cctv maintenance contract

7/28/2019 Cctv Maintenance Contract

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SECTION 1. GENERAL CONDITIONS OF CONTRACT.

1.1 PROJECT DESCRIPTION

This should be a complete description of your CCTV system including :The purpose for the system being installed, ownership of the system, location of the

control centers, type of transmission system, type of control equipment, and referencesto any other information such as schematic drawings and the location of detailedequipment documentation.

1.2 SCOPE OF WORKS.

This is a full description of the works that you require to be complete i.e.

1.2.1. The planned preventive maintenance and fault repair includingall parts and components of the .cameras, viz :-

a) Cameras, lenses, housings, wipers, heaters, pan/tilt heads, telemetry receivers,

interconnecting cabling and wiring.b) Camera mounting posts, brackets, conduits and protective covers.c) Power supplies to camera sites from the Electricity Company cut out.

1.2.2. The planned preventative maintenance and fault repair including allparts and components of the .control room equipment, viz :-

a) Monitors, video recorders, multiplexers, video printers, video matrix, controlsystem, keyboards, tape degausser, cooling fans, interconnecting cabling andwiring.

b) Power supplies to CCTV equipment and BT racks.c) Functional repairs to consoles and equipment racks.

The planned preventive maintenance and fault repair of any equipment locatedoutside of the CCTV control room i.e. equipment housed within the Police Station.

1.2.3. Exclusions from the Maintenance Agreement.

This should be a comprehensive list of the items of equipment and the functions whichare not required to be included on the contract i.e.

a) Control room structures and fabrics.b) Any street cabinets supplied by other contractors such as British Telecom.c) Police communications equipment.

1.2.4. Repair of any Defects.

List under this heading any defects that have been found between the end of theinstallation process and the commencement of this maintenance contract that yourequire to be repaired.

The Contractor will be required to carry out any defect repairs and undertake a fullpreventative maintenance service at the commencement of the Maintenance Contract,


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such that all defects are repaired and the system returned to optimum operatingperformance within 12 weeks of the award of the contract.

1.3. MAINTENANCE PERIOD

This agreement has been prepared to cover the maintenance requirements for a period

of . years and is subject to renewal each and every anniversary date.

It is suggested that this is a five year period.

1.4. CONFIDENTIALITY

The Contractor shall not divulge any details of the CCTV system to any third party, eitherverbal or written, without the written permission of the purchaser and the CCTV partners.

The Contractor shall, at all times, respect and adhere to the Purchasers Code ofPractice relating to the operation and management of the CCTV system.

1.5. DEFINITIONS

In construing these general conditions and the specification, the following words shallhave the meanings herein assigned to them unless there is something in the subjectmatter or context inconsistent with such construction.

The Contract shall mean the agreement between the Purchaser and the Contractor forthe maintenance of the equipment howsoever made, including therein all documents towhich reference may properly be made in order to ascertain the right and obligations ofthe parties under the said agreement.

The Contractor shall mean the Tenderer whose tender has been accepted by the

Purchaser, and shall include the Contractors legal personal representatives,successors, and permitted assigns.

The Purchaser shall mean the ..and shall include the Purchasers legalpersonal representatives, successors and assigns.

The Purchasers Agent shall include the CCTV partners.

The Contract Period shall be years, subject to the provisions of GeneralConditions.

The Contract Price shall mean the total Maintenance Charges, which shall be fixed

price, applicable to the provisions of the Maintenance Services to be performed duringthe Contract Period.

Equipment shall mean the items of equipment set out in the Schedule of Equipment atAppendix Number 1.

The Installation Site shall mean the actual place or places where the MaintenanceServices are to be performed by the Contractor.


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The Maintenance Services shall mean all maintenance and fault rectification works tobe done by the Contractor under the Contract for the maintenance.

Qualified Operators shall mean persons who have received a course of training in theuse and operation of the equipment.

The Specification shall mean the Maintenance Specification annexed to or issued withthese general Conditions.

The CCTV Partners shall mean the Local Authority Partners, Businesses and PoliceAuthorities involved in the partnership.

The Sub-Contractor shall mean any person to whom any part of the contract has beensub-let with the consent in writing of the Purchaser, and the legal representatives,successors and permitted assigns of such person.

Writing shall include any manuscript, typewritten or printed statement, under seal orhand as the case may be.

Words importing persons shall include firms and corporations.

Words importing the singular only shall also include the plural and vice versa.

1.6 SITE INSPECTION

The Contractor shall be deemed to have examined the Installation Site and the GeneralConditions and Specification, with the Schedule of Equipment as annexed thereto andreferred to therein.

1.7 ASSIGNMENT BY CONTRACTOR

1.7.1. The Contractor shall not without the consent in writing of the purchaser, whichshall not be unreasonably withheld, assign or transfer the Contract or the benefitsor obligations thereof or any part thereof to any other person, provided that thisshall not affect any right of the Contractor to assign, either absolutely or by wayof charge, any monies due or to become due to him under the Contract.

1.7.2 The Contractor shall not, without the consent in writing of the Purchaser, whichshall not be unreasonably withheld, sub-let the Contract or any part thereof, ormake any sub-contract with any person or persons for the execution of anyportion of the Maintenance Services but the restriction contained in this clauseshall not apply to sub-contractors for materials, for minor details, or for any part

of the Maintenance Services of which the makers are named in the Contract. Anysuch consent shall not relieve the Contractor from his obligations under theContract.

1.8 USE OF SERVICES

The Contractor shall be entitled to free use so far as reasonable for the purposesof the Maintenance Services such supplies of electricity , water and gas as maybe available therefore on the Installation Site.


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1.9 DEFAULTS AND TERMINATION OF AGREEMENT

1.9.1 If the Contractor fails to execute the Maintenance Services or any part thereofwith due diligence and expedition, or shall refuse or neglect to comply with anyreasonable orders given him in writing by the Purchaser in connection with theMaintenance Services, or shall contravene any provision of the Contract, the

Purchaser may give seven days notice in writing to the Contractor to make goodthe failure, neglect, or contravention complained of. Should the Contractor fail tocomply with the notice within seven days from the date of service thereof in thecase of a failure, neglect or contravention capable of being made good within thattime, or otherwise within such time as may be reasonably necessary for making itgood, then and in such case the Purchaser shall be at liberty to employ otherworkmen, and forthwith execute such part of the Maintenance Services as theContractor may have failed or neglected to do. The Contractor will be responsiblefor the full costs of such works.

1.9.2 The Purchaser shall have the right to terminate the Maintenance Agreement atany time, if the Contractor does not perform the maintenance works in a

reasonable and acceptable manner. Termination of the Agreement shall beeffective three months from the serving of written notice on the Contractor by thePurchaser.

1.9.3 Following termination of the Contract, the Contractor shall only be entitled topayment for works carried out to the Purchaser's satisfaction, up to the date oftermination of the Contract.

1.9.4 The Purchaser shall have the right to terminate the Maintenance Agreement onany anniversary of the date of this Agreement. Termination of the Agreementshall be effective three months from the serving of written notice on theContractor by the Purchaser.

1.9.5 Following termination of the Contract, the Contractor shall only be entitled topayment for works carried out up to the date of termination of the Contract.

1.9.6 The Contractor shall have the right to terminate the Maintenance Agreementshould the Purchaser fail to make payments as required under the terms of the

Agreement. Termination of the Agreement shall be effective three months fromthe serving of written notice on the Purchaser by the Contractor.

1.10 INSOLVENCY OF CONTRACTOR

If the Contractor shall become bankrupt or insolvent, or have a receiving order made

against him, or, compound with his creditors, or being a corporation commence to bewound up, not being a members voluntary winding up for the purpose of reconstructionor amalgamation, or a receiver be appointed for the benefit of its creditors or any ofthem, the Purchaser shall be at liberty either: -

1. to terminate the Contract forthwith by notice in writing to the Contractor or to thereceiver or liquidator or to any person in whom the Contractor may becomevested, and to act in the manner provided in Clause 1.7 as though the last


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mentioned notice had been the notice referred to in such clause and theMaintenance Services had been taken out of the Contractor's hands, or

2. to give such receiver, liquidator, or other person the option of carrying out theContract subject to his providing a guarantee for the due and faithful performanceof the Contract up to an amount to be agreed.

1.11 SITE ACCESS

1.11.1 The Purchaser shall afford access to the Installation Site to the Contractor at thetimes stated in the Specification or other times by arrangement.

1.11.2 In the execution of the Maintenance Services, the Contractor shall not authoriseor purport to authorise any person other than his approved employees and sub-contractors and their employees to come upon the Site, except by the writtenpermission of the Purchaser.

1.12 DELEGATION BY PURCHASER

The Purchaser may from time to time delegate any of the powers, discretions,functions and authorities vested in him and may at any time revoke any suchdelegation. Any such delegation or revocation shall be in writing signed by thePurchaser and, in the case of a delegation and the person or persons to whomthe same are delegated. No such delegation or revocation shall have effect untila copy thereof has been delivered to the Contractor.

1.13 CONTRACTOR'S WORKFORCE

1.13.1 The Contractor shall employ competent Qualified Operators, whose name orNames shall have been previously communicated in writing to the Purchaser by

the Contractor, to carry out the Maintenance Services on the Installation Site.Any orders or instructions, which the Purchaser may give to the said QualifiedOperators of the Contractor, shall be deemed to have been given to theContractor.

The Contractor's operators shall be subject to the security vetting proceduresnoted at Clause 1.24

1.13.2 The Purchaser shall be at liberty by notice in writing to the Contractor to object toany representative or person employed by the Contactor in the execution of theMaintenance Services who shall, in the opinion of the Purchaser, misconducthimself or be incompetent or negligent, and the Contractor shall forthwith remove

such person from the Installation-Site and the Purchaser shall not be liable to theContractor or any other person for any costs or losses of same .

1.14 OF CONTRACTOR'S RESPONSIBILITY

1.14.1 The Contractor shall not be responsible for any failure or delay or consequencethereof in the performance of any of its obligations under this Contract owing tofire, strike, lock-out, flood, accident, shortage of fuel, loss of electrical power,embargo, act, refusal of licence, demand or requirement of any government or


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any government department or agency as a consequence of war or of hostilitiesof armed conflict (whether war be declared or not) or to any other causewhatsoever beyond the Contractor's reasonable control or the after effects of anyof the foregoing and whether the same take place or have effect in the UnitedKingdom or elsewhere. If any such delay occurs then any delay exceeding fivedays the Contractor shall allow a pro-rata rebate of the Maintenance Charge for

each contract day lost.

1.14.2 The Contractor shall indemnify the Purchaser and the CCTV Partners in respectof all damage to any property or injury to or death of any person against allactions, suits, claims, demands, costs, charges and expenses arising inconnection therewith which shall be occasioned by the negligence or willfuldefault of or breach of statutory duty by the Contractor or any sub-contractor hemay employ.

1.14.3 The Contractor will not be liable for and the Purchaser will hold the Contractorharmless against any claim in respect of loss, injury or damage to property orpersons directly or indirectly caused by or arising from the Purchaser's or the

CCTV Partners negligence (including the use of any part of the system otherwisethan in accordance with the manufacturer's operating instructions or by personsother than Qualified Operators) or default (including any breach or non-compliance with any term of this Contract, any delay, any wrong information andany lack of required information) .

1.14.4 The Contractor will not be liable for loss of profits or for any indirect orconsequential loss or damage caused by or arising from any of the causesmatters or things set out in clause 1.12.3 above.

1.15 CONTRACTOR'S INSURANCE

1.15.1 Throughout the provision of the Maintenance Services the Contractor shall insureagainst any damage, loss or injury which may occur to any property or to anyperson including death by or arising out of the carrying out of the MaintenanceServices.

1.15.2 Such insurance shall be effected with an Insurer and in terms approved by thepurchaser (which approval should not be unreasonably withheld) and for aminimum sum of 5 million for anyone incident. The Contractor shall wheneverrequired produce to the Purchaser the policy of policies of insurance and thereceipts of the payment of the current premiums.

1.16 PAYMENT TO CONTRACTOR

1.16.1 At the start of the Contract Period the Contractor shall be entitled to full paymentfor the first three months of the first year's maintenance price. Paymentsthereafter will be made at three monthly intervals for the duration of theMaintenance Agreement, subject to the provisions of clause 1.7.

1.16.2 All payments due to the Contractor shall be paid by the Purchaser within thirtydays of the Purchaser receiving the invoice unless the Purchaser shall havenotified the Contractor in writing of an objection to part or all of an invoice within


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seven days of receipt. Where items of an invoice are in dispute those items not indispute should be paid within twenty-eight days of the Purchaser receiving acredit note for the items in dispute. Items in dispute shall be paid within twenty-eight days of settlement of the dispute .

1.17 FLUCTUATIONS

If the cost to the Contractor of performing his obligations under the Contract shallbe increased or reduced by reason of the making or amendment after the date of.~ tender of any law or any order, regulation, or by-law having the force of law inthe United Kingdom that shall affect the Contractor in the performance of hisobligations under the Contract, the amount of such increase or reduction (to theextent that it arises directly in respect of the Maintenance Services) shall beadded to or deducted from the Contractor under the Contract.

1.18 DISPUTES

1.18.1 If at any time any question, dispute, or difference shall arise between thePurchaser and the Contractor, either party shall, as soon as reasonablypracticable, give to the other notice in writing of the existence of such question,dispute or difference specifying its nature and the point at issue, and the sameshall be referred to the arbitration of a person to be agreed upon, failing suchagreement within six weeks, to some person appointed on the application ofeither of the parties hereto by the President for the time being of the Institution ofElectrical Engineers.

1.18.2 Performance of the Contract shall continue during arbitration proceedings unlessthe Purchaser shall order the suspension thereof or of any part thereof, and ifany such suspension shall be ordered the reasonable expenses of the Contractor

occasioned by such suspension shall be added to the Contract price.

1.19 HEALTH AND SAFETY

1.19.1 The Contractor shall comply with the provisions of the Health and Safety at Worketc Act (1974) including the Electricity at Work Regulation 1989 and in particularthe duties imposed upon all employers to make provision for securing the health,safety and welfare of their employees and to their obligation to conduct theirundertaking in a manner which will ensure that any non-employee who may beaffected, is not exposed to risk.

1.19.2 The Contractor shall also ensure that all his employees are fully conversant with,

and operate under the relevant safety measures which appertain to theirparticular trades or skills, and that all employees are aware that they themselveshave statutory duties under the provisions of the said Act, to take reasonablecare of their own health and safety and that of any other person or persons whomay be affected by their actions whilst at work and have a duty to co-operatewith the Contractor in the exercise and fulfillment of the Contractor's statutoryobligations set out in the said Health and Safety at Work Act.


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1.19.3 The Contractor shall ensure the continuance of safety at any site at which work isbeing carried out by him, or on his behalf. This shall include the provision anduse of necessary signing and guarding and protection of the public. On thehighway guarding and signing shall be in accordance with the Road and StreetWorks Act 1990. The Contractor shall comply with the Health and Safety at Worketc (1974). In particular, undertake, and ensure that all employees and sub-

contractors comply with this clause. The attention of the Contractor is particularlydirected to the Electricity at Work Regulations 1989 which shall be strictlyobserved.

1.20 DISCRIMINATION

The Contractor shall not unlawfully discriminate within the meaning andscope of the provisions of the Race Relations Act, 1976, the Equal Pay Act, 1970and the Sex Discrimination Act, 1975 and any statutory modifications and re-enactments thereof.

1.21 CONTRACTOR'S RECORDS

To enable the Purchaser to ascertain the Contractor's entitlement to paymentsclaimed under the Contract the Contractor and sub-contractors shall keep timesheets and (so far as practicable) the time worked by the work people in theiremploy, and time sheets shall be produced whenever required for the inspectionof any agent authorised by the Purchaser.

1.22 PREVENTION OF CORRUPTION

1.22.1 The Purchaser shall be entitled to terminate this Contract and to recover from theContractor the amount of loss resulting from such termination if the Contractorshall have offered or given or agreed to give any person any gift or consideration

of any kind as an inducement or reward for doing or forbearing to do to for havingdone or forborne to do any action in relation to the obtaining of this Contract, orany other Contract with the Purchaser, or for showing or forbearing to showfavour or disfavour to any person in relation to this Contract or any other Contractwith the 'Purchaser, or if any of the like acts shall have been done by any personemployed by the Contractor or acting on his behalf (whether with or without theknowledge of the Contractor), or if in relation to this Contract, or any otherContract with the Purchaser, the Contractor or any person employed by him oracting on his behalf, shall have committed an offence under the Prevention ofCorruption Acts, 1889 to 1916 or shall have given any fee or reward the receiptof which is an offence under sub-section (2) of section 117, of the LocalGovernment Act, 1972. Where any such gift, inducement or reward has been

given or promised in relation to the obtaining or the execution of the Contract, orany sub-contract hereunder to any officer or person in the service of thePurchaser who shall be in any way connected with the obtaining or the executionof the Contractor or any sub-contract hereunder.


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SECTION 2 -CONTRACT PRICE -GENERAL SUMMARY

2.1 CONTRACTOR'S PRICE

The Contractor's price inclusive of labour and parts, to carry out the fullycomprehensive planned preventative maintenance and fault repair of the CCTV

system in accordance with the terms and conditions of this maintenance agreementis:-

Location Year 1 Year 2 Year 3 Year 4 Year 5

.1 ? City Centre,

.2 Car Parks

.3 Control Room

Total for Year 1

Total for Year 2

Total for Year 3

Total for Year 4

Total for Year 5

Note: The Contractor's price must be broken down under the separate headings

provided and all costs stated under Section 2 shall be nett of V A T.

The Contractor's price shall be transferred to the Form of Tender and submitted inthe envelope provided.


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2.2 CALL OUT RATES AND DAYWORK CHARGES

The Contractor shall complete the schedule below noting his hourly rates andcharges. These rates and charges will only be used for the rectification of faultsand problems not covered by the terms and conditions of the Maintenance

Agreement.

2.2.1 Call Out Rates and Charges for Service Engineers

.1 Call Out Charge

.2 0800 -1800 Monday to Friday /hour



.5 Saturday /hour

.6 Sunday/Bank Holiday /hour

.7 Calls Where Problems areResolved by Telephone /call

Hourly rates shall include all overheads and profits.

Contractor to state any minimum charges.

____________________2.2.2 Daywork Charges

.1 Labour: Basic Rate for Labourer /hourPercentage for Overheads and Profits %Basic Rate for Engineer /hourPercentage for Overheads and Profits %

____________________

.2 Materials: Suppliers Invoice Cost LessAny DiscountsAdd Percentage for Overheadsand Profits %

____________________

.3 Plant: Suppliers Invoice CostLess Any Discounts

Add Percentage for Overheadsand Profits %

____________________

Identify costs for Hydraulic Hoist Per Day

.4 Other: (Contractor to State)

Note: The completed call out rates and day work charges are to be returned withthe Form of Tender.


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2.3 SCHEDULE OF STOCK SPARES

The Purchaser has in his store the Stock Spares as noted below.

These spares will be held on site by the Purchaser for use by the Contractor toensure that the system is out of operation for the minimum of time. These spares

will be returned to the Purchaser's store when the fault is repaired.

Stock Spares

Item Qty Cost

List items dependent on your installed equipment .i.e.

1. Grundig F AC 831 colour camerawith power supply unit. 2

2. Fujinon 10.5-147mm lens with kangaroo iris. 2


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CLOSED CIRCUIT TELEVISION SURVEILLANCE SYSTEM

Name of your authority

FORM OF AGREEMENT

THIS AGREEMENT is made the day of 200 BETWEEN

(Hereinafter referred to as the "Contractor") of the one pan and

(hereinafter called the "Purchaser") of the other part WHEREAS the Purchaserdesires to have provided and executed certain Maintenance Services mentioned,enumerated, or referred to in certain General Conditions, Specification,Schedules, Drawings, Plans, Schedule of Equipment, the Contractor's Tenderand covering letter (if any), the acceptance of the Tender, and any other relevantcorrespondence which for the purpose of identification have been

signed by.on behalf of the Contractorand by..... of .onbehalf of the Purchaser all of which are deemed to form pan of this Contract asthough separately set out herein and are included in the expression "Contract"whenever herein used AND WHEREAS the Purchaser has accepted the Tenderof the Contractor for the provision and execution of the said MaintenanceServices for the sum of (plus VAT) (hereinafter called"the Contract Price") upon the. terms and subject to the Conditions hereaftermentioned: NOW THlS DEED WITNESSETH and it is hereby agreed anddeclared as follows, that is to say, in consideration of the payment to be made tothe Contractor by the Purchaser as hereinafter mentioned the Contractor herebycovenants with the Purchaser, his legal personal representatives, successors,

and assigns that the Contractor shall and will duly provide, execute, complete andmaintain the said Services and shall do and perform all other acts and things inthe Contract mentioned or described or which are to be implied therefrom or maybe reasonably necessary for the completion of the said Services within and at thetimes and in the manner and subject to the terms and conditions and stipulationsmentioned in the Contract.

AND in consideration of the due provision, execution. and completion of theServices and the maintenance thereof as aforesaid the Purchaser does herebyfor himself his legal representatives, successors, and assigns covenant with theContractor that he, the Purchaser , his legal representatives, successors, orassigns will pay to the Contractor the Contract Price or such other sum as may

become payable to the Contractor under the provisions of the Contract, suchpayments to be made at such time and in such manner as is provided by theContract.

IN WITNESS whereof, etc.


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SECTION 4 - MAINTENANCE SPECIFICATION

4.1 GENERAL

4.1.1 The Contractor shall (subject to the conditions contained herein, and theperformance by the Purchaser of its obligations under this Contract)

perform the Maintenance Services in respect of CCTV equipment(hereinafter called the Equipment) listed in the Schedule of Equipment at

Appendix No. I, to this document. The Maintenance Services shall neitherinclude anything expressly excluded from this Contract nor anyreplacement of, nor repair to, parts damaged or worn out during thecurrency of this Contract, otherwise than by fair wear and tear.

4.1.2 The Equipment to be maintained is given in the Schedule of Equipment.

4.1.3 In the event of the Contractor sending any part of the Equipment awayfrom the installation for repair or overhaul, then he shall bear all the costs,including those of packing, carriage and insurance, incurred in the

dispatch, overhaul, repair, return and installation of the equipment.

4.1.4 All goods and materials used by the Contractor in carrying out hisobligations herein shall be of the highest standard and quality and in fullcompliance with the requirements of the original equipmentmanufacturer's recommendation; all replacements shall be new and of amanufacturer's revision level not less than that of the part to be replaced.When replacement parts are fitted these shall become the property of thePurchaser or the relevant CCTV Partner.

4.1.5 The Contractor shall be responsible for providing the access vehicle andsafety barriers, etc for servicing the camera assembly (i.e. camera, lens,

housing and pan and tilt unit), etc., and all tools, test equipment, spares,goods and materials in fulfilling the Maintenance Services and they shallbe deemed to be included in the Contract Price.

4.1.6 The Contractor shall, except where otherwise agreed in writing, performroutine preventative maintenance of all Equipment in accordance with therecommendations of the original equipment manufacturer .

4.1.7 The Contractor shall provide details of the proposed programme ofpreventative maintenance for the total system, the programme shall, as aminimum, provide for two six monthly inspection per annum, together withany necessary corrective action, on all system equipment, confirming or

returning equipment to full and proper operation; a full equipment statusreport in writing shall be given to the Purchaser.

4.1.8 This Maintenance Agreement is for a period of five years, renewableannually.


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4.2 CONTRACTOR'S RESPONSIBILITY

4.2.1 The Contractor shall take such reasonable steps to maintain the Equipment sothat it shall continue to have, throughout the Contract period, acceptable highstandards of serviceability and performance acceptable to the Purchaser.

The Contractor shall retain in addition to the Purchaser's stock spares items, anadequate stock of spares holding to ensure that the Purchaser's requirement foracceptable high standards of serviceability of the system are complied with. ThePurchaser shall maintain a minimum level of stock spare in the CCTV ControlRoom as noted at Section 2 to this document. The Contractor shall return thePurchaser's stock spares to the Client's store after repair of the faulty equipment.

Where the Contractor requires the equipment to be moved to his workshops forrepair or replacement and the Purchaser does not have stock spares available,similar equipment provided by the Contractor may be loaned on a temporarybasis to ensure that the system remains in operation.

4.2.2 If the equipment is damaged by some cause outside the control of the Contractorthen the Contractor will be required to undertake work to make good suchdamage. The cost of such work shall be agreed in accordance with and be borneby the Purchaser.

4.2.3 The Contractor must provide for the efficient protection of the public in order toprevent mishaps and accidents whilst carrying out his duties herein (see clause1.17 General Conditions).

4.2.4 The Contractor shall, after carrying out his duties, leave the Equipment in a cleanand sound condition, and shall clear away all rubbish.

4.2.5 The Contractor shall preferably be BS EN ISO 9000 Series approved formaintenance of closed circuit television systems, or actively progressing theassessment procedure.

4.2.6 The Contractor shall be responsible for identifying all faults associated with theBritish Telecom video and control links associated with the system, and forreporting to and liaison with British Telecom and the Purchaser to ensure that thesystem is restored to full operation as quickly as possible. The Contractor will notbe responsible for the performance of British Telecom.

4.2.7 The Contractor shall be responsible for identifying all faults associated with theloss of the electrical mains supply to all equipment within the system, and for

reporting to and liaison with either (the electrical supply company) or thePurchaser's Agents, as appropriate, to ensure the system is restored to fulloperation as quickly as possible.

4.2.8 The Contractor shall be responsible for touch up painting repairs to exteriorsurfaces of the externally mounted equipment as required. This includes cameraposts and brackets, but excludes damage caused by vandalism.


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4.2.9 At the commencement of the Contract the Contractor shall provide a schedule ofequipment with equipment serial numbers, which shall be provided to thePurchaser.

Should it be necessary, during the Contract period, for any equipment to bereplaced by the Contractor the replacement item shall be subject to the prior

approval of the Purchaser, which shall not be unreasonably withheld.

Where an equipment replacement results in the Purchaser's systemdocumentation (i.e. Operator and Maintenance Manuals) being out of date theContractor shall, if not replacing equipment at the Purchaser's expense, updatethe Purchaser's documentation (i.e. the Operator and Maintenance Manuals) athis own expense. Where the equipment is being replaced at the Purchaser'sexpense the documentation update shall be at his own expense. All changes tothe documentation shall be subject to the prior agreement of the Purchaser whichshall not be unreasonably withheld.

Should any change to the schedule of equipment be necessary the Contractor

shall provide an updated schedule within one month of any change taking place.

At the termination of the Contract, or at any other time that the Purchaserrequests it, the Contractor shall, in conjunction with the Purchaser, verify that thesystem equipment complies with the agreed schedule.

4.2.10 Throughout the Contract period the Contractor shall establish and maintain anoperational fault reporting centre to which all faults on the system shall bereported by the Purchaser's Agent; the centre shall incorporate a facsimilereceiver which shall be operational at all times during the hours of8. 30 am to 5. OO pm Monday to Friday excluding Bank Holidays.

Faults shall be reported to the centre by facsimile transmission, thus providing ahard copy of the reported fault. At all other times faults should be reported to anout of hours telephone manned 24 hours per day and backed up by facsimiletransmission.

The fault reporting procedures shall be subject to the prior approval of thePurchaser.

4.2.11 Throughout the Contract period the Contractor shall maintain full records of allattendances and repairs made under the Contract.

All such records shall be provided to the Purchaser at regular intervals, not to

exceed three months.

4.3 PURCHASER'S RESPONSIBILITIES

4.3.1 The Purchaser shall ensure that his Agents operate the equipment in accordancewith the instructions contained within the Operator's manual.

4.3.2 The Purchaser shall neither make nor permit others to make any alterations tothe system without first consulting with the Contractor .


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4.3.3 The Purchaser shall ensure that his Agent complies with the fault reportingprocedures agreed with the Contractor.

4.3.4 The Purchaser shall retain an agreed level of stock spares as noted at section 2,which shall be accessible for the Contractor to use at all times.

4.4 TIMES AVAILABLE FOR ACCESS TO EOUIPMENT

4.4.1 For the purposes of routine maintenance it will be the general aim to agree datesfor these visits. It must, however, be accepted that occasionally operational orother circumstances will necessitate refusal to agree to dates proposed. TheContractor shall give the Purchaser seven days notice of routine maintenancevisits. The Purchaser shall give the Contractor three days notice if the equipmentis not accessible for routine maintenance. There may be instances when foroperational reasons, the Contractor may be refused access to the Control Roomor camera sites without notice.

4.4.2 Notification shall be by facsimile transmission to the number for the time being

confirmed by the Purchaser and Contractor respectively.

4.4.3 Notwithstanding the foregoing the interval between the routine visits to a siteshall not fall below nor exceed the scheduled date by more than four weeks.

4.5 PREVENTATIVE MAINTENANCE

4.5.1 The Contractor shall carry out the preventative maintenance programmesubmitted by the Contractor and accepted by the Purchaser . Any variation fromthe accepted programme shall be subject to the prior agreement of thePurchaser, which shall not be unreasonably withheld.

4.5.2 The Contractor shall carry out the planned preventative maintenance routines asnoted at Appendix No.2 to this document. These routines are the minimumrequired and the routines shall incorporate any other activities that may berequired to keep the system operating to a high standard acceptable to thepurchaser.

4.5.3 At commencement of the Contract, the Contractor shall provide the Purchaserwith a detailed method statement of the maintenance activities he intends toundertake . An example of the service functions for the video recorders isprovided at Appendix No.2 item A2.2 and this requires to be expanded for theother items of equipment.

4.6 FAULT REPORTING AND RECTIFICATION

4.6.1 Fault Reporting

The Purchaser shall establish and maintain such fault reporting organisation,hereinafter referred to as the" Centre" , as shall be agreed with the Contractor.The centre shall notify the Contractor by telephone that a fault exists and confirmby facsimile transmission.


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The Purchaser's Agent when reporting a fault shall make every effort to giveaccurate and meaningful information on fault characteristics. Additionally, anyother information requested by the Contractor shall, where reasonably practical,be provided.

Faults will be notified on the Fault Report Form included at Appendix No.3.

4.6.2 Fault Rectification

Corrective maintenance shall be based on a four hour response in attending thesite and a defect being repaired such that no part of the system is out ofoperation for more than 24 hours, with the exception of operator keyboards, 14"monitors and 21" monitors.

Cover will be provided 24 hours/day, each and every day of the year.

On site and repair times shall commence from the time of notification of a fault bythe Centre to the Contractor.

Repair time shall be that point in time at which the system is returned to anacceptable level of operation to the satisfaction of the Centre. Where a full repairhas not been carried out the fault shall be classified as a non-urgent fault and therepair time period shall commence from the time of the temporary repair and theContractor shall use his best endeavours to restore the system to full operationalstatus as quickly as possible; except where the fault is due to damage beyondthe Contractor's reasonable control, and he shall then take all necessary steps toexpedite the repairs to the reasonable satisfaction of the Purchaser.

An urgent fault shall be any fault(s) that results in the loss of either picture,control facilities or recording of cameras. A non-urgent fault shall be all other

faults not classified as urgent.

The Contractor shall report to the Control Room and record his attendance onsite prior to commencing any works.

The Contractor shall report to the Control Room before leaving site and confirmall actions/repairs that have been carried out

4.6.3 Spares List

The Contractor shall advise of any additional stock spares items that heconsiders I should beheld at site to achieve the fault response criteria

4.7 REPAIR OF FAULTS NOT COVERED BY THE MAINTENANCE AGREEMENT

4.7.1 Faults to the equipment not covered by the terms of the Maintenance Agreementwill be repaired by the Contractor and the cost of any such repairs shall becharged in accordance with the schedule of call-out rates and daywork chargesnoted at I section 2.2 of this document


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All such work and costs shall be agreed in advance with the Purchaser andwhere I possible a fixed price agreed based on the rates

4.8 REFILLING OF WASH BOTTLES

4.8.1 Where wash bottles are provided. the Contractor shall refill the wash bottles with

water containing an approved cleaning/anti-freeze additive The wash bottlesshall I be filled once a month.

Wash bottles are provided at all of the camera sites.

4.9 CONTROL SYSTEM AND SOFTWARE

4.9.1 The Contractor shall include within his price for the maintenance of the system Icontrol software to be carried out by .., the control system manufacturer.

4.9.2 The Contractor shall only carry out the repair and maintenance of the controlsystem hardware using staff who have been specifically trained in the equipment

servicing by the control system manufacturer.

4.10 TESTING EQUIPMENT

4.10.1 The Contractor shall be responsible for providing all of the specialist tools andtest r equipment necessary to carry out the maintenance of the CCTV equipmentand validate that the equipment is operating correctly to the optimumperformance settings.


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APPENDIX NO.1

SCHEDULE OF EQUIPMENT TO BE MAINTAINED

The Schedule of Equipment has been prepared in general terms to identify

the equipment covered by the Maintenance Agreement. Those items notidentified but which are clearly required for the operation of the ((TV systemshall be included within the Maintenance Agreement.

These items should be listed here individually.


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APPENDIX NO.2

SCHEDULE OF MAINTENANCE ROUTlNES

This schedule has been prepared to indicate the minimum requirements for thepreventative maintenance of the CCTV system. The Contractor shall be responsible for

all of the maintenance necessary to ensure that the complete CCTV system as specifiedin this Maintenance Agreement achieves a constant high quality operation.

The schedule indicates the maintenance tasks required but does not state how they willbe carried out. All maintenance activities will be completed in accordance with theequipment manufacturer's guidelines, recommendations and good working practices.

The following symbols are used:-

M Monthly (calendar)3M Quarterly (3 monthly)6M Semi-annually (6 monthly)

Y Annually

In all instances where preventative maintenance work has identified the need to replaceequipment, items or components, this work shall be carried out under the maintenancefunction as defined within the Contract.

You should configure this table to suite the requirements of your system and your ownmaintenance requirements. The following is a suggested example.

A2.1 Schedule of Maintenance Routines

Item Description Item Freguency

C 1 Camera External Visual inspect, check weatherproof gasket 6MHousing for seal, rectify where necessary.

C2 Camera External Check internal of housing for moisture, 6MHousing rectify where necessary.

C3 Camera External Check external joints, glands, make off and 6MHousing re-seal where necessary.

C4 Camera External Check operation of wash/wipe. Fill washer lMHousing bottles. Replace wiper blades where necessary.

C5 Camera External Clean housing glass. Replace where 6MHousing necessary.

C6 Camera External Check operation of heater. Replace where 6MHousing necessary .


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C21 Cables Check all cables for damage, continuity , etc. 6MReplace where necessary.

C22 Connections Check all connections, plugs for damage, 6Mcontinuity, moisture, ingress.Replace where necessary.

C23 Cameras Carry out operations C 14-C 19. 6M

C24 Telemetry Unit Check all functions operate correctly. 6MRectify where necessary.

C25 Telemetry Unit Check telemetry within manufacturer's 6MSpecification.Recalibrate where necessary.

C26 Telemetry Unit Check data stream. 6M

C27 Telemetry Unit Check video loop through. 6M

C28 Telemetry Unit Check button operation. Rectify where 6Mnecessary.

C29 Telemetry Unit Check BNC or other connections. Remake 6Mor replace where necessary.

C30 Video Matrix/ Check BNC connections at remote switch 6MSwitcher Units box. Remake or replace.

C31 Video Matrix/ Check alarm connections at remote switcher 6M

Switcher Units box. Remake or replace.

C32 Video Matrix/ Check all BNC connections at desk top 6MSwitcher Units switcher control units. Remake or replace

where necessary .

C33 Video Matrix/ Check all functions operate correctly. 6MSwitcher Units Rectify where necessary .

C34 Video Matrix/ Check switcher within manufacturer's 6MSwitcher Units specification. Recalibrate where necessary.

C35 Video Matrix/ Check button operation. Rectify where 6MSwitcher Units necessary .

C36 Monitors Check video signal for level. Adjust where 6Mnecessary.

C37 Monitors Inspect display tube. Replace where 6Mnecessary.


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C38 Monitors Check BNC connections. Remake or 6Mreplace where necessary.

C39 Monitors Check condition of cables. Replace where 6Mnecessary.

C40 Monitors Return monitors to manufacturer's 6Mspecification.

C41 VCR Carry out manufacturer's 4000 hour or 3Mequivalent service including all replacement

parts.

C42 VCR Carry out manufacturer's 8000 hour or 6Mequivalent service including all replacement

parts.

C43 VCR Reset video to manufacturer's specification, 6M

checking all tolerances.

C44 VCR Check all control functions. 6M

C45 VCR Check all BNC connections. Remake or 6Mreplace where necessary .

C46 VCR Check all cables for damage. Replace 6Mwhere necessary.

C47 VCR Check VCR match to multiplexer. Set head 6Mswitch to suit multiplexer operation. '

C48 Multiplexer Check all control functions. 6M

C49 Multiplexer Check compatibility between multiplexer 6Mand VCR in both switch setting and EPROMsoftware.

C5O Multiplexer Check and adjust VCR tracking to suit 6Mmultiplexer both record and playback.

C5l Multiplexer Reset to manufacturer's specification. 6M

C52 Multiplexer Check video loop through. 6M

CS3 Multiplexer Check all BNC connections. Remake or 6Mreplace where necessary .

C54 Multiplexer Check all cables for damage. Replace 6Mwhere necessary .

C55 Video Printer Check all control functions. 6M


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C56 Video Printer Carry out manufacturer's recommended 6Mservice including all replacement parts.

CS7 Video Printer Check all BNC connections. Remake and 6Mreplace where necessary.

C58 Video Printer Check all cables for damage. Replace 6Mwhere necessary.

C59 Control System and Clean filters to PC fans. 6MSoftware.

C60 Control System and Clean PC. 6MSoftware

C61 Control System and Clean matrix. 6MSoftware

C62 Control System and Clean hard disks. 6MSoftware

C63 Control System and Check security of cable connections. 6MSoftware

C64 Control System and Calibrate touch screens. 6MSoftware

C65 Control System and Software upgrades/checks. 6MSoftware

C66 Electrical Power Check operation of RCD and circuit 6MSupplies at Camera breakers.Sites

C67 Electrical Power Check for ingress of moisture at distribution 6MSupplies at Camera boards, plugs and sockets.Sites

C68 Electrical Power Check all cables for damage, continuity, etc. 6MSupplies at Camera Replace where necessary .Check earthSites connections.

C69 Electrical Power Fixed wiring inspection and test to BS 7671. 5YSupplies at CameraSites


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A2.2 Example of Service Schedule for Video Recorders

Video Maintenance Schedule 3M 6M l2M

1. Supply Reel Disc +X +X O2. Take Up Reel Disc +X +X O

3. Tension Arm Ball X X OX 4. Brake (Supply) X OX OX 5. Brake (Take Up) X OX O6. Tension Band Space O O7. FP/RE Idler Arn1 X X X 8. Tilt Pole (Supply) X X X 9. Tilt Pole (Take Up) X X X 10. Guide Roller (Straight Supply) X X X 11. Guide Roller (Taper) Tape Up X X X12. Tape Guide X X X 13. Impedance Roller Arm X X X 14. Erase Head X X X

15. Audio Control Head X X X 16. Sub Brake X OX OX 17. Capstan Motor X OX O18. Pinch Roller X OX OX 19. Belt X OX OX 20. Relay Pulley X X X 21. Video Head (Upper Cylinder) X X O22. Cylinder Motor (Lower Cylinder) Space Space O23. Brush O O O24. Clutch X OX OX 25. Capstan Shaft + + O+26. Capstan Flywheel X X X

27. Casing X X X

X = Cleaning+ = LubricationO = Replacement

cctv maintenance contract

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