Standard Terms of Business

These Standard Terms of Business apply to all facilities management services, planned maintenance (PPM), reactive callouts, statutory compliance testing, and technology platforms provided by Alkota Group Limited trading as EntireFM to commercial clients.

• The Agreement comprises: (1) the signed Commercial Proposal / SLA / Scope of Works, (2) any bespoke Special Conditions, (3) these Standard Terms of Business, and (4) the Data Processing Agreement.
• In the event of any conflict, the documents take precedence in the order listed above.

EntireFM shall deliver services with reasonable skill, care, and diligence in accordance with good industry practice, manufacturer recommendations, SFG20 maintenance standards (where specified), and applicable statutory regulations.

• Mobilisation commences upon mutual execution of the contract proposal and receipt of necessary building access permits and asset records.
• Asset Survey: Where PPM schedules are agreed, EntireFM may conduct an initial asset verification survey. Any discrepancy in equipment count or condition will be notified with a recommended schedule adjustment.

The client shall provide EntireFM engineers and authorised contractors with safe, unobstructed access to all relevant building areas, plant rooms, risers, and utility isolation points during agreed working hours.

Reactive service requests may be lodged via the EntireFM Helpdesk or Client Portal.

• Emergency Make-Safe: Where an immediate threat to life, structural safety, or critical operations is identified, EntireFM is authorised to execute emergency make-safe actions up to the agreed Not-To-Exceed (NTE) limit without prior quotation.
• Variations: Any work exceeding agreed contract scopes or routine NTE limits requires written client sign-off or electronic approval via the Client Portal before commencement.

Fees are calculated in accordance with the agreed Commercial Proposal and Rate Card. Invoices are issued electronically with supporting job sheets, compliance certificates, and time-stamped attendance records.

• Payment terms are strictly 30 calendar days from invoice date unless otherwise specified in the Commercial Proposal.
• All fees are stated exclusive of VAT, which shall be charged at the prevailing statutory rate.
• Late payment interest shall accrue under the Late Payment of Commercial Debts (Interest) Act 1998 at 8% above the Bank of England base rate.

EntireFM maintains comprehensive commercial insurances including Employers Liability (£10m), Public/Products Liability (£5m), and Professional Indemnity (£2m).

• Neither party shall be liable for indirect, special, or consequential loss, loss of profit, loss of revenue, or loss of business opportunity.
• EntireFM’s total aggregate liability arising under or in connection with the Agreement shall be capped at the total contract charges paid or payable in the preceding 12-month period, or £1,000,000, whichever is lower.
• Nothing in this Agreement limits or excludes liability for death or personal injury caused by negligence, fraud, or any liability which cannot be lawfully limited.

Either party may terminate the Agreement by providing written notice in accordance with the notice period specified in the Commercial Proposal (typically 90 days), or immediately upon written notice if the other party commits a material breach incapable of remedy, or becomes insolvent.