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Mere (UK) Ltd — Planned Preventative Maintenance Terms and Conditions

For PPM quotations and maintenance agreements

These terms apply to the planned preventative maintenance (PPM) described in Mere (UK) Ltd’s quotation or agreement (the Quotation). The Quotation identifies the site, equipment, visit frequency, price and contract period. If the Quotation expressly states a different arrangement, it takes precedence. Any other variation must be agreed in writing by Mere (UK) Ltd (Mere UK) and the customer.

1. Scope of cover

1.1 This is a PPM-only agreement. The price includes scheduled inspection, testing, cleaning, adjustments and service records described in the Quotation and the relevant schedules below, where applicable to the installed equipment.

1.2 The agreement does not include replacement parts, materials, batteries, consumables, repairs, remedial works, fault call-outs, remote support, software or licence fees, SIM or monitoring charges, or labour outside scheduled PPM visits, unless the Quotation expressly includes a particular item.

1.3 A PPM visit assesses and maintains equipment at the time of attendance. It is not a warranty against future faults and does not guarantee continuous operation. Mere UK will record defects and advise on further action.

1.4 The agreement covers only the equipment listed in the Quotation at the stated site. Added equipment requires an agreed change to scope, frequency and price.

2. Contract period, price and payment

2.1 The Quotation is valid for 30 days from its date unless stated otherwise. Prices exclude VAT, which is added at the applicable rate.

2.2 The agreement begins on the date stated in the Quotation or, if none is stated, on written acceptance. It runs for the fixed period stated there. A three-year agreement remains a three-year commitment even where the maintenance charge is quoted and invoiced annually.

2.3 The Quotation states the charge for each contract year. Unless it expressly provides for a price review, the annual PPM charge will not change during the fixed term without the customer’s agreement. Changes to equipment, frequency or scope may require a revised quotation.

2.4 The annual charge is invoiced at the start of each contract year unless the Quotation states otherwise. Approved account customers must pay within 30 days of invoice. Mere UK may require a new customer to pay by pro forma invoice before the first visit if stated in the Quotation or agreed on acceptance.

2.5 Overdue business invoices may attract interest and recovery costs where permitted by law. After written notice, Mere UK may postpone future PPM visits for non-payment, subject to applicable law, and rearrange them when the account is brought up to date.

2.6 The agreement does not renew automatically unless the Quotation expressly says so. Mere UK may offer a new agreement before the end of the fixed term.

3. Hours, scheduling and access

3.1 Included PPM visits take place by appointment between 8:00 am and 5:00 pm, Monday to Friday, excluding public holidays in England, unless the Quotation expressly states otherwise. Evening, weekend, bank holiday and emergency attendance are not included.

3.2 Mere UK will contact the customer to arrange visits at suitable intervals. The customer must provide safe, unobstructed access, relevant system information and credentials, required permits, and a site representative to receive the report. The customer should advise of access restrictions, safeguarding arrangements and activities that testing could disrupt.

3.3 If a visit cannot be completed because of unavailable access, inaccessible equipment or unsafe conditions, Mere UK will record the reason and seek to rearrange it. Reasonable abortive attendance and return-visit costs may be charged after advising the customer. Customer-requested postponements will be rearranged within the contract period where reasonably possible.

3.4 Specialist access equipment, escorts, traffic management, shutdowns and builder’s work are excluded unless expressly included. The arrangements and cost should be agreed before the visit.

3.5 The contract charge remains payable if the customer cannot provide access. Mere UK will make reasonable efforts to reschedule the visit during that contract year; unused visits do not automatically carry over.

4. Faults and extra work

4.1 Faults reported between scheduled visits are dealt with under a separate call-out request. Attendance, diagnosis, labour, parts and follow-up visits are chargeable under an agreed order. This PPM agreement includes no response-time guarantee or priority call-out entitlement.

4.2 Minor checks and adjustments within the scheduled service time and scope are included. Mere UK will explain findings and seek approval before carrying out chargeable repairs, replacements, further investigation or additional labour. Approved work may require a separate visit.

4.3 Where necessary for safety, Mere UK may leave an item isolated or out of service. We will notify the site representative, record the condition and recommend action. The customer remains responsible for suitable temporary safety, security or fire precautions.

4.4 Damage, misuse, vandalism, third-party alterations, failure of power or communications, environmental damage, obsolete equipment and pre-existing defects fall outside the PPM scope. Mere UK can quote separately to investigate or remedy them.

5. Customer responsibilities and existing systems

5.1 The customer is responsible for routine user checks, logbooks, correct operation, prompt fault reporting and appropriate action on defects identified in service reports. Equipment identified as unsafe should not continue to be used in that manner.

5.2 For a system not installed by Mere UK, the first visit may reveal missing records, defects, non-compliant installation or equipment that cannot be fully tested. We will report limitations. Remedial work on the existing system is separately chargeable.

5.3 The customer will coordinate necessary notifications and permissions before tests that could trigger alarms, interrupt access or transmit a signal to a third party. Testing arrangements will be agreed with the site representative.

6. PPM schedules

The Quotation determines which systems are included and how many visits are provided each year. These checks apply where relevant and reasonably accessible. The service report records completed checks, limitations, defects and recommendations. Repairs and replacement parts are excluded.

6.1 CCTV

  • Inspect cameras, housings, supports, visible cabling and accessible connections; clean accessible lenses and housings as appropriate.
  • Check image quality, camera operation, recording status, date and time, playback and storage indications.
  • Check relevant infrared illumination, PTZ operation, monitors and remote viewing functions where access and credentials are available.
  • Record obstructions, damaged equipment, poor images and recommended remedial work.

6.2 Access control and door entry

  • Inspect accessible readers, controllers, locks, door contacts, exit devices, break-glass units, intercom components, power supplies and fixings as applicable.
  • Check normal access and egress operation, relevant interfaces and the condition of standby batteries where fitted.
  • Record faults and safety or security concerns. User administration, fob programming and software changes are excluded unless expressly quoted.

6.3 Intruder alarm

  • Inspect control equipment, accessible detectors, sounders, keypads and power supplies as applicable.
  • Carry out agreed functional tests, check battery condition and review available event and fault indications.
  • Record defects and limitations. Monitoring and alarm receiving centre charges are excluded unless expressly quoted.

6.4 Fire alarm — normally two visits per year where included

  • Inspect and test the system to its agreed specification and applicable servicing requirements, using a suitable programme of devices and interfaces across the visits.
  • Check control indications, power supplies and batteries; review the logbook and reported faults or unwanted alarms.
  • Provide a service record identifying tests, defects and limitations. The customer remains responsible for routine checks and fire safety arrangements.

6.5 Automatic doors — normally two visits per year where included

  • Inspect door leaves, hinges or tracks, operator, drive, visible wiring and fixings.
  • Test operating modes, activation, safety devices, emergency functions and access control interface where fitted.
  • Carry out appropriate safety checks and record defects. Usage, condition or site risk may warrant additional visits, quoted separately.

6.6 Automatic gates and barriers

  • Inspect structure, posts, hinges or track, fixings, operator, drive, balance and manual release as applicable.
  • Check controls, limits, safety devices and operation; carry out appropriate force and safety testing where required and practicable.
  • Record results, defects and any recommendation for remedial work or more frequent servicing. The number of visits is as stated in the Quotation.

7. Reports and data

7.1 Mere UK will provide a service record after each completed visit. The customer should retain it with site records and act on defects identified.

7.2 Each party will handle personal data obtained through the agreement in accordance with applicable UK data protection law. CCTV footage, access records and user lists remain under the customer’s control unless separately agreed.

8. Ending the agreement and general terms

8.1 Either party may end the agreement for a material breach by the other if it is not remedied within 30 days after written notice describing the breach. Any early end by mutual agreement will address invoiced charges, completed visits and reasonable costs already committed.

8.2 Neither party is responsible for delays caused by events beyond its reasonable control. The affected party will notify the other, limit the effects where reasonably possible and arrange an affected visit when practicable.

8.3 Nothing excludes or limits liability where the law does not permit it, including liability for death or personal injury caused by negligence or for fraud.

8.4 The accepted Quotation and these terms form the agreement for the listed PPM services. Customer purchase-order terms apply only if Mere UK expressly accepts them in writing. English law applies.