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Part 237 Service Contracting

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SECURITY CONTRACT

THIS SECURITY CONTRACT (“Contract”), effective as of the date of the last party to sign below, is between having an address at ("Contractor") and having an address at ("Owner").

For valuable consideration the parties hereby agree as follows:

1. SCOPE OF WORK: Security work is the evaluation, set-up, installation, maintenance and repair of doors and door assemblies, gates, locks and locking devices, panic and fire rated exit releases, jail and prison locking devices, safes, vaults and alarm systems. Contractor shall provide all necessary security labor and materials, and perform all security work described above and/or as set forth in the plans and specifications signed by both Owner and Contractor (“Project”). Such plans and specifications are hereby made a part of this Contract and may contain pictures, diagrams and measurements of the work area together with a description of the work to be done, materials to be used, and the equipment to be used or installed.

2. WORK SITE: The Project shall be constructed on the property of Owner located at and more particularly described as (hereafter "the Work Site"). Owner hereby authorizes Contractor to commence and complete the usual and customary excavation and grading on the Work Site as may be required in the judgment of the Contractor to complete the Project. Unless called for in the plans or specifications, no landscaping, finish grading, filling or excavation is to be performed at the Work Site by the Contractor.

3. TIME OF COMPLETION: Contractor shall commence the work to be performed under this Contract on or before and shall substantially complete the work on or before Contractor shall not be liable for any delay due to circumstances beyond its control including strikes, casualty, acts of God, illness, injury, or general unavailability of materials.

4. PERMITS: Contractor shall apply for and obtain such permits and regulatory approvals as may be required by the local municipal/county government, the cost thereof shall be included as part of the Project price.

5. INSURANCE: Contractor shall maintain general liability and workers compensation insurance.

6. SURVEY AND TITLE: If the Project is near the Owner's property boundary, Owner will point out property lines to the Contractor. If the Owner or Contractor has any doubt about the location of the property lines, Owner shall provide Contractor with boundary stakes through a licensed surveyor. In addition, Owner shall provide Contractor documentation that Owner has title to the Work Site and shall provide Contractor copies of any covenants, conditions, or restrictions that affect the Work Site.

7. CHANGES TO SCOPE OF WORK: Owner may make changes to the scope of the work, including changes to the plans and specifications, from time to time during the construction of the Project. However, any such change or modification shall only be made by written "Change Order" signed by both parties. Such Change Orders shall become part of this Contract. Owner agrees to pay any increase in the cost of the Project as a result of a Change Order. In the event the cost of a Change Order is not known at the time a Change Order is executed, the Contractor shall estimate the cost thereof and Owner shall pay the actual cost whether or not it is in excess of the estimated cost.

8. CONTRACT PRICE:

{COST PLUS}

Owner agrees to pay Contractor the actual cost to Contractor of materials plus the sum of $ for performing the services set forth in the scope of the work. Contractor shall be paid as follows:

OR

{FIXED FEE}

Owner agrees to pay Contractor the sum of $ for performing the services set forth in the scope of the work. Contractor shall be paid as follows:

Contractor shall furnish Owner appropriate releases or waivers of lien for all work performed or materials provided at the time the next periodic payment shall be due.

9. LATE PAYMENT/DEFAULT: A failure to make payment for a period in excess of ten (10) days from the due date shall be deemed a material breach of this Contract. If payment is not made when due, Contractor may suspend work on the job until such time as all payments due have been made without breach of the Contract pending payment or resolution of any dispute. Owner agrees to pay a late charge of 1% of all payments that are more than ten (10) days late plus interest at the rate of 1% per month.

10. DESTRUCTION AND DAMAGE: If the Project is destroyed or damaged for any reason, except where such destruction or damage was caused by the sole negligence of the Contractor or its subcontractors, Owner shall pay Contractor for any additional work done by Contractor in rebuilding or restoring the Project to its condition prior to such destruction or damage. If the estimated cost of replacing work already accomplished by Contractor exceeds 20 percent of the Contract price, either the Contractor or Owner may terminate this Contract. Upon termination by either party, Contractor shall be excused from further performance under this Contract and Owner shall pay Contractor a percentage of the Contract price in proportion to the amount of work accomplished prior to the destruction or damage.

11. ASSIGNMENT: Neither party may assign this Contract, or payments due under the Contract, without the other party's written consent. Any such assignment shall be void and of no effect.

12. INTERPRETATION:

(a) Interpretation of Documents. The Contract, plans, and specifications are intended to supplement one another. In the event of a conflict, the specifications shall control the plans, and the Contract shall control both. If work is displayed on the plans but not called for in the specifications, or if the work is called for in the specifications but not displayed on the plans, Contractor shall be required to perform the work as though it were called for and displayed in both documents.

(b) Entire Agreement. This Contract constitutes the entire agreement of the parties. No other agreements, oral or written, pertaining to the work to be performed under this Contract exists between the parties. This Contract may only be modified by a written agreement signed by both parties.

(c) Governing Law. This Contract shall be interpreted and governed in accordance with the laws of the State of Arkansas.

13. ATTORNEYS' FEES AND COSTS: If any party to this Contract brings a cause of action against the other party arising from or relating to this Contract, the prevailing party in such proceeding shall be entitled to recover reasonable attorney fees and court costs.

14. PERFORMANCE:

(a) Contractor may, at its discretion, engage licensed subcontractors to perform work pursuant to this Contract provided Contractor shall remain fully responsible for the proper completion of the Project.

(b) All work shall be completed in a workman-like manner and in compliance with all building codes and applicable laws. To the extent required by law, all work shall be performed by individuals duly licensed and authorized by law to perform said work.

(c) Contractor agrees to remove all debris and leave the premises in broom clean condition.

15. WARRANTY: Contractor's warranty shall be limited to defects in workmanship within the scope of work performed by Contractor and which arise and become known within one (1) year from the date hereof. All said defects arising after one (1) year and defects in material are not warranted by Contractor. Contractor hereby assigns to Owner all warranties on materials as provided by the manufacturer of such materials.

AGREED:

CONTRACTOR:

Signature

Print Name & Title

Date

License Number

Name and Address of License Holder

 

OWNER:

Signature

Print Name

Date

NOTICE OF CANCELLATION


(Enter date of transaction)

You are entitled to cancel the agreement or offer referred to above at any time prior to midnight of the third day, excluding Sundays and holidays, after the day you signed the agreement or offer. In the event you cancel, the seller must return to you (1) any payments made; (2) any goods or other property (or a sum equal to the amount of the trade-in allowance given therefor); and (3) any note or other evidence of indebtedness, given by you to the seller pursuant to or in connection with the agreement or offer. After cancellation, the seller is entitled to receive back from you at your address any goods previously delivered by him or her to you in substantially the same condition as delivered, providing he or she has returned any payments and goods or other property received from you, to the extent indicated above. If the seller does not call for his or her goods at your address within twenty (20) days after you give notice of cancellation, you may keep them as your own.

TO CANCEL THIS TRANSACTION, MAIL OR DELIVER A SIGNED AND DATED COPY OF THIS CANCELLATION NOTICE OR ANY OTHER WRITTEN NOTICE TO

AT

NOT LATER THAN MIDNIGHT OF


(Date)

I HEREBY CANCEL THIS TRANSACTION.


(Buyer's signature)

IMPORTANT NOTICE TO OWNER

I UNDERSTAND THAT EACH PERSON SUPPLYING MATERIAL OR FIXTURES IS ENTITLED TO A LIEN AGAINST PROPERTY IF NOT PAID IN FULL FOR MATERIALS USED TO IMPROVE THE PROPERTY EVEN THOUGH THE FULL CONTRACT PRICE MAY HAVE BEEN PAID TO THE CONTRACTOR. I REALIZE THAT THIS LIEN CAN BE ENFORCED BY THE SALE OF THE PROPERTY IF NECESSARY. I AM ALSO AWARE THAT PAYMENT MAY BE WITHHELD TO THE CONTRACTOR IN THE AMOUNT OF THE COST OF ANY MATERIALS OR LABOR NOT PAID FOR. I KNOW THAT IT IS ADVISABLE TO, AND I MAY, REQUIRE THE CONTRACTOR TO FURNISH TO ME A TRUE AND CORRECT FULL LIST OF ALL SUPPLIERS UNDER THE CONTRACT, AND I MAY CHECK WITH THEM TO DETERMINE IF ALL MATERIALS FURNISHED FOR THE PROPERTY HAVE BEEN PAID FOR. I MAY ALSO REQUIRE THE CONTRACTOR TO PRESENT LIEN WAIVERS BY ALL SUPPLIERS, STATING THAT THEY HAVE BEEN PAID IN FULL FOR SUPPLIES PROVIDED UNDER THE CONTRACT, BEFORE I PAY THE CONTRACTOR IN FULL. IF A SUPPLIER HAS NOT BEEN PAID, I MAY PAY THE SUPPLIER AND CONTRACTOR WITH A CHECK MADE PAYABLE TO THEM JOINTLY.

SIGNED:

ADDRESS OF PROPERTY

DATE:

I HEREBY CERTIFY THAT THE SIGNATURE ABOVE IS THAT OF THE OWNER OR AGENT OF THE OWNER OF THE PROPERTY AT THE ADDRESS SET OUT ABOVE.

CONTRACTOR

NOTICE TO PROPERTY OWNER

IF BILLS FOR LABOR, SERVICES, OR MATERIALS USED TO CONSTRUCT OR PROVIDE SERVICES FOR AN IMPROVEMENT TO REAL ESTATE ARE NOT PAID IN FULL, A CONSTRUCTION LIEN MAY BE PLACED AGAINST THE PROPERTY. THIS COULD RESULT IN THE LOSS, THROUGH FORECLOSURE PROCEEDINGS, OF ALL OR PART OF YOUR REAL ESTATE BEING IMPROVED. THIS MAY OCCUR EVEN THOUGH YOU HAVE PAID YOUR CONTRACTOR IN FULL. YOU MAY WISH TO PROTECT YOURSELF AGAINST THIS CONSEQUENCE BY PAYING THE ABOVE NAMED PROVIDER OF LABOR, SERVICES, OR MATERIALS DIRECTLY, OR MAKING YOUR CHECK PAYABLE TO THE ABOVE NAMED PROVIDER AND CONTRACTOR JOINTLY.

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What Part 237 Service Contracting Covers

Part 237 Service Contracting refers to procurement policies and contract clauses governing the acquisition of services under federal acquisition rules. It sets expectations for performance-based contracting, contractor responsibilities, quality assurance, and contract administration when agencies procure services rather than supplies. The guidance addresses solicitation structure, contract type selection, service descriptions, ordering procedures, and contract modifications. Agencies and contractors use Part 237 standards to ensure clear scopes of work, measurable performance outcomes, and compliance with federal procurement principles throughout the contract lifecycle.

Why clear Part 237 documentation matters

Well-prepared service contracting documents reduce ambiguity, support consistent evaluation of proposals, and lower the risk of disputes during performance. Clear scopes and performance metrics also simplify contract administration and auditability.

Why clear Part 237 documentation matters

Who prepares and relies on Part 237 service contracts

Typical users include federal contracting officers, program managers, prime contractors, and subcontract administrators responsible for service acquisitions.

  • Contracting Officers and Contracting Specialists: Draft solicitations, evaluate offers, and award service contracts in compliance with FAR requirements.
  • Program and Project Managers: Define performance objectives, acceptance criteria, and quality assurance surveillance plans for service delivery.
  • Prime Contractors and Subcontractors: Prepare proposals, negotiate terms, and manage subcontract performance under FAR clauses.

Accurate completion and review by these parties helps ensure enforceability, timely payment, and proper performance monitoring.

Core elements to include in a professional Part 237 service contract

A complete Part 237 service contract combines scope, performance measures, pricing, terms, risk allocation, and administration clauses to support enforceable delivery and oversight.

Scope of Work

Precise, measurable description of services, deliverables, locations, and any exclusions to avoid disputes and scope creep.

Performance Standards

Specific metrics, acceptance criteria, inspection rights, and quality assurance surveillance plans tied to payments and remedies.

Contract Type

Clear statement of fixed-price, cost-reimbursement, time-and-materials, or hybrid terms including labor categories and rates.

Period of Performance

Defined start and end dates, options for renewal, transition-in/out tasks, and milestone schedules with payment triggers.

Compliance Clauses

Incorporation of required FAR clauses, security requirements, data rights, and small-business subcontracting obligations.

Administration

Payment terms, invoicing procedures, notices, modification and termination processes, and designated contracting officer authority.

Required information and fields at a glance

Contractor Legal Name: Exact entity name
Contracting Agency: Agency office identifier
Scope Summary: Short description
Contract Value: Total estimated amount
Performance Dates: Start and end dates
Authorizing Signature: Name and title

Step-by-step: preparing and submitting a Part 237 service contract

Follow a structured sequence to prepare, review, execute, and file the service contract to meet FAR and agency requirements.

  • 01
    Drafting: Define scope, deliverables, and performance measures clearly.
  • 02
    Internal Review: Obtain legal, finance, and program concurrence before release.
  • 03
    Final Approval: Secure contracting officer signature and required approvals.
  • 04
    Filing: Submit executed contract and attachments to contract file and official repository.

How to configure an online Part 237 contract workflow

Digital workflows reduce manual routing and provide an auditable trail; configure authentication, fields, notifications, and integration points before sending.

Field Configuration
Signer Authentication Email, SMS code, or KBA per agency policy
Notifications Automatic reminders and CC to contract file
Conditional Fields Show or hide clauses based on responses
Integrations Connect to Salesforce, NetSuite, Microsoft 365

Typical routing and submission path for executed contracts

Understand each handoff point to ensure signatures, approvals, and records are complete before formal filing.

  • Prepare Document: Assemble contract, attachments, and performance exhibits.
  • Assign Roles: Designate who signs, approves, and receives copies.
  • Send to Signers: Route electronically or in-person for required signatures.
  • Record & Submit: Store executed copy in contract file and agency repository.

Digital signing and technical requirements for electronic submission

Electronic execution should meet legal and agency security standards and preserve an audit trail for each signature event.

  • File Formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, MFA options

Ensure chosen platform supports required encryption (TLS, AES-256), retention of audit logs, and any agency-specific authentication or notarization requirements.

Common timelines and processing expectations

Timing will vary by agency and procurement method; the following are typical stages and expected windows to plan around.

Solicitation Release Window:

Response periods commonly 14–30 days depending on complexity

Proposal Evaluation:

Evaluation and source selection typically 2–8 weeks

Award Notice:

Contract award often published within 30–60 days

Performance Start:

Performance usually begins upon award or specified start date

Closeout:

Administrative closeout begins after final delivery and final payment

Common preparation mistakes to avoid

  • Unclear scope statements that lead to differing contractor interpretations and performance disputes.
  • Missing performance metrics or acceptance criteria, leaving subjective evaluation and delayed payments.
  • Incorrect or inconsistent legal entity names and tax identifiers that delay award or payment processing.
  • Failing to attach required FAR clauses or agency-specific exhibits, resulting in noncompliant awards or corrective actions.

Key risks and penalties for incorrect or incomplete contracts

Contract Termination: Possible termination
Financial Liability: Damages and cost recovery
Debarment Risk: Suspension or debarment
Payment Delays: Withholding or audit holds
Bid Protest: Timely protests may delay award
Compliance Sanctions: Administrative penalties

eSignature vendor comparison for executing Part 237 contracts

Compare baseline pricing and capabilities when selecting an eSignature provider for service contracts; the table lists common criteria across providers.

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 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about Part 237 Service Contracting

Answers to common questions about validity, signatures, notarization, and post-award recordkeeping for service contracts.


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