Contract Negotiation Handbook

Getting the Most Out of Commercial Deals

Damian Ward

• Publisher: Wiley
• Year: 2012
• ISBN:
  9781118319253
• Edition: 1
• Topic: Business
• Subtopic: Managerial Accounting
• Index: Business

A good commercial contract is both a springboard and a safety net -- it provides the opportunity to expand and grow your business, but also to protect it if things go wrong. In a tough commercial world, getting the best deal you can is paramount.

The Contract Negotiation Handbook demystifies complex legal principles so that busy businesspeople can quickly and easily digest them. With clear, practical examples and case studies to help illustrate and explain different types of contracts and contractual situations, this comprehensive handbook will help you:

• prepare for negotiations and identify contractual terms
• make sure you have covered the 'springboard and the safety net' -- combining the appealing and less appealing aspects of contracts
• identify the type of negotiator that your counter party is and how that affects your negotiations
• develop an overview of contract law
• devise a negotiation strategy
• identify whether you are in a contractual dispute
• prepare for and acquire the best result out of any contractual dispute.

Part I

The contractual environment

Chapter 1

Springboard and safety net

A good commercial contract has the characteristic of being both a springboard and a safety net. It is both a sword and a shield. It provides an opportunity to expand and grow your business yet must have within it protections so as to ensure that if things go wrong, your position is guarded and preserved to the fullest extent possible.

Optimism is a good thing in a negotiation

There is a natural tendency in negotiating and then entering into a contract to believe that because of your personal experience, skills and attributes, you will be able to negotiate a contract that is watertight.

Rarely does the entrepreneurial businessperson believe there will be any problems under the contract. They think if there are, they will be able to fix them. While commercial braggadocio of this kind has probably got them where they are, I would also bet it’s bought them more than a few problems in their commercial lives. This is because in all likelihood they have seen the contract as a springboard and ignored the safety net that should be incorporated in it.

Bear in mind both dimensions of the terms of a contract. Give them equal importance in both your preparation and negotiation of the deal. If you make sure of this you will do your absolute best to guarantee that all possible problems at both the front and back ends have been dealt with prior to signing on the dotted line.

How the contract will give your business bounce

Obviously any person in the commercial world entering into a contract wants to obtain the best possible financial and commercial position for themselves. For a provider of a good or service they want to be able to charge the highest price the market will bear giving them the highest positive profile and a platform to developing a longstanding and loyal relationship with their customer. The purchaser in all likelihood would like to pay the lowest possible rate for a good or service of the highest calibre with an honourable counterparty who will work with them to ensure the contract gives them all the benefits they hope and desire from it.

In this context, both parties are looking to the best deal in their own interests. They want to enhance themselves in a commercial sense. The springboard component of a contract negotiation is the easy part. If you have undertaken proper preparation and you know your business environment, knowing what you want is relatively unchallenging.

It is the pessimistic and caution-driven safety net that provides more of a problem.

Sometimes even the most skilled of highwire artists slip!

Generally, the safety net is the part of the contract that allows you to address what will happen if there are problems in the relationship with your counterparty. If one party or the other does not perform the contract, you will want to know what the implications will be.

As mentioned in the introduction, one of the big themes in this book is preparation. There is almost no limit to the amount of thinking and consideration you can give to:

• where you want to be during the course of the contract on a macro level
• precisely what you want to get out of the contract on a micro level
• what it will take for you to perform the contract
• what it will take for your counterparty to perform their parts of the contract
• the danger areas (or identifying what are) the potential issues that may arise during the course of the contract
• assessing the possible permutations and combinations of problems and whether at any stage or time a particular type of breach can be remedied by a patch or a fix
• what happens if your counterparty falls over and can’t perform the contract at all — how important is this contract to the continuation of your business?

The vices of not properly considering the safety net are illustrated by the example overleaf.

Example

Persuasive Advertising Agency is a medium-sized agency that prepares print media advertisements for clients. Virtually all its work is by computer. Advertisements are prepared on tailored software programs and almost all written communication with clients is by way of email or other electronic means.

Given its size, and for other commercial reasons, Persuasive enters into a maintenance agreement over both software and hardware with Total Computer Maintenance Solutions. Total is a small enterprise that has five technicians. Three of those technicians are owners of the business and the other two are employees. The significant appeal for Persuasive was that each of the Total representatives they met came across as professional and personable and that they guarantee high levels of responsiveness. On this basis and just before entering into the maintenance agreement Persuasive retrenches its two internal IT staff.

Soon after the contract with Persuasive, Total enters into a separate agreement with Mega Merchant Bank. It is for further computer maintenance. It was an attractive offer and one they couldn’t refuse.

In the interests of maximising profitability and with the hope of not sacrificing service, Total do not employ any further technicians and retain the five staff in the business to provide client-related services. They think they can deal with both clients with current resources.

On a deadline for a major blitz of pre-Christmas advertising for another client, a large department store chain, the Persuasive computer system crashes. Contact is made with the representatives from Total. Each of the five technicians is working at the bank. No-one can be spared to assist Persuasive. This means that deadlines are missed for publishing print advertisements for the department store. This means Persuasive is in breach of its contract and loses the client on the basis that it could not deliver what it said it could.

Persuasive’s desire to enter into a contract based on price (the springboard) and optimistically believing that nothing will go wrong (and therefore the absence of a safety net) has led to a catastrophic problem. There is no clear and easy solution for it. It may have rights for damages against Total for breach of the agreement; however, depending on how precise the performance measures are in the agreement, this claim may be speculative and therefore problematic to assert. Either way, it will mean time-consuming and potentially expensive court proceedings.

Working out the difference between springboard and safety net terms

The distinction between springboard and safety net terms is quite clear.

It is almost as simple as discerning the front end of the contract from the back end; that is, the entrepreneurial attractive part from the insulation against things going wrong.

The springboard terms will tend to be those that everyone wants to focus on. They will be the terms like:

• What is the good or service to be delivered under the contract?
• When is the good or service to be delivered?
• How much is the provider of the good or service going to be paid?
• By what means are the goods or services to be delivered?
• When will the provider invoice for the goods or services?
• What are the terms of payment (such as 30 days after invoice)?
• Is there any exclusivity in the contract for providing the goods or services?
• Is the contract of limited or unlimited scope?

These are the interesting parts of the contract for both parties.

On the one hand for the provider of the good or service, these parts deal with the big issues like:

• What have I got to deliver?
• When do I have to deliver it?
• How much am I going to be paid?
• When am I going to be paid?

On the flip side, the issues for the purchaser will be:

• What am I going to get?
• When am I going to get it?
• What will it cost?
• When do I have to pay?
• How much of the product do I currently need?
• Is there scope for an uplift?

The safety net clauses will look immediately less interesting. That is because they tend to be more in standard form and do not deal with the sexy parts of the contract — what you are getting or what you are paying for it.

They will tend to deal with matters like:

• indemnities
• whether the agreement is an entire agreement or is a mix of different types of terms
• whether there are any warranties
• the variation provisions
• how the respective parties can terminate the contract and on what basis
• any agreed damages liability for one party to the other if the contract is breached
• what happens in the event the contract is rendered impossible to be performed by one party or the other
• how GST is to be dealt with.

These provisions look generally unappetising to read. They appear to have been drafted by a lawyer who thinks the sky is about to fall on his or her head! They are, for want of a better term, the boring parts of the contract.

However, the importance of the relatively less glamorous part of the agreement should not be underestimated. These clauses are critical. They are as enforceable as any of the more immediately business focussed ‘front-end’ clauses in the contract. A failure to properly consider where your best interests lie and how the contract should pan out in practice may cause untold difficulties if there are problems in the contractual relationship.

So what does this mean?

A successfully negotiated contract should have attention paid to both the springboard and the safety net. It should not sacrifice one at the expense of the other.

As previously suggested, a key theme in this book is planning before you start talking. The more you think about these issues, and in particular anticipating what might go wrong and what the implications of this will be for you, the better armed you will be in the negotiation to deal deftly, quickly and efficiently with all issues.

Another advantage will be that, as often as not, your counterparty will not be focussed on these apparently more mundane and less interesting aspects of the contract. By having a greater awareness and understanding of all aspects of contracts you may be able to get the jump on the other party to your advantage.

As suggested above, there is a natural tendency to focus on the front-end issues. This is at the entire expense of looking at the back end. This means a person who has given holistic consideration to the contract will be forearmed with views as to what is likely to happen to the contract and what their position will be if things go badly.

The two levels of the safety net

There are two broad levels of thought you should work on when considering your position and negotiating the contract with regard to the sa...

Table of contents

• Cover
• Contents
• Title
• Copyright
• Dedication
• About the Author
• Introduction
• Part I: The Contractual Environment
• Part II: Doing the Deal
• Part III: The Relationship Ends
• Appendix: The Cheat Sheet
• Glossary
• Index