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Co-Managed Services Agreement

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CO-MANAGED SERVICES AGREEMENT

This Co-Managed Services Agreement (the Agreement) is entered into as of (Effective Date) by and between:

Service Provider: , Address:

Client: , Address:

RECITALS

WHEREAS, Service Provider and Client each possess technical and operational capabilities and desire to cooperate to provide joint, co-managed services described herein; and

WHEREAS, the parties wish to set forth the scope, responsibilities, payment terms, confidentiality obligations, and other terms governing their co-management arrangement as of the Effective Date stated above; and

WHEREAS, the parties agree that certain activities will be performed by Service Provider and certain activities will be performed by Client in a coordinated manner under the terms of this Agreement.

SCOPE OF WORK

The parties shall each perform their respective duties as set forth in the Scope of Work and in any attached statement of work. Service Provider responsibilities include system operations, platform maintenance, and technical escalation; Client responsibilities include access provisioning, business process ownership, and end-user communications. Specific responsibilities, escalation paths, and handoff criteria are set forth in the Scope of Work and the operational runbooks referenced therein.

RESPONSIBILITIES OF THE PARTIES

PAYMENT TERMS

Compensation for the co-managed services shall be:

Invoices shall be due within days of invoice date. Late payments will bear interest at the rate of per month (or the maximum rate permitted by law), and Client agrees to pay reasonable collection costs, including attorneys' fees.

TERM AND TERMINATION

This Agreement shall commence on and shall continue until unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon days' prior written notice. Either party may terminate immediately upon written notice for material breach that remains uncured for a period of thirty (30) days after written notice of such breach, or immediately for insolvency or material violation of law.

CONFIDENTIALITY

Each party (Recipient) shall hold in strict confidence all confidential information disclosed by the other party (Discloser) and shall not use or disclose such information except as necessary to perform obligations under this Agreement. Confidential information includes, but is not limited to, business plans, technical data, pricing, customer lists, and any information marked or reasonably understood to be confidential. The Recipient shall protect Confidential Information using the same degree of care it uses to protect its own confidential information, but in no event less than a reasonable standard of care. The obligations in this section shall not apply to information that is publicly known through no fault of Recipient, rightfully received from a third party, independently developed without reference to the Discloser's Confidential Information, or required to be disclosed by law (provided Recipient gives prompt notice to Discloser where lawful and practicable to permit intervention or protective order).

DATA SECURITY AND PRIVACY

Each party shall implement administrative, physical, and technical safeguards consistent with industry standards to protect data processed in connection with this Agreement. In the event of a security incident affecting the other party's data, the party experiencing the incident shall notify the other party without undue delay and shall cooperate in incident response and remediation efforts.

INDEMNIFICATION

Each party shall indemnify, defend and hold harmless the other party from and against any third-party claims, losses, damages, liabilities, and expenses (including reasonable attorneys' fees) arising out of the indemnifying party's gross negligence, willful misconduct, or breach of its representations, warranties, or obligations under this Agreement.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflict of laws principles.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including any exhibits or statements of work executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, or communications. Any amendment or modification of this Agreement must be in writing and signed by authorized representatives of both parties.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below or to such other address as either party may designate by written notice to the other.

INSURANCE

Each party shall maintain, at its own expense, insurance coverage reasonable and customary for its industry and sufficient to meet its obligations under this Agreement, including commercial general liability and cyber liability insurance where applicable. Upon request, parties shall provide certificates of insurance evidencing such coverage.

MISCELLANEOUS

If any provision of this Agreement is found to be unenforceable, that provision shall be severed and the remaining provisions shall remain in full force and effect. The parties acknowledge that they have had the opportunity to consult with counsel and that this Agreement shall not be construed against either party as the drafter.

Service Provider:

By:

Date:

Client:

By:

Date:

Enter text✕

What a Co-Managed Services Agreement Is

A Co-Managed Services Agreement documents a shared operational relationship between a client and a managed service provider where responsibilities, access, and oversight are split. It defines scope of services, roles and responsibilities, performance metrics, security obligations, escalation and reporting procedures, change control, and billing. The agreement is commonly used when an in-house team retains oversight while outsourcing day-to-day operations or specific functions such as security operations, network management, or application support. Clear divisions of duty reduce misunderstandings and provide contractual remedies when service levels are not met.

Why a Clear Agreement Matters for Shared IT Operations

A well-drafted Co-Managed Services Agreement clarifies responsibilities, reduces operational risk, and establishes measurable service levels while preserving client control. It supports regulatory compliance by allocating data protection, breach notification, and retention duties between parties and references applicable law such as ESIGN and UETA for electronic execution.

Why a Clear Agreement Matters for Shared IT Operations

Who Typically Completes and Signs This Agreement

Use the agreement when ongoing collaboration, shared privileges, or regulatory obligations require written allocation of duties.

  • Enterprise IT leadership and vendor account teams who set scope and oversee SLAs.
  • Security and compliance officers who allocate data protection and incident response duties.
  • Procurement and legal teams who negotiate liability, indemnity, and service credits.

Essential Sections to Include in a Professional Agreement

A comprehensive Co-Managed Services Agreement groups operational and legal topics so both parties understand who does what, when, and how performance is measured.

Scope of Services

Describe tasks, responsibilities, hours, and technical boundaries in detail, including excluded services and escalation paths to avoid scope creep.

Roles & Responsibilities

Define explicit owner for each activity, access rights, change control steps, credential handling, and conditions for transferring responsibilities.

Service Levels

Specify measurable metrics (MTTR, uptime, response SLAs), reporting cadence, remedies for violations, and how credits or penalties are calculated.

Security & Compliance

Allocate data protection duties, encryption standards, breach notification timelines, and requirements for HIPAA, PCI, or other applicable regimes.

Access & Credentialing

Document privileged access processes, least-privilege rules, account provisioning/deprovisioning, multifactor requirements, and auditing responsibilities.

Termination & Transition

Plan offboarding, data return/destruction, transitional support, and any carryover obligations to ensure continuity at contract end.

Required Information to Populate the Agreement

Party Names: Legal entity names
Contact Details: Street address
Authorized Signers: Name and title
Scope Summary: Core service list
SLA Metrics: Uptime and response
Security Controls: Encryption and BAA

Step-by-Step: Completing the Agreement

Follow these core steps to prepare, review, and finalize a Co-Managed Services Agreement in a controlled way.

  • 01
    Gather Data: Collect party legal names, contacts, and current environment details.
  • 02
    Draft Roles: Map responsibilities and access lists to avoid overlap or gaps.
  • 03
    Set SLAs: Define measurable metrics, reporting frequency, and remedies.
  • 04
    Review & Sign: Obtain legal and security review, then execute using compliant e-signature.

How to Configure an Online Signing Workflow

Configure a digital workflow that assigns signing order, authentication, and field validation before sending for signature.

Workflow Element Recommended Setting
Signer Order Sequential by role
Authentication Level Email + SMS code
Required Fields Full name, title, date
Audit Trail Enabled with timestamps

Where to Send, File, and Archive the Signed Agreement

Establish a central routing and storage process so copies are available to legal, IT, and compliance teams after execution.

  • Send to Signers: Distribute via authenticated e-signature platform.
  • Store Originals: Archive executed PDF in secure document repository.
  • Share Copies: Provide redacted copies to relevant stakeholders.
  • Retain Audit Trail: Keep the platform audit report with the executed file.

Digital Execution, Authentication, and File Formats

Ensure the chosen platform supports ESIGN/UETA compliance, audit trails, and any industry-specific requirements such as HIPAA BAAs.

  • Authentication Options: Email, SMS, or multi-factor
  • Export Formats: PDF/A, DOCX
  • Integrations: CRM and document storage

Key Dates and Notice Periods to Track

Track negotiation, execution, renewal, and termination notice windows to avoid unintended automatic renewals or service lapses.

Negotiation Deadline:

Finalize redlines before the proposed go-live date.

Execution Date:

When all parties have signed; obligations begin.

Notice to Renew:

Typically 30–90 days before renewal.

Termination Notice:

Often 30–90 days depending on contract terms.

Transition Period:

Specify days of ramp-down support after termination.

Frequent Errors to Avoid When Preparing the Agreement

  • Vague scope clauses that leave critical tasks unspecified and create operational gaps during handoffs.
  • Unclear access controls and credentialing steps that lead to privilege creep or audit findings.
  • Missing data-handling clauses that fail to allocate breach notification and remediation responsibilities.
  • Failure to align SLAs and remedies with measurable reporting and escalation procedures.

Legal and Operational Risks If the Agreement Is Incorrect

Breach Liability: Contract damages exposure
Regulatory Fines: HIPAA or PCI penalties
Service Downtime: Lost revenue and remediation costs
Data Loss: Recovery and notification costs
Termination Costs: Transition and replacement fees
Reputational Harm: Client trust erosion

Download Options and Supporting Documents to Attach

Provide the signed agreement and related exhibits in common, long-term formats and include supporting documents that clarify obligations.

Executed Agreement

Export the final contract as a PDF/A file with embedded audit trail for immutable long-term storage and compliance.

Exhibits & Schedules

Attach network diagrams, access lists, and SLAs as appendices in PDF or DOCX to avoid ambiguity.

Security Addenda

Include any required BAAs, SOC reports, or certification summaries that demonstrate compliance commitments.

Transition Plan

Provide an offboarding transition document that lists transfer tasks, data export formats, and timelines.

Who Typically Has Signing Authority

Chief Information Officer (CIO)

Authorizes strategic technology relationships and signs on behalf of the organization when agreements affect enterprise operations and budgets.

VP of Procurement

Signs operational contracts within delegated authority after legal and security review when procurement terms and payment obligations are involved.

Notarization and Witness Steps for Authentication

Follow a clear sequence for notarization or remote online notarization (RON) to ensure valid acknowledgment where required.

01

Prepare Final Copy

Ensure all fields and exhibits are complete before notarization.

02

Choose Notarization Type

Decide between in-person notarization or RON depending on state allowance.

03

Identity Proofing

Use ID credential analysis, KBA, or multifactor checks for RON.

04

Audio-Video Record

For RON, preserve session recording per state rules.

05

Notary Acknowledgement

Notary signs and stamps where statutes require acknowledgment.

06

Witness Signatures

Collect witness signatures when state law or document requires them.

07

Notary Journal Entry

Notary records event in a journal for future verification.

08

Distribute Certified Copy

Provide all parties with an executed and notarized copy for records.

How to Amend or Revise an Existing Agreement

Use a controlled amendment process to document changes, approvals, and effective dates.

01

Identify Change:

Record requested revisions and reason.
02

Draft Amendment:

Create written amendment specifying modified clauses.
03

Obtain Approvals:

Seek legal and business sign-off.
04

Execute Amendment:

Have authorized signers sign the amendment.
05

Update Records:

Place amendment with original agreement.
06

Notify Teams:

Inform IT, security, and operations of changes.

FAQs and Troubleshooting for Co-Managed Services Agreements

Answers to common questions about execution, e-signatures, compliance, and post-signature tasks.


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