Agreement for the provision of advisory services
[English
Translation]
Business
Advisory
Agreement
for the provision of advisory services
Ernst
& Young
Quality
in everything we do
[English
Translation]
This
Agreement for the provision of advisory services (Agreement) was concluded in
Warsaw, on 1 August 2008, by and between:
Ernst & Young Business
Advisory spółka z ograniczoną odpowiedzialnością i Wspólnicy spółka
Komandytowa (limited partnership)
Rondo ONZ
1
00-124
Warsaw
KRS22S114
(hereinafter:
Ernst & Young)
represented
by Xx Xxxxx Xxxxxx, Partner, Proxy,
and
Sunset
Suits S A.
xx.
Xxxxxxx 00
00-000
Xxxxxx
KRS
0000265620
NIP
000-000-00-00
(hereinafter:
the Company)
represented
by: Xxxxxx Xxxxx
President
of the Management Board
jointly
called the Parties.
I.
Scope of Services
§1
Ernst
& Young will provide advisory services to the Company in the scope and on
the terms and conditions specified in this Agreement and in Appendices to this
Agreement, specifically in compliance with the General Terms and Conditions for
Providing Advisory Services (hereinafter: General Terms and Conditions),
constituting Appendix No. 1. All Appendices to this Agreement constitute an
integral part thereof.
§2
Advisory
services will be provided on behalf of the Company under the following project
(hereinafter: the Project): Support in implementing an internal control system
compliant with the requirements of the Xxxxxxxx-Xxxxx Act (SOX 404) and support
in preparing mappings of processes and describing internal procedures. The
services will also relate to the operations of the Company FASHION SERVICE Sp. z
o.o.
[English
Translation]
§3
Under the
project, Ernst & Young will carry out the work described in Appendix No. 2
on behalf of the Company. Further down in this document these works will be
called the Services. The Services will also relate to the operations of FASHION
SERVICE Sp. z o.o.
§4
The
approach including the description of the actions performed under the Project is
set out in Appendix No. 2. The actions will also relate to the
operations of FASHION SERVICE Sp. z o.o.
§5
The
Services provided by Ernst & Young will result in the following Deliverables
(hereinafter: Deliverables) which relate both to the Company and to FASHION
SERVICE Sp. z o.o.
Preparation
phase
Organizational
structure with a general description of the scope of tasks of particular
entities
Conducting
training
Subproject
1
Classification
of business projects
Maps of
business projects at the current stage
Maps of
business projects at the target stage
Subproject
2
List of
gaps in ELC
Description
of responsibilities of the individuals participating in the process of closing
the books and preparing financial reporting
Financial
and accounting document flow instruction
Procedure
for closing the financial period, including the checklists
Description
of other ELC control procedures
Description
of procedures implemented in respect of ITGC
Subproject
3
List of
processes in the implementation of SOX
List of
milestones in the processes, including descriptions of the
milestones
Results
of the “walkthrough” test
Results
of the tests of operating effectiveness of controls, including the list of
repair actions to be taken
The above
documents will constitute versions for the Company’s approval.
[English
Translation]
§6
The
project will start on 1 August 2008 and will end on 30 October
2009.
The time
schedule for the project is provided in Appendix No. 2
§7
Should
the Company request changes in the scope of Services or if the implementation of
such changes is required by the binding legal regulations or professional
obligations caused by delays in respect of the time schedule or other events for
which Ernst & Young is not responsible, and which are not caused by the
fault or negligence of Ernst & Young (jointly, Change Events), the
parties:
a) if
necessary, will agree on the scope of additional Services to be provided;
and
b) will
adjust the fee payable to E&Y and / or the timeframe of the
Services.
Ernst
& Young will be exempt from liability in respect of the non-performance or
delay in performing its obligations under this Agreement to the extent in which
they are caused by at least one Change Event.
II.
Approval of the Deliverables
§1
A
Deliverable shall be deemed to be completed when the Company provides Ernst
& Young with a written acceptance of a given Deliverable in the form of an
acceptance report (hereinafter: Acceptance Report). Immediately after acceptance
of the Deliverable, the Company will be obliged to submit to Ernst & Young
the signed Acceptance Report. If Ernst & Young is not submitted written
comments to the Deliverables within 7 business days of the date of submitting
the Deliverables to the Company, the Deliverables shall be deemed to have been
accepted.
§2
The
subject of the comments to the Deliverables may only relate to material defects
in the Deliverables, which constitute such defects which would prevent the
Company from using the specific scope of work performed by Ernst & Young in
connection with the realization of the Project, as a result of the
non-performance or malperformance of all or a part of the Services related to
the completion of the given Deliverable by Ernst & Young (Material Defects).
All other defects of Deliverables will not be considered to be Material
Defects.
§3
The
Company may make comments on a Deliverable only once. If the Company
makes comments on a Deliverable, Ernst & Young, within an appropriate
deadline depending on the degree of complexity of the comments made, will take
the comments made into consideration, making corrections to the Deliverables at
its own expense in a scope that is deemed to be justified. After submitting the
corrected Deliverables to the Company, the provisions of § 1 and § 2 shall
be applied respectively, taking into consideration the fact that only the
Deliverable’s Material Defects relating to the corrections made by Ernst &
Young may be the subject matter of the comments to the corrected
Deliverable.
[English
Translation]
§4
The
Company commits itself to refraining from using, applying or availing itself of
the Deliverable, in any scope and form, before its acceptance. Any violation of
this restriction shall be deemed to be acceptance of the Deliverable by the
Company. |
§5
1.
|
The
finalization of acceptance of all Deliverables will be the basis for Ernst
& Young issuing the invoice for the last part of the fee, understood
as remuneration for the last month under undertaking work related to
the project, and the company shall be obliged to pay the invoice, in
recognition of clause 2.
|
2.
|
The
unjustified refusal by the Company to accept the Deliverables shall not be
an obstacle to Ernst & Young issuing an invoice.
|
§6
Ernst
& Young is not obliged to update its products in connection with the changes
in the legal or actual status, or practices which occur after the acceptance of
the Deliverables.
III.
Fee for the Services
§1
Ernst
& Young’s net fee for the Services will depend on the time needed to provide
the Services and on the qualifications and experience of Ernst & Young’s
employees engaged in providing the Services. The parties hereby agree on the
following hourly rates for the Services.
a)
Partner
|
1 400 | |||
b) Senior
Manager
|
800 | |||
c)
Consultant
|
560 | |||
d)
Analyst
|
200 |
§2
The fee
will be increased by costs or expenses (such as the costs of travel,
accommodation, translation, etc.) which may be incurred by Ernst & Young in
connection with the provision of the Services.
§3
Should
the scope of work covered by this Agreement have to be increased, or should
additional services be necessary or should any other circumstances occur which
could lead to the need to increasing the Fee, the said issues will be
immediately discussed with the Company before any additional action is taken and
will be regulated by a separate agreement or by an annex to this
Agreement.
[English
Translation]
§4
The Fee
determined by the Parties does not include value added tax (VAT), which will be
added in accordance with the respective regulations binding as at the date of
issuing the invoice.
§5
Ernst
& Young hereby represents that it is a payer of value added tax (VAT) and
that it received the following tax identification number NIP
000-00-00-000.
The
Company hereby represents that it is a payer of value added tax (VAT) and that
it received the following tax identification number NIP
000-000-00-00.
§6
Ernst
& Young will issue invoices in respect of the Fee for the Services performed
and the expenses referred to in § 2 to the Company or to another entity
indicated by the Company which is a beneficiary of the Services provided by
Ernst & Young, on the basis of the monthly time schedules worked by Ernst
& Young consultants.
§7
Invoices
relating to the Fee or to the expenses referred to in § 2 are payable within 14
days of being issued to the bank account of Ernst & Young indicated on the
invoice. If the Company delays the payment of an invoice, Ernst & Young will
be entitled to statutory interest on default payments.
IV.
Ernst & Young project team
§1
The
person responsible for completing the Project is Xxxxx Xxxxxx, Partner/Director
in Ernst & Young. Xxxxx Xxxxxxxx, Senior Manager in Ernst & Xxxxx, xxxx
manage the work of the Project Team.
§2
Ernst
& Young may change the composition of the Project Team at any time without
the Company’s consent, but any potential change to the composition of the Team
cannot have a negative impact on the Project time schedule or on the terms and
conditions specified in the Agreement.
V.
Cooperation with the Company in the realization of the Project
§1
The
appropriate and timely submission of the Deliverables requires that the Company
(including FASHION SERVICE Sp z o.o.) meet the following terms and
conditions:
1. The
Company will appoint a coordinator who:
-
|
will
coordinate all the work on behalf of the Company and on behalf of FASHION
SERVICE Sp. z o.o.
|
[English
Translation]
-
|
will
participate in all project works and workshops, will ensure access to the
Company’s and FASHION SERVICE Sp. z o.o.’s
employees.
|
-
|
will
organize the meetings necessary to conduct project works, will monitor the
course of works on the part of FASHION SERVICE Sp. z o.o., specifically
the pace of implementing repair
works.
|
2.
|
Employees
of Ernst & Young will receive without excessive delay all information
relating to the Company and FASHION SERVICE Sp. z o.o. related to the
works under the project, collected in a complete manner and reflecting the
factual situation.
|
3.
|
Employees
of Ernst & Young will be offered, within a proper
deadline, with appropriate working conditions and the materials
necessary to provide the Services, including premises with an Internet and
telephone access.
|
4
|
The
management and employees of the Company and FASHION SERVICE Sp. z o.o.
will designate enough time to Ernst & Young employees to provide the
required information.
|
5
|
Meetings
with the Company’s and FASHION SERVICE Sp. z o.o.’s employees will be
scheduled without any unnecessary delay and in the event of delays, the
Project Coordinator will undertake to arrange the meeting as quickly as
possible.
|
6
|
The
Project Director and Coordinator will participate in regular meetings
and/or teleconferences relating to the work status and Project issues
arising in respect of the Company and FASHION SERVICE Sp. z
o.o.
|
7
|
Ernst
& Young will receive all help from the Company in respect of any
issues related to the Project, and specifically all agreed remedial
actions will be implemented in a timely manner both in the Company and in
FASHION SERVICE Sp. z o.o.
|
8.
|
Issues
reported as obstructing the completion of the project will be resolved on
a current basis both by the Company and by FASHION SERVICE Sp. z o.o., and
in case of difficulties, the Ernst & Young team will be informed
immediately of the difficulties which arise and on the assessment of their
impact on other activities that are part of the project
schedule.
|
9.
|
The
Company and FASHION SERVICE Sp. z o.o. will make available to the project
team the financial and accounting documentation and other necessary
documents, specifically for the purpose of testing the operating
effectiveness of controls.
|
10.
|
The
work Deliverables will be accepted without any unnecessary delay, both
those relating to the Company’s and FASHION SERVICE Sp. z o.o.’s
operations.
|
§2
The
person responsible for contacts with Ernst & Young concerning Project issues
on behalf of the Company will be Xxxxxx Xxxxx (Project Director), who will have
appropriate authorizations from the Company in respect of issues relating to the
completion of the Project, and specifically acceptance of the Deliverables. The
Project Director will be responsible for:
1.
|
determining
communication policies and channels between the Project Team and the
Company;
|
[English
Translation]
2.
|
Obtaining,
and the timely delivery of information, data, decisions and
confirmations;
|
3.
|
support
in resolving issues related to the completion of the project and
presenting the above issues to the appropriate individuals within the
Company;
|
4.
|
ensuring
the availability and involvement of appropriate Company
personnel;
|
5.
|
regular
monitoring of the completion of the Project and submitting information on
the realization of the Project to the Company’s Management
Board.
|
§3
To ensure
the efficient completion of the Project, a Steering Committee will be appointed
which will include: Project Sponsor Xxxxxx Xxxxxx and Xxxxx Xxxxxx. The Steering
Committee will take decisions on concrete works, which have to be completed
under particular phases of the Project (listed in the scope of work specified in
item l §3), will supervise the progress of work, set overall goals and control
quality.
§4
In
connection with the completion of the Project, the Company confirms that the
Company’s Management Board: (i) is fully and exclusively responsible for
creating an appropriate internal control system and monitoring the effectiveness
of operation of the system, including the areas covered by the Project, (ii)
will take, within a reasonable timeframe, all necessary decisions relating works
on the project; (iii) will appoint a person responsible for all the decisions
related to the solutions being developed at Management Board level; (iv) will
assess the adequacy of the project; (v) will accept full and exclusive
responsibility for the solutions developed and the results obtained as a result
of applying the solutions.
VI.
Term of the Agreement
§1
This
Agreement may be terminated by each party with fifteen days’ notice by way
of submitting to the other party notice in writing if there is a serious
technical conflict between Ernst & Young and the Company as to the method of
conducting the works or particular Deliverables, if it is impossible to resolve
such conflict within thirty (30) days of the date of the conflict arising.
Provision of the Services by Ernst & Young during the notice period is
possible exclusively on the basis of a prior written request by the
Company.
§2
Moreover,
Ernst & Young may withdraw from the Agreement:
1
|
if
the Company delays the payment of the full or part of the Fee receivable
by Ernst & Young on the basis of the Agreement over a period exceeding
30 days;
|
2
|
if
premises arise for conducting liquidation proceedings at the
Company;
|
[English
Translation]
3
|
if
a petition is filed with the Court for the Company’s bankruptcy or if the
Court dismisses a petition for bankruptcy because the Company’s assets are
insufficient to cover the costs of the respective
proceedings;
|
4
|
for
other important reasons on the part of the
Company;
|
5
|
if
Ernst & Young justifiably states that it is unable to provide further
Services in accordance with its respective professional
obligations.
|
§3
The
Company is obliged to pay to Ernst & Young a Fee for all Services provided
by Ernst & Young until the date of terminating the Agreement or withdrawing
from the Agreement, and to cover all the expenses referred to in item III § 2
incurred by Ernst & Young until the date of terminating the Agreement or
withdrawing from it, and to return to Ernst & Young all costs incurred in
connection with the termination of the Agreement or withdrawing from it. Ernst
& Young will issue an invoice for the amount receivable described in the
previous sentence within 7 days of the date of terminating the Agreement or
withdrawing from it. The Company is obliged to pay the above invoice within 7
days of its receipt.
§4
The
parties agree that Ernst & Young will be authorized to suspend the provision
of the Services, if the Company is in default with the payment of the whole or a
part of the Fee for at least 14 days, and the notice to Ernst & Young of the
intention to suspend the provision of the Services is delivered to the Company
at least 7 days before suspending the provision of the Services by Ernst &
Young.
The
parties agree that if the provision of Services is suspended, Ernst & Young
will not be responsible for any related consequences.
VII.
Specific requirements related to the nature of the Services
provided
The
parties are aware that:
1.
|
The
Services provided by Ernst & Young are of an advisory nature and are
aimed at granting the Company support in respect of reviewing the internal
control procedures of selected business processes within the Company. The
Company accepts its exclusive responsibility for all decisions relating to
designing, modifying and implementing internal control procedures,
including, among other things, in respect of all transactions concluded by
the Company. The decision as to further proceedings in issues referred to
in a given Deliverable submitted by Ernst & Young lies exclusively
with the Company. Ernst & Young is only responsible for identifying,
documenting and the appropriate submission of Ernst & Young’s
conclusions and recommendations; Ernst & Young may help implement the
recommendations; however, this task lies exclusively with the
Company;
|
2.
|
There
is no one standard according to which risk management and practices are
evaluated. In practice, the methodologies and approach to the evaluation,
management and control of risk show significant differences. The process
of evolution and new improved procedures is ceaseless, and the
classification of the policies and procedures as effective or as best
practices is subjective and
discretionary;
|
[English
Translation]
3.
|
A
review of the designed risk control procedures covers several
possibilities, including achieving a compromise, taking into consideration
the possible theoretical approaches, availability of data, management
preferences, the system’s abilities and limitations related to
implementing the solutions.
|
§5
1.
|
During
the performance of the services Ernst &
Young:
|
a)
|
does
not perform procedures for monitoring internal controls or any control
activities which have an impact on the exercise of transactions and ensure
that the transactions are appropriately conducted and/or registered and no
routine actions are performed related to the Company’s operating and
manufacturing processes which would be equivalent to ensuring compliance
or ensuring quality;
|
b)
|
does
not specify which recommendations for enhancing the internal control
system - if those are the result of the work of consultants - should be
implemented;
|
c)
|
does
not act on behalf of the management or the Internal Audit Director in
communication with the Management Board or the Audit
Committee;
|
d)
|
does
not authorize or exercise transactions or act in any other way on behalf
of the Company;
|
e)
|
does
not prepare source documentation of the transaction, i.e. the Company’s
accounting documentation, does not authorize third party invoices,
etc.;
|
f)
|
does
not manage or administer
assets;
|
g)
|
does
not approve and is not responsible for the internal audit plan, including
the risk assessment, specifying the project scope and priorities and the
frequency of audit
procedures;
|
h)
|
does
not act as the equivalent of a Management Board member or the Company’s
employee.
|
2.
|
The
Company’s Management Board acknowledges that it is responsible solely for
the level of adequacy of the scope of services of the Engaged for its
purposes and for the adequacy of the documentation, testing and assessing
control procedures for the purpose of issuing respective representations
relating to compliance with the Xxxxxxxx - Xxxxx Act, Section 404, in the
light of the provisions of the said Act. At the same time, Ernst &
Young does not give representations relating to the degree of adequacy of
the services provided for the purposes for which the services were ordered
or for any other purposes.
|
3.
|
The
Company’s Management Board is responsible
for:
|
a)
|
establishing
and maintaining an effective internal control system including monitoring
on-going activities;
|
b)
|
ensuring
the appropriateness of internal control documentation and its
maintenance.
|
c)
|
identification
of all legal regulations and provisions relating to the Company’s
operations.
|
[English
Translation]
[handwritten
signature]
Xxxxx
Xxxxxx
on behalf
of
Ernst
& Young Business Advisory spółka
z
ograniczoną odpowiedzialnością
i
Wspólnicy spółka komandytowa
[handwritten
signature]
On behalf
of_______________________I/we
acting as
properly authorized representative(s) of
_______________hereby
accept
the
Agreement and the General Terms and Conditions for providing advisory
services
[personal
stamp of Xxxxxx Xxxxx]
Signature
|