Summary: These Terms govern all maintenance works and services provided by 3Col Maintenance Services Ltd. By instructing us to proceed with any quotation, you accept these Terms in full. All quotations are non-binding estimates unless expressly confirmed as a fixed price. Payment is due Net 7 from invoice date.
In these Terms and Conditions, the following definitions apply:
The Company provides commercial property maintenance, handyman, plumbing, electrical, carpentry, painting and decorating, deep cleaning, waste removal, compliance testing, waterproofing and associated building services across Central London.
All Works are carried out in accordance with applicable British Standards, building regulations and industry codes of practice. The Company holds £5,000,000 Public Liability Insurance, Employers' Liability Insurance, Professional Indemnity Insurance and is registered with the Environment Agency as a licensed waste carrier (Licence No. CBDL628634).
All operatives deployed by the Company are DBS-checked (Disclosure and Barring Service) and carry appropriate identification at all times.
Unless expressly stated otherwise in writing, all Quotations provided by the Company are non-binding estimates based on the information available at the time of assessment. Final charges may vary depending on site conditions, scope changes and unforeseen requirements discovered during the Works.
Quotations remain valid for a period of thirty (30) calendar days from the date of issue, unless otherwise specified. After this period, the Company reserves the right to revise pricing to reflect changes in material costs, labour rates or regulatory requirements.
All Works carried out within the London Congestion Charge Zone, ULEZ (Ultra Low Emission Zone) and surrounding controlled parking areas are subject to the following standard operational surcharges, which are included in all Quotations by default:
These charges reflect the operational reality of servicing Central London properties and are applied transparently in every Quotation.
Should additional works be identified during the course of an engagement that fall outside the original Quotation, the Company shall notify the Client and seek written approval before proceeding. Additional works will be quoted separately and are subject to these same Terms.
A binding contract is formed when the Client provides written instruction to proceed with a Quotation, whether by email, signed acceptance, purchase order or other documented confirmation. Verbal instructions may be accepted at the Company's discretion but written confirmation is strongly recommended.
By instructing the Company to proceed, the Client confirms that they have the authority to authorise Works at the Site and accepts these Terms and Conditions in full.
Invoices are issued upon completion of the Works, or at agreed milestones for larger engagements. All invoices are accompanied by a detailed Job Completion Report, including photographic evidence where applicable.
Payment is due within seven (7) calendar days of the invoice date (Net 7), unless alternative payment terms have been agreed in writing prior to commencement of Works.
In accordance with the Late Payment of Commercial Debts (Interest) Act 1998, the Company reserves the right to charge interest on overdue invoices at a rate of 8% above the Bank of England base rate, together with the statutory compensation for debt recovery costs. The Company may also suspend any ongoing or scheduled Works until all outstanding invoices are settled in full.
Payment may be made by bank transfer (BACS), standing order or such other method as agreed in writing. Payment details are provided on each invoice.
The Client shall ensure that the Company has safe, clear and unobstructed access to the Site and all areas where Works are to be carried out. Any delays caused by failure to provide adequate access may result in additional charges.
The Client shall inform the Company of any known hazards, asbestos, structural concerns, utility locations or other conditions that may affect the safe execution of Works. The Company reserves the right to cease Works immediately if unsafe conditions are discovered, without liability for any resulting delay.
Should the Client wish to cancel or postpone scheduled Works, a minimum of twenty-four (24) hours' notice is required. Cancellations made with less than 24 hours' notice may incur a cancellation charge equivalent to the Congestion Charge and parking costs already committed, plus up to two hours' labour at the quoted rate.
Standard working hours are Monday to Friday, 07:00-20:00, and Saturday, 08:00-18:00. Works outside these hours may be arranged by prior agreement and may be subject to an out-of-hours surcharge.
The Company warrants that all Works shall be carried out with reasonable skill and care, in accordance with good industry practice. A workmanship guarantee of ninety (90) days applies to all completed Works from the date of completion, unless otherwise stated in the Quotation.
This warranty covers defects arising from the Company's workmanship. It does not cover:
Materials supplied by the Company carry the manufacturer's warranty where applicable.
The Company maintains the following insurance policies at all times:
Certificates of insurance are available upon request.
The Company's total liability for any claim arising out of or in connection with the Works shall not exceed the total value of the relevant Quotation or invoice, or the limit of the applicable insurance policy, whichever is the lesser. The Company shall not be liable for any indirect, consequential or economic loss, including but not limited to loss of profit, loss of revenue, loss of business opportunity or loss of rental income.
The Company operates in full compliance with the Health and Safety at Work etc. Act 1974 and all applicable regulations. All operatives are trained, equipped with appropriate personal protective equipment (PPE) and hold valid CSCS (Construction Skills Certification Scheme) cards where required.
The Company maintains current risk assessments and method statements (RAMS) for all categories of Works and shall provide copies to the Client upon request.
The Company is registered with the Environment Agency as an Upper Tier Waste Carrier (Licence No. CBDL628634). All waste generated during the course of Works shall be removed and disposed of in accordance with the Environmental Protection Act 1990 and the Waste (England and Wales) Regulations 2011.
Waste Transfer Notes are provided for all commercial waste collections. The Company does not handle hazardous waste (e.g. asbestos, clinical waste) unless expressly agreed in writing with appropriate specialist arrangements.
All reports, photographs, documentation and materials produced by the Company in connection with the Works (including Job Completion Reports) remain the intellectual property of the Company unless otherwise agreed in writing. The Client is granted a licence to use such materials for their own internal property management purposes.
Both parties agree to treat all information exchanged in connection with the Works as confidential and shall not disclose such information to any third party without prior written consent, except where required by law or regulation.
The Company shall not be liable for any delay or failure to perform its obligations where such delay or failure arises from circumstances beyond its reasonable control, including but not limited to: severe weather, flooding, fire, pandemic, government restrictions, transport disruption, industrial action, supplier failure or utility outage.
The Company is committed to delivering the highest standard of service. Should the Client have any concerns regarding the quality of Works, they should contact us within seven (7) days of completion:
The Company shall investigate all complaints promptly and, where a defect in workmanship is confirmed, shall rectify the issue at no additional cost to the Client within a reasonable timeframe.
In the event of a dispute that cannot be resolved amicably, both parties agree to consider mediation before pursuing formal legal proceedings.
The Company processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how we collect, use and protect your data are set out in our Privacy Policy.
If any provision of these Terms is found to be invalid, illegal or unenforceable by any court of competent jurisdiction, such provision shall be severed from these Terms and the remaining provisions shall continue in full force and effect.
These Terms, together with the applicable Quotation and any written variations agreed between the parties, constitute the entire agreement between the Company and the Client in relation to the Works. No oral statement or prior written material not specifically incorporated herein shall be binding.
These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Both parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales.
3Col Maintenance Services Ltd
Company No. 15452227 - England & Wales
5 Couchman House, Oakland Estate, London SW4 8NJ
Email: info@three3col.co.uk
Phone: 07505 992 743