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SCHEDULE 10:  EXIT
 
 
Schedule 10:  Exit 
1 Introduction 
 
 
This Schedule specifies the obligations of the parties in respect of exit arrangements at 
the end of the Contract.  Notwithstanding anything contained in this Schedule or 
elsewhere in the Contract, the primary objective of the parties in exercising the exit and 
service transition arrangements as set out in this Schedule is to ensure a smooth 
transition of the Services or similar services in whole or in part and the transfer of any 
appropriate assets and agreements to the Successor Service Provider or the BBC 
following expiry or termination of this Contract. 
 
2 Exit 
Plan 
 
2.1 
Within six (6) months following the Effective Date the Service Provider will prepare, in 
consultation with the BBC, a draft exit plan (the “Draft Exit Plan”) which will identify and 
detail the key elements necessary for ensuring a Smooth Transition to a Successor 
Service Provider or to the BBC and which will include but not be limited to the following 
matters: 
 
 
(a)  a specification of the Services provided by the Service Provider under this Contract, 
comprising main functions and the processes and software applications required to 
support these functions; 
 
(b)  a list, by reference to each of the Services, of the staff used by the Service Provider 
to provide each element of the Services, specifying whether such staff are wholly or 
partly dedicated to the provision of the Services.  If such staff are also involved in 
providing services to other customers of the Services Provider, the list should specify 
the proportion of time which such staff dedicate to the provision of the Services.  The 
list should also specify and categorise the roles of the Key Personnel by reference to 
the Services, together with the number and roles of all supervisory staff used to 
provide the Services; 
 
(c)  to the extent not provided for in paragraph (b) above, and if the BBC so requests, the 
Minimum Information, as set out in paragraph 8.4 below;  
 
(d)  the management and governance structure to be employed during transfer (including 
interfaces with any Successor Service Provider); 
 
(e)  the method by which systems and the Services could be divided to enable part or full 
termination of the Services; 
 
(f)  the Service Provider’s intentions as to which employee posts involved in the 
provision of the Services will be available for transfer under the terms of TUPE; 
 
(g)  a detailed description of the transfer process which could be used in conjunction with 
any Successor Service Provider including details of the means to ensure continuing 
 
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SCHEDULE 10:  EXIT
 
 
provision of the Services throughout the transfer process or until the cessation of the 
Services; 
 
(h)  specification of process and roles and responsibilities for the identification and 
transfer of such information as may be reasonably required in order to effect a 
smooth transition and the controlling and tracking of changes to the Minimum 
Information and the Service Design Document;  
 
(i) 
a copy of any user licences entered into by the Service Provider for the provision of 
the Services and the terms of maintenance agreements for software and hardware; 
 
(j) 
specification of the activities of the Subcontractors which the parties may reasonably 
be required to carry out in order to effect a smooth transition;  
 
(k)  specification of an estimated timetable for completion and delivery of all elements of 
the exit and transfer arrangements, including descriptions of activities and all 
relevant timescales and milestones, identifying any major risks or unresolved issues 
associated with these activities;  
 
(l) 
all dependencies on the BBC and any Successor Service Provider should be clearly 
set out, as should any constraints or restrictions, for example concerning access to 
premises, staff, transfer of staff from the Service Provider; and 
 
(m)  without prejudice to Clauses 17 (Intellectual Property Rights), 19.2(b) (Exit Plan 
and Consequences of Termination) and 22 (Confidentiality) of the Terms and 
Conditions, the obligations of the Service Provider in relation to the transfer of 
knowledge obtained during the performance of the Services which will, as a 
minimum include the following principles: 
 
(i) 
The Service Provider will transfer to the BBC (or any Successor Service 
Provider) all information, knowledge, data, know how and ideas relating to the 
Services that the Service Provider (or any Subcontractors) has obtained 
during the provision of the Services (up to the date of termination or expiry of 
this Contract) which is necessary to enable the BBC or any Successor Service 
Provider) to perform the Services and /or utilise the  BBC System; 
 
(ii) 
Such knowledge will be transferred in such format as the BBC may advise 
from time to time, but in any event will be provided in written form and 
delivered to the BBC (in electronic, machine readable form) within two weeks 
of the commencement of the execution of the Exit Plan; 
 
(iii) 
Specific items of knowledge to be transferred (or where applicable and set out 
below, licensed) include the most current, up to date and detailed versions of: 
 
A) 
all information with respect to governance and reporting arrangements, 
including project management, escalation and notification, operation of 
the Change Control Procedure, quality control, risk and issues 
management and actions management; 
 
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SCHEDULE 10:  EXIT
 
 
 
B) 
risks and issues logs; 
 
C) 
details of where information and data is stored and/or available; and 
 
D) 
any information and/or documentation, including technical specifications 
and detailed process maps relating to the systems and processes 
utilised by the Service Provider in the provision of the Services. 
 
2.2 
The Service Provider will seek the BBC’s approval of the Draft Exit Plan and upon 
approval it will constitute the Exit Plan. 
 
2.3 
The Exit Plan will be annually updated, reviewed and agreed by the Service Provider and 
the BBC on or about the anniversary of the approval of the Exit Plan by the BBC pursuant 
to paragraph 2.2 above.  
 
2.4 
The Exit Plan will contain provisions covering the revisions to the standard plan that will 
be required were this Contract to be terminated with immediate effect in accordance with 
Clause 18.1 (Termination) of the Terms and Conditions. 
 
2.5 
In the event an Exit Plan has not been produced at the date of termination in whole or 
part of this Contract, this Schedule will operate as the Exit Plan. 
 
3 
Execution of the Exit Plan 
 
3.1 
The following terms will apply in the event of notice being given of termination, for any 
reason, or where no such notice has been given, fifteen (15) months prior to expiry of this 
Contract. 
 
3.2 
The BBC and the Service Provider will agree (such agreement not to be unreasonably 
withheld or delayed) the actions that will be carried out based on the then current Exit 
Plan described in paragraph 2.3 above.   
 
3.3 In 
addition: 
 
(a)  the BBC and the Service Provider will each, not later than three (3) Working Days 
after the date of notice of termination, if notice of termination has been given, or not 
later than fifteen (15) months prior to expiry of this Contract, nominate a project 
manager to ensure that their respective responsibilities under this Schedule are met 
and will notify the other party of his/her identity; 
 
(b)  the BBC and the Service Provider will, not later than fourteen (14) Working Days 
after the date of notice of termination, if notice of termination has been given, or 
fifteen (15) months prior to expiry of this Contract, agree a process, roles and 
responsibilities for the identification and transfer of information and for the controlling 
and tracking of changes to the Minimum Information (as defined in paragraph 8.4 
below) and the Service Design Document, the commencement date for the 
 
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SCHEDULE 10:  EXIT
 
 
implementation of the Exit Plan (which date will in any event be no less than twelve 
(12) months prior to expiry of the Contract) and any adjustments to the timetable for 
the Exit Plan, as may be reasonably required (such agreement not to be 
unreasonably withheld or delayed); 
 
(c)  the BBC and the Service Provider will, not later than twenty (20) Working Days after 
the date of notice of termination, if notice of termination has been given, or fifteen 
(15) months prior to expiry of this Contract, agree upon a timetable for the Exit Plan 
which will, in the absence of agreement otherwise, provide that all of the obligations 
of the parties will be completed as soon as reasonably practicable after termination 
or expiry of this Contract (such agreement not to be unreasonably withheld or 
delayed); and 
 
(d)  the BBC and the Service Provider will no later than twenty (20) Working Days after 
the date of notice of termination, if notice of termination has been given, or fifteen 
months prior to expiry of this Contract, agree on the activities to be undertaken by 
the Service Provider and the resourcing of such activities, except to the extent that 
these are set out in the Exit Plan, in order to ensure a smooth transition. 
 
3.4 
In the event that the BBC and the Service Provider are unable to agree matters set out in 
paragraph 3.2 above within the periods prescribed, then the matter will be subject to 
escalation in accordance with the Dispute Resolution Procedure, save that the matter will 
immediately be referred to Level 3 of such procedure for resolution, in accordance with 
Clause 25 (Dispute Resolution) of the Terms and Conditions.  
 
3.5 
Both parties will perform their obligations in accordance with the timetable agreed as part 
of the Exit Plan. 
 
3.6 
The Service Provider will take a proactive role in identifying additional information and/or 
activities (other than those set out in the Exit Plan) reasonably necessary for a Smooth 
Transfer, and will notify the BBC and any Successor Service Provider immediately upon it 
becoming aware of such information or additional requirements, and will co-operate with 
the BBC and/or the Successor Service Provider in order to provide any additional 
information or satisfy any additional requirements within seven (7) Working Days or such 
period as the parties may agree. 
 
3.7 
The Service Provider will continue to carry out its obligations under the Open Book 
Accounts to the extent and for as long as is necessary after expiry or termination of the 
Contract, in accordance with the provisions of the Exit Plan and Clause 10 (Management 
Information and Audit Requirements) of the Terms and Conditions. 
 
4 
Service Provider Documentation 
 
 
The Service Provider will provide the BBC with a current version of the Service Provider 
Documentation no later than ten (10) Working Days after the date of notice of termination, 
if notice of termination has been given, or fifteen (15) months prior to the expiry of the 
Contract in any other case, or as otherwise agreed between the parties.  The Service 
 
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SCHEDULE 10:  EXIT
 
 
Provider will provide the BBC with any changes to the Service Provider Documentation 
with seven (7) days of any such change. 
 
5 Outstanding 
Projects 
 
5.1 
The Service Provider and the BBC will review all outstanding projects or other work in 
progress initiated through the Change Control Procedure and identify the current status, 
benefits, costs and risks involved and agree for each one whether: 
 
 
(a) 
the project or other work in progress should be completed by the Service Provider; 
or 
 
(b) 
no further work should be undertaken by the Service Provider, and in this case, 
whether or not such work should be transferred to a Successor Service Provider or 
simply ceased. 
 
6 
BBC Data and BBC System 
 
6.1 
The Exit Plan will provide that, subject to Clauses 17 (Intellectual Property Rights) and 
22 (Confidentiality) of the Terms and Conditions, the Service Provider will, within the 
timescales agreed between the parties, but in any event by no more than thirty (30) days 
after notice of termination or nine (9) months before expiry of this Contract (whichever is 
the earlier) provide two (2) copies of the BBC Data and all elements of the BBC System to 
the BBC or other third party as the BBC directs for the purposes of carrying out a 
reprocurement of the Services and to effect a Smooth Transfer of the Services to the BBC 
or its Successor Service Provider.  No later than six (6) months prior to expiry or 
termination the Service Provider will provide an updated version of the BBC Data, BBC 
Database, BBC Software and any other software used by the Service Provider in the 
provision of the Services.  
 
6.2 
On termination for any reason whatsoever or expiry of this Contract, the Service Provider 
will, at the BBC’s request: 
 
 
(a) 
effect a transfer of the BBC Data and all elements of the BBC System to either the 
BBC or its Successor Service Provider in accordance with the BBC’s instructions; 
and 
 
(b) 
provide reasonable assistance to the BBC (or a Successor Service Provider) to 
facilitate transfer. 
 
7 Personnel 
Support 
 
7.1 
The Service Provider will provide all Personnel support required to the extent necessary 
to fulfil its responsibilities relating to the provision of a Smooth Transfer to the BBC or a 
Successor Service Provider. 
 
 
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SCHEDULE 10:  EXIT
 
 
7.2 
Subject to the provisions of paragraph 8 below, in the event of termination in accordance 
with 18.1(j) (Termination) of the Terms and Conditions the BBC and/or its agents will be 
entitled to approach Personnel used in the provision of the Services with a view to 
recruiting such Personnel. 
 
7.3 
The extent of the support needed and the skills needed will be identified by the BBC in 
accordance with the requirements of the Successor Service Provider.  
 
8 
Transfer of Employees 
 
8.1 
Eighteen (18) months prior to the expiry of the Initial Period, or following the giving of any 
notice of termination of the Contract (or partial termination of the Contract), or any 
Change Notice which may result in TUPE applying, the Service Provider will, and will 
procure that any Subcontractor will provide to the BBC and authorise the BBC to disclose 
to any third party bidding to become a Successor Service Provider a list of all employees 
engaged in the provision of the Services ("Services Employees"), together with the 
information specified in Paragraph 8.4 below ("Minimum Information"). 
 
8.2 
For the period of twelve (12) months prior to the date when this Contract is due to expire 
or following the issue of any notice of termination of the Contract (or partial termination of 
the Contract), or any Change Notice which may result in TUPE applying, the Service 
Provider will not, and will ensure that its Subcontractors will not (other than where 
authorised in writing by the BBC to do so): 
 
(a) 
make any amendments, changes or variations to the terms and conditions of 
employment of Services Employees (including any customarily provided benefits 
or payments) except for the award of annual salary rises in the ordinary course of 
business at or lower than the prevailing rate of inflation; 
 
(b) 
remove/replace any of the Services Employees or assign any additional 
employees to perform the Services; and/or 
 
(c) 
increase the proportion of working time spent on the Services by Services 
Employees who immediately prior to any such change spend less than fifty per 
cent (50%) of their working time on the Services. 
 
8.3 
The BBC will be entitled to request the Minimum Information at intervals of every three (3) 
months during the Term.  On receipt of such a request, or in accordance with paragraph 
8.1 above, the Service Provider will fully and accurately disclose to the BBC within ten 
(10) Working Days of a request for such information as the BBC may reasonably request 
in connection with the Services Employees.   
 
8.4 
For the purposes of this paragraph 8, Minimum Information means any information 
reasonably required by the BBC together with: 
 
(a)  anonymised detail of all employees, consultants, contract staff or contractors of the 
Service Provider or any Subcontractor who have at any time in the period of twelve 
 
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SCHEDULE 10:  EXIT
 
 
(12) months preceding the request been engaged in connection with the Services or 
part of the Services (including in the case of such employees, against each 
employee their age, length of service, pay, pay structure, notice entitlement and job 
grade) showing, by category, numbers of hourly, weekly, monthly paid, full time, part 
time, permanent and temporary employees, trainees and consultants; 
(b)  anonymised details of staff on maternity leave, long term sick leave and staff medical 
problems; 
 
(c)  anonymised details of the workforce profile showing age and sex; 
 
(d)  copies of anonymised employment contracts including offer letter standard terms, 
company rule and disciplinary procedures and details of any collective agreements 
written or unwritten with employees and any amendments to such documents; 
 
(e)  copies of any anonymised service agreements of any directors and/or senior 
executives employed in the Services or part of the Services; 
 
(f)  details of pensions, employee share schemes, company cars, bonus/profit sharing 
arrangements, insurance schemes, health insurance, season ticket loans and other 
benefit schemes; 
 
(g)  details of any personal commitments to individual members of staff; 
 
(h)  details of all recognised unions and/or staff associations; 
 
(i) 
copies of all redundancy/job security agreements entered into with unions or other 
recognised representatives; 
 
(j) 
details of any health and safety complaints or recommendations or claims over the 
period of this Contract; 
 
(k)  details of any resignations or dismissals in the preceding twelve (12) month  period; 
 
(l) 
details of any claims in respect of allegations of unlawful discrimination; 
 
(m)  details of current Employment Tribunal, County Court and High Court litigation by or 
on behalf of or against current or past employees (including contractors who claim to 
be employees or workers) or trade unions including personal injury claims, 
arbitration or mediation, awards, decisions still in effect;  
 
(n)  summary of all official or unofficial trade disputes since the Service Start Date, 
settlements reached, number of days lost due to disputes; and 
 
(o)  "employee liability information", as defined in Regulation 11(2) of TUPE, in relation to 
the Services Employees. 
 
8.5 
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SCHEDULE 10:  EXIT
 
 
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8.6 
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(a)  xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx 
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(b)  xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx 
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(c)  xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx 
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(d)  xxxxx xxxxx xxxxx xxxxx xxxxx 
 
8.7 
[s.43(2)] xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx 
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SCHEDULE 10:  EXIT
 
 
 
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(b)  xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx 
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(c)  xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx 
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8.8 
The Service Provider will use all reasonable endeavours to, and will ensure that any 
Subcontractors will use all reasonable endeavours to, enable and assist the BBC and any 
Successor Service Provider to communicate with and meet the Services Employees and 
any person who is the subject of paragraph 8.7 and their trade union or employee 
representatives as and when reasonably required. 
 
9 Reasonable 
Access 
 
9.1 
The Service Provider will itself permit and will procure the permission of its 
Subcontractors to permit the BBC and any person who is tendering for or has been 
awarded the contract to take over the Services or similar services, such as access to the 
Service Provider’s Locations or any Subcontractors’ locations and Personnel by 
appointment as is required for the purposes of tendering for or transferring the Services. 
 
9.2 
The Service Provider will provide the Successor Service Provider with reasonable access 
to:  
 
(a)  such information relating to the Services as remains in the possession or control of 
the Service Provider; and 
 
(b)  such members of the Services Provider's staff as have been involved in the design, 
development and provision of the services and who are still employed by the Service 
Provider, 
 
provided that the BBC will pay or procure that the Successor Service Provider will pay the 
 
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SCHEDULE 10:  EXIT
 
 
reasonable costs set out in the rate card at Schedule 5 (Service Charges) of the 
Successor Service Provider incurred in responding to requests for access under this 
paragraph 9.2. 
 
10 
Impact on Ongoing Provision of the Services 
 
 
In fulfilling the contractual obligations detailed in this Schedule, the Service Provider will 
ensure activities are planned and resourced such that provision of the Services by the 
Service Provider up to the expiry or earlier termination of the Contract is not adversely 
impacted but, in any event, the Service Provider will give the BBC and any Successor 
Service Provider such assistance and support as is required to successfully achieve the 
Smooth Transition of such ongoing Services and ongoing work related to the same. 
 
11 Contractual 
Amendment 
 
 
The Service Provider will not refuse any contractual amendments required by the BBC in 
order to facilitate a Smooth Transfer of the Services (either in whole or in part), including, 
for the avoidance of doubt, any requests from the BBC that the Service Provider provide 
the BBC with exit assistance in addition to the obligations set out in the Exit Plan, 
however, the reasonable costs to the parties of such changes will be agreed in good faith 
in accordance with the Change Control Procedure. 
 
12  
Costs  
 
 
Subject to paragraph 11 above, the Service Provider’s charges for fulfilling its obligations 
under the Exit Plan will be included in the Service Charges. 
 
 
 
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