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Managed Services Agreement

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MANAGED SERVICES AGREEMENT

This Managed Services Agreement (the "Agreement") is entered into as of by and between:

RECITALS

WHEREAS, Service Provider is engaged in the business of providing managed information technology services and related support; and

WHEREAS, Client desires to engage Service Provider to perform the managed services described in this Agreement and Service Provider agrees to provide such services under the terms and conditions set forth herein.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

SCOPE OF SERVICES

Service Provider shall provide managed services to Client as described below. Services include monitoring, maintenance, security management, backup and recovery, patch management, and helpdesk support as set out in the service schedule. Specific deliverables, tasks, and exclusions are described in the scope below.

SERVICE LEVELS

Service Provider shall provide services in a professional and timely manner consistent with industry standards. Response times and resolution targets are set forth below. Service credits for failure to meet service levels shall be Client's sole remedy for service-level breaches.

PAYMENT TERMS

Client shall pay Service Provider the fees set forth below in consideration for the performance of the services. All fees are exclusive of applicable taxes unless otherwise stated.

TERM AND TERMINATION

This Agreement commences on the Start Date and continues until the End Date unless terminated earlier in accordance with this Agreement.

Commencement Date:    Termination Date:

CONFIDENTIALITY

Each party acknowledges that in the course of performing under this Agreement it may receive or have access to Confidential Information of the other party. "Confidential Information" means non-public information disclosed in any form that is designated confidential or that a reasonable person would understand to be confidential. Each party shall: (a) use Confidential Information solely for performance under this Agreement; (b) restrict disclosure to employees, contractors or agents with a need to know and who are bound by confidentiality obligations no less protective than this Agreement; and (c) take reasonable measures to protect Confidential Information from unauthorized disclosure. Confidential Information does not include information that: (i) is or becomes publicly available through no fault of the receiving party; (ii) was rightfully in the receiving party's possession prior to disclosure; (iii) is received from a third party without breach of an obligation of confidentiality; or (iv) is independently developed without reference to the disclosing party's Confidential Information.

INTELLECTUAL PROPERTY; DATA

Client retains all right, title and interest in Client Data. Service Provider retains all right, title and interest in its pre-existing tools, methodologies, software and intellectual property. Service Provider grants Client a non-exclusive, non-transferable license to any Service Provider materials delivered to Client solely for Client's internal use during the term. Service Provider shall implement reasonable administrative, physical and technical safeguards to protect Client Data.

LIMITATION OF LIABILITY AND INDEMNIFICATION

Except for liability arising from willful misconduct, gross negligence, breach of confidentiality or infringement of intellectual property, neither party shall be liable to the other for incidental, consequential, special or punitive damages. Except as otherwise expressly provided, the aggregate liability of either party for claims arising out of or related to this Agreement shall not exceed the fees paid by Client to Service Provider under this Agreement during the twelve (12) month period immediately preceding the event giving rise to the claim. Each party shall indemnify the other from third-party claims arising from its own negligence, willful misconduct, or breach of representational obligations under this Agreement, subject to the indemnified party providing prompt notice and cooperation.

GOVERNING LAW

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

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including any exhibits and attachments executed by the parties, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements and understandings. No amendment or modification shall be effective unless 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 contact information provided below by certified mail, nationally recognized overnight carrier, or email followed by confirmatory delivery.

MISCELLANEOUS

The parties are independent contractors. Nothing in this Agreement creates an employment, agency or partnership relationship. If any provision is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Headings are for convenience only and do not affect interpretation.

Service Provider Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

Enter text✕

What a Managed Services Agreement Covers

A Managed Services Agreement is a contract between a service provider and a client that defines ongoing operational services, performance levels, pricing, responsibilities, and transition obligations. It typically documents the scope of services, service level agreements (SLAs), uptime targets, monitoring and reporting obligations, support and escalation procedures, change-control processes, fees and billing cycles, liability and indemnity limits, confidentiality and data-security requirements, and term and termination mechanics. The agreement allocates operational risk, sets remedies for service failures, and provides a framework for dispute resolution and orderly transition at contract end.

Why a Clear Managed Services Agreement Matters

A well-drafted Managed Services Agreement sets measurable expectations, reduces operational ambiguity, limits legal exposure, and preserves continuity. It helps both parties avoid disputes by defining SLAs, change processes, and remedies while documenting security, compliance, and data-handling responsibilities that are critical in regulated environments.

Why a Clear Managed Services Agreement Matters

Who Commonly Uses Managed Services Agreements

These agreements are used by organizations that outsource ongoing IT, facilities, or business operations and by vendors that deliver managed services.

  • Managed service providers and VARs that deliver outsourced IT, cloud, or operations services on a recurring basis.
  • Corporate IT teams and procurement groups managing third-party vendors or orchestrating multi-vendor service stacks.
  • Regulated organizations (healthcare, financial services, legal) that need contractual assurances for data protection and auditability.

Use this template when recurring delivery, monitoring, or compliance obligations require clear contractual commitments and measurable performance targets.

Who Signs and Approves These Agreements

Core Contract Sections to Include

A professional Managed Services Agreement should be modular and precise so each party can locate obligations, remedies, and operational details quickly.

Scope of Services

Describe services in measurable terms (tasks, deliverables, frequency). Attach schedules, runbooks, and excluded services as numbered exhibits to avoid ambiguity.

Service Levels

Specify uptime, mean time to respond/repair, availability windows, measurement method, and credits for missed targets with clear calculation examples.

Pricing & Invoicing

Define fixed fees, usage-based charges, billing cycles, tax responsibility, and approval process for reimbursable expenses and change orders.

Change Management

Include an approval workflow for scope changes, implementation windows, testing requirements, and pricing adjustments tied to change categories.

Confidentiality & Security

Detail data handling, encryption, access controls, breach notification timing, and any required security certifications or audits.

Termination & Transition

State notice periods, termination for convenience and cause, transition assistance obligations, data return/destruction procedures, and fees for orderly handover.

Security and Compliance Elements to Specify

Encryption: AES-256 at rest; TLS 1.2/1.3 in transit
Audit Trail: Tamper-evident logs and timestamps
HIPAA BAA: Include BAA when PHI is handled
Access Controls: Role-based access and MFA required
21 CFR Part 11: Add clause for FDA-regulated records
SOC 2 Type II: Report availability and obligations

Principal Risks and Contractual Consequences

Breach Liability: Contract damages and third-party claims
Regulatory Fines: HIPAA or PCI penalties possible
Service Interruption: Lost revenue and reputational harm
Termination Disputes: Litigation costs and injunctive risk
Nonperformance: Credit caps or cure periods apply
Data Loss: Recovery costs and compliance fines

Common Preparation Errors to Avoid

  • Leaving an ambiguous scope that relies on verbal commitments, making SLA enforcement and billing disputes likely.
  • Omitting data security specifics, such as encryption standards and breach-notification timelines, which increases regulatory exposure.
  • Failing to define exit and transition obligations, creating operational disruption and higher wind-down costs at termination.
  • Not aligning invoicing and approval procedures, which can delay payment cycles and create disputes over reimbursable expenses.

How to Complete the Managed Services Agreement

Follow a consistent sequence to draft, review, sign, and archive the agreement to reduce errors and speed approval.

  • 01
    Gather inputs: Collect scope documents, technical runbooks, and pricing schedules.
  • 02
    Draft terms: Populate SLAs, security clauses, and termination mechanics.
  • 03
    Legal review: Have counsel review compliance and liability language.
  • 04
    Execute: Sign by authorized parties and distribute executed copies.

Typical eSigning and Delivery Flow

An efficient digital workflow reduces turnaround time and preserves an auditable record for compliance and dispute resolution.

  • Upload Document: Import final agreement PDF or DOCX to the signing platform.
  • Place Fields: Add signature, date, and initial fields for each signer.
  • Send to Signers: Notify participants via email or secure link with authentication.
  • Store Executed Copy: Save signed PDF and audit trail in records repository.

Configuring an Electronic Signing Workflow

Set up signer authentication, notifications, and field behavior to match the agreement's security and audit needs.

Field Configuration
Authentication Email link | SMS code | KBA
Bulk Send Template-based bulk invites
Conditional Fields Show fields based on signer role
Audit Trail Capture IP, timestamp, and actions

Technical Considerations for eSubmission

Confirm supported file formats, integration needs, and authentication options before deploying an eSignature workflow.

  • Integrations: Salesforce, NetSuite, Microsoft 365 supported
  • File formats: PDF, DOCX, HTML accepted
  • Authentication: Email, SMS, and advanced 2FA options

Key Timing and Notice Requirements

Explicitly list timing obligations for effective dates, notices, renewals, and SLA measurement windows to avoid ambiguity.

Effective Date:

Date when rights and duties begin; use MM/DD/YYYY format.

SLA Measurement:

Define measurement interval (monthly or quarterly) and reporting date.

Notice Periods:

Specify days required for cure, termination, or nonrenewal notices.

Renewal Deadlines:

State automatic renewal windows and opt-out timing.

Audit Window:

Agree notice and frequency for vendor audits.

Contract Lifecycle Milestones

Track negotiation, execution, onboarding, and periodic review milestones to keep delivery aligned with contract commitments.

01

Negotiation

Finalize scope, price, and security terms before signing.

02

Execution

Obtain authorized signatures and distribute executed copies.

03

Onboarding

Complete technical onboarding, access provisioning, and knowledge transfer.

04

Periodic Review

Conduct SLA and performance reviews at predefined intervals.

eSignature Pricing Snapshot for Managed Services Agreements

Compare basic pricing and key feature availability across common eSignature providers to match platform capabilities with contract requirements.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-World Examples of Managed Services Agreements in Use

Practical examples show how organizations use managed services agreements to ensure compliance, speed onboarding, and enforce SLAs.

Martin Properties

Property management firm digitized lease and vendor management with a managed services contract to centralize processes.

  • Reduced in-person signings across offices.
  • "I can process and execute all of these documents online with 100% compliance and built-in security," according to the founder, describing faster execution and remote capability.

Fertility Centers of Illinois

Healthcare provider used a managed services agreement to govern clinical IT and patient-data handling.

  • Added HIPAA-specific clauses and vendor audit rights.
  • The founder noted the platform's responsiveness and API flexibility, supporting integrations and secure eSigning across patient workflows.

Practical Tips for Accurate Agreement Completion

Follow these practical recommendations to reduce disputes and speed execution of Managed Services Agreements.

Use clear exhibits
Place technical specifications, schedules, and pricing tables in numbered exhibits for unambiguous reference and easier updates.
Define SLA metrics
Use precise measurement windows, reporting methods, and calculation examples for credits and remedies to avoid interpretation gaps.
Agree security controls
Document encryption, authentication, and incident response expectations aligned with compliance needs such as HIPAA or PCI.
Plan transition
Include a transition plan and data handover obligations with timelines and acceptance criteria to minimize operational disruption on termination.

Frequently Asked Questions About Managed Services Agreements

Answers to common questions about signing, enforceability, and compliance when using a Managed Services Agreement.


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