and responsibility, to accompany and assist a Claimant when traveling in relation to the Services, when the Claimant, whom because of a physical or mental incapacity, is unable to travel alone.
- "Confidential Information"
means all information designated as such by either party in writing together with all other information which relates to the business, affairs, products, developments, trade secrets, know-how, personnel, customers and supptiers of either party, medical records or personal data of any Claimant, or information which may reasonably be regarded as the confidential information of the disclosing party.
- "Continuing Medical Education" or "CME"
means education provided for Approved and Appointed Registered Medical Practitioners to maintain their knowledge to enable them to provide medicat services to the AUTHORITY.
- "Contracting Authority"
has the meaning given to it by Regulation 5(2) of the Public Contracts (Works Services and Supply) (Amendment) Regulations 2000).
- "CONTRACTOR"
means Atos Origin IT Services UK Limited.
- "CONTRACTOR's Actuarial Assumptions"
means the assumptions set out in Appendix 8 of Schedule 12.
- "CONTRACTOR's Estates Strategy/Plans"
means the CONTRACTORS written proposals for the use of property in delivering the Services, including but not limited to its plans in relation to rationalisation, relocation and modification of any premises.
- "CONTRACTOR's Schemes"
means the CS Scheme and the Sema Scheme.
- "CONTRACTOR Software"
means the software and all accompanying documentation in respect of which the Intellectual Property Rights are owned by the CONTRACTOR and which is employed by the CONTRACTOR in the provision of Services as listed in Appendix 6 of Schedule 6.
- "CONTRACTOR Third Party Software"
means the software and all accompanying documentation in whjch the Intellectual Property Rights are owned by a third party and provided to the AUTHORITY by the CONTRACTOR pursuant to Clause 4.10 and 4.16 as listed in Appendix 7 of Schedule 6.
- "Core Services"
means those Site Services provided by the PRIME Contractor in connection with the Transferring Properties pursuant to Clause 3.5 and as listed in the Site Services Schedules.
- "CS Scheme"
means the Atos Origin CS pension scheme.
- "Customer"
means a representative of the AUTHORITY for whom the provision of Services is included in the scope of this Agreement.
- "Cutover Date"
means one minute past midnight on the date specified by the AUTHORITY for the CONTRACTOR to commence the provision of the Basic Services.
- "Data Guardian"
has the meaning set out in the Security Policy.
- "Decision Maker"
means a specially appointed officer who uses considerative skills and judgement to weigh evidence and decide entitlement to benefit.
- "Default"
means any breach of the obligations of either party (including but not limited to fundamental breach or breach of a fundamental term) or any default, act, omission, negligence or statement of either party, its employees, servants, agents or sub-contractors in connection with or in relation to the subject matter of this Agreement and in respect of which such party is liable (by way of indemnity or othemise) to the other.
- "Deposited Software"
means any CONTRACTOR Software or CONTRACTOR Third Party Sofmare which is specified as Deposited Software in Schedule 6 at the date of execution hereof or is agreed by the parties pursuant to the Change Control Procedure to be Deposited SofNvare and which is deposited in escrow in accordance with Clause 4.12.
- "Detailed Transition Plan"
means the plan for transition of the Services to the CONTRACTOR to be prepared by the CONTRACTOR pursuant to Clause 7.1 and to be approved by the AUTHORITY pursuant to Clause 7.2.
- "Did Not Attend" or "DNA" or "Do(es) Not Attend"
means the Claimant fails to inform the CONTRACTOR, prior to the appointment, that he/she will not be attending his/her appointment.
- "Disability Benefit Centre"
means the following 11 regions:
- Leeds;
- Newcastle;
- Midlands;
- Wales;
- Bristol;
- Sutton;
- Manchester;
- Bootle;
- Edinburgh;
- Glasgow; and
- Wembley;
- "Disaster Recovery"
is usually used to describe recovery from IT disaster for IT and premises, however it can be applied to any recovery.
- "Disaster Recovery Plan"
has the meaning set out in paragraph 2.1 of Schedule 33.
- "Registered Medical Practitioner Capability Measure"
means a measure of the skill and competence of Registered Medical Practitioners employed by the CONTRACTOR, measured against the following five criteria:
- fully registered with the GMC and validated by the CONTRACTOR;
- validation portfolio up to date;
- technical training relating to specialism completed;
- continuing Medical Education complete; and
- approved for benefit work by the Chief Medical Adviser.
- "Documentation"
means the AUTHORITY's medical and operational guides, manuals and instructions used for the provision of the Services which are listed in Schedule 28.
- "Domiciliary Visit"
means an examination carried out at the Claimants current place of residence, e.g. at home, in hospital or other place of care.
- "DWP Guidance"
means the documents identified in Appendix 2 of Schedule 28 as those documents for which the CONTRACTOR is not responsible for holding, adhering to and updating.
- "Equipment Lease"
means the leases relating to the Leased Equipment transferred to the CONTRACTOR pursuant to Clause 4 and referred to in Schedule 6.
- "Essential CONTRACTOR Software"
means any CONTRACTOR Software which is specified as such in Schedule 6 at the date of execution hereof or is agreed by the parties pursuant to the Change Control Procedure to be Essential CONTRACTOR Software and which is essential for the performance of the Services.
- "Event Outcome Analysis"
means an analysis showing the performance of Medical Personnel, HCPs and paramedical personnel within the normal distribution of business processing events.
- "Evidence Based Medicine (EBM)"
means the integration of up to date, peer. reviewed, medical research with informed medical opinion on current best practice, to develop an analytical, IT supported framework which will enhance the clinical skills and expertise of assessing Registered Medical ' Practitioners.
- "Examining Medical Practitioner" or "EMP"
means a Registered Medical Practitioner appointed to provide an examination and reporting service for the purposes of determining claims to Disability Living Allowance, Attendance Allowance and War Pensions.
- "Examining Medical Practitioner Report"
means the report completed pursuant to Paragraph 2 of Schedute 4, Section 4.10.
- "External Staff Day Rates"
means the rates specified as such in Appendix 6 of Schedule 12.
- "Fee Paid Registered Medical Practitioner"
means a Registered Medical Practitioner who is not a Transferring Authority Employee and who provides Services under this Agreement for which he receives payment.
- "Fee Per Case"
means a Registered Medical Practitioner who is not directly employed by the Contractor and is paid on a fee per case basis.
- "Financial Model"
means the model set out in Appendix 1 of Schedule 12.
- "Fit for Purpose"
means an Output provided under this Agreement that meets the standards at Schedule 4.1 of this Agreement, as adjudged by the AUTHORITY, and allows the AUTHORITY to determine the next stage of processing to progress the Referral.
- "Fixed Charges"
means the charges set out in Appendix 2 of Schedule 12.
- "Force Majeure"
has the meaning set out in Clause 10.12.1.
- "Further Medical Evidence"
means medical evidence obtained from a third party such as, but not exclusively, a general practitioner or a hospital practitioner and includes, but is not limited to, written factual reports, hospital case notes including radiological and pathological investigations.
- "Government Office Region" or "GOR"
means the following 1 1 regions:
- East Midlands;
- London;
- South East;
- East of England;
- North East;
- North West;
- Yorkshire and the Humber;
- Scotland;
- South West;
- Wales;
- West Midlands;
- "Government Property"
means any tangible property Of the AUTHORITY or any other Crown body but excluding all real property and/or any fixtures and fittings attached to or located on any real property excluding Assets and AUTHORITY Consumables.
- "GP(s)"
means a medically qualified Registered Medical Practitioner who practices general medicine as a family practitioner.
- "GUARANTOR"
means the CONTRACTOR's parent company, Atos Origin SA.
- "Harmful Information"
means information unknown to the Claimant which if disclosed to him may be harmful to his health.
- "Health Care Professionals" or "HCP"
means
- a registered medical practitioner
- a registered nurse
- an occupational therapist or physiotherapist registered with a regulatory body established by an Order in Council under section 60 of the Health Care Act 1999 or
- a member of such other profession, regulated by a body mentioned in section 25(3) of the National Health Service Reform and Health Care Professions Act 2002, prescribed by the Secretary of State in accordance with powers under section 39(1) of the Social Security Act 1998
- "Hospital Case Notes" or "HCM"
means clinical information relating to a Claimant and held by a hospital, they include, but are not limifed to, clinical records, pathological investigation results, radiographs and reports of radiographs.
- "IMPACT Agreement"
means the agreement dated 20 Februay 1998 between the AUTHORITY and the CONTRACTOR.
- "Industrial Accident"
means an accident, accepted by a lay Decision Maker as having arisen out of and in the course of employed earners employment.
- "Initial Term"
has the meaning set out in Clause 11.1.1.
- "Inner Core Network" or "Inner Core Telephone Network"
means the inter departmental site telephone network.
- "Intellectual Property Rights" or "IPR"
means patents, trade marks, service marks, rights in data bases, design rights (whether registerable or otherwise), applications for any of the foregoing, copyright, trade or business names and other similar rights or obligations whether registerable or not in any county (including but not limited to the United Kingdom).
- "Internal Forms"
means those forms to be used by the CONTRACTOR for internal processing of Referrals. They do not interface with either the Customer, Claimant or GP.
- "Internal Staff-Day Rates"
means the rates specified as such in Appendix 6 of Schedule 12.
- "Invoicer"
has the meaning set out in Schedule 13.
- "Issuing Party"
has the meaning set out in Schedule 13.
- "IT Security Manual"
means the IT Security Manual (as amended from time to time by the AUTHORITY), the terms of which are incorporated herein by reference.
- "Joint Body"
means the board made up of one (1) representative of each of the parties which shall meet in accordance with Clause 10.14.1 to resolve any issues arising out of this Agreement.
- "Key Personnel"
shall mean the persons specified in Schedule 21.
- "Leased Equipment"
means the leased equipment transferred to the CONTRACTOR pursuant to Clause 4.2.1b.
- "Least Cost Routing"
A direct, cheap out of area route using any of the Government telephone networks that enable a telephone call to automatically go out over that route.
- "Licensed Data"
Means data licensed to the AUTHORITY for the purposes of Transport Direct and made available to the CONTRACTOR under the terms of this Agreement.
- "Liquidated Damages"
means any damages payable by the CONTRACTOR which are quantified in advance in accordance with this Agreement.
- "Location(s)"
means the management level at which Service Levels are measured pursuant to paragraph 3.3 of Schedule 5.
- "Management lnformation"
means information communicated to the AUTHORITY about any aspect of delivery of Services in any form and under any requirements, including contractual, legal or other.
- "Measurement Level"
means the levels specified in paragraph 3.2 of Schedule 5.
- "Medical Education"
means Education for Medical Personnel and Health Care Professionals.
- "Medical Process Outcome"
means the result of a process that has two or more potential outcomes. For example, scrutiny of an IB file can result in one of two further processes, those are, examination with report or the provision of written advice.
- "Medical Services Centre"
means one of twelve Medical Services Management Units with management responsibility for a number of Medical Service Examination Centres and Satellite units.
- "Medical Specialist"
means a General Medical Council Registered Medical Practitioner who is working in a post directly relevant to the service required, or who has retired within the preceding five (5) years from such a post and has maintained a contemporay level of knowledge; and who holds one (1) or more of the following of relevance to the condition under consideration:
- Certificate of Completion of Specialist Training;
- an established NHS post of consultant status, full or part time, which has been held for a minimum period of twelve (12) consecutive months;
- membership of the GMC maintained list of specialists; or
- a postgraduate degree or higher qualification from a Medical Royal College.
For the avoidance of doubt, Diploma holders, Associate Specialists and NHS Staff Grades who do not meet the above criteria are excluded.
- "Month"
means a Calendar month
- "MSA Transition Agreement"
means the agreement between the AUTHORITY, the CONTRACTOR and the Replacement Contractor annexed to Schedule 26.
- "National"
means Great Britain.
- "Nationally Classified Information"
means information or data of the which is nationally classified as "Restricted", "Confidential", "Secret", "Top Secret" or such other categories as may be introduced from time to time by the UK Government, together with all originals and copies of documents containing such information or data.
- "Negative Diagnosis"
Means an output from an examination where in the CONTRACTOR's opinion the claimed Prescribed Disease is not diagnosed
- "New Property"
means as defined in Clause 3.7.1.2.
- "Notifiable Costs"
means costs notified and charged by the AUTHORITY to the CONTRACTOR, consisting of one or more of the following as listed in Schedule 12 Appendix 4:
- the Rent Rates and service charge payable under the terms of the relevant Property Agreements in respect of the Transferring Properties;
- the Rent Rates and service charge payable under the terms of the documentation entered into bemeen the CONTRACTOR and an OGD in respect of the Transferring Properties;
- the charges payable by the CONTRACTOR to the AUTHORITY under the terms of the Services Deed;
- Telecomms charges to include:
- extension to extension dialling;
- access to the Government Telecommunications Network;
- a telephone bill apportionment in respect of premises shared with the AUTHORITY;
- an apportionment of the charges for maintenance of telephone switchboards at premises shared with the AUTHORITY;
- access to the Government Centrex Network;
- an apportionment of any call logging charges incurred by the AUTHORITY in order to validate the number of CONTRACTOR calls within any given period;
- an apportionment of costs in respect of telephone operators at premises shared with the AUTHORITY;
- an apportionment of costs in respect of production of telephone directories; and
- e-mail charges in respect of the AUTHORITY's e-mail service.
For the avoidance of doubt, the telephone charges in respect of Direct Exchange Lines will be payable, direct to the third party by the CONTRACTOR. Similarly any maintenance and call charges in respect of telephone switchboards that have been sold to the CONTRACTOR and are located at premises wholly occupied by the CONTRACTOR shall also be payable, direct to the third party, by the CONTRACTOR.
- "Object Code"
means computer code in machine-readable form.
- "Occupational Health Assessment"
means as set out in Schedule 4, Section 4.7.
- "OGD Praperties"
means real and tangible property, as referred to in Schedule 12, Appendix 4, where an OGD has an interest (freehold, leasehold or other) and which the CONTRACTOR has chosen to use for the provision of the Services.
- "Open Bank Accounting"
means the accounting process as specified in Clause 10.2
- "Other Government Department" or "OGD"
means any government department other than the Department for Work and Pensions.
- "Old Cases"
means the uncleared Referrals at the end of the Service Measurement Period.
- "Optional Services"
means any Service specified in Schedule 31 as an Optional Service to be supplied pursuant to Clause 2.2.
- "Other Related Advantages"
means any other advantages that accrue to an individual as a result of being accepted as incapable of work.
- "Outline Transition Plan"
means the transition plan provided by the CONTRACTOR as part of its BAFO which has been approved by the AUTHORITY.
- "Output(s)"
means an output determined by the AUTHORITY as the basis upon which the CONTRACTOR shall levy charges and shall be defined as a Fit for Purpose written medical report, produced by the CONTRACTOR, either in respect of a medical examination or on the basis of documentary evidence, the result of which provides medical advice which fully answers all the questions posed by the AUTHORITY and enables the AUTHORITY to determine the next stage of the Referrals Process.
- "Own Occupation Test"
means the test of whether he is incapable by reason of some specific disease or bodily or medical disablement of doing work which he could reasonably be expected to do in the course of the occupation in which he was previously so engaged.
- "Parent Company"
means any company which is the ultimate Holding Company of the CONTRACTOR ar any other company of which the ultimate Holding Company of the CONTRACTOR is also the ultimate Holding Company and which is responsible directly or indirectly for the business activities of the CONTRACTOR. The term "Holding Company" shall have the meaning ascribed by Section 736 of the Companies Act 1985 or any statutory re-enactment or amendment thereto.
- "Past Default"
means a Default which has already occurred.
- "Period of Interruption of Work"
means a spell of 4 or more calendar days in a row where the Claimant is unable to work because of a medical condition.
- "Permitted Use"
means the provision without charge of public transport information derived from the Transport Direct portal to any person for the purposes of providing the Services and for no other purpose
- "Personal Capability Assessment" or "PCA"
determines the question whether a person is capable or incapable of work for benefit purposes. It assesses the extent to which a person, by reason of some specific disease or bodily or mental disablement, is capable of performing the activities prescribed in the Schedule to the Social Security (Incapable for work) (General) Regulations 1995.
- "Personal Information Policy"
means a policy for Agencies and the Social Security Policy Group regarding disclosure of information which will be provided by the AUTHORITY to the CONTRACTOR.
- "Pilot services"
means the services to be provided by the CONTRACTOR as set out in Schedule 30.
- "Planned Cutover Date"
means the date specified as such in the Outline Transition Plan.
- "Planned Transition Period"
means the period from the Commencement Date until the Planned Cutover Date.
- "Pooled Assets"
has the meaning set out in paragraph 1.3 of Schedule 6.
- "Postal Security Framework"
means the fundamental security measures surrounding post receipt, post opening and the post despatch operations as defined by the CONTRACTOR and approved by the AUTHORITY.
- "Potentially Violent Person"
means someone who threatens or conducts violence against a member of staff.
- "Predicted Volumes"
means the volumes set out in Appendix 5 of Schedule 12.
- "Prescribed Disease"
means a disease accepted as having an association with an occupation and set down in the SS (Industrial Injuries) (Prescribed Diseases) Regulation 1985. Diseases are prescribed by the Secretary of State if:
- they are a risk of a particular occupation which is not a risk common to all persons; and
- it is or with reasonable certainty may be presumed to be attributable to the nature of the employment.
- "PRIME Agreement"
means the Agreement between the Department for Work and Pensions and the PRIME Contractor (as hereinafter defined) for the management of the property portfolio vested in the AUTHORITY.
- "PRIME Contractor"
means the third party contractor who is party to the PRIME Agreement.
- "Principal list"
means the list of Registered Medical Practitioners that are currently registered with the General Medical Council.
- "Profit Incentive Amount"
has the meaning set out in Paragraph 6 of Schedule 12.
- "Prognosis"
means the opinion of a Registered Medical Practitioner on the anticipated progress of a disabling condition. In the context of social security it relates to the time expected to pass before the Claimant's condition alters in such a way that benefit entitlement may change.
- "Property Agreement(s)"
means the agreement or agreements documenting the transfer of the Transferring Properties in the forms set out in Appendix 4 of Schedule 10.
- "Property"
means any real or tangible property owned or occupied by either party.
- "Proposal"
means the CONTRACTOR's proposal as set out in Schedule 3.
- "Protectively Marked Departmental Information"
means records, either clerical or computer, which are marked as having a greater confidentiality requirement than "restricted".
- "Questionnaire"
means the questionnaire issued by the AUTHORITY to the CONTRACTOR dated 21 October 2004.
- "Rates"
means the share of building rates payable to the Local Authority properly attributable to a Transferring Property.
- "Receiving Party"
has the meaning set out in Schedule 13.
- "Recrudescense"
means the "return of symptoms". It is a term applied to a recurring Prescribed Disease i.e. the condition stems from the original attack of the disease. The meaning of Recrudescence is specified in regulation 7 of the (SS) (II) (PD) Regulations.
- "Referral Documents"
means any document the AUTHORITY uses to request an Output from the CONTRACTOR.
- "Referral"
means a written or verbal request by the AUTHORITY, or initiated by the AUTHORITY, for Services described in this Agreement.
- "Regional Consultant"
means a Registered Medical Practitioner that must:
- hold full and unrestricted registration with the UK Generat Medical Council or EEA equivalent;
- hold registration on the relevant Specialist Register;
- hold a Fellowship of a UK or Republic of Ireland Royal College or equivalent foreign or Commonwealth College, Faculty or Academy recognised and accepted in the UK or Republic of Ireland;
- have held NHS Consultant or academic equivalent status for 5 years; and
- revalidate or be revalidating (when statutorily necessary) to meet the GMC's criteria to remain on the GMC list of Licensed Medical Practitioners, either in their own speciality.
The Registered Medical Practitioner will preferably:
- Possess higher qualifications such as MD, Ms, PHD or DSc;
- Have published work in recognised medical or other significant journals; and
- must be able to analyse written submissions and (usually in conjunction with their own clinical history and examination), write clear and precise authoritative reports answering specific medical questions.
- "Registered Medical Practitioner"
means a Medical Practitioner practising in the United Kingdom and registered on the principal list of the General Medical Council.
- "Registered Nurse"
means a nurse registered with the Nursing and Midwifey Council
- "Rejection" or "Rejected"
means a Referral which the CONTRACTOR cannot progress because it is inappropriate, substandard in presentation or contains insufficient information to produce an outcome. It does not count as a Referral or a Clearance for the purposes of measuring the Service Levels.
- "Rent"
means this is the rent first reserved figure or the opportunity cost rent figure which is the Treasury valued rental figure for a Transferring Property.
- "Repeated Short Period Claims"
means the employee has been sick for four (4) or more short periods.
- "Replacement Agreement"
means the Agreement that replaces this Agreement following termination or expiry of this Agreement.
- "Replacement Contractor"
means the contractor that replaces the CONTRACTOR following termination or expiry of this Agreement.
- "Replacement Services"
means the services to be provided by the Replacement Contractor pursuant to the Replacement Agreement.
- "Respiratory Disease"
means Prescribed Diseases which are classified as respiratory. Any decision or medical report requested by the Adjudication Officer to determine the diagnosis question must be provided by a Specially Qualified Adjudicating Medical Practitioner or a Special Medical Board. The diseases covered are those numbered:
B6, C15, C17, C18, C22(B), D1, D2, D3, D7, D8, D9, D10, D11 and D12.
- "Retained Profit"
has the meaning set out in Paragraph 6.2.3 of Schedule 12.
- "Retender Award Date"
means the date, prior to termination of this Agreement, on which the AUTHORITY either selects a Replacement Contractor to perform services similar to the Services or elects to return the provision of the Services to the Authority.
- "Retender Notice"
has the meaning set out in Schedule 15.
- "Retender Period"
has the meaning set out in Schedule 15.
- "Rework"
means a Referral returned to the CONTRACTOR by the AUTHORITY where the Outcome provided by the CONTRACTOR is not completed to the appropriate standards as detailed in para 4 of Section 4.1, Part 2 of Schedule 4.
- "Scheduling"
means the administrative task of arranging appointments for Claimants to be examined.
- "Scrutiny"
means the consideration of documentary evidence to determine the next course of action to progress the service.
- "Secondee"
has the meaning set out in Schedule 32.
- "Secondment"
has the meaning set out in Schedule 32.
- "Security Manuals"
means the manuals setting out the AUTHORITY's Security Standards, objectives and policies and being the:
- Information Technology Security Standards;
- Protection of Customer Information Guide; and
- Internal Security Handbook.
- "Security Policy"
means the security policy as amended from time to time by the AUTHORITY.
- "Sema Scheme"
means the Atos Origin (Sema) pension scheme.
- "Sensitive Records"
means a record that contains personal or intimate information about a member of staff, employed by either the AUTHORITY or the CONTRACTOR, a relative of a member of staff or a nationally recognisable person or a case defined as such by the AUTHORITY.
- "Service Credit(s)"
means any Liquidated Damages which are payable by the CONTRACTOR as a credit against sums owing to the CONTRACTOR by the AUTHORITY.
- "Service Descriptions"
has the meaning set out in Schedule 4.
- "Service Levels"
means the levels of Service defined in Schedule 5.
- "Service Measurement Period"
means the period of time over which performance shall be measured from and including the first Calendar Day of any Month up to and including the last Calendar Day of any Month.
- "Service Specification"
means the detailed specification of the Services agreed pursuant to Clause 2.4, as amended from time to time in accordance therewith.
- "Service(s)"
means all the Services to be performed by and all the other obligations of the CONTRACTOR under this Agreement, including the Basic Services.
- "Services Deed"
means an agreement in the form set out in Schedule 10D (a) for the provision by the AUTHORITY to the CONTRACTOR of the Core Services which were provided by the PRIME Contractor at the relevant OGD Property prior to the Cutover Date (to the extent that the relevant OGD or third party to whom an OGD has outsourced its property management is not obliged to provide such services to the CONTRACTOR pursuant to the terms of the relevant Property Agreement) and (b) for the payment by the CONTRACTOR to the AUTHORITY of the costs incurred by the AUTHORITY in procuring the provision of such Core Services.
- "Service Year"
means a period of twelve months commencing on the Cutover Date or any anniversary of the Cutover Date.
- "Set-Up Costs"
The outstanding amount of any capitalised Transition Costs (excluding Asset costs) at the net book value of the costs on the date of termination.
- "Shared Use Assets"
means those Assets identified as such in Schedule 6 which are employed by the CONTRACTOR in the provision of the Services and which are also, or may also be, employed by the CONTRACTOR in work outside the scope of this Agreement.
- "Site Services Schedule"
means the Schedules set out in Appendix 5 to Schedule 10 to be attached to the Property Agreements listing the Core Services provided by the PRIME Contractor, (excluding for the avoidance of doubt such services as are provided by OGD's, or other landlords pursuant to terms of Property Agreements).
- "Site Services"
means the services including the Core Services provided by the PRIME Contractor, or OGD's, or landlords under the Property Agreements and other third parties to the Transferring Properties.
- "Software"
means the AUTHORITY Software, CONTRACTOR Software (including Essential CONTRACTOR Software), Specially Written Software, AUTHORITY Third Party Software and CONTRACTOR Third Party Software.
- "Sole Use Assets"
means those Assets identified as such in Schedule 6 which are employed by the CONTRACTOR exclusively in the provision of the Services under this Agreement.
- "Special Medical Board"
means a medical board of which at least two of the members are Specially Qualified Adjudicating Medical Practitioners.
- "Special Needs"
means the needs of an individual Claimant that could prevent the successful completion of an examination if they were not met. Examples include but are not limited to: deafness, language difficulties, provision of an interpreter, difficulty undressing and provision of a Registered Medical Practitioner of the same Sex.
- "Special Rules"
means Referrals for consideration of Terminal Illness.
- "Specialist Examination"
means an examination carried out by a Specialist to provide evidence.
- "Specialist Medical Service"
means a service provided by a Medical Specialist.
- "Specialist"
means an individual with special skills. This term may include Medical Specialist and Regional Consultant.
- "Specially Qualified Adjudicating Medical Practitioner"
means a Registered Medical Practitioner qualified, experienced and Appointed by the Secretary of State to provide services in relation to respiratory prescribed diseases.
- "Specially Written Software"
means any software developed by the CONTRACTOR during the term of this Agreement and owned by the AUTHORITY in accordance with the provisions of Clause 4.11 and as listed in Appendix 8 of Schedule 6.
- "Staff"
means employees, independent contractors and agents of the CONTRACTOR or any of its Subcontractors or agents employed or engaged in any way in the performance of the CONTRACTOR's obligations under this Agreement.
- "Staff-day Rates"
means External Staff-day Rates and Internal Staff-day Rates.
- "Statement of Case"
means a statement of case prepared by the AUTHORITY in cases of appeal. It gives the AUTHORITY's opinion and explanation of how the opinion is derived.
- "Step-In Action"
means such steps as the AUTHORITY considers to be appropriate (either by taking such action itself or by engaging others to take any such steps) to ensure performance of the Services to the standards required by this Agreement or as close as possible to those standards as the circumstances permit.
- "Subcontract"
means any contract or agreement or proposed contract or agreement between the CONTRACTOR and any third party whereby that third party agrees to provide to the CONTRACTOR the Services or any material part thereof or services fundamentally necessary for the provision of the Services or any part thereof. For the avoidance of doubt, the term "Subcontract" shall not be regarded as including any contract or agreement between the CONTRACTOR and any third party for the provision of equipment or software, facilities or services necessary for the general discharge of the CONTRACTOR'S business or any agreement between the CONTRACTOR and any third party for the provision of Third Party Software.
- "Subcontractor"
means the third party specified in Schedule 18 with whom the CONTRACTOR enters into a Subcontract.
- "Sublease(s)"
means a sublease of the whole or part of the relevant Transferring Property or Transferring Properties in the agreed form referred to in Schedule 10 A to be granted by the AUTHORITY to the CONTRACTOR.
- "Tenancy at Will"
means a tenancY at will in the form set out in Schedule 10.
- "Terminally Ill"
means a Claimant is suffering from a progressive disease and his death in consequence of that disease can reasonably be expected within six months.
- "Termination Charge"
means the sum payable by the AUTHORITY to the CONTRACTOR under the circumstances specified in, and calculated in accordance with Part 7 of Schedule 12.
- "Termination Services"
means the Services set out in Schedule 26 to be provided by the CONTRĄCTOR in connection with the expiry or termination of this Agreement.
- "Terms of Reference"
means, in relation to Regional Consultants, the information passed to the Regional Consultant to enable him to understand the requirements of the AUTHORITY.
- "Third Party Software"
means anY software and all accompanying documentation in which the Intellectual Property Rights are owned at the date of execution hereof by a third party.
- "Third Party Agreements"
means all maintenance agreements, support agreements and all other supply or service agreements which are transferred to the CONTRACTOR pursuant to Clause 4.2.
- "Third Party Data"
means all data, information, text, drawings, diagrams, images or sounds which are embodied in any electronic or tangible medium (but excluding any computer software), and which are supplied or in respect of which access is granted to the CONTRACTOR by a third party.
- "Third Party Software Licence"
means any licence agreement relating to the Third Party Software.
- "Transfer Date"
means a date on which any employee of the AUTHORITY at anytime during the term of the Agreement transfers to the CONTRACTOR or an Subcontractor pursuant to the Transfer Regulations.
- "Transfer Regulations"
means the Transfer of Undertakings (Protection of Employment) Regulations 1981.
- "Transferred Assets"
means the Assets comprising the Capitalised Assets and the Pooled Assets.
- "Transferring Authority Employee"
means any employee of the AUTHORITY who transfers to the CONTRACTOR or Subcontractor an a relevant Transfer Date.
- "Transferring Property( or Properties)"
means AUTHORITY Properties and OGD Properties.
- "Transformation Plan"
means the plan to be provided by the CONTRACTOR in accordance with Schedule 8.
- "Transformation Services"
means the services to be provided by the CONTRACTOR in accordance with the Transformation Plan as set out in Schedule 8.
- "Transition Costs"
Has the meaning set out in Schedule 12 Appendix 2.
- "Transition Period"
means the period from the Commencement Date to the Cutover Date.
- "Transition Cutover Criteria"
means one of two levels of Acceptance Criteria as specified in Annex 1 to Schedule 7.
- "Transition Readiness Criteria"
means one of two levels of Acceptance Criteria as specified in Annex 1 to Schedule 7.
- "Transition Review Process"
means the formal reviews undertaken by the AUTHORITY in conjunction with the CONTRACTOR during the Transition Period as specified in Clause 7.4.
- "Transition Services"
means the Services to be provided by the CONTRACTOR during the Transition Period as set out in Schedule 7.
- "Transport Direct"
means the Internet portal owned by the Department for Transport that uses the Transport Direct Software and the Licensed Data.
- "Transport Direct Licence"
means the licence granted to the CONTRACTOR under paragraph 3.3.1 of Schedule 6.
- "Transport Direct Software"
means software licensed to the AUTHORITY for the purposes of Transport Direct which is sub-licensed to the CONTRACTOR under the terms of this Agreement.
- "Transport Direct Specification"
means technical and other information relating to Transport Direct.
- "Tribunals Service Regions"
means the following 8 regions:
- Leeds;
- Cardiff;
- Birmingham;
- Glasgow;
- Liverpool;
- Nottingham;
- Newcastle and
- Sutton.
- "Treat Official Correspondence"
means correspondence issued by a Claimant to a Government Minister.
- "Unable To Attend" or "UTA"
means the Claimant informs the CONTRACTOR that they are unable to attend for a pre-arranged appointment before 5 p.m. on the day of the appointment.
- "Use"
means the right of either party to load, execute, extract, reutilise, store, transmit, display, copy (for the purposes of loading, execution, storage, transmission or display) or otherwise to utilise the Software as applicable for purposes of the provision or receipt (as the case may be) of the Services. To the extent permitted by law, such right of use shall not include the right to reverse assemble, reverse compile, decode or otherwise translate the Software.
- "Variable Charges"
means Charges resulting from medical outputs.
- "Working Day"
means any day in the week from Monday to Friday excluding any day which is recognised as a statutory or common law holiday at the locatjons to which the Services are provided
- "Year" or "Year of this Agreement"
means a period of twelve months commencing an the Commencement Date or any anniversary of the Commencement Date.
The glossary from the Final Version dated 15 March 2005 pages 26 - 27 of 27.
AA: | Attendance Allowance |
AACT: | Average Actual Clearance Times |
AIIB: | Analogous Industrial Injuries Benefits |
AIIS: | Analogous Industrial Injuries Scheme |
BAMS: | Benefits Agency Medical Services |
CAA: | Constant Attendance Allowance |
CBT: | Computer Based Training |
CCN: | Change Control Note |
CHD: | Client Help Desk |
CME: | Continuing Medical Education |
CMS: | Complaints Management System |
CPF: | Change Proposal Form |
CRU: | Compensation Recovery Unit |
CSA: | Child Support Agency |
CSD: | Customer Service Desk |
DBC: | Disability Benefits Centre |
DCPU: | Disability Contact and Processing Unit |
DDI: | Direct Dial-In telephone extension numbers |
DLA: | Disability Living Allowance |
DDAM: | Diploma in Disability Assessment Medicine |
DITSO: | Departmental IT Security Officer |
DMA: | Decision Making and Appeals |
DNA: | Did Not Attend |
DO: | District Office |
DPA: | Data Protection Act 1998 |
DSG: | Departmental Security Group |
DSM: | Departmental Security Manager |
DV: | Domiciliary Visit |
DWP: | Department for Work and Pensions |
EBM: | Evidence Based Medicine |
EMB: | Executive Management Board |
EMP: | Examining Medical Practitioner |
ESDA: | Exceptionally Severe Disablement Allowance |
GAD: | Government Actuary Department |
FME: | Further Medical Evidence |
GMC: | General Medical Council |
GOR: | Government Office Region |
HCN: | Hospital Case Notes |
HMG: | Her Majesty's Government |
IB: | Incapacity Benefit |
II: | Industrial Injuries |
IIDB: | Industrial Injuries Disablement Benefit |
IPC: | International Pension Centre |
IQAS: | Integrated Quality Audit System |
IT: | Information Technology |
ISSS: | Information Systems Security Standards |
ITSS: | IT Security Standards |
IVB: | Invalidity Benefit |
JSA: | Jobseekers Allowance |
MA: | Medical Advisor |
MAT: | Medical Appeal Tribunal |
MEC: | Medical Examination Centre |
MIS: | Management Information System |
MSC: | Medical Services Centre |
MSCMT: | Medical Services Contract Management Team |
MSD: | Medical Skills Database |
MSEC: | Medical Services Examining Centre |
MSEC(RD): | Medical Services Examination Centre (Respiratory Diseases) |
NAO: | National Audit Centre |
NCC: | National Computer Centre |
NINO: | National Insurance Number |
OGD: | Other Government Department |
OHA: | Occupational Health Assessment |
OOT: | Own Occupation Test |
PABX: | Private Automatic Branch Exchange |
PCA: | Personal Capability Assessment |
PD: | Prescribed Oisease |
PDP: | Personal Development Plan |
PKI: | Public Key Infrastructure |
POD: | Pensions & Overseas Directorate |
RD: | Respiratory Disease |
REA: | Reduced Earninos Allowance |
SDA: | Severe Disablement Allowance |
SIAG: | Security and Informat!on Assurance Group |
SISP: | System Interconnection Security Policy |
SMART: | System for Medical Allocations Referrals and Tracking |
SMP: | Statutory Maternity Pay |
SPVA: | Service Personnel & Veterans Agency |
SS: | Social Security |
SS (Adj) Regs 1995 : | Social Security (Adjudication) Regulations |
SS (Gen Ben) Regs 1982: | Social Security (General Benefit) Regulations 1982 |
SS (II) (PD) Regs 1985: | Social Security (Industrial Injuries) (Prescribed Diseases) |
SS Admin Act 1992: | Social security Administration Act 1992 |
SS CB Act 1992 : | Social Security Contributions and Benefits Act 1992 |
SS VDP Act 1979 : | Social Security Vaccine Damage Payment Act 1979 |
SSO: | Social Security Office |
SSP: | Statutory Sick Pay |
SSPG: | Social Security Policy Group |
SyOPS: | Security Operating Procedures |
TSR: | Tribunals Service Region |
US: | Unemployment Supplement |
UTA: | Unable to Attend |
VAC DAM : | Vaccine Damage |
VDPS: | Vaccine Damage Payments Scheme |
VPN: | Virtual Private Network |
WTC: | Working Tax Credit |
These requirements apply to referral requests by the DWP to Atos Healthcare. These clauses cover many of the breaches of the Contract listed above. The extract is taken from pages 3 to 15.
SCHEUDULE 4 SECTION 4.1 PART 1 COMMON BUSINESS REQUIREMENTS
1 GENERAL 1.1 The CONTRACTOR acknowledges that the standards set out in this Schedule 4 shall apply to all of the Referral requests made to the CONTRACTOR by the AUTHORITY. 1.2 General Service Communication Standards 1.2.1 The CONTRACTOR shall display in all examination waiting room areas information that shall include but not be limited to: a) Claimant services standards as detailed at paragraphs 5.1 to 5.10; b) Claimant complaint procedures as approved by the AUTHORITY; and c) the name of the site manager. 1.2.2 Upon request, the CONTRACTOR shall provide to the AUTHORITY and any Claimant or their nominated representative, accurate information in plain language about how the Services are administered and provide details of the Claimant's local contact point. 1.2.3 The CONTRACTOR shall ensure that all staff provide a courteous and helpful service at all times. 1.2.4 The CONTRACTOR shall ensure that its staff, including Medical Personnel, who have face to face contact with Claimants wear name badges at all times.
2 PUBLICATIONS IN WAITING ROOMS 2.1 The CONTRACTOR shall display various AUTHORITY publications as provided by the AUTHORITY in all claimant waiting room areas when reasonably requested to do so by the AUTHORITY. 2.2 The literature that the CONTRACTOR shall display, will include, but not be limited to:- AA5DCS Attendance Allowance (AA) AA5DCSW Attendance Allowance (AA) Welsh version CAA5DCS Carer's Allowance (CA) CAA5DCSW Carer's Allowance (CA) Welsh version DHC1JP A guide for disabled people, those with health conditions, and carers DHC1JPW A guide for disabled people, those with health conditions, and carers Welsh version DLAA5DCS Disability Living Allowance (DLA) DLAA5DCSW Disability Living Allowance (DLA) Welsh version DLACA5DCS DLA far children DLACA5DCSW DLA far children Welsh version DS2JP Make it Work - A Guide to Specialist Services for Disabled People DS2JPW Make it Work - A Guide to Specialist Services for Disabled People Welsh version ATWA5JP Access to Work - Information for Disabled People ATWA5JPW Access to Work - Information for Disabled People Welsh version BRA5DWP Benefit Rates BRA5DWPW Benefit Rates Welsh version GLA24DWP If you think our decision is wrong GLA24DWPW If you think our decision is wrong Welsh version HC1 & HC5 Health Benefits IB1JP Guide to Incapacity Benefit IB1JPW Guide to Incapacity Benefit Welsh Version IB214JP Incapacity - The Personal Capabitity Assessment IB214JPW Incapacity - The Personal Capabitity Assessment Welsh Version IIDBAA5JP Industrial Injuries Disablement Benefit - Accidents IIDBAA5JPw Industrial Injuries Disablement Benefit - Accidents Welsh Version IIDBASA5JP Industrial Injuries Disablement Benefit - Asbestos JIDBASA5JPw Industrial Injuries Disablement Benefit - Asbestos Welsh Version IIDBDA5JP Industrial Injuries Disablement Benefit - Diseases IIDBDA5JPw Industrial Injuries Disablement Benefit - Diseases Welsh Version Inspire Jobcentreplus Customer Magazine JPS1JP Jobcentre Plus Services JPS1JPW Jobcentre Plus Services Welsh Version NDL70 How a Job Broker can help you get back to work NDL70W How a Job Broker can help you get back to work Welsh Version VACDPA5DCS Vaccine Damage Payments VACDPA5DCSW Vaccine Damage Payments Welsh Version 2.3 The CONTRACTOR shall obtain prior written approval from the AUTHORITY to display non- AUTHORITY literature in accommodation which is used specifically for the provision of Services. 2.4 If the site is "Casual Hire": for example where the CONTRACTOR "hires" an examination room within a GP's surgery or a hospital, they may not necessarily be given room within the waiting area to display posters and leaflets. In these instances the CONTRACTOR shall have an information pack/folder available for the claimant to look at. This pack should contain all the information, which the CONTRACTOR is required to display within other MEC's. 2.5 Provision Of Items 2.5.1 The CONTRACTOR shall use reasonable endeavours for ensuring that sufficient quantities of the leaflets detailed in paragraph 2.2 of this section are available. 2.5.2 The AUTHORITY shall notify the CONTRACTOR of any known amendment or updates to the leaflets listed at paragraph 2.2. The CONTRACTOR shall liaise with the AUTHORITY's Leaflet Supplier to obtain additional stocks of these leaflets when required or as and when notified of an update or amendment.
3 PROVISION OF ENQUIRY SERVICES 3.1 General 3.1.1 The CONTRACTOR shall provide medical and administrative enquiry services to process enquiries from AUTHORITY staff, GPs and Claimants or their representatives. 3.2 Level of Service 3.2.1 The CONTRACTOR shall ensure that all enquiry services are available. as a minimum. on Working Days, between 08.30 and 17.OO hours. Outside of these hours the CONTRACTOR shall, as a minimum, provide an answerphone service with all messages acknowledged or responded to as detailed in paragraphs 3.3 to 3.5. 3.2.2 The CONTRACTOR shall ensure enquiries are accepted in any reasonable format, (e.g. by telephone, in writing, by facimile or e-mail) and responded to in the format requested by the AUTHORITY. The CONTRACTOR shall provide all reasonably requested documentation in relation to any such enquiries as and when requested by the AUTHORITY. 3.2.3 The CONTRACTOR shall use reasonable endeavours to ensure that all enquiries or progress requests made by the AUTHORITY are responded to in the format requested by the AUTHORITY. 3.3 AUTHORITY Enquiries 3.3.1 The CONTRACTOR shall use reasonable endeavours to respond to all enquiries within two (2) Working Days of receipt of an enquiry. or exceptionally, where the enquiry is of a complex nature, within five (5) Working Days of receipt of the enquiry. 3.4 Advice to GPs 3.4.1 The CONTRACTOR shall use reasonable endeavours to provide immediate advice on Working Days (subject to paragraph 3.2.1 of this Schedule 4.1) to GPs on certification issues, completion of medical reports (including DS 1500) and other medical matters relating to Incapacity Benefit and shall provide dedicated telephone line(s) for this purpose. 3.4.2 The CONTRACTOR shall offer general advice only to GPs through the dedicated telephone line(s) and shall not discuss individual cases which are being assessed for the benefit. 3.4.3 The CONTRACTOR shall provide contact details for the dedicated phone line(s) to the AUTHORITY and shall ensure that the AUTHORITY is notified of any changes to those details within ten (10) Working Days of the change. 3.5 Claimant Enquiries 3.5.1 The CONTRACTOR shall use reasonable endeavours to provide an immediate enquiry service on Working Days (subject to paragraph 3.2.1 of this Schedule 4.1) for Claimants for enquiries connected with appointments for examinations.
4 ENQUIRIES AND COMPLAINTS 4.1 General 4.1 1 The CONTRACTOR shall respond to enquiries and complaints from either Claimants or their representatives including Member of Parliament (MPs). 4.1.2 The CONTRACTOR shall provide appropriate information to assist the AUTHORITY in responses to: a) Treat Official correspondence b) Ministerial correspondence c) Parliamentary Questions d) Ministerial Briefings e) Parliamentary Commissioner for Administration cases f) Press enquiries 4.1.3 The CONTRACTOR shall ensure that all enquiries and complaints are fully investigated to address all issues raised. 4.1.4 The CONTRACTOR shall, in addressing all the issues raised, ensure that the response includes: a) a factual account of the evidence and b) a balanced assessment of the evidence provided 4.1.5 Where the outcome of the investigation identifies that remedial action is appropriate, the CONTRACTOR shall include reference to the proposed remedial action that will be undertaken in the response. 4.1.6 Where the investigation has identified that a medical report has been identified as meriting a C Grade the CONTRACTOR shall notify the appropriate business unit of the attributes which are deficient. In these types of cases the CONTRACTOR shall inform the Claimant or their representative, within the response, that inaccuracies have been identified within the report and that this has been brought to the attention of the appropriate Business Unit. The CONTRACTOR shall not intimate to the Claimant or their representative that the findings may affect the AUTHORITY's decision on the Claimant's entitlement to benefit. 4.1.7 The CONTRACTOR shall ensure that its complaints procedure includes reference to and details of, a process that will give the Claimant or their representative the right to seek an independent review, by an independent tier, of their complaint should normal procedures not result in a satisfactory resolution. 4.1.8 The CONTRACTOR shall co-operate with the AUTHORITY to handle complaints which relate to both services provided by the AUTHORITY and those provided by the CONTRACTOR (known as "dual complaints"). Where appropriate the AUTHORITY will direct the CONTRACTOR to coordinate the joint response to the Claimant or their representative. The CONTRACTOR shall coordinate the joint response when so directed by the AUTHORITY. 4.1.9 The CONTRACTOR shall, when requested by the AUTHORITY, refer to the AUTHORITY details of all complaints where the Claimant or their representative expresses dissatisfaction with the response received from the CONTRACTOR. 4.1.10 The AUTHORITY reserves the right to instruct the CONTRACTOR to respond to any complaints on the AUTHORITY's behalf in relation to the Services, when reasonably requested to do so. 4.1.11 The CONTRACTOR shall not enter into any correspondence or provide views or opinions on policy issues to any person other than the AUTHORITY. 4.1.12 The CONTRACTOR shall ensure that systems are in place to provide full details to the AUTHORITY in relation to enquiries and complaints received, subject to the provisions of the Data Protection Act 1998 (DPA). 4.2 Enquiries and Complaints received direct from the Claimant or their representative 4.2.1 The CONTRACTOR shall acknowledge all complaints received directly from Claimants or their representatives within two (2) Working Days. 4.2.2 The CONTRACTOR shall provide a full response to each Claimant or their representative within the required turnaround times as set out in Schedule 5 of this Agreement. Where the CONTRACTOR is unable to provide a full response within the required turnaround time, the CONTRACTOR shall provide an update on what stage the response has reached and the date the full response is expected shall be provided to the Claimant or their representative. 4.2.3 The CONTRACTOR shall reply directly to the Claimant or their representative where the complaint is confined to elements of the Services directly within the CONTRACTOR's control. 4.3 Serious Complaints 4.3.1 The CONTRACTOR shall ensure that its complaints procedure includes details of procedures for dealing with serious allegations of professional misconduct made in complaints received. 4.3.2 For the avoidance of doubt the main types of complaint that are included in this category shall include but will be not be limited to: a) assault as a consequence of examination b) injury as a consequence of examination c) inappropriate intimate examinations d) missed diagnosis of a serious nature e) racial abuse f) sexual abuse g) serious breaches of professional conduct h) theft or fraud i) criminal activities 4.3.3 The CONTRACTOR shall inform the AUTHORITY upon receipt of all complaints which fall into this category. 4.3.4 The CONTRACTOR shall provide a progress report on all serious complaints received to the AUTHORITY monthly or as otherwise required. 4.4 Information for Parliamentary Questions Treat Official /Ministerial Correspondence Ministerial briefings Parliamentary Commissioner for Administration cases 4.4.1 The AUTHORITY will forward these types of correspondence to the CONTRACTOR where the enquiry or complaint relates to those parts of the Services wholly or partly within the CONTRACTOR's control. 4.4.2 The CONTRACTOR shall provide the AUTHORITY with all the information as required by the AUTHORITY. 4.4.3 Deadlines on these types of enquiries are extremely time critical. The AUTHORITY will give individual response deadlines to which the CONTRACTOR shall adhere. The CONTRACTOR shall use reasonable endeavours to provide a full response to the AUTHORITY within the required turnaround times as set out in Schedule 5 of this Agreement. Where exceptionally and with the agreement of the AUTHORITY, the CONTRACTOR is unable to provide a full response within the required turnaround time, the CONTRACTOR shall provide an update to the AUTHORITY which sets out what stage the response has reached and the date the full response is expected. 4.4.4 For avoidance of doubt, it is recognised that within the overall target for Treat Official Correspondence as specified in Schedule 5 of this Agreement, the individual response deadlines for Ministerial Correspondence, Ministerial Briefings, Parliamentary Questions and ParIiamentary Commissioner for Administration (PCA) cases shall be met in all cases and will count towards the overall target. 4.5 Press Enquiries 4.5.1 The CONTRACTOR shall not respond directly to press enquiries concerning the delivery of Services. The CONTRACTOR shall direct the enquirer immediately to the AUTHORITY. 4.5.2 The CONTRACTOR shall use reasonable endeavours to provide the AUTHORITY with any information relating to press enquiries as requested by the AUTHORITY. 4.6 Independent Tier 4.6.1 The CONTRACTOR shall implement a revised independent tier for complaints as agreed with the AUTHORITY.
5 MEDICAL EXAMINATIONS 5.1 The CONTRACTOR shall give reasonable notice to Claimants or their representatives of the time and place at which any medical examination will take place. Reasonable notice for these purposes begins with the day on which the notice is given and ends of the day before the examination is to take place. The CONTRACTOR shall give the following periods of notice, which, where necessary, comply with any periods and requirements as stipulated in Legislation unless otherwise agreed with the Claimant. a) War Pensions examinations ten (10) Days (EMPs only) b) Vaccine Damage Payments Scheme examinations fourteen (14) Days c) Disability Living Allowance Fast Track examinations three (3) days d) any other medical examination (including Audiology) seven (7) Days, with the exception of Occupational Health Assessments five (5) Days. 5.2 For the avoidance of doubt, when notice is given by post, the requirement is deemed to be met on the day after the letter is posted (ie the day after it is collected), and ends after 7 clear calendar days where; - where the letter has been property addressed, - the letter has been pre-paid and posted and, - first class post is used. 5.3 For the avoidance of doubt, a) A letter giving the time and place of a medical examination is collected for delivery on Wednesday 6th. The first day of notice is Thursday 7th, Wednesday 13th is the 7th day of notice and the earliest appointment date must be Thursday 14th. b) A letter giving the time and place of a medical examination is prepared on Friday 1st and collected for delivery on Monday 4th. The first day of notice is Tuesday 5th, Monday 11th is the 7th day of notice and the earliest appointment date must be Tuesday 12th. 5.4 The CONTRACTOR acknowledges that if it arranges to undertake two (2) different examination types consecutively, then the notice period shall always be that notice period which is the greater of the two (2) notice periods. 5.5 The CONTRACTOR shall ensure that any Claimant is not required to travel for more than ninety (90) minutes by public transport (single journey) for an examination, unless previously agreed with the Claimant, with the exception of Regional Consultant examinations (or the Service Personnel & Veterans Agency in which case the CONTRACTOR shall use all reasonable endeavours to ensure that any Claimant is not required to travel for more than ninety (90) minutes by public transport (5ingIe journey) far an examination, unless previously agreed with the Claimant. 5.6 The CONTRACTOR shall make reasonable endeavours to examine all Claimants who attend for examination on the day of their scheduled appointment. 5.7 The CONTRACTOR shall use reasonable endeavour to ensure that examinations commence within ten (10) minutes, of their scheduled time, when Claimants arrive in time for their appointment. 5.8 The CONTRACTOR acknowledges that the examination is deemed to start when the Claimant is called through for the examination. 5.9 The CONTRACTOR shall use reasonable endeavours to ensure that late arrivals (more than ten minutes after the appointment time) are examined on the day of their original appointment or offered a mutually acceptable alternative appointment. 5.10 The CONTRACTOR shall use reasonable endeavours to ensure that, where a Domiciliary Visit is being undertaken, examinations shall commence within their scheduled time frame. The CONTRACTOR shall, when arranging Domiciliary Visits specify a time slot in which the Registered Medical Practitioner will arrive at the Claimant's address or designated place of examination which shall not exceed one (1) hour. 5.11 Special Needs 5.11.1 The CONTRACTOR shall comply with any reasonable requests to accommodate Claimants who have Special Needs. 5.11.2 Special Needs shall be deemed to include but not be limited to the requirement of the Claimant for the examination to be undertaken by a Health Care Professional of the same sex and the Claimant's need for an interpreter during examination. 5.11.3 When a Special Need is identified on the day of the examination appointment and the Special Need cannot be reasonably be accommodated the CONTRACTOR shall use reasonable endeavours to ensure that an alternative appointment is arranged within twenty four (24) hours of the Special Need being identified and shall ensure that the Claimant's Special Needs will be accommodated at the new appointment. The CONTRACTOR shall use reasonable endeavours to inform the Claimant of the new arrangements within twenty four (24) hours of the new appointment being made. 5.12 Did Not Attend And Abortive Visits 5.12.1 In the event of an Abortive Visit or a Did Not Attend, the CONTRACTOR shall automatically, without reference back to the AUTHORITY, offer the Claimant a further appointment. If the Claimant Does Not Attend or fails to avail themselves for examination at home at the second attempt, the CONTRACTOR shall use reasonable endeavours to return all papers to the AUTHORITY within twenty four (24) hours of that failed appointment or Abortive Visit. 5.12.2 The CONTRACTOR shall use reasonable endeavours to ascertain the reasons why the Claimant Did Not Attend or did not avail themselves of the examination(s) at home and shall record the reasons on the appropriate form(s) which shall be included in the documentation to be returned to the AUTHORITY. 5.12.3 For the avoidance of doubt the CONTRACTOR must adhere to the specific requirements relating to Claimants who Did Not Attend in relation to Incapacity Benefit and Severe Disablement Allowance examinations as set out in the appropriate Section(s) of the Schedule 4. 5.13 Claimant Unable to Attend for Examination 5.13.1 In the event of a Claimant being Unable to Attend an appointment, the CONTRACTOR shall automatically, without reference back to the AUTHORITY, offer the Claimant a further appointment. Where the Claimant advises that they are Unable To Attend a second appointment, the CONTRACTOR shall use reasonable endeavours to despatch all documentation to the AUTHORITY, including the documented reasons for non-attendance, within twenty four (24) hours of the Claimant's second cancelled appointment. 5.13.2 In the event of a Claimant in the first instance not attending an examination, and on the second occasion being Unable To Attend for examination or vice versa, the CONTRACTOR shall offer one more appointment to the Claimant. 5.13.3 Upon receipt of a Referral, from the AUTHORITY, in respect of a Claimant who was previously Unable to Attend, the CONTRACTOR shall use reasonable endeavours to reschedule a further appointment, if appropriate, within fifteen (15) Working Days of receipt of the said Referral. 5.14 Claimants turned away unseen 5.14.1 The CONTRACTOR shall use reasonable endeavours to examine all Claimants who attend for examination. 5.14.2 The CONTRACTOR shall note that only those Claimants who arrive late for their appointment (i.e more ten (10) minutes after their scheduled appointment time) or who arrive in an unfit state to be examined are excluded from the Service Level requirements in Schedule 5 of this Agreement. 5.15 Treatment of Domicilliary Visits 5.15.1 The CONTRACTOR shall undertake a DV on the following occasions: a) at the AUTHORITY'S request b) when the Claimant's GP has indicated that the Claimant is unable to travel on health grounds or c) at the Claimant's request, if supported by a suitable medical condition as determined by the CONTRACTOR. 5.15.2 The CONTRACTOR may undertake DVs for business reasons, at its discretion, notwithstanding the provisions of paragraphs 5.14.1
6 WELSH LANGUAGE ACT 6.1 The CONTRACTOR shall comply with the provisions of the Welsh Language Act to provide a bi-lingual service for those Claimants who are resident in Wales in respect of correspondence, telephone communications, face to face communications, and published and printed materials. 6.2 Where either the AUTHORITY or the Claimant has previously advised the CONTRACTOR that Welsh is the Claimant's preferred language, the CONTRACTOR shall use reasonable endeavours to ensure that Welsh speaking health Care Professionals are used to deliver medical examinations. 6.3 The CONTRACTOR shall provide a report showing details of their compliance with the Welsh Language Act as required by the AUTHORITY and in the format specified by the AUTHORITY annually or as otherwise required by the AUTHORITY. 6.4 Correspondence 6.4.1 Where either the AUTHORITY or the Claimant has previously advised the CONTRACTOR that Welsh is the Claimant's preferred language, the CONTRACTOR shall correspond in Welsh. 6.4.2 Where a letter is received from a Claimant in Welsh, the COhlTRACTOR shall respond in Welsh. 6.4.3 Where the Claimant's preferred language is not known, the CONTRACTOR shall issue all correspondence bi-lingually. 6.5 Telephone Communications 6.5.1 The CONTRACTOR shall provide a bi-lingual greeting for all incoming telephone calls in offices in Wales. 6.5.2 Where the Claimant requests that the call be conducted in Welsh and where the person who answers the telephone in Wales is unable to advance further than the greeting in Welsh, the CONTRACTOR shall arrange for the call to be referred to a Welsh speaking member of staff. Where this is not immediately possible, the CONTRACTOR shall arrange for the call to be refurned by a Welsh speaker as speedily as possible and no later than within one (1) Working Day of receipt of the telephone call. 6.5.3 Where the Claimant has previously advised that Welsh is their preferred language, the CONTRACTOR shall ensure that all out going telephone calls are made by a Welsh speaker. for all other out going calls the Claimant shall be offered the opportunity to conduct business in Welsh. 6.5.4 The CONTRACTOR shall ensure that where answer phones are used in offices in Wales, all recorded messages are bi-lingual. 6.5.5 Where call centre telephony systems are used, irespective of the location, the CONTRACTOR shall provide Claimants who are resident in Wales with the opportunity to conduct their business in either Welsh or English at the earliest stage. 6.6 Face to face Communications 6.6.1 The CONTRACTOR shall ensure that they provide access to Welsh and English language services in offices in Wales for all Claimants. 6.6.2 Where the Claimant has previously advised that Wetsh is their preferred Ianguage, the CONTRACTOR shall ensure all face to face communications with all staff including Medical Personnel are conducted in Welsh. 6.6.3 The requirements detailed above apply equally to Domiciliary Visits. 6.7 Medical Reports 6.7.1 For the avoidance of doubt. the CONTRACTOR acknowledges that medical reports provided for the sole use of the AUTHORITY shall be provided in English in all Cases. 6.8 Published and Printed Materials 6.8.1 The CONTRACTOR shall ensure that all published and printed material directed to Claimants is available in Welsh. Wherever practical, all published and printed material should be produced bi-lingually rather than as separate English and Welsh documents. This includes all forms and associated explanatoy material for use by the public in Wales including: a) posters b) signs c) directions d) instructions e) leaflets f) staff badges 6.9 Claimant Surveys 6.9.1 The CONTRACTOR shall ensure that all Claimant surveys issued to residents in Wales are produced bi-lingually rather than as separate English and Welsh documents.
7 CLAIMANT SATISFACTION SURVEYS 7.1 The CONTRACTOR shall undertake monthly surveys to gauge Claimants' perception of the service they receive. 7.2 The CONTRACTOR shall ensure that at least 90% of Claimants who respond to the survey are satisfied with the service provided and shall continually strive to make improvements. 7.3 The CONTRACTOR shall ensure that the survey administration, sampling methodology, questionnaires and data analysis conform to generally recognised market research industry standards and shall ensure that the surveys are undertaken objectively and without bias. 7.4 The CONTRACTOR shall ensure that the surveys are conducted across all benefit streams, to a sample size agreed with the AUTHORITY which will be drawn from yearly national volumes. 7.5 The CONTRACTOR shall ensure that Claimants are randomly selected in accordance with agreed AUTHORITY guidelines. 7.6 The CONTRACTOR shall ensure that the survey findings are analysed according to the agreed AUTHORITY requirements with the facility for provision of data by a range of criteria, e.g. age, gender, ethnic origin. 7.7 The CONTRACTOR shall ensure that all survey evaluation reports are forwarded to the AUTHORITY within agreed timescales.
8 CHANGES OF CIRCUMSTANCES 8.1 Upon receipt of notification of any relevant change to a Claimant's circumstances the CONTRACTOR shall use reasonable endeavours to inform the AUTHORITY immediately. If directed to do so by the AUTHORITY, the CONTRACTOR shall despatch all documentation requested by the AUTHORITY to the AUTHORITY on the day of the request or by no later than the next Working Day- 8.2 The types of changes that might be relevant, include but shall not be limited to: a) admittance of the Claimant to hospital, or similar institution, as an in-patient b) detention of the Claimant in legal custody c) change of name and/or address of the Claimant d) death of the Claimant e) absence abroad of the Claimant f) return to work of the Claimant and the Claimant has terminated the benefit claim g) the Claimant's claim for benefit has been withdrawn. 8.3 Upon notification of a change of circumstances of the Claimant by the AUTHORITY, the CONTRACTOR shall use reasonable endeavours to take appropriate timely action to avoid inconvenience to the Claimant and any embarrassment to, or criticism of, the AUTHORITY which arises from the CONTRACTOR'S acts or omissions.
9 HOSPITAL CASE NOTES 9.1 Upon request by the AUTHORITY, or upon the necessity arising during the course of processing a Referral, the CONTRACTOR shall provide a verbatim extract of all information in Hospital Case Notes relevant to the condition(s) under consideration and to the requirements of the Referral type. 9.2 For the avoidance of doubt the CONTRACTOR shall adhere to the specific requirements relating to Hospital Case Notes as specified in the appropriate sections of this Schedule 4. 9.3 The extract shall be made anonymous and not refer to or identify any individual other than the Claimant and the individual preparing the extract 9.4 Original Hospital Case Notes shall not be copied by the CONTRACTOR other than to facilitate the expeditious production of the extract and return of the Hospital Case Notes to the NHS Trust from which they were obtained. Any copies so made shall be destroyed as secure waste within twenty four (24) hours of completing the extract. For the avoidance of doubt no copies of Hospital Case Notes shall be retained for inclusion in the Referral documentation. 9.5 The CONTRACTOR shall endeavour to return Hospital Case Notes to the NHS Trust from which they were obtained within ten (10) Working Days of their receipt from that NHS Trust. 10 RECEIPT OF DOCUMENTATION 10.1 The CONTRACTOR shall, within one (1) Working Day of receipt of any Referral, formally record the date of the receipt the Referral and be able to provide proof on request by the AUTHORITY, at any time, of the date of the receipt of the Referral. 10.2 For the avoidance of doubt, where a Referral is received after 16.OO hrs, the date of receipt will be deemed to be the following Working Day. 11 RETURN OF DOCUMENTATION 11.1 The CONTRACTOR shall, within twenty four (24) hours of completion of their required action, use reasonable endeavours to despatch to the AUTHORITY all required documentation, including all Referral documentation, any Further Medical Evidence gathered and the appropriate output form(s), unless specifically requested to dispose of any documentation by the AUTHORITY. 11.2 The CONTRACTOR shall return all documentation to the AUTHORITY in the same format as received, unless otherwise directed by the AUTHORITY. 11.3 The CONTRACTOR shall ensure that when disposing of all documentation referred to in paragraph 11.1 that this is destroyed in a confidential manner. 12 TRAINING FOR DECISION MAKERS 12.1 The CONTRACTOR shall confirm that it will work with the AUTHORITY to deliver a maximum of 300 man days basic initial and ongoing training, face to face and on the AUTHORITY's premises, as required, in respect of the medical aspects of service delivery. 12.2 The CONTRACTOR shall deliver the training for, including but not limited to: 12.2.1 Decision Makers for Incapacity Benefit; 12.2.2 Decision Makers and Disability Living Allowance/Attendance Allowance; 12.2.3 Personal Advisers; and 12.2.4 Disability Employment Advisers. 12.3 The CONTRACTOR shall keep a record by benefit type of the number of man days delivered. Any additional man days required for training will be discussed with the CONTRACTOR and subject to change control. 12.4 The CONTRACTOR shall ensure that the cost of any additional days are pro-rata with the 300 days previously agreed. 12.5 The CONTRACTOR shall work towards ensuring that all Health Care Professionals providing training for Decision Makers have appropriate accreditation that meets the requirements of the Authority within pre-agreed timescales. 13 CLAIMANT EXPENSES 13.1 The CONTRACTOR shall consider the most cost effective approach to undertake the examination of a Claimant in accordance with current legislation. The CONTRACTOR shall, at all times operate within the parameters of this Section 4.1 of Schedule 4 when considering the appropriate payment of any expenses, incurred by a Claimant and/or Companion, in travelling to attend an examination. 13.2 The CONTRACTOR shall as a minimum adhere to the legal requirements imposed by the Secretary of State with regard to the payment of Claimant expenses. 13.3 The CONTRACTOR shall also pay subsistence and financial loss allowance to Companions of VDPS Claimants and War Pensioners who apply and who are eligible, and additional expenses claimed in respect of VDPS Referrals. 13.4 Notwithstanding the requirement in paragraph the CONTRACTOR shall pay all reasonable and actual expenses to Claimants and/or Companions who attend an examination and who apply for reimbursement. 13.5 The CONTRACTOR shall from the Cutover Date: 13.5.1 ensure complete accuracy in all payment of expenses; 13.5.2 provide an effective system to pay and monitor all expenses payments with numerous audit trails; 13.5.3 provide relevant and timeous Management Information (MI) in respect of Claimant expenses; 13.5.4 make any payments properly due, upon receipt of a correctly completed and documented application, within 14 Days of receiving the application; and 13.5.5 use the mileage rate as instructed by the AUTHORITY. From 6th April 2006 the rate will be 20 pence a mile. 13.6 Claimant Expenses Legislation BENEFIT LEGISLATION IB/MA SS Admin Act 1992 sec 180 SSP/SMP SS Admin Act 1992 sec 180A SDA SS Admin Act 1992 sec 180 NTC SS Admin Act 1992 sec 180 DLA/AA SS Admin Act 1992 sec 180 IPC SS Admin Act 1992 sec 180 IIDB SS Admin Act 1992 sec 9 (2) OHA SS Admin Act 1992 sec 180 VAC DAM SS VDP Act 1979 Para 12 (3) a&b VA SPOrder 1983. Naval, Military and Air Forces (Disablement and Death) SPO 1983 and the Personal Injuries (Civilians) Scheme 1 983 Analogous Industrial Injuries Employment Training Act 1973 Sec 11 (2) 14 SUSPICIONS OR ALLEGATIONS OF FRAUD 14.1 The CONTRACTOR shall work collabaratively with the AUTHORITY to ensure that it reports, in writing, to the AUTHORITY all suspicions of fraud and allegations of fraud received against Claimants. 15 MISCELLANEOUS 15.1.1 Whilst the CONTRACTOR shall provide advice on Prognosis, in accordance with agreed guidelines, the AUTHORITY will retain the right to determine the actual timing of any subsequent Re-Referrals to the CONTRACTOR. 16 GRIEVANCES/INDUSTRIAL TRIBUNALS 16.1 Monitoring Requirements 16.1.1 The CONTRACTOR shall provide the AUTHORITY with details of grievances and Industrial Tribunals (ITs) relevant to Schedule 3.17 of this Agreement, within five (5) Working Days of an official grievance/IT being notified to them. At each Annual Review, the AUTHORITY will review this requirement when the requirement for the production of any future reports will be decided.
These requirements apply to referral requests by the DWP to Atos Healthcare.
These clauses cover many of the medical related breaches of the Contract listed above.
The "Health Care Professional" must be fully registered, without restrictions or conditions, on the Principal List of the General Medical Council.
The Medical report produced must be "fair and impartial", "legible and concise", "in accordance with relevant legislation", "comprehensive, clearly explaining the medical issues raised", "in plain English and free of medical jargon", "presented clearly" and more see below.
The extract is taken from pages 3 to 17.
SCHEDULE 4 SECTION 4.1 PART 2 MEDICAL REQUIREMENTS
1 GENERAL 1.1 Medical Recruitment Standards 1.1.1 The CONTRACTOR shall ensure that it's Health Care Professionals, whether employed or fee paid, are: 1.1.1.1 fully registered, without restrictions or conditions, on the Principal List of the General Medical Council (GMC}; and in addition 1.1.1.2 from the date on which the GMC issues licences to practice, hold a current licence to practice. 1.1.2 In addition they must have three (3) years post full registration (GMC or EEA equivalent) experience as a minimum. In individual cases, solely at the discretion of the AUTHORITY's Chief Medical Adviser, the requirement that: 1.1.2.1 no conditions be attached to registration; and 1.1.2.2 Health Care Professionals must have a minimum of three (3) years post-registration experience, may be waived. 1.1.3 The CONTRACTOR shall ensure that it's registered nurses, whether employed or fee paid, are: 1.1.3.1 fully registered, without restrictions or conditions, with the Nursing and Midwifey Council (NMC). 1.1.3.2 In addition. they must have a minimum of (3) years post registration experience. 1.2 That experience should feature broad based medical practice in roles that have clear relevance to a career in disability assessment medicine, unless specialist knowledge and experience are required as detailed in this Schedule 4. The CONTRACTOR shall provide the AUTHORITY with written confirmation of compliance with paragraph 1.1 by 31st March of every year. 1.3 The CONTRACTOR shall ensure that Health Care Professionals providing the Respiratory Disease Service shall be appropriately trained and assessed as being fit to provide the Services to the standards laid out in Schedule 4 Section 4.1 of this Agreement. 1.4 When providing Specialist Medical Services the CONTRACTOR shall use only a Medical specialist as defined in Schedule 1 who shall have training, qualifications and experience pertinent to the condition under consideration. 1.5 The CONTRACTOR shall ensure that all audiometric technicians have contemporary and relevant specialist qualifications. 1.6 The CONTRACTOR shall ensure that all Health Care Professionals providing or supporting the provision of Services have appropriate qualifications, experience, training and hold current registration with the relevant licensing body. 2. MEDICAL TRAINING FOR NEWLY RECRUITED AND HEALTH CARE PROFESSSIONALS 2.1 The CONTRACTOR shall provide a training programme for each benefit area in accordance with the requirements, detailed below, which will ensure that Health Care Professionals have The required level of knowledge and skills to achieve Approval. The knowledge and skills required in respect of the CONTRACTOR's Health Care Professionals shall include but not be limited to: 2.1.1 an understanding and an ability to perform the role of the disability medical analyst; 2.1.2 a knowledge of the legislative requirements far each of the benefits in which they will be required to have an input; 2.1.3 an understanding of the legislative framework in which they are working. This may include attendance as an observer at an Appeal Tribunal as part of ongoing training for the relevant benefit area; 2.1.4 an up-to-date knowledge of relevant clinical subjects, which should specifically include a knowledge of the disabling effects of musculoskeletal, mental, cardio- respiratory and any other relevant disorders identified by the AUTHORITY; 2.1.5 an awareness of the AUTHORITY's approach to Customer service and equal opportunities; 2.1.6 disability awareness; and 2.1.7 an ability to deal with potentially violent situations. 2.2 Where no formal training programmes are detailed for specific benefit areas the CONTRACTOR shall liaise with the AUTHORITY to develop and implement an appropriate training programme. The CONTRACTOR shall provide all necessary information, reasonably requested by the AUTHORITY, prior to implementation of the programme. 2.3 The CONTRACTOR's Health Care Professionals shall be given a course of theoretical and practical training, which shall be developed and implemented by the CONTRACTOR in each benefit area they are to work. The CONTRACTOR shall, following such training, conduct a written and practical examination of each individual to ensure that, at the least, the minimum Levels of skills and knowledge have been achieved. The CONTRACTOR shall provide the AUTHORITY with details of the satisfactory results of such testing within a reasonable period of time; thereafter the AUTHORITY will Approve the individual Health Care Professional to the appropriate role. The guide entitled Guide on the Approval/Revocation of Approval of Registered Medical Practitioners detailing the process for Approval and Revocation of Approval is listed in Schedule 28 of this Agreement. For the avoidance of doubt. the CMA has sole discretion whether to grant or revoke Approval. 2.4 The CONTRACTOR shall, undertake during practical training, close supervision of new Health Care Professionals as set out in the quality and training sections of the relevant guidance listed in Schedule 28 of this Agreement. 2.5 The CONTRACTOR shall ensure that Health Care Professional giving advice and conducting examinations shall be Approved by the AUTHORITY acting on behalf of the Secretary of State. Approval will be dependent on individual Health Care Professional completing, to the CONTRACTOR's satisfaction, a course of training and appraisal in the relevant benefit area. 2.6 The CONTRACTOR shall ensure that all of its Health Care Professional providing Services to the AUTHORITY are accredited in accordance with the requirement to retain registration with the relevant licensing organisation. 2.7 The CONTRACTOR shall involve the AUTHORITY in the quality assurance process for the development and refinement of all requirements, outcomes and standards of medical training and Health Care Professional training courses relating to the delivery of the Services. 3. MEDICAL TRAINING PROGRAMME FOR CME FOR HEALTH CARE PROFESSIONALS 3.1 The CONTRACTOR shall develop and deliver the medical training programme for CME (the "Training Programme") and its evaluation as part of the Services. 3.2 The Training Programme shall be developed, delivered and evaluated on an annual basis in respect of each contract year from 1st September to 31st August (a "Year"). 3.3 The AUTHORITY shall, by 31st March in each year, provide the CONTRACTOR with an outline stating topics that the AUTHORITY requires to be included in the Training Programme for the forthcoming Year, and if the AUTHORITY considers it appropriate, an outline of the manner in which such Training Programme shall be delivered (the "Outline"). 3.4 The CONTRACTOR shall provide all of its Health Care Professionals with a personal training plan on an annual basis, The personal training plan shall contain details of the timescale for which delivery of each individual module will need to be delivered to that individual. 3.5 New entrants shall be provided with a personal training plan within three months of their formal approval/re-approval. New entrants will have the following training modules included in that personal training plan for delivery within twelve (12) months. 3.5.1 clinical skills in the assessment of musculoskeletal problems; 3.5.2 multicultural awareness; and 3.5.3 mental health training. 3.6 The CONTRACTOR shall undertake a Training Needs Analysis (TNA) that will identify areas of training needs together with priorities for implementation. Information from the personal training plans for the year to 3th June shall be incorporated into the TNA. The TNA shall be provided to the Authority by 30th June of each year. The scope, objectives and methodology of the TNA shall be subject to prior approval by the AUTHORITY. The outcome of the TNA shall be subject to approval by the AUTHORITY (such approval not to be unreasonably withheld or delayed) prior to incorporation into the training plan. 3.7 The CONTRACTOR shall, within one month of agreeing the TNA outcome, provide the AUTHORITY with a plan setting out in detai1 the manner in which the Training Programme shall be delivered (the "Training P1an"). The Training Plan shall include as a minimum the following: 3.7.1 the name of the training module, and for each training module; 3.7.2 a timetable for delivery of each training activity; 3.7.3 the training personnel to be involved in the training activity; 3.7.4 the aims and objectives of the training; 3.7.5 the target population that includes the number of Registered Medical Practitioners to be trained at each Medical Service Centre; and 3.7.6 the proposed method and estimate of duration of that training. 3.8 The Training Plan shall be developed in co-operation with the AUTHORITY and shall be subject to approval by the AUTHORITY, such approval not to be unreasonably withheld or delayed. 3.9 Any changes or amendments must be submitted in writing for consideration to the AUTHORITY's Change Control manager who will have sole discretion as to whether the amendment is significant enough to require formal Change Control procedures to be instigated. Any agreement to dispense with formal Change Control action will not be valid unless written agreement is provided by the AUTHORITY's Change Control manager. 3.10 For the avoidance of doubt, the AUTHORITY's approval of a Training Plan shall not relieve the CONTRACTOR of its overriding obligation to meet the requirements and all other applicable provisions of the Agreement unless otherwi5e specifically agreed in writing by the AUTHORITY. 3.11 The CONTRACTOR shall provide the AUTHORITY with information in relation to training activities organised by the CONTRACTOR in a form agreed with the AUTHORITY. The CONTRACTOR shall 3.11.1 carry out surveys at the times specified, in order to evaluate the perception of training and the effectiveness of training delivery. Such surveys shall be subject to the AUTHORITY's prior approval (such approval not to be unreasonably withheld or delayed); and 3.11.2 summarised in an annual report to be provided to the AUTHORITY no later than 31st December. The report shall contain detailed analysis of surveys completed by a randomly selected sample of at least fifteen per cent (15%) of the target population for each completed trainer led and distance learning module. The report shall cover the twelve (12) month period ending 31st August in the same year 3.12 The surveys shall be completed in two stages as follows: 3.12.1 immediately upon completion of the training activity: 3.12.1.1 a reactionnaire for trainer led modules to be issued to a randomly selected sample of a minimum of fifteen per cent (15%) of the target population; 3.12.1.2 a multiple choice questionnaire for trainer led modules to be issued on occasion following agreement between the AUTHORITY and the CONTRACTOR; 3.12.1.3 a multiple choice questionnaire for distance learning modules to be issued to one hundred percent (100%) of the target population unless considered inappropriate for any specific module by both the AUTHORITY and the CONTRACTOR; and 3.12.2 six months after completion of the training activity for both trainer led and distance learning modules, a follow up Questionnaire to be sent to a randomly selected sample of a minimum of fifteen per cent (15%) of the target population. The questionnaire will: 3.12.2.1 test perception of the training; and 3.12.2.2 apply to at least fifty per cent (50%) of modules, that will include a mixture of trainer fed and distance learning modules that are considered to be relevant, subject to the AUTHORITY's prior approval (such approval not to be unreasonably withheld or delayed). 3.13 The CONTRACTOR shall carry out audit, in conjunction with the AUTHORITY on areas relevant to a minimum of three (3) of the training modules undertaken in order to ascertain that the principles of training have translated into good practice: 3.13.1 the timescale and methodology of such audit to be subject to the AUTHORITY's prior approval (such approval not to be unreasonably withheld or delayed); 3.13.2 the audit to be carried out on an agreed sample size, at all Medical Services Centres, subject to a minimum of ten (10) randomly selected cases se1ected per Medical Services Centre for each identified module; and 3.13.3 results to be summarised in an annual report as specified in paragraph 3.11.5. The content of the report shall be subject to approval by the AUTHORITY (such approval not to be unreasonably withheld or delayed). 3.14 The CONTRACTOR shall provide the AUTHORITY with ad hoc reports on request. 3.15 The CONTRACTOR shall liaise with the AUTHORITY when defining the requirements for CME for Health Care Professionals.
4. MEDICAL PROCESS STANDARDS
4.1 General Standards
4.1.1 The CONTRACTOR shall use reasonable endeavours to ensure that a minimum of
ninety nine per cent (99%) of Health Care Professional reports, in each business
area, are fit for Purpose and do not result in Rework. Health Care Professional
reports shall be adjudged fit for the required purpose by the AUTHORITY's
representative (for example a Decision Maker) making use of the report against the
standards defined in this Schedule.
4.1.2 The CONTRACTOR shall ensure that all medical reports and medical advice
provided by Health Care Professionals shall be fit for Purpose, that is:
4.1.2.1 fair and impartial;
4.1.2.2 legible and concise;
4.1.2.3 in accordance with relevant legislation;
4.1.2.4 comprehensive, clearly explaining the medical issues raised;
4.1.2.5 in plain English and free of medical jargon;
4.1.2.6 presented clearly;
4.1.2.7 complete, with answers to all questions relating to disability or
incapacity matters raised by the AUTHORITY, free of medical
abbreviations and in keeping with advice as directed, taking into
account written material; e.g. the Disability Handbook;
4.1.2.8 fully detailed where necessary and consistent, fully clarifying any
contradictions in medical evidence; and
4.1.2.9 capable of comprehensively answering questions posed by the
AUTHORITY without compromising any subsequent decision making.
4.1.3 Any cases supplied to the AUTHORITY's representatives and deemed as being not
Fit for Purpose will be Reworked at the CONTRACTOR's expense.
4.1.4 The AUTHORITY will have sole discretion on determining whether medical advice
or medical examination reports are Fit for Purpose.
4.1.5 The AUTHORITY will specify the reason for cases being returned as not Fit for
Purpose.
4.1.6 The CONTRACTOR shall accept Rework Referrals in accordance with the fit for
Purpose criteria which will be specified by the AUTHORITY.
4.1.7 The CONTRACTOR shall use all reasonable endeavours to ensure that any issues,
with regard to Rework Referrals, are dealt with and resolved locally at an
operational level, in the most timeous and efficient manner.
4.1.8 The CONTRACTOR shall collect data and provide Management Information
relating to Rework an the reports detailed in Schedule 1 6 of this Agreement.
4.1.9 The CONTRACTOR shall ensure that all RefeFrals relating to the Terminally Ill, or
potentially Terminally Ill, are handled with priority and dealt with in a way that
minimises inconvenience and distress to the Claimant. For the avoidance of doubt,
potentially Terminally Ill or Special Rules cases require examination, the
CONTRACTOR shall comply with the relevant statutory notice of appointment.
4.1.10 The CONTRACTOR shall ensure that the following persons are excluded from
examining a Claimant or providing advice:
4.1.10.1 anyone directly affected by the case in question;
4.1.10.2 any Health Care Professional who has regularly attended the Claimant;
4.1.10.3 any Health Care Professional attending, who has attended. or who is
anticipated to attend the Claimant at some time in the future for the
purposes of providing reports in respect of commercial matters;
4.1.10.4 any Health Care Professional providing, who has provided, or who is
anticipated to provide services at some time in the future to the
Claimant's employer;
4.1.10.5 anyone previously involved in advising or examining on a claim that
has resulted in an appeal, in relation to this Claimant;
4.1.1O.6 anyone identified as unsuitable by the AUTHORITY:
4.1.10.7 anyone who has attended an examination as a witness in relation to
this Claimant;
4.1.10.8 anyone who is an employer of the Claimant, or employed by the
Claimant, or is employed by the Claimant's employer;
4.1.1O.9 anyone not appropriately qualified or Approved; and
4.1.1O.1O friends or relatives of the Claimant.
4.2 Where the Claimant in question is an employee of the CONTRACTOR, the exclusion at
4.1.11.8 above shall not apply and the Referral shall be processed in accordance with the
relevant documentation in Schedule 28 of this Agreement. However, the CONTRACTOR shall
apply all the other criteria listed.
4.3 The CONTRACTOR shall not comment upon or offer advice to Claimants about any aspect of
the Claimant's medical care, or the potential decision on the claim to benefit or pension.
4.4 Where an Appeal Tribunal has raised an issue with the quality of a medical report, the
CONTRACTOR shall provide to the AUTHORITY the total number of Referrals that have
been received from the Tribunals Service by the CONTRACTOR every six (6) months.
4.5 Basis of Medical Advice
4.5.1 The CONTRACTOR shall ensure that wherever possible all medical reports and
medical advice:
4.5.1.1 is evidence based, that is, there is a consensus of critically evaluated,
published medical evidence in support of the advice provided by the
CONTRACTOR;
4.5.1.2 where no such consensus exists, the CONTRACTOR shall explain the
reason for the advice in clear terms demonstrating why no other
reasonable interpretation of the medical situation could apply given the
onus of proof required for that particular Referral;
4.5.1.3 is fully justified, particularly when any advice is at variance with other
evidence including the Claimant's statement or a medical report;
4.5.1.4 addresses, explains or refutes, any variation of the Claimant's condition
from the expected manifestation and progress of the condition within
the same statistically predictable group (in general, that group of the
same age and sex);
4.5.1.5 is based only on documents that are consistent with one another as to
the evidence they contain; inconsistent evidence shall be indicated and
the inconsistency explained when providing advice to the AUTHORITY.
The CONTRACTOR's advice supporting claimed disablement and
activities reported by the Claimant, shall only be given if the activities
and disablement are consistent with each other and in keeping with the
diagnosis and the likely disabling effects:
4.5.1.6 takes full account of variations in the relevant medical condition(s) that
shall be described and the advice shall reflect the degree of the
Claimant's disability and it's effects which are present most of the time;
4.5.1.7 takes full account of and records the effects of pain, fatigue and
medication on the Claimant's functional capacity or care needs;
4.5.1.8 is appropriate to the questions raised by the AUTHORITY and shall
comprehensively answer the questions posed by the AUTHORITY;
4.5.1.9 is legible, presented to the AUTHORITY in the English language and
understandable to those without medical qualifications. The
CONTRACTOR shall ensure that medical jargon and abbreviations are
not used in advice to the AUTHORITY and that medical terminology is
explained unless the terms have passed into every day use;
4.5.1.10 accounts for all conditions claimed to be relevant by the Claimant;
4.5.1.11 documents conditions which may be less tangible, such as claimed
mental health problems. These shall be fully explored and their effects,
or lack of effect, on disablement of the Claimant, shall be documented
and carefully explained; and
4.5.1.12 takes full account of the guidance in respect of each benefit. where
appropriate, in respect of the use of aids, prostheses and medication.
4.6 The CONTRACTOR shall ensure that if an examination is required then it shall be performed
in such a way that it gathers all the evidence required to present the appropriate advice and
provide the factual information in the manner required by the AUTHORITY. Any additional
questions to be answered, or particular areas of difficulty that require explicit clarification, will
be communicated to the CONTRACTOR by the AUTHORITY.
4.7 Medical Process Outcome Standards
4.7.1 The CONTRACTOR shall use reasonable endeavours to ensure that the advice
given shall be consistent in that, where possible, the Medical Process outcome
advised falls within a range of results related to the mean of all the
CONTRACTOR's Medical Process outcomes advised as a result of that process.
4.7.2 The CONTRACTOR acknowledges that the Medical Process outcomes information
provided shall be reviewed and refined from time to time when necessary to reflect
the AUTHORITY's requirements and to reflect the CONTRACTOR's processing
initiatives.
4.7.3 The specified categories, within which the CONTRACTOR shall make reasonable
endeavours to ensure Medical Process outcomes fall are as follows:
Process
IB S cases examined
IB CSD exemption advised
PCA exam exemption advised
PCA exam 3 month prognosis advised
PCA exam no functional change anticipated advised
PCA exam non functional descriptor advised
EB/EX Referral exemption advised
4.7.4 The ranges shall apply at individual unit and individual Health Care Professional
level. It should. be noted that there may be great inter-unit variation due to
demographic and other factors. Therefore consistency of the results over a period
of time at both individual unit and individual Health Care Professional level is of
greatest relevance.
4.7.5 In the event that any of these outcomes fall without the agreed range the
CONTRACTOR shall provide written explanation to the AUTHORITY, within ten
(10) Working Days of the report's production. The CONTRACTOR shall describe
how the Outcome will be brought back within range or initiate Change Control
Procedures.
4.7.6 Any business process revision or any other change that will cause any of these
Medical Process outcomes to fall outside the agreed range shall be subject to
Change Control Procedures.
4.7.7 In the event that any such Change Control Procedure is approved by the
AUTHORITY, the AUTHORITY shall revise the range accordingly.
4.8 Unexpected Findings
4.8.1 If, during the examination of the Claimant, the CONTRACTOR's findings indicate or
suggest the existence of a disease or medical disorder that may not be apparent to
the Claimant or the Claimant's medical carer, the CONTRACTOR shall provide an
explanation to the Claimant and obtain the Claimant's consent to pass on the
information unless there are circumstances in which failure to obtain consent can
be justified. The CONTRACTOR shall use reasonable endeavours to communicate
those findings to the Claimant's Medical Practitioner or other appropriate medical
carer within twenty four (24) hours. If the CONTRACTOR's findings are
communicated by telephone and are Clinically Urgent, reasonable endeavours shall
be made to communicate the findings in writing, within twenty four (24) hours, by
the CONTRACTOR. The CONTRACTOR shall advise the Claimant to consult their
Medical Practitioner, in a manner that does not give rise to undue concern to the
Claimant. In the case of International Pension Centre (IPC) the CONTRACTOR
shall, if the Claimant does not have a UK based Medical Practitioner, advise the
Claimant that he should seek medical attention; the CONTRACTOR shall provide
the Claimant with a letter detailing the clinical findings.
4.8.2 If, during review of the file of the Claimant for the purpose of provision of advice to
the AUTHORITY, the CONTRACTOR's findings indicate or suggest the existence
of a disease or medical disorder that may not be apparent to the Claimant or the
Claimant's medical carer, then the CONTRACTOR shall provide an explanation to
the Claimant and obtain the Ctaimant's consent to pass on the information unless
there are circumstances in which failure to obtain consent can be justified. The
CONTRACTOR shall use reasonable endeavours to communicate those findings to
the Claimant's Medical Practitioner or other appropriate medical carer within twenty
four (24) hours following confirmation that the Claimant consents to release of the
information.
4.9 Customer Service
4.9.1 The CONTRACTOR shall use reasonable endeavours to ensure that any specialist
examination required shall be performed in such a way that it gathers all the
evidence required to form accurate advice and to provide the factual information
required by the AUTHORITY. If there are additional questions to be answered or
particular areas of difficulty that require explicit clarification, these will be
communicated by the AUTHORITY to the CONTRACTOR with the Referral
documentation.
4.9.2 If the behaviour of the Claimant is abnormal, due to a medical condition, (for
example chronic alcoholism or mental health problems), the CONTRACTOR shall
use reasonable endeavours to ensure that the examination is completed to the
extent that allows advice to be given on the questions posed by the Decision Maker
without causing distress to the Claimant.
4.9.3 If, during the course of providing the Services, it becomes apparent to the
CONTRACTOR that the Claimant may be in receipt of a benefit that is unsupported
by the contemporary evidence, the CONTRACTOR shall record this separately to
the Referral under consideration and advise the AUTHORITY by returning the
record with the Referral.
4.10 Medical Certificates and Medical Reports
4.10.1 Certificates and reports are provided by General Medical Practitioners under their
terms and conditions of service as laid down in the National Health Service (NHS)
(General Medical Services) Regulations 1992 (as amended 1998) and the NHS
(General Medical and Pharmaceutical Services (Scotland) Regulations 1974 in the
case of Scotland. The Medical Practitioner is remunerated for this service by the
NHS. Hospital Medical Practitioners provide a similar service, free of charge under
the standard model NHS contract of employment as long as the report is
reasonably incidental to the treatment being given to the Claimant.
4.10.1 The CONTRACTOR shall notify and copy all evidence to the AUTHORITY if any incapacity
related certificates or reports provided by Health Care Professionalss:
4.11.1 are frequently completed to a poor standard;
4.11.2 frequently fail to comply with the practitioners terms and conditions of service; or
4.11.3 are, or may be fraudulent.
4.12 In respect of these medical certificates and medical reports the CONTRACTOR shall:
4.12.1 provide the advisory service to the AUTHORITY described at paragraph 4.11;
4.12.2 maintain existing local arrangements whereby Registered Medical Practitioners
provide training and guidance to Health Care Professionals at educational or
professional meetings;
4.12.3 liaise with the author of reports or certificates which are frequently completed to a
poor standard, with a view to improving the author's understanding of the
requirements to the AUTHORITY, and his own responsibilities under the terms and
conditions of service; for the avoidance of doubt the required standard is specified
in the IB204 that is sent to all certifying Registered Medical Practitioners; and
therefore includes reports and certificates that are not completed, not completed
within the satisfactory time in addition to those completed to a "poor standard";
4.12.4 subsequently notify the AUTHORITY's CMA of any such Registered Medical
Practitioners who continues to fail to comply with his terms and conditions of
service in this respect;
4.12.5 immediately notify the AUTHORITY's CMA of any Registered Medical Practitioners
who provides a certificate or report that is, or may be, fraudulent; and
4.12.6 ensure that all advice is consistent with the requirements of the AUTHORITY.
4.13 In the event that the CONTRACTOR notifies the AUTHORITY's CMA, the AUTHORITY's
CMA shall be provided with a copy of the report(s) or certificate(s), if one exists, and copies of
all relevant evidence, correspondence and telephone conversation records.
4.14 The CONTRACTOR shall not take any action or correspond directly with local or National
Health Authorities in respect of medical certificates or reports.
4.15 The CONTRACTOR shall develop administrative systems and training that will meet the
contractual requirements.
4.16 Sensitive Information
4.16.1 The CONTRACTOR shall ensure that all written medical reports and advice are
phrased with the expectation that they will be seen by the Claimant, therefore
sensitive information shall be handled as set out in the quality and training sections of
the relevant Documentation detailed in Schedule 28 of this Agreement. The
CONTRACTOR acknowledges that sensitive information includes, but is not limited
to:
4.16.1.1 harmful information;
4.16.1.2 embarrassing information; and
4.16.1.3 confidential information.
4.17 The CONTRACTOR shall ensure that potentially Harmful Information apparent at Scrutiny or
examination is identified to the Decision Maker as set out in the quality and training sections
of the Documentation detailed in Schedule 28 of this Agreement, so that it can be withheld
from the Claimant if the Decision Maker so directs.
4.18 The CONTRACTOR shall provide to the AUTHORITY as requested written advice and
identification where necessary in respect of any Harmful Information contained within the
Referral documentation.
4.19 Further Medical Evidence
4.19.1 When obtaining Further Medical Evidence, the CONTRACTOR shall make it clear to
the author of that evidence that all evidence may be given to the Claimant and that
the only information that can legally be withheld from the Claimant is that which may
be harmful to the Claimant's health.
4.19.2 The CONTRACTOR shall use reasonable endeavours to provide advice based upon
the evidence provided by the AUTHORITY. Where this is not possible because the
existing evidence does not materially support the Claimant's stated incapacity or
disablement the CONTRACTOR shall use reasonable endeavours to ensure that the
evidence it seeks to gather. which may include examining the Claimant, will materially
contribute to the advice given to the AUTHORITY.
4.20 Posthumous Claims
4.20.1 The CONTRACTOR acknowledges that a new claim can be made, or an existing one
may continue to be processed, following the death of a Claimant. In such cases a
representative acts for the estate of the deceased and shall give consent in the same
circumstances as a living Claimant, to progress the claim. The CONTRACTOR shall
use reasonable endeavours to progress the claim on the documentary evidence held
or obtained. The CONTRACTOR acknowledges that in these circumstances the
representative has the same legal rights as the deceased Claimant.
4.21 Health Care Professional Standards
4.21.1 At all examinations the CONTRACTOR shall adhere to the standards of conduct
required by the AUTHORITY that includes but is not limited to the following:
4.21.1.1 allow the Claimant sufficient time to give their relevant medical history,
disability or loss of faculty;
4.21.1.2 maintain a non-adversarial manner;
4.21.1.3 explain the purpose of the examination and what it entails;
4.21.1.4 perform the examination in a manner that avoids unnecessary
discomfort to the Claimant; and
4.21.1.5 answer any appropriate relevant medical questions posed by the
Claimant, without giving an opinion on the outcome of the claim or
medical condition.
4.22 Conduct of Specialists
4.22.1 The CONTRACTOR shall use reasonable endeavours to ensure that the conduct of
Specialists engaged by the CONTRACTOR, is to the same standard as the
CONTRACTOR's Health Care Professionals.
4.23 Miscellaneous Medical Requirements
4.23.1 Where no medical training or procedural guidance exists for the provision of a
Service the CONTRACTOR shall ensure that relevant Documentation is created
which meets the requirements of the AUTHORITY.
4.23.2 The CONTRACTOR shall contribute towards training and any necessary training
material required for the AUTHORITY'S personnel when specified by the Authority.
5 MEDICAL QUALITY ASSURANCE 5.1 Systems for recording and reporting information relating to recruitment, training and monitoring 5.1.1 The CONTRACTOR shall maintain databases that collect and report information in relation to recruitment, training, monitoring, Approval and revocation of Approval. 5.1.2 The information that is required to be captured includes but is not limited to the following details: 5.1.2.1 Recruitment: 5.1.2.1.1 employment history; 5.1.2.1.2 qualifications; and 5.1.2.1.3 professional Registration. 5.1.2.2 Training: 5.1.2.2.1 training undertaken to support Approval; and 5.1.2.2.2 Continuing Professional and Medical Education. 5.2.2.3 Monitoring: 5.2.2.3.1 audit; 5.2.2.3.2 complaints; 5.2.2.3.3 rework; and 5.2.2.3.4 feedback including appraisal. 5.2.2.4 Approval and revocation of Approval. 5.2.2.5 Revalidation. 5.1.3 In relation to training the information that is required includes, but is not limited to the following: 5.1.3.1 dates and training module completed for: 5.1.3.1.1 disability analysis; 5.1.3.1.2 disability awareness; 5.1.3.1.3 professional standards; 5.1.3.1.4 legislation and policy intent; 5.1.3.1.5 customer requirements and service; 5.1.3.1.6 equal opportunities; and 5.1.3.1.7 potentially aggressive situations. 5.1.3.2 dates, assessment modules completed and outcomes for: 5.1.3.2.1 all written tests of training content; and 5.1.3.2.2 all practical tests of training content including benefit type, number and extent of satisfactory performance and number and extent of unsatisfactory performance. 5.2 The CONTRACTOR shall record and maintain, separately, for full time Health Care Professionals, data for each benefit area in which those personnel work, that shall include, but not be limited to: 5.2.1 the number passing the written assessment the first time; 5.2.2 the number passing the written assessment at resitting; 5.2.3 the number passing the practical assessment the first time; 5.2.4 the number passing the practical assessment at resitting; and 5.2.5 the number dropping out of training for any other reason. 5.3 The CONTRACTOR shall provide a Medical Quality Monitoring report as detailed in Schedule 16 of this Contract. The Medical Quality Monitoring Report shall, as a minimum, report on and analyse the following: 5.3.1 MED 14; 5.3.2 MED 15; 5.3.3 MEDIEBEX 5.3.4 KPI O12 (Rework); 5.3.5 KPI O15 (Complaints); 5.3.6 Actual versus Expected Audit Sample size; 5.3.7 Quality Report (C grades by Benefit/Overall); 5.3.8 Mitigation (level of detail dependent upon the performance against targets); 5.3.9 Scrutiny target; and 5.3.10 KPI021 (Dr Capability - quarterly). 5.4 The CONTRACTOR shall report additional information pertaining to recruitment, training, monitoring, remedial action, Approval and revocation of Approval and revalidation in an agreed format periodically, as required by the AUTHORITY. 5.5 The CONTRACTOR shall: 5.5.1 take account of complaints about the conduct, manner or behaviour of it's Health Care Professionals; and 5.5.2 ensure the ongoing good conduct, manner and behaviour of its Health Care Professionals. 5.6 Health Care Professional Capability Measure 5.6.1 The skill and competence of all Health Care Professionals employed by the CONTRACTOR shall be measured against the following five (5) criteria: 5.6.1.1 fully registered with the GMC (Registered Medical Practitioners only), NMC (Nurses only) and validated by the CONTRACTOR; 5.6.1.2 validation portfolio up to date (Registered Medical Practitioners only); 5.6.1.3 technical training relating to specialism completed; 5.6.1.4 continuing Medical Education complete: and 5.7.1.5 approved for benefit work by Chief Medical Adviser. 5.6.2 The number of Health Care Professionals who fail to fulfil all the five (5) criteria specified for the Health Care Professional capability measure shall not exceed zero (0). 5.6.3 Any Health Care Professional shall, for the first twelve (12) months of his/her employment by the CONTRACTOR, be measured against the Health Care Professional Capability Measure but will not have that measure applied to him/her. 5.7 Multiple Complaints Against Health Care Professionals 5.7.1 The definition of multiple complaints is more than three complaints received within a three-month period - More information is provided in KPI 15 as listed in Schedule 16. 5.8 Only the AUTHORITY may remove Approval from any of the CONTRACTOR's Health Care Professionals. 5.9 Revalidation 5.9.1 The CONTRACTOR shall provide all Registered Medical Practitioners working for and on behalf of the CONTRACTOR with all necessary evidence required for GMC revalidation from the first date for presentation of annual revalidation evidence after implementation of the GMC revalidation legislation. 5.10 Diploma in Disability Assessment Medicine 5.10.1 The CONTRACTOR shall provide, to the AUTHORITY by 31st March of each year, a proposal that meets the requirements of the AUTHORITY, which includes details of the number of Registered Medical Practitioners who will be sponsored by the CONTRACTOR to sit the Diploma in Disability Assessment Medicine. 6. POLICY ADVICE AND ADVISORY BODlES 6.1 The CONTRACTOR shall attend in order to give evidence to bodies as required, which shall include but not be limited to the following: any government committee, statutory body or judicial AUTHORITY as required by the AUTHORITY. 6.2 The CONTRACTOR shall use reasonable endeavours to attend other fora as invited guests as required by the AUTHORITY which shall include but shall not be limited to: 6.2.1 policy research; 6.2.2 policy development and maintenance; 6.2.3 development of benefits for sick and disabled people; 6.2.4 evaluation of provision of medical services to the AUTHORITY; and 6.2.5 promoting Social Security medically related issues to GPs and 0ther interested groups by way of presentations to courses. 6.3 The CONTRACTOR shall comply with any invitation to attend or provide representation on the council of the European Union of Medicine in Assurance and Social Security (EUMASS}. 6.4 The CONTRACTOR shall provide the AUTHORITY with advice, guidance and support on any issues relating to the provision of Services, when reasonably requested to do so. 6.5 The CONTRACTOR shall take positive action to share with the AUTHORITY any proposals or views and initiatives which could bring about improvement in the Services. 6.6 The CONTRACTOR shall provide information to the AUTHORITY as reasonably required, to assist in the monitoring and evaluation of the likely effect of any proposed policy development on the Services. 7. APPEALS 7.1 Should the AUTHORITY decide to implement mechanisms for improved feedback on the outcome of Appeals at local levels, the CONTRACTOR shall fully cooperate with the AUTHORITY in that implementation, at all times complying with agreed timescales. 8. HEALTH CARE PROFESSIONALS (excluding Registered Medical Practitioners) 8.1 The Welfare Reform Act 2007, Section 62, permits the Secretary of State to refer a person to Health Care Professional, far either medical examination report or medical advice. 8.2 Prior to use of Health Care Professionals, other than Registered Medical Practitioners, in any benefit area in which they are not currently employed, the CONTRACTOR must obtain prior approval from the AUTHORITY for the pilot and subsequent implementation. 9. PROVISION OF TRAINING TO REGISTERED MEDICAL PRACTITIONERS IN THE ISLE OF MAN 9.1 The CONTRACTOR shall confirm that it is willing to provide training to Registered Medical Practitioners in the Isle of Man Department of Health and Social Security. 10. MEDICAL REPORTS - MISCELLANEOUS REQUIREMENTS 10.1 Should the AUTHORITY require it, the CONTRACTOR shall work with the AUTHORITY to provide, IB85 reports and other reports to the AUTHORITY, electronically, in addition to the requirement to provide electronic IB85 reports to DCS as specified in Schedule 4 Section 4.12 10.2 Should the AUTHORITY agree to the replacement of LiMA as the software for the production of electronically generated, evidence based reports the CONTRACTOR shall be responsible for all costs associated with installing and configuring new software, data migration and any staff training. 10.3 The CONTRACTOR shall work collaboratively with the AUTHORITY to implement the national rollout of electronically generated, evidence based medical reports for individual benefits that includes but may not be limited to: - AA/DLA - IIDB; and - Service Personnel & Veterans Agency 10.4 Should the AUTHORITY require it, the CONTRACTOR shall work collaboratively with the AUTHORITY to progress the production of reports via a single medical examination. 11. ENHANCEMENT OF THE MEDICAL SCRUTINY PROCESS 11.1 The CONTRACTOR shall provide full cooperation to the AUTHORITY in the provision and analysis of Personal Capability Assessment data and provide full cooperation in any revisions to the Scrutiny process whether on a national or pilot basis that might arise from that analysis.
The ESA medical conditions and categories which define whether a face to face medical assessment is necessary.
These are defined in Appendix 1 of Schedule 4 Section 4.12 Final Version - 15 March 2005 - Pages 6 to 11 of 11
In my case, I have cancer (primary brain tumour under 13% are expected to survive 5 years) so a qualified medical advisor should have reviewed the information provided. This did not happen. Atos Healthcare committed a breach of Contract in that they allowed a nurse or midwife to make the decision without reference to a qualified medical advisor.
It is so important that you are told who the medical advisor is, what their qualifications are and why they feel a face to face assessment is necessary. If the medical advisor does not have specialist knowledge of the pathology and treatment of your medical condition and declines to consult with your GP and or Consultants, then Atos Healthcare are in breach of Contract. In such a case the medical advisor should be reported to the GMC (http://www.gmc-uk.org/). In such circumstances it could be argued that any advice given by Atos Healthcare to the DWP is a written defamation (libel). It could further be argued that Atos Healthcare have acting illegally in that contrary to Law they have not carried out a valid and legal medical assessment which they are required to do in conformance with statute, regulations and the detailed Contract signed with the DWP.
For the purposes of administrative scrutiny of cases to determine suitability for inclusion in the DLA in Medical Examination Centre project, 5 categories of case have been devised:
In 2005 the Welfare Reform Bill, which introduced the Employment and Support Allowance (ESA), had not yet been enacted hence the reference to the Disability Living Allowance (DLA).
Unsuitable for calling to a Medical Examination Centre.
Reference to Medical Advisor required for advice.
Tentatively invite to Medical Examination Centre.
Invite to Medical Examination Centre.
Any other Diagnosis.
For each category a list is attached.
1. Unsuitable for calling to a Medical Examination Centre.
Age >75 years Age <12 years Both Blind and Deaf Registered Blind (needs to be seen in own environment) Cases accepted under the Special Rules defining Terminal illness. Alzheimers Amputation of both legs Asperger's Autistic Spectrum Disorder / Autism Cerebral Palsy Dementia Hemiplegia Huntingdon's Chorea Korsakoffs Psychosis Macmillan Nurse attending. Motor Neurone Disease On oxygen Paraplegia Quadraplegia Renal Dialysis Severe Mental Impairment Severe Learning Difficulty Spastic Diplegia Tetraplegia Total Parenteral Nutrition Unstable Angina Wernicke's Encephalopathy
2. Reference to Medical Advisor required for advice.
AIDS Astrocytoma Bone Marrow Transplant Brittle Bone Disease Cancer Cystic Fibrosis Dermatomyositis Glioma Guillane-Barre Syndrome Hodgkin's Lymphoma Leukaemia Liver Failure Mental Retardation Mental Subnormality Multiple Sclerosis Muscular Dystrophy Non Hodgkin's Lmphoma On Morphine / MST Osteogenesis Imperfecta Parkinson's Disease Poliomyelitis Polymyasitis Registered partially sighted Respiratory Failure Rheumatoid Arthritis Schizoaffective Disorder Schizophrenia SLE Spinal Injury Systemic Lupus Erythematosis Scleroderma 5evere Depression Thallassaemia
3. Tentatively invite to Medical Examination Centre.
Agoraphobia (offer taxi) Anorexia Nervosa Ataxia Bipalar Affective Disorder / Bipolar Disease Manic Depression Burns Cardiomyopathy Cerebrovascular Accident / CVA Cerebrovascular Disease CFS Chronic Fatigue Syndrome Crohn's Disease Diabetic Neuropathy Eating Disorder Fibromyalgia Haemopphilia Heart Transplant Hemiparesis Learning Difficulties Leg Ulcers Myalgic Encephalomyelitis / ME Obsessive Compulsive Disorder Peripheral Neuropathy Phobic Anxiety Sickle Cell Anaemia Social Phobia Spina Bifida Stroke Subarachnoid Haemorrage / SAH Ulcerative Colitis Varicose Ulcers
4. Invite to Medical Examination Centre.
Alcohol Dependence Anaemia Angina Ankylosing Spondylitis Anxiety Arrythmia Asthma Atrial Fibrillation Back Pain Bronchiectasis Bulimia Nervosa Cardiac Arrythmia Cervical Spondylosis Chronic Bronchitis Chronic Obstructive Airways Disease Chronic Obstructive Pulmonary Disease COPD Coronary Artery Disease Coronary Heart Disease Depression Dermatitis Diabetes Diverticular Disease Diverticulitis Dizziness Down's Syndrome Drug Dependence Eczema Endometriosis Epilepsy Hearing Impairment Hernia HIV Hypertension Hyperthyroidism Hypathyroidism Hysterectomy Incontinence Ischaemic Heart Disease Irritable Bowel Syndrome / IBS Joint Pain Kyphosis Kyphoscoliosis Labyrinthitis Liver Transplant Lumbar Spondylosis Meniere's Disease Migraine Myasthenia Gravis Neck Pain Osteoarthritis Osteoporosis Overactive Thyroid Panic Attacks Pelvic Inflammatory Disease Peripheral Vascular Disease Personality Disorder Prolapsed Intervertebral Disc Psoriasis "Registered Alcoholic" Renal Transplant Rheumatic Heart Disease Scoliosis Slipped Disc Underactive Thyroid Valvular Heart Disease Varicose Veins Visual Impairment
5. Any other Diagnosis.
Not listed above should be referred to a Medical Adviser for advice
It is surprising that in 2010 according to the Parliamentary Inquiry statistics are only available for 2002-2003.
These service levels relate to Clause 2.5.
SCHEDULE 5 SERVICE LEVELS 1 PRINCIPLES 1.1 From the Cutover Date, the CONTRACTOR shall provide the Service in accordance with the service standards set out in Schedule 4 and to the Service Levels set out in Appendix 1 to this Schedule 5. The CONTRACTOR shall provide the Optional Services when requested by the AUTHORITY in accordance with the service standards set out in Schedule 4 and to the Service Levels set out in Appendix 1 to this Schedule 5. 1.2 The CONTRACTOR shall achieve or better the standards specified in the Service Levels set out in Appendix 1 to this Schedule 5 throughout the term of this Agreement. 1.3 The CONTRACTOR shall perform the Services and meet all Service Levels at the Measurement Levels specified in Appendix 1. 2 REPORTS 2.1 The CONTRACTOR shall provide the AUTHORITY with the reports specified in Schedule 16 of this Agreement. 2.2 Where the CONTRACTOR has knowledge of actual or potential failures to meet Service Levels, the CONTRACTOR shall immediately advise the AUTHORITY in writing of the extent and nature of such failures. In addition, the CONTRACTOR shall notify the AUTHORITY of any potential interruptions in the Services. 3 MEASUREMENT OF SERVICE LEVELS 3.1 The CONTRACTOR shall, in each Month following the Cutover Date, measure the performance for each of the Service Levels for the Basic Services and Pilot services (set out in Appendix 1 to this Schedule 5) at the specified Measurement Level(s). The CONTRACTOR shall, in each Month following the commencement of such service, measure the performance for each of the Service Levels for the Optional Services (set out in Appendix 1 to this Schedule 5) at the specified Measurement Level(s). 3.2 The Measurement Levels specified in Appendix 1 are: a) Government Office Region (GOR); b) Tribunals Service Regions (TSR); c) Disability Contact and Processing Unit (DCPU); d) Disability Benefit Centre (DBC); and e) National. 3.3 The Service Levels will be measured at each individual GOR, TSR, DCPU and DBC as applicable, and each shall be a "Location" for the purposes of this Schedule 5 and Schedule 25. 3.4 For the avoidance of doubt, for the following Service Levels measured in relation to C Grade Medical Reports, such Service Level shall be measured as follows: a) for Service Level 33, the number of C grades from IQAS resulting from the cases audited by random sampling determined by the Model developed by the 0perational Research Division of the DWP (Appendix 2 of this Schedule 5) aggregated across the five (5) benefit activities ie. IB, SDA, IIDB (including Analogous II), AA/DLA advice, and EMP examinations (DLA/AA, Tribunals Service and Service Personnel & Veterans Agency) calculated at a national level on a rolling three (3) Month basis; and b) for Service Levels 35, 36 and 37, the number of C Grades from IQAS resulting from the cases audited by random sampling determined by the Model expressed as a percentage of the number of cases audited individually for IB examinations, IIDB examinations (including Analogous II) and DLA/AA /Tribunals Service EMP examinations calculated at national level on a rolling three (3) Month basis. 3.5 For Service Level 34, a non compliant report shall be a scrutiny output report (IB85A only) which fails to meet the standards detailed in the IQAS desk aid contained in Schedule 28. Using the number of C Grades from IQAS resulting from cases audited by random sampling determined by the Model, the proportion of non compliant reports shall be calculated at a national level on a rolling three (3) Month basis as follows: the number of C Grade scrutiny output reports --------------------------------------------- x 100 the number of scrutiny output reports audited 3.6 In respect of any Service Level measured by AACT and Old Cases: a) Old Cases shall be measured against performance in each Month; and b) AACT shall be measured against performance on a rolling twelve (12) Month basis. 3.7 In calculating the level of achievement for a Service Level the relevant period for measurement shall commence on the date of receipt of a Referral by the CONTRACTOR and end on the date of despatch of a Referral demonstrating Clearance to the AUTHORITY and shall not include any Working Days in an earlier period for which a Rejected Referral was received and retained by the CONTRACTOR. 4 SERVICE MEASUREMENT PERIOD 4.1 Where measurement is by AACT and the Service Measurement Period is specified as a rolling twelve (12) month period the Service Level shall be measured as the Cumulative Actual Time to Clear less the Cumulative Target Time to clear over that Month and the preceding 11 Months. 4.2 For the avoidance of doubt, for each of the first eleven (11) Months following the Cutover Date the AUTHORITY shall measure the cumulative actual time to clear less the cumulative target time to clear over that Month and all of the preceding Months from the Cutover Date. 4.3 For the avoidance of doubt, where there is a change to a Service Level, the rolling twelve (12) Month period will be reset. For each of the first eleven (11) Months following the change, the Authority shall measure the cumulative actual time to clear less the cumulative target time to clear over that Month and all of the preceding Months from the date of the change. 4.4 For the avoidance of doubt, where a new Service Level is introduced, the Service Measurement shall be in accordance with Paragraph 4.3 of this Schedule 5. 5 ANNUAL REVIEW 5.1 The Service levels may be revised each year in accordance with the Annual Review process as set out in Schedule 12. 5.2 For the purposes of this annual review the CONTRACTOR shall submit an annual report by 31 October of each year summarising performance against each of the Service Levels set out in Appendix 1 to this Schedule 5.
The following information is from pages 5 to 20 of 23. There are 47 services and service levels listed.
APPENDIX 1
No. | Service | Measurement Level | Service Level | Service Measurement Period |
---|---|---|---|---|
1 |
Incapacity Benefit Customer Service Desk/Scrutiny | GOR |
AACT of 4 Working Days WEF 01.11.06 AACT of 5 Workings Days | Rolling 12 Month Period |
Old Cases must not contain more than 3% of referrals which are older than 17 Working Days | Monthly | |||
2 |
Incapacity Benefit Examinations | GOR |
Year 1: AACT of 30 Working Days Year 2: AACT of 30 Working Days (29 days from 1 June 07) Year 3: AACT of 27 Working Days from 1 September 07 Year 4: AACT of 24 Working Days Year 5: to termination or expiry of the Agreement: AACT of 22 Working Days |
Rolling 12 Month Period |
Year 1: Old Cases must not contain more than 3% of Referrals which are older than 48 Working Days Year 2: Old Cases must not contain more than 3% of Referrals which are older than 48 Working Days (47 days from 1 June 07) Year 3: Old Cases must not contain more than 3% of Referrals which are older than 45 Working Days Year 4: Old Cases must not contain more than 3% of Referrals which are older than 42 Working Days Year 5: to termination or expiry of the Agreement: Old Cases must not contain more than 3% of Referrals which are older than 40 Working Days |
Monthly | |||
3 |
Incapacity Benefit (Pilot) Capability Reports Fast Track Examinations |
GOR |
ACT of 15 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 3% of Referrals which are older than 25 Working Days |
Monthly | |||
4 |
Incapacity Benefit (Pilot) Capability Reports Fast Track Examinations Performance for this Service Line is included in the performance of Service Lin 2 - IB Examinations |
GOR |
Year 1: AACT of 30 Working Days Year 2: AACT of 30 Working Days (29 days from 1 June 07) Year 3: AACT of 27 Working Days from 1 September 07 Year 4: AACT of 24 Working Days Year 5: to termination or expiry of the Agreement: AACT of 22 Working Days |
Rolling 12 month Period |
Year 1: Old Cases must not contain more than 3% of Referrals which are older than 48 Working Days Year 2: Old Cases must not contain more than 3% of Referrals which are older than 48 Working Days (47 days from 1 June 07) Year 3: Old Cases must not contain more than 3% of Referrals which are older than 45 Working Days Year 4: Old Cases must not contain more than 3% of Referrals which are older than 42 Working Days Year 5: to termination or expiry of the Agreement: Old Cases must not contain more than 3% of Referrals which are older than 40 Working Days |
Monthly | |||
5 |
Industrial Injuries Disablement Benefit |
GOR |
AACT of 15 Working Days |
Rolling 12 month Period |
Advice |
National |
Old Cases must not contain more than 3% of Referrals which are older than 25 Working Days |
Monthly | |
6 |
Industrial Injuries Disablement Benefit Examinations |
GOR |
Year 1: AACT of 28 Working Days Year 2: AACT of 28 Working Days Year 3: AACT of 26 Working Days Year 4: AACT of 24 Working Days Year 5: to termination or expiry of the Agreement: AACT of 22 Working Days |
Rolling 12 month Period |
Year 1: Old Cases must not contain more than 3% of Referrals which are older than 48 Working Days Year 2: Old Cases must not contain more than 3% of Referrals which are older than 48 Working Days Year 3: Old Cases must not contain more than 3% of Referrals which are older than 46 Working Days Year 4: Old Cases must not contain more than 3% of Referrals which are older than 44 Working Days Year 5: to termination or expiry of the Agreement: Old Cases must not contain more than 3% of Referrals which are older than 42 Working Days |
Monthly | |||
7 |
Industrial Injuries Disablement Benefit PDD3 Referrals |
National |
AACT of 8 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 10% of Referrals which are older than 15 Working Days |
Monthly | |||
8 |
Disability Living Allowance / Attendance Allowance Special Rules Advice |
DBC/DCPU |
AACT of less than 1 Working Days |
Rolling 12 month Period |
9 |
Disability Living Allowance / Attendance Allowance Advice - Other |
DBC/DCPU |
AACT of less than 1 Working Day |
Rolling 12 month Period |
National |
Old Cases must not contain more than 1% of Referrals which are older than 5 Working Days |
Monthly | ||
10 |
Disability Living Allowance / Attendance Allowance Examinations |
DBC/DCPU |
Year 1: AACT of less than 13 Working Days Year 2 to termination or expiry of the Agreement: AACT of 12 Working Days |
Rolling 12 month Period |
Year 1: Old Cases must not contain more than 1% of Referrals which are older than 29 Working Days Year 2 to termination or expiry of the Agreement: Old Cases must not contain more than 1% of Referrals which are older than 28 Working Days |
Monthly | |||
DCPU New Claims |
Year 1: Old Cases must not contain more than 3% of referrals which are older than 29 Working Days Year 2 to termination or expiry of the Agreement: Old Cases must not contain more than 3% of referrals which are older than 28 Working Days | |||
11 |
Disability Living Allowance / Attendance Allowance Examinations Fast Track |
DBC/DCPU |
AACT of 9 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 10% of Referrals which are older than 15 Working Days |
Monthly | |||
12 |
Tribunals Service Examinations (including HCNs) |
TSR |
AACT of 14 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 10% of Referrals which are older than 30 Working Days |
Monthly | |||
13 |
Service Personnel & Veterans Agency EMPs |
National |
AACT of 16 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 3% of Referrals which are older than 30 Working Days |
Monthly | |||
14 |
Service Personnel & Veterans Agency Specialist Reports and Regional Consultants Reports |
National |
AACT of 33 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 5% of Referrals which are older than 80 Working Days |
Monthly | |||
15 |
Service Personnel & Veterans Agency Audiology |
National |
AACT of 33 Working Days from September 2005 to May 2006. From 1 June 2006 AACT of 19 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 3% of Referrals which are older than 80 Working Days from September 2005 to 31 May 2006. From 1 June 2006 Old Cases must not contain more than 10% of Referrals which are older than 50 Working Days |
Monthly | |||
16 |
Jobseekers Allowance Advice |
National |
AACT of less than 1 Working Day |
Rolling 12 month Period |
Old Cases must not contain more than 3% of Referrals which are older than 5 Working Days |
Monthly | |||
17 |
Others - Advice Vaccine Damage Payment Scheme HM Revenue and Customs Tax Credit SSP/SMP HM Revenue and Customs International Pensions Centre Analogous Industrial Injuries Child Support Agency |
National |
AACT of 10 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 10% of Referrals which are older than 15 Working Days |
Monthly | |||
18 |
Others - Examinations Vaccine Damage Payment Scheme SSP/SMP HM Revenue and Customs International Pensions Centre Analogous Industrial Injuries Age Determination |
National |
AACT of 20 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 10% of Referrals which are older than 50 Working Days |
Monthly | |||
19 |
Compensation Recovery Unit Special Advice |
National |
AACT of 33 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 5% of Referrals which are older than 80 Working Days |
Monthly | |||
20 |
Rework Response Times Advice |
National |
AACT of 2 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 10% of Referrals which are older than 10 Working Days |
Monthly | |||
21 |
Rework Response Times Examinations |
National |
AACT of 10 Working Days |
Rolling 12 month Period |
Old Cases must not contain more than 10% of Referrals which are older than 15 Working Days |
Monthly | |||
22 |
Rework Accuracy |
IB (incl SDA) at GOR; and IIDB at GOR DLA/AA at DBC/DCPU; and Tribunals Service National, Service Personnel & Veterans Agency National and All Others together National |
No more than 1% of reports cleared in any Month returned for Rework |
Rolling 12 month Period |
23 |
Rejected Referrals Response Times |
GOR; and DBC/DCPU; and and TSR; and National |
AACT of 5 Working Days |
Rolling 12 month Period |
24 |
Claimant Special Needs - Interpreters |
National |
95% of Claimant requirements must be met |
Monthly |
25 |
Claimant Special Needs - Same sex Health Care Professional |
National |
95% of Claimant requirements must be met |
Monthly |
26 |
Complaints Response Times |
National |
AACT of 20 Working Days |
Monthly |
Old Cases must not contain more than 3% of Referrals which are older than 30 Working Days |
Monthly | |||
27 |
Complaints Quality of responses |
National |
95% of all responses must be Fit for Purpose as defined in the Complaints Validation Process as referenced in Schedule 28 |
Rolling 3 Month Period |
28 |
Number of complaints against Health Care Professionals after an examination |
National |
No more than O.5% of all examinations conducted will result in a complaint against the examining HCP as defined in the Complaints Procedures Guide as referenced in schedule 28. |
Quarterly (ending November, February, May and August) |
29 |
Treat Official Correspondence |
National |
Response Times for Treat Official Correspondence will be agreed on a case by case basis. Agreed deadlines for individual responses MUST be adhered to. The response provided within the required turnaround time MUST be a full response or, if a full response cannot be provided, an update on what stage the response has reached and the date the full response can be expected by the AUTHORITY |
Monthly |
30 |
Claimant Satisfaction Rate as specified in Paragraph 7.1 of Schedule 4.1 |
National |
Claimant Satisfaction Rate to be at least 90% across all benefits |
Monthly |
31 |
Provision of Management Information Response Time |
GOR; and DBC/DCPU; and TSR; and National |
Reports received within the specified number of Working Days (as detailed in Schedule 16) at the end of the Service Measurement Period |
Monthly |
32 |
Provision of Management Information Accuracy |
GOR; and DBC/DCPU; and TSR; and National |
100% Accurate Reports as detailed in Schedule 16 |
Monthly |
33 |
Quality measures Overall C Grade Medical Reports |
National |
The proportion of C Grade medical reports, measured using the sample size determined by the Model is not more than 5% for IB, SDA, IIDB(incl Analogous IIDB, DLA/AA Advice and EMP Examinations (DLA/AA, Tribunals Service and Service Personnel & Veterans Agency) |
Rolling 3 Month Period |
34 |
Quality measures Incapacity Benefit Compliance with Scrutiny Guidelines |
National |
The proportion of non-compliant medical reports, measured using the sample size determined by the Model is not more than 5% |
Rolling 3 Month Period |
35 |
Quality measures C Grade Medical Reports Incapacity Benefit |
National |
The proportion of C Grade medical reports, measured using the sample size determined by the Model is not more than 5% for IB Examinations |
Rolling 3 Month Period |
36 |
Quality measures C Grade Medical Reports Industrial Injuries Disablement Benefit |
National |
The proportion of C Grade medical reports, measured using the sample size determined by the Model is not more than 5% for IIDB Examinations (including Analogous II) |
Rolling 3 Month Period |
37 |
Quality measures C Grade Medical Reports Disability Living Allowance / Attendance Allowance |
National |
The proportion of C Grade medical reports, measured using the sample size determined by the Model is not more than 5% for DLA/AA (incl Tribunals Service) Examinations |
Rolling 3 Month Period |
38 |
Quality measures Training for Medical Personnel Delivery of Training Plan |
National |
By 31 August each year, the CONTRACTOR shall deliver to the AUTHORITY an agreed Training Plan which sets out in detail the manner in which the agreed training Programme will be delivered during the following year |
Annually |
39 |
Quality measures Training for Medical Personnel Delivery of Training Programme |
National |
By 31 August each year, the CONTRACTOR shall deliver all components of the agreed training Programme to Medical Personnel for that year |
Annually |
40 |
Quality measures Training for Medical Personnel Training Needs Analysis |
National |
The CONTRACTOR shall deliver the Training needs Analysis by 30 June each year |
Annually |
41 | Claimants Sent Home Unseen |
GOR; DBC/DPU Tribunals Service Region SPVA National and Others National |
No more than 1% of claimants who attend their examination to be sent home unseen. Others no more than 5% of Claimants who attend their examination to be Sent Home Unseen. |
GOR Monthly DBC/DCPU - Rolling 12 Months Year 1 Service Personnel & Veterans Agency Monthly Others Rolling 12 Month |
42 | Claimants who Do Not Attend - IBExaminations (including SDA) |
GOR |
Year 1: 25% Year 2: 22% Year 3 to termination or expiry of the Agreement: 20% |
Monthly |
43 | Claimant Waiting Time |
GOR; and DBC/DPU; and Tribunals Service Region SPVA National and Others National |
Actual Average Waiting Time of 10 minutes |
GOR Monthly DBC/DCPU - Rolling 12 Months Year 1 and Monthly from Year 2 Service Personnel & Veterans Agency Monthly Others Rolling 12 Month |
44 | Occupational Health Assessments |
National |
AACT of 15 Working Days |
Rolling 12 Month Period |
0ld Cases must not contain more than 10% of Referrals which are older than 20 Working Days |
Monthly | |||
45 | IB85 Regeneration |
National |
AACT of 2 Working Days |
Rolling 12 Month Period |
46 | HM Revenue and Customs - Child Trust Fund Advice |
National |
AACT of less than 1 Working Day |
Rolling 12 Month Period |
Outstanding Work must not contain more than 20% of Referrals which are older than 1 Working Day |
Monthly | |||
47 | Financial Assistance Scheme |
National |
AACT of less than 1 Working Day |
Rolling 12 Month Period |
Outstanding Work must not contain more than 20% of Referrals which are older than 1 Working Day |
Monthly |
Pages 21 and 22 of 23 are Appendix 2 - Sample Size Calculation. The following is page 23 of 23.
Service Subject to 100% Audit
SERVICE | OUTPUT |
---|---|
Age Determination | Written medical report by Medical Specialist/British Dental Registered Specialist |
Service Personnel & Veterans Agency Regional Consultants Report | Written medical report by Medical Specialist/British Dental Registered Specialist |
Child Support Agency | Written medical advice |
Compensation Recovery Unit | Written medical advice and Examination Report |
JobSeekers Allowance | Written medical advice |
Vaccine Damage Payments Scheme | Written medical / Specialist advice and Examination Report |
HM Revenue and Customs Tax Credit | Written Medical Advice |
HM Revenue and Customs Statutory Sick Pay / Maternity Pay | Written Scrutiny Report |
HM Revenue and Customs Statutory Sick Pay / Maternity Pay | Written Examination Report. |
International Pensions Centre UK Exams for Foreign Authorities | Written Examination Report. |
HM Revenue and Customs Child Trust Fund Credit | Written Medical advice |
Service Subject to a 1 in 10 Audit
SERVICE | OUTPUT |
---|---|
Occupational Health Assessments | Typed Medical Examination Report |
1 INTRODUCTION 1.1 For the avoidance of doubt, the AUTHORITY and the CONTRACTOR agree and acknowledge that the work carried out by the CONTRACTOR in accordance with the provisions of this Schedule 16 is at no additional charge to the AUTHORITY. 2 INTERFACES 2.1 The CONTRACTOR shall ensure that its Key Personnel and business management organisation are in place by the Cutover Date. 2.2 The AUTHORITY shall provide nominated representatives to act on the AUTHORITY's behalf on all matters relating to this Agreement. The interfaces described in this Schedule 16 shall operate between the AUTHORITY and the CONTRACTOR and shall be defined and maintained in detail in the Service Specification. 2.2.1 Strategic Interface 2.2.1.1 The objectives of the Strategic Interface shall be to review the overall success of the Services delivered by this Agreement, discuss the operational strategies, efficiency opportunities and their implications for the direction and content of this Agreement and, in particular the Services. 2.2.1.2 Regular meetings shall be held between the AUTHORITY and the CONTRACTOR as required by the AUTHORITY. Meetings shall be held to discuss issues related to the objectives described in Paragraph 2.2.1. 1 to this Schedule 16 and other relevant business. An agenda shall be produced by the CONTRACTOR and agreed with the AUTHORITY. 2.2.1.3 The AUTHORITY and the CONTRACTOR shall provide suitable senior business and contract management representatives to attend the meetings. 2.2.1.4 The frequency and nature of meetings shall be determined by the AUTHORITY and agreed with the CONTRACTOR during the Transition Period. 2.2.1.5 The AUTHORITY shall make, retain, and distribute a record of the meetings. The CONTRACTOR will be given the opportunity to provide comments regarding the minutes of the meeting prior to them being distributed. 2.2.2 Contract Management Interface 2.2.2.1 The objectives of the contract management interface shall be to manage this Agreement and shall include but not be limited to: a) monitoring the CONTRACTOR's compliance with its obligations under this Agreement; b) agreeing any changes to this Agreement, which has been raised through the Change Control Procedure, as detailed in Schedule 19; c) reviewing the performance of the CONTRACTOR against the Service Requirements set out in Schedule 2 and the Proposal set out in Schedule 3 of this Agreement; d) resolving operational and contractual problems, which may have been raised using the Alternative Dispute Resolution Procedure as detailed in Clause 10.14 of this Agreement or through agreed operational routes; and e) transferring and exchanging information as required to ensure that all business needs are met. 2.2.2.2 Regular meetings shall be held between the AUTHORITY and the CONTRACTOR required by the AUTHORITY to discuss issues related to the objectives described Paragraph 2.2.2.1 to this Schedule 1 6 and any other relevant business. An agenda shall produced by the CONTRACTOR and agreed by the AUTHORITY. 2.2.2.3 The CONTRACTOR shall provide suitable representatives with the necessary authority to consider service performance and to ensure that any issues impacting the AUTHORITY are surfaced and resolved. 2.2.2.4 The nature and frequency of meetings shall be determined by the AUTHORITY and agreed with the CONTRACTOR during the Transition Period. 2.2.2.5 The AUTHORITY shall make, retain, and distribute a record of the meetings. 2.2.2.6 Each party reserves the right to change its nominated representative(s) with staff of the appropriate authority and responsibility and shall notify the other party as soon as practicable of any changes. 2.2.2.7 The names of the nominated representatives of the AUTHORITY's and CONTRACTOR's contract management teams shall be documented in the Service Specification. 2.1.3 Performance Reviews 2.2.3.1 Performance reviews shall be held on a monthly basis between the AUTHORITY and the CONTRACTOR for the purposes of reviewing performance against Service Levels set out in Schedule 5 to this Agreement and conformance by the CONTRACTOR to all other standards and policies set out elsewhere in this Agreement. 2.2.3.2 Performance review meetings shall be supported by procedures to be specified and documented in the Service Specification during the Transition Period. 3 MANAGEMENT INFORMATION 3.1 The CONTRACTOR shall provide the AUTHORITY with such Management Information as the AUTHORITY shall from time to time require for the following purposes: a) to monitor the performance of the CONTRACTOR in the provision of Services set out in Schedule 4 to the Service Levels set out in Schedule 5 and in accordance with all other provisions of this Agreement; b) to monitor the CONTRACTOR's adherence to all standards defined in this Agreement; c) to monitor the quality of its medical reports and advice as detailed in Section 4.1 of Schedule 4; and d) to provide information or various types to the AUTHORITY on Service provision in relation to this Agreement provided that the information to be furnished includes any relevant information included within the AUTHORITY's Data together with details of all such information maintained by the CONTRACTOR for its own purposes in relation to the provision of the Services and any other additional information agreed between both parties and documented in the Service Specification. 3.2 The CONTRACTOR shall provide to the AUTHORITY information on performance against Service Levels, and additional information as requested by the AUTHORITY including but not limited to: a) Medical Recruitment standards; b) Health Care professional Capability; c) Multiple Complaints against Health Care professionals; d) Process Outcomes; e) Medical Quality monitoring; f) list of assets used to deliver the Services; g) list of those properties used in the delivery of the Services; h) records of staffing profiles; i) staff redundancies; j) personnel grievance cases; k) data processing and contingency arrangements; l) business continuity and contingency procedures; m) proposals for the number of Registered Medical Practitioners sitting DDAM; and n) the CONTRACTOR's Estates Strategy / Plans. 3.3 The CONTRACTOR shall provide Management Information, which shall include but not be limited to that detailed in the Appendix to this Schedule 16. 3.4 As part of the Management Information requirements the CONTRACTOR shall furnish Management Information such that provides assurances about the quality of its medical reports and advice. In order to do this the CONTRACTOR shall implement quality procedures and standards by the Cutover Date which are sufficient to demonstrate to the AUTHORITY's satisfaction that performance is being monitored against the quality criteria relating to fitness For Purpose detailed in Section 4.1 of Schedule 4 to this Agreement. 3.5 The CONTRACTOR shall provide evidence to the AUTHORITY of the Claimants' perception of its Services by, for example, undertaking periodic surveys of Claimant opinion which surveys shall include elements and questions which shall be agreed in consultation with the AUTHORITY during the Transition Period. Such surveys shall be undertaken by the CONTRACTOR regularly, at intervals to be agreed in consultation with the AUTHORITY during the Transition Period. 3.6 The CONTRACTOR shall provide evidence to the AUTHORITY of Customers' perception of its Services provision by, for example, undertaking periodic surveys of Customer opinion which surveys shall include elements and questions which shall be agreed in consultation with the AUTHORITY during the Transition Period. Such surveys shall be undertaken by the CONTRACTOR regularly, at intervals to be agreed in consultation with the AUTHORITY during the Transition Period. 3.7 For the avoidance of doubt the CONTRACTOR shall supply to the AUTHORITY a management summary of all findings of any Claimant and Customers survey described in Paragraphs 3.5 and 3.6 of this Schedule 16. The CONTRACTOR acknowledges that the AUTHORITY has the right to audit, as appropriate, the CONTRACTOR's processes where problems have been identified. 3.8 The CONTRACTOR shall provide Management Information to the AUTHORITY about the range and level of rates of expenses payable to Claimants and their Companions or representatives, in relation to Services. Such information shall be notified to the AUTHORITY within thirty (30) days of such rates being changed. 3.9 The CONTRACTOR shall provide the AUTHORITY with a detailed report in the event of a major failure to meet Service Levels set out in schedule 5 or any other service standards set out in Schedule 4 of this Agreement, which includes the reason for failure and any action being taken to retrieve the situation. 3.10 The CONTRACTOR shall provide Management Information to the AUTHORITY in an electronic format at the frequencies and due dates as specified in Appendix 1 of this Schedule. 3.11 The CONTRACTOR shall provide various types of Management Information to the AUTHORITY in accordance with the timescales and periodicity specified by the AUTHORITY as part of the delivery of the Services. Management Information will generally be required an a monthly basis to report on service delivery and shall coincide with and reflect the invoicing period for the same Month. Otherwise Management Information shall generally be required on a quarterly basis. 3.12 The AUTHORITY shall from time to time require the CONTRACTOR to provide reports to the AUTHORITY, detailing the standard of provision of the Services in a particular location, district or area, for any or all of the Business Areas. 3.13 The AUTHORITY shall from time to time require ad-hoc reports to satisfy particular business requirements. The CONTRACTOR shall use reasonable endeavours to support the AUTHORITY's requirements and shall agree the format of the report with the AUTHORITY prior to its issue. The CONTRACTOR shall provide each report within the reasonable timescale specified by the AUTHORITY. 3.14 The CONTRACTOR shall ensure that all Management Information delivered to the AUTHORITY has been validated and is accurate. 3.15 The CONTRACTOR shall provide exception reports to the AUTHORITY on any occasion when a Breach of Security standards, facilities, and procedures set out in Schedule 20 is discovered. 3.16 The CONTRACTOR shall develop and implement systems during the Transition Period to provide Management Information in accordance with the AUTHORITY's requirements. 3.17 The detailed format, content, frequency and distribution of the Management Information reports shall be determined in the Service Specification by the AUTHORITY in consultation with the CONTRACTOR during the Transition Period.
1. GENERAL 1.1 The CONTRACTOR shall adhere to the Documentation detailed at Appendices 1, 2 and 3 of this Schedule 28 far the performance of the Services. Far the avoidance of doubt, each listed guide is deemed to include any relevant updates, bulletins and desk aids. 1.2 The CONTRACTOR acknowledges that the Intellectual Property Rights of the Documentation will be retained by the AUTHORITY. 1.3 The CONTRACTOR is responsible for developing, holding and updating the Documentation detailed at Appendices 1 and 2 of this Schedule 2B, for the performance of the Services. The Documentation shall be comprehensive and any changes to such Documentation will be subject to the Change Control Procedure. 1.4 For the avoidance of doubt, the CONTRACTOR must, as a minimum, hold a six monthly review to ensure the Documentation listed in Appendices 1 and 2 is up to date and implement Change Control Procedures if appropriate. 1.5 The AUTHORITY retains the right of approval to all changes to the Documentation and shall have a quality assurance role when the CONTRACTOR drafts new and/or amends the existing Documentation detailed in Appendices 1 and 2 of this Schedule 28. 1.6 Each party shall be responsible for it's associated costs of ensuring the Documentation fully meets the requirements of the AUTHORITY. 1.7 The CONTRACTOR shall provide all reasonable assistance as required by the AUTHORITY in developing any amendments to the Documentation in Appendix 3 far which the AUTHORITY retains responsibility. 1.8 Whereas the AUTHORITY will be responsible for issuing any amendment to the Documentation detailed in Appendix 3, the CONTRACTOR shall be responsible for any associated costs, which arise from updating and disseminating its own copies of the same. 1.9 For the avoidance of doubt the Change Control Procedure will not apply to the content of the Documentation detailed in Appendix 3.