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Project Management Inc. Agreement

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PROJECT MANAGEMENT INC. AGREEMENT

Project Identification

Effective Date:

Recitals

This Agreement is entered into between Client Name: and Service Provider: for the purpose of defining the scope, deliverables, schedule, compensation, and terms by which the Service Provider will perform project management services for the Project identified above.

Scope of Work

The Service Provider will perform the services described below in a professional manner consistent with industry standards. Services include planning, coordination, status reporting, risk management, stakeholder communication, and change management as expressly described.

Deliverables and Acceptance Criteria

Each deliverable must be accepted in writing by the Client in accordance with the acceptance criteria set forth below. Acceptance is not unreasonably withheld.

Timeline and Milestones

Start Date:    End Date:

Due Date:

Due Date:

Due Date:

Budget and Payment

Total Contract Value:

Payment Terms: Payment is due within days of invoice unless otherwise specified. Late payments accrue interest at the rate agreed in writing.

Pricing Model: Fixed Price Time and Materials

Change Order Process

All changes to scope, schedule, or compensation shall be documented in a written change order executed by authorized representatives of both parties. No change will be effective without such written change order.

Change orders require written approval:

Confidentiality

Each party shall maintain in strict confidence all non-public information disclosed by the other party that is designated confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential information does not include information that is or becomes public through no breach of this Agreement, independently developed without use of the other party’s confidential information, or rightfully received from a third party without restriction.

Intellectual Property

Unless otherwise agreed in writing, ownership of intellectual property shall be allocated as follows: pre-existing intellectual property remains the sole property of the party supplying it; work product specifically created for the Client under this Agreement will be delivered to and owned by the Client upon full payment, subject to any third-party licenses or underlying provider tools and templates retained by the Service Provider.

Warranties, Liability and Indemnity

The Service Provider warrants that services will be performed in a professional manner consistent with industry standards. Except for gross negligence or willful misconduct, neither party's liability for direct damages shall exceed the amount paid under this Agreement for the twelve months preceding the claim. Neither party shall be liable for incidental, consequential, or punitive damages. Each party agrees to indemnify the other for claims arising from its breach of this Agreement, negligence, or willful misconduct.

Termination

This Agreement may be terminated by either party upon written notice if the other party fails to cure a material breach within days after receipt of written notice. Either party may terminate for convenience with days’ prior written notice; payments for work performed up to termination shall be made in accordance with this Agreement.

Acceptance Testing

Deliverables subject to acceptance will be tested against the acceptance criteria. The Client shall complete acceptance testing and provide written acceptance or a detailed list of deficiencies within business days. If no written response is provided within that period, the deliverable shall be deemed accepted.

Notices

Notices shall be in writing and delivered to the addresses below by hand, certified mail, or nationally recognized courier service and shall be effective upon receipt.

Governing Law and Dispute Resolution

This Agreement shall be governed by the laws of the jurisdiction specified below without regard to conflicts of law principles. The parties agree to attempt to resolve disputes promptly through good-faith negotiation. If unresolved, disputes will be resolved by binding arbitration unless otherwise mutually agreed in writing.

Miscellaneous

This Agreement constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements. Any amendment must be in writing and signed by authorized representatives of both parties. If any provision is held unenforceable, the remaining provisions shall remain in full force and effect.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

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What the Project Management Inc. Agreement Covers

The Project Management Inc. Agreement is a legally binding contract between a client and a project management services provider that documents scope, deliverables, milestones, timelines, fees, change-order procedures, acceptance criteria, intellectual property allocations, and risk allocation through indemnities and insurance requirements. It governs performance expectations and remedies and may include confidentiality and subcontracting terms; for U.S. transactions the agreement can be executed electronically consistent with the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws.

Why a Clear Agreement Matters

A clear Project Management Inc. Agreement aligns expectations, ties payments to deliverables, reduces project disputes, and documents remedies and responsibilities so both parties can manage scope changes, approvals, and liability with less friction.

Why a Clear Agreement Matters

Who Typically Drafts and Signs This Agreement

Typical users who draft, review, or sign this agreement include project managers, clients, and procurement teams.

  • Project management firms delivering consulting or oversight services under scope-based contracts.
  • Corporate clients procuring project governance, reporting, or vendor coordination services.
  • Legal and procurement teams reviewing terms, insurance, IP, and termination clauses.

Use this list to route the agreement to the correct reviewers and signers based on role.

Primary Signatory Roles

Client Representative

Typically a procurement or operations director authorized to approve scope, budgets, and change orders. This person signs on behalf of the client and must have authority to bind the organization to payment obligations, acceptance criteria, and dispute-resolution provisions in the agreement.

Project Manager

A senior project manager or company officer responsible for delivering services, assigning staff, and communicating milestones. This signer confirms resource availability, acknowledges operational responsibilities, and accepts reporting cadence and compliance obligations described in the contract.

Essential Information Required in the Agreement

Parties: Full legal names and entity types
Effective Date: Enter as MM/DD/YYYY date format
Scope Description: Concise service summary, objectives, exclusions
Payment Terms: Fees, schedule, late-payment interest
Deliverables: Acceptance criteria and milestone dates
Insurance: Policy types, limits, certificate requirements

Core Components to Include

A professional Project Management Inc. Agreement organizes obligations, risk allocation, and administrative procedures into clear sections for execution and dispute avoidance.

Scope

Define services, excluded tasks, assumptions, and a deliverable list with measurable acceptance criteria to prevent scope creep and to establish invoicing triggers tied to completed milestones.

Payment

Specify fees, invoicing cadence, retainers, milestone payments, expense reimbursement, tax responsibilities, and remedies for late payment including interest, suspension, or withholding.

Schedule

Include project timeline, milestone dates, review periods, dependencies, contingency allowances, and procedures for approving adjustments following authorized change orders.

Change Orders

Describe the approval workflow, required documentation, pricing adjustments, time-impact assessments, and signatures necessary to validate any scope or schedule changes.

IP & Confidentiality

Assign ownership or license rights for deliverables, carve out preexisting IP, and include confidentiality obligations with duration, permitted disclosures, and carve-outs for required disclosures.

Liability & Insurance

Cap liability amounts, list indemnities, and require commercial general liability, professional liability, and workers' compensation with minimum limits and certificate-of-insurance requirements.

Step-by-Step: Completing and Executing the Agreement

Follow these steps to complete and execute the Project Management Inc. Agreement accurately and maintain a signed, dated record under governing law.

  • 01
    Prepare Draft: Assemble scope, budget, and schedule details
  • 02
    Review Terms: Legal and procurement review for compliance
  • 03
    Signatures: Obtain authorized signatures and dates
  • 04
    Distribute: Share fully executed copies to stakeholders

Where Executed Copies Typically Go

Typical routing describes who receives the agreement and how signed copies are stored and shared for contract administration and audits.

  • Client: Primary signing party and record holder
  • Project Management Inc.: Service provider retains executed originals
  • Legal/Procurement: Retain for contract compliance and audits
  • Accounting: Process invoices and maintain payment records

Online Setup for Electronic Execution

Key online settings when customizing the Project Management Inc. Agreement for electronic execution, signer routing, and retention.

Field Configuration
Document template Use final PDF or Word DOCX with locked clauses
Signer order Sequential or parallel based on role approvals
Authentication method Email link, SMS code, or multi-factor
Reminders & deadlines Auto-reminders and expiration dates enabled

Technical and Compliance Requirements for eSigning

Ensure the signing platform supports required integrations, formats, and compliance needs for the agreement before electronic execution.

  • Formats: PDF and Word DOCX formats supported
  • Integrations: Integrates with Salesforce, NetSuite, Google Workspace
  • Compliance: Supports ESIGN, UETA; HIPAA BAA available

Important Dates and Notice Periods

Key dates and timeline expectations to set delivery, payment, and notice obligations for the agreement.

Effective Date:

Date entered as MM/DD/YYYY; obligations begin.

Milestone Deadlines:

List each milestone date and acceptance window.

Invoice Due Date:

Net 30 unless otherwise stated; include late fees.

Renewal Notice:

Provide 30 days written notice before automatic renewal.

Record Retention:

Retain executed agreement per retention policy and legal requirements.

Common Mistakes and Risks to Avoid

Unenforceable Terms: Ambiguous scope may void claims
Payment Disputes: Missing fees create collection risk
Regulatory Noncompliance: HIPAA or licensing violations
Insurance Gaps: Uninsured claims risk exposure
Tax Consequences: Worker misclassification issues
Invalid Signatures: Unauthorized signer may void contract

Real-World Examples of Electronic Execution

These examples show how organizations reduced execution friction by using electronic workflows and clear contract templates.

Optica Ventures

Optica used electronic execution to streamline approval of project management engagements across remote clients and internal reviewers.

  • Signed contracts faster and reduced back-and-forth.
  • Brian Fitzgibbons, COO, said: "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." This reduced execution friction and improved client responsiveness on agreements.

Martin Properties

A real-estate operator standardized project management contracts for renovations and vendor coordination to accelerate procurement and closures.

  • Reduced turnaround time on signed agreements.
  • Tim Martin, Founder, reported processing and executing documents online with compliance and security, enabling remote signings and faster project starts.

eSignature Pricing and Feature Comparison

Baseline pricing and core features to consider when selecting an e-signature provider for executing Project Management Inc. Agreements.

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 Trial available Trial available Trial available Trial available
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions

Answers to frequent questions about execution, electronic signatures, notarization, and post-signature handling for the Project Management Inc. Agreement.


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