Terms of Service

Hours of Operation

Routine business hours are Monday to Friday, 8am until 6pm (GMT).

Services are available outside of these hours for an enhanced rate which would be agreed during contract negotiations depending upon the requirement.

International working hours can be accommodated and will be negotiated as part of a contract quotation as required.

Short notice or high priority services are available, an enhanced fee may be payable to accommodate.

Invoicing

Business Enterprise Solutions operates under a bespoke pricing policy tailored to customer needs and accounting for their business size and complexity in line with services requested. All quotations include VAT.

A free 30 minute consultation is provided to interested parties and this is followed up with a written quotation with 48 hours.

Invoices will be issued for services rendered within 24 hours of completion and payment must be received by bank transfer within 30 days of invoice date. Longer term projects will be invoiced on a month by month basis unless an alternative arrangement is agreed prior to contract commencement.

Accommodation costs for site visits are generally included within this rate unless otherwise negotiated.

Mileage costs within a twenty-five mile radius of home address are included within this rate. Additional mileage is invoiced at 45p per mile.

Time management tracking software, is used to capture all activities and summary reports can be issued along with invoice as required. Time will be rounded up or down to the quarter hour, e.g. work completed at 3:08pm would be billed to 3:15pm, work completed at 3:06pm would be billed to 3pm. Breaks are not included within client billing.

Contracts

Following acceptance of a written quotation, a service agreement will be written up detailing client requirements, terms of service, timelines, pricing and any performance criteria agreed. This must be signed by all parties and this will form the contractual agreement between Business Enterprise Solutions and the client.

Change Management

Changes to requirements once work has commenced is subject to renegotiation. All work already performed will be billed as per original quotation and any further work billed as per the new agreement. A change request must be completed and submitted in writing (form will be provided on request) should there be any changes to requirements post commencement of contract, changes must be signed off by all relevant parties.

Cancellation & Amendment

Requests to change dates following agreement of services and contract signature will be accommodated as far as possible in line with business needs.

Cancellation of contract within 48 hours of agreed start date will incur a 25% charge of the full quotation. Any expenses incurred for travel and accommodation, for example if an on site visit has been organised, which cannot be cancelled at short notice, will be billable to the client unless proven to be due to measures outside of client control e.g. government advice not to travel.

Audit Services

Auditing quotations are based upon IAF guidelines for the calculation of audit time and quoted in days. A day consists of 8 hours. Quotations are bespoke to customer requirements and dependent upon variables such as business size and complexity along with the type of auditing required.

Audit templates for internal, external, clinical or supplier audit can be prepared for clients by Business Enterprise Solutions as part of the service if sufficient information can be provided as to the purpose and scope of audit along with any contractual or regulatory requirements to be audited against.

Gap Analysis to an ISO or other regulatory standard is generally estimated at one hour per requirement, again this is variable depending upon the size, complexity and maturity of the QMS.

Compliant templates for audit and gap analysis will routinely be provided by Business Enterprise Solutions as part of service provision unless the client has their own template or format which they would prefer to be used. Business Enterprise Solutions are not liable for the content and format of any documents or templates not provided by us but are happy to use alternative formats at client request with a caveat.

Clients requiring implementation, gap analysis or audit of an ISO standard are responsible for the purchase of the standard for their own business use. ISO standards are under strict copyright and Business Enterprise Solutions are unable to share our copies of the standards as this would be a breach of copyright. Audit checklists and gap analysis templates performed for a client will reference the clause number and titles only. These can be cross referenced with the clients’ copy of the standard as required.

Programme / Project Management

Programme and project management activities are usually billed at a day rate (8 hours per day) in line with the estimated timeline for the project. Bespoke quotations are available where the activity requirement is significantly more or less than a standard 8 hour day or if out of hours service is required. For lighter touch project management requirements hours can be bought as a block or billed and scheduled per hour as required. Discounted rates for block booking may be available as director discretion.

Business Analysis / Process Optimisation

Business analysis and process optimisation activities can be billed per hour or per day dependent upon the client requirements and the type of activity required.

BES Assist

Ad hoc administrative tasks will be billed per hour unless there is a longer term requirement which can be negotiated as a long or short term contract rate.

Clients can book regular slots in the diary for administrative support or call and schedule as required. Discounted rates for block booking may be available at director discretion.

Service is routinely provided remotely but site visits can be arranged upon request.