Cctv Maintenance Contract

STANDARDS COMMITTEE

Model Maintenance Contract for CCTV Systems System Photo if available

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 references to any other information such as schematic drawings and the location of detailed equipment 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 including all 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 all parts and components of the ……….control room equipment, viz :a) Monitors, video recorders, multiplexers, video printers, video matrix, control system, keyboards, tape degausser, cooling fans, interconnecting cabling and wiring. 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 located outside 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 which are 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 the installation process and the commencement of this maintenance contract that you require to be repaired. The Contractor will be required to carry out any defect repairs and undertake a full preventative maintenance service at the commencement of the Maintenance Contract,

such that all defects are repaired and the system returned to optimum operating performance 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, either verbal 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 of Practice relating to the operation and management of the CCTV system. 1.5. DEFINITIONS In construing these general conditions and the specification, the following words shall have the meanings herein assigned to them unless there is something in the subject matter or context inconsistent with such construction. The ‘Contract’ shall mean the agreement between the Purchaser and the Contractor for the maintenance of the equipment howsoever made, including therein all documents to which reference may properly be made in order to ascertain the right and obligations of the parties under the said agreement. The ‘Contractor’ shall mean the Tenderer whose tender has been accepted by the Purchaser, and shall include the Contractor’s legal personal representatives, successors, and permitted assigns. The ‘ Purchaser’ shall mean the …………………..and shall include the Purchaser’s legal personal representatives, successors and assigns. The ‘Purchasers Agent’ shall include the CCTV partners. The ‘Contract Period’ shall be …… years, subject to the provisions of General Conditions. 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 during the Contract Period. ‘Equipment’ shall mean the items of equipment set out in the Schedule of Equipment at Appendix Number 1. The ‘Installation Site’ shall mean the actual place or places where the Maintenance Services are to be performed by the Contractor.

The ‘Maintenance Services’ shall mean all maintenance and fault rectification works to be done by the Contractor under the Contract for the maintenance. ‘Qualified Operators’ shall mean persons who have received a course of training in the use and operation of the equipment. The ‘Specification’ shall mean the Maintenance Specification annexed to or issued with these general Conditions. The ‘CCTV Partners’ shall mean the Local Authority Partners, Businesses and Police Authorities involved in the partnership. The ‘Sub-Contractor’ shall mean any person to whom any part of the contract has been sub-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 or hand 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 General Conditions and Specification, with the Schedule of Equipment as annexed thereto and referred to therein. 1.7 ASSIGNMENT BY CONTRACTOR 1.7.1. The Contractor shall not without the consent in writing of the purchaser, which shall not be unreasonably withheld, assign or transfer the Contract or the benefits or obligations thereof or any part thereof to any other person, provided that this shall not affect any right of the Contractor to assign, either absolutely or by way of 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, which shall not be unreasonably withheld, sub-let the Contract or any part thereof, or make any sub-contract with any person or persons for the execution of any portion of the Maintenance Services but the restriction contained in this clause shall 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. Any such consent shall not relieve the Contractor from his obligations under the Contract.

1.8 USE OF SERVICES The Contractor shall be entitled to free use so far as reasonable for the purposes of the Maintenance Services such supplies of electricity , water and gas as may be available therefore on the Installation Site.

1.9 DEFAULTS AND TERMINATION OF AGREEMENT 1.9.1

If the Contractor fails to execute the Maintenance Services or any part thereof with due diligence and expedition, or shall refuse or neglect to comply with any reasonable orders given him in writing by the Purchaser in connection with the Maintenance Services, or shall contravene any provision of the Contract, the Purchaser may give seven days notice in writing to the Contractor to make good the failure, neglect, or contravention complained of. Should the Contractor fail to comply with the notice within seven days from the date of service thereof in the case of a failure, neglect or contravention capable of being made good within that time, or otherwise within such time as may be reasonably necessary for making it good, then and in such case the Purchaser shall be at liberty to employ other workmen, and forthwith execute such part of the Maintenance Services as the Contractor may have failed or neglected to do. The Contractor will be responsible for the full costs of such works.

1.9.2

The Purchaser shall have the right to terminate the Maintenance Agreement at any time, if the Contractor does not perform the maintenance works in a reasonable and acceptable manner. Termination of the Agreement shall be effective three months from the serving of written notice on the Contractor by the Purchaser.

1.9.3

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

1.9.4

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

1.9.5

Following termination of the Contract, the Contractor shall only be entitled to payment 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 Agreement should the Purchaser fail to make payments as required under the terms of the Agreement. Termination of the Agreement shall be effective three months from the 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 be wound up, not being a members voluntary winding up for the purpose of reconstruction or amalgamation, or a receiver be appointed for the benefit of its creditors or any of them, the Purchaser shall be at liberty either: 1. to terminate the Contract forthwith by notice in writing to the Contractor or to the receiver or liquidator or to any person in whom the Contractor may become vested, and to act in the manner provided in Clause 1.7 as though the last

mentioned notice had been the notice referred to in such clause and the Maintenance 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 the Contract subject to his providing a guarantee for the due and faithful performance of 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 the times stated in the Specification or other times by arrangement. 1.11.2 In the execution of the Maintenance Services, the Contractor shall not authorise or purport to authorise any person other than his approved employees and subcontractors and their employees to come upon the Site, except by the written permission 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 such delegation. Any such delegation or revocation shall be in writing signed by the Purchaser and, in the case of a delegation and the person or persons to whom the same are delegated. No such delegation or revocation shall have effect until a 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 or Names 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 Qualified Operators of the Contractor, shall be deemed to have been given to the Contractor. The Contractor's operators shall be subject to the security vetting procedures noted at Clause 1.24 1.13.2 The Purchaser shall be at liberty by notice in writing to the Contractor to object to any representative or person employed by the Contactor in the execution of the Maintenance Services who shall, in the opinion of the Purchaser, misconduct himself 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 the Contractor 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 consequence thereof in the performance of any of its obligations under this Contract owing to fire, strike, lock-out, flood, accident, shortage of fuel, loss of electrical power, embargo, act, refusal of licence, demand or requirement of any government or

any government department or agency as a consequence of war or of hostilities of armed conflict (whether war be declared or not) or to any other cause whatsoever beyond the Contractor's reasonable control or the after effects of any of the foregoing and whether the same take place or have effect in the United Kingdom or elsewhere. If any such delay occurs then any delay exceeding five days 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 respect of all damage to any property or injury to or death of any person against all actions, suits, claims, demands, costs, charges and expenses arising in connection therewith which shall be occasioned by the negligence or willful default of or breach of statutory duty by the Contractor or any sub-contractor he may employ. 1.14.3 The Contractor will not be liable for and the Purchaser will hold the Contractor harmless against any claim in respect of loss, injury or damage to property or persons 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 otherwise than in accordance with the manufacturer's operating instructions or by persons other than Qualified Operators) or default (including any breach or noncompliance with any term of this Contract, any delay, any wrong information and any lack of required information) . 1.14.4 The Contractor will not be liable for loss of profits or for any indirect or consequential loss or damage caused by or arising from any of the causes matters 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 insure against any damage, loss or injury which may occur to any property or to any person including death by or arising out of the carrying out of the Maintenance Services. 1.15.2 Such insurance shall be effected with an Insurer and in terms approved by the purchaser (which approval should not be unreasonably withheld) and for a minimum sum of £5 million for anyone incident. The Contractor shall whenever required produce to the Purchaser the policy of policies of insurance and the receipts 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 payment for the first three months of the first year's maintenance price. Payments thereafter will be made at three monthly intervals for the duration of the Maintenance 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 thirty days of the Purchaser receiving the invoice unless the Purchaser shall have notified the Contractor in writing of an objection to part or all of an invoice within

seven days of receipt. Where items of an invoice are in dispute those items not in dispute should be paid within twenty-eight days of the Purchaser receiving a credit note for the items in dispute. Items in dispute shall be paid within twentyeight days of settlement of the dispute . 1.17 FLUCTUATIONS If the cost to the Contractor of performing his obligations under the Contract shall be 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 in the United Kingdom that shall affect the Contractor in the performance of his obligations under the Contract, the amount of such increase or reduction (to the extent that it arises directly in respect of the Maintenance Services) shall be added 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 the Purchaser and the Contractor, either party shall, as soon as reasonably practicable, 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 same shall be referred to the arbitration of a person to be agreed upon, failing such agreement within six weeks, to some person appointed on the application of either of the parties hereto by the President for the time being of the Institution of Electrical Engineers. 1.18.2 Performance of the Contract shall continue during arbitration proceedings unless the Purchaser shall order the suspension thereof or of any part thereof, and if any 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 Work etc Act (1974) including the Electricity at Work Regulation 1989 and in particular the duties imposed upon all employers to make provision for securing the health, safety and welfare of their employees and to their obligation to conduct their undertaking in a manner which will ensure that any non-employee who may be affected, 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 their particular trades or skills, and that all employees are aware that they themselves have statutory duties under the provisions of the said Act, to take reasonable care of their own health and safety and that of any other person or persons who may be affected by their actions whilst at work and have a duty to co-operate with the Contractor in the exercise and fulfillment of the Contractor's statutory obligations set out in the said Health and Safety at Work Act.

1.19.3 The Contractor shall ensure the continuance of safety at any site at which work is being carried out by him, or on his behalf. This shall include the provision and use of necessary signing and guarding and protection of the public. On the highway guarding and signing shall be in accordance with the Road and Street Works Act 1990. The Contractor shall comply with the Health and Safety at Work etc (1974). In particular, undertake, and ensure that all employees and subcontractors comply with this clause. The attention of the Contractor is particularly directed to the Electricity at Work Regulations 1989 which shall be strictly observed. 1.20

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

1.21

CONTRACTOR'S RECORDS To enable the Purchaser to ascertain the Contractor's entitlement to payments claimed under the Contract the Contractor and sub-contractors shall keep time sheets and (so far as practicable) the time worked by the work people in their employ, and time sheets shall be produced whenever required for the inspection of 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 the Contractor the amount of loss resulting from such termination if the Contractor shall 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 having done or forborne to do any action in relation to the obtaining of this Contract, or any other Contract with the Purchaser, or for showing or forbearing to show favour or disfavour to any person in relation to this Contract or any other Contract with the 'Purchaser, or if any of the like acts shall have been done by any person employed by the Contractor or acting on his behalf (whether with or without the knowledge of the Contractor), or if in relation to this Contract, or any other Contract with the Purchaser, the Contractor or any person employed by him or acting on his behalf, shall have committed an offence under the Prevention of Corruption Acts, 1889 to 1916 or shall have given any fee or reward the receipt of which is an offence under sub-section (2) of section 117, of the Local Government 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, or any sub-contract hereunder to any officer or person in the service of the Purchaser who shall be in any way connected with the obtaining or the execution of the Contractor or any sub-contract hereunder.

1.23 CONTRACT LAW The Contract shall in all respects be construed and operate as an English Contract and in conformity with English Law, and all payments there under shall be made in sterling money. 1.24 SECURITY CLEARANCE All personnel working in the Control Room, or on camera equipment shall be security vetted by the Purchaser. Only those staff who pass the vetting process will be permitted to enter these areas. The Contractor shall provide such details as may be required by the Purchaser for all staff and approved sub-contractors. The Purchaser reserves the right to reject any personnel for security reasons. No reason will be given for such decisions to reject personnel. 1.25 HOISTS. SCAFFOLDING AND BARRIERS The Contractor's price shall include for all hoists, scaffolding, barriers, signage, lighting and the like to enable him to properly and safely carry out the maintenance works.

SECTION 2 -CONTRACT PRICE -GENERAL SUMMARY 2.1 CONTRACTOR'S PRICE The Contractor's price inclusive of labour and parts, to carry out the fully comprehensive planned preventative maintenance and fault repair of the CCTV system in accordance with the terms and conditions of this maintenance agreement is: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 in the envelope provided.

2.2 CALL OUT RATES AND DAYWORK CHARGES The Contractor shall complete the schedule below noting his hourly rates and charges. These rates and charges will only be used for the rectification of faults and problems not covered by the terms and conditions of the Maintenance Agreement. 2.2.1

Call Out Rates and Charges for Service Engineers .1 .2 .3 .4 .5 .6 .7

Call Out Charge 0800 -1800 Monday to Friday 1800 -0000 Monday to Friday 0000 -0800 Monday to Friday Saturday Sunday/Bank Holiday Calls Where Problems are Resolved by Telephone

£ £ £ £ £ £

/hour /hour /hour /hour /hour

£

/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 Percentage for Overheads and Profits Basic Rate for Engineer Percentage for Overheads and Profits .2 Materials: Suppliers Invoice Cost Less Any Discounts Add Percentage for Overheads and Profits .3 Plant:

Suppliers Invoice Cost Less Any Discounts Add Percentage for Overheads and Profits

£

/hour % £ /hour % ____________________

% ____________________

% ____________________

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 with the Form of Tender.

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 to ensure 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

List items dependent on your installed equipment .i.e. 1. Grundig F AC 831 colour camera with power supply unit.

2

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

2

Cost £

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 Purchaser desires 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 Tender and covering letter (if any), the acceptance of the Tender, and any other relevant correspondence which for the purpose of identification have been signed by…………………………………………….on behalf of the Contractor and by……………………………………………..... of ……………………………….on behalf of the Purchaser all of which are deemed to form pan of this Contract as though separately set out herein and are included in the expression "Contract" whenever herein used AND WHEREAS the Purchaser has accepted the Tender of the Contractor for the provision and execution of the said Maintenance Services for the sum of ……………………………(plus VAT) (hereinafter called "the Contract Price") upon the. terms and subject to the Conditions hereafter mentioned: NOW THlS DEED WITNESSETH and it is hereby agreed and declared as follows, that is to say, in consideration of the payment to be made to the Contractor by the Purchaser as hereinafter mentioned the Contractor hereby covenants with the Purchaser, his legal personal representatives, successors, and assigns that the Contractor shall and will duly provide, execute, complete and maintain the said Services and shall do and perform all other acts and things in the Contract mentioned or described or which are to be implied therefrom or may be reasonably necessary for the completion of the said Services within and at the times and in the manner and subject to the terms and conditions and stipulations mentioned in the Contract. AND in consideration of the due provision, execution. and completion of the Services and the maintenance thereof as aforesaid the Purchaser does hereby for himself his legal representatives, successors, and assigns covenant with the Contractor that he, the Purchaser , his legal representatives, successors, or assigns 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, such payments to be made at such time and in such manner as is provided by the Contract. IN WITNESS whereof, etc.

SECTION 4 - MAINTENANCE SPECIFICATION 4.1 GENERAL 4.1.1

The Contractor shall (subject to the conditions contained herein, and the performance 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 neither include anything expressly excluded from this Contract nor any replacement of, nor repair to, parts damaged or worn out during the currency 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 away from 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 his obligations herein shall be of the highest standard and quality and in full compliance with the requirements of the original equipment manufacturer's recommendation; all replacements shall be new and of a manufacturer's revision level not less than that of the part to be replaced. When replacement parts are fitted these shall become the property of the Purchaser or the relevant CCTV Partner.

4.1.5

The Contractor shall be responsible for providing the access vehicle and safety 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 shall be deemed to be included in the Contract Price.

4.1.6

The Contractor shall, except where otherwise agreed in writing, perform routine preventative maintenance of all Equipment in accordance with the recommendations of the original equipment manufacturer .

4.1.7

The Contractor shall provide details of the proposed programme of preventative maintenance for the total system, the programme shall, as a minimum, provide for two six monthly inspection per annum, together with any necessary corrective action, on all system equipment, confirming or returning equipment to full and proper operation; a full equipment status report in writing shall be given to the Purchaser.

4.1.8

This Maintenance Agreement is for a period of five years, renewable annually.

4.2

CONTRACTOR'S RESPONSIBILITY

4.2.1 The Contractor shall take such reasonable steps to maintain the Equipment so that it shall continue to have, throughout the Contract period, acceptable high standards of serviceability and performance acceptable to the Purchaser. The Contractor shall retain in addition to the Purchaser's stock spares items, an adequate stock of spares holding to ensure that the Purchaser's requirement for acceptable high standards of serviceability of the system are complied with. The Purchaser shall maintain a minimum level of stock spare in the CCTV Control Room as noted at Section 2 to this document. The Contractor shall return the Purchaser'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 for repair or replacement and the Purchaser does not have stock spares available, similar equipment provided by the Contractor may be loaned on a temporary basis to ensure that the system remains in operation. 4.2.2 If the equipment is damaged by some cause outside the control of the Contractor then the Contractor will be required to undertake work to make good such damage. The cost of such work shall be agreed in accordance with and be borne by the Purchaser. 4.2.3

The Contractor must provide for the efficient protection of the public in order to prevent mishaps and accidents whilst carrying out his duties herein (see clause 1.17 General Conditions).

4.2.4

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

4.2.5

The Contractor shall preferably be BS EN ISO 9000 Series approved for maintenance of closed circuit television systems, or actively progressing the assessment procedure.

4.2.6

The Contractor shall be responsible for identifying all faults associated with the British Telecom video and control links associated with the system, and for reporting to and liaison with British Telecom and the Purchaser to ensure that the system is restored to full operation as quickly as possible. The Contractor will not be responsible for the performance of British Telecom.

4.2.7

The Contractor shall be responsible for identifying all faults associated with the loss of the electrical mains supply to all equipment within the system, and for reporting to and liaison with either (the electrical supply company) or the Purchaser's Agents, as appropriate, to ensure the system is restored to full operation as quickly as possible.

4.2.8

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

4.2.9

At the commencement of the Contract the Contractor shall provide a schedule of equipment with equipment serial numbers, which shall be provided to the Purchaser. Should it be necessary, during the Contract period, for any equipment to be replaced 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 system documentation (i.e. Operator and Maintenance Manuals) being out of date the Contractor shall, if not replacing equipment at the Purchaser's expense, update the Purchaser's documentation (i.e. the Operator and Maintenance Manuals) at his own expense. Where the equipment is being replaced at the Purchaser's expense the documentation update shall be at his own expense. All changes to the documentation shall be subject to the prior agreement of the Purchaser which shall 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 Purchaser requests it, the Contractor shall, in conjunction with the Purchaser, verify that the system equipment complies with the agreed schedule.

4.2.10 Throughout the Contract period the Contractor shall establish and maintain an operational fault reporting centre to which all faults on the system shall be reported by the Purchaser's Agent; the centre shall incorporate a facsimile receiver which shall be operational at all times during the hours of 8. 30 am to 5. OO pm Monday to Friday excluding Bank Holidays. Faults shall be reported to the centre by facsimile transmission, thus providing a hard copy of the reported fault. At all other times faults should be reported to an out of hours telephone manned 24 hours per day and backed up by facsimile transmission. The fault reporting procedures shall be subject to the prior approval of the Purchaser. 4.2.11 Throughout the Contract period the Contractor shall maintain full records of all attendances 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 accordance with the instructions contained within the Operator's manual.

4.3.2

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

4.3.3

The Purchaser shall ensure that his Agent complies with the fault reporting procedures 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 dates for these visits. It must, however, be accepted that occasionally operational or other circumstances will necessitate refusal to agree to dates proposed. The Contractor shall give the Purchaser seven days notice of routine maintenance visits. The Purchaser shall give the Contractor three days notice if the equipment is not accessible for routine maintenance. There may be instances when for operational reasons, the Contractor may be refused access to the Control Room or 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 site shall 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 programme submitted by the Contractor and accepted by the Purchaser . Any variation from the accepted programme shall be subject to the prior agreement of the Purchaser, which shall not be unreasonably withheld.

4.5.2

The Contractor shall carry out the planned preventative maintenance routines as noted at Appendix No.2 to this document. These routines are the minimum required and the routines shall incorporate any other activities that may be required to keep the system operating to a high standard acceptable to the purchaser.

4.5.3

At commencement of the Contract, the Contractor shall provide the Purchaser with a detailed method statement of the maintenance activities he intends to undertake . An example of the service functions for the video recorders is provided at Appendix No.2 item A2.2 and this requires to be expanded for the other 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 confirm by facsimile transmission.

The Purchaser's Agent when reporting a fault shall make every effort to give accurate and meaningful information on fault characteristics. Additionally, any other 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 the site and a defect being repaired such that no part of the system is out of operation 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 by the Centre to the Contractor. Repair time shall be that point in time at which the system is returned to an acceptable level of operation to the satisfaction of the Centre. Where a full repair has not been carried out the fault shall be classified as a non-urgent fault and the repair time period shall commence from the time of the temporary repair and the Contractor shall use his best endeavours to restore the system to full operational status as quickly as possible; except where the fault is due to damage beyond the Contractor's reasonable control, and he shall then take all necessary steps to expedite 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 on site prior to commencing any works. The Contractor shall report to the Control Room before leaving site and confirm all actions/repairs that have been carried out

4.6.3

Spares List The Contractor shall advise of any additional stock spares items that he considers 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 Agreement will be repaired by the Contractor and the cost of any such repairs shall be charged in accordance with the schedule of call-out rates and daywork charges noted at I section 2.2 of this document

All such work and costs shall be agreed in advance with the Purchaser and where 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 bottles shall 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 I control 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 control system 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 and test r equipment necessary to carry out the maintenance of the CCTV equipment and validate that the equipment is operating correctly to the optimum performance settings.

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 not identified but which are clearly required for the operation of the ((TV system shall be included within the Maintenance Agreement. These items should be listed here individually.

APPENDIX NO.2 SCHEDULE OF MAINTENANCE ROUTlNES This schedule has been prepared to indicate the minimum requirements for the preventative maintenance of the CCTV system. The Contractor shall be responsible for all of the maintenance necessary to ensure that the complete CCTV system as specified in this Maintenance Agreement achieves a constant high quality operation. The schedule indicates the maintenance tasks required but does not state how they will be carried out. All maintenance activities will be completed in accordance with the equipment manufacturer's guidelines, recommendations and good working practices. The following symbols are used:M 3M 6M Y

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

In all instances where preventative maintenance work has identified the need to replace equipment, items or components, this work shall be carried out under the maintenance function as defined within the Contract. You should configure this table to suite the requirements of your system and your own maintenance requirements. The following is a suggested example. A2.1

Schedule of Maintenance Routines

Item

Description

Item

C1

Camera External Housing

Visual inspect, check weatherproof gasket for seal, rectify where necessary.

6M

C2

Camera External Housing

Check internal of housing for moisture, rectify where necessary.

6M

C3

Camera External Housing

Check external joints, glands, make off and re-seal where necessary.

6M

C4

Camera External Housing

Check operation of wash/wipe. Fill washer bottles. Replace wiper blades where necessary.

lM

C5

Camera External Housing

Clean housing glass. Replace where necessary.

6M

C6

Camera External Housing

Check operation of heater. Replace where necessary .

6M

Freguency

C7

Pan Tilt Mechanism

Check operation of pan tilt mechanism. Reset limits where necessary.

6M

C8

Pan Tilt Mechanism

Check gearbox, bearings, etc. Adjust or replace where necessary.

6M

C9

Pan Tilt Mechanism

Check pan tilt controller for ingress of moisture. Replace seal where necessary.

6M

ClO

Pan Tilt Mechanism

Check pan tilt operation. Re-set to manufacturer's specification. Replace, electronics where necessary.

6M

C11

Camera Bracket

Check bracket mounts/poles for corrosion or Mounts/Poles failure and damage to paint. Rub down, repaint or replace where necessary.

6M

Check operation of access door locks, lubricate as necessary. Check securing of fixings and fastenings, tighten/adjust as necessary . C12

Cables

Check all cables for damage, continuity, etc. Replace where necessary.

6M

C13

Connections

Check all connections, plugs for damage, continuity, moisture ingress. Replace where necessary.

6M

C14

Cameras

Remove optical lens. Inspect for moisture, seal failure. Rectify or replace where necessary.

6M

C15

Cameras

Clean optical lens with proprietary soft lens cloth and refit.

6M

C16

Cameras

Check operation of iris and zoom. Adjust where necessary.

6M

C17

Cameras

Check BNC connections. Remake or replace where necessary.

6M

C18

Cameras

Re-set camera to manufacturer's specification.

6M

C19

Cameras

Measure and record camera's performance. Provide hard copy of waveform trace.

6M

C20

Internal Camera Housing

Carry out operations C1-C6 Where appropriate.

6M

C21

Cables

Check all cables for damage, continuity , etc. Replace where necessary.

6M

C22

Connections

Check all connections, plugs for damage, continuity, moisture, ingress. Replace where necessary.

6M

C23

Cameras

Carry out operations C 14-C 19.

6M

C24

Telemetry Unit

Check all functions operate correctly. Rectify where necessary.

6M

C25

Telemetry Unit

Check telemetry within manufacturer's Specification. Recalibrate where necessary.

6M

C26

Telemetry Unit

Check data stream.

6M

C27

Telemetry Unit

Check video loop through.

6M

C28

Telemetry Unit

Check button operation. Rectify where necessary.

6M

C29

Telemetry Unit

Check BNC or other connections. Remake or replace where necessary.

6M

C30

Video Matrix/ Switcher Units

Check BNC connections at remote switch box. Remake or replace.

6M

C31

Video Matrix/ Switcher Units

Check alarm connections at remote switcher box. Remake or replace.

6M

C32

Video Matrix/ Switcher Units

Check all BNC connections at desk top switcher control units. Remake or replace where necessary .

6M

C33

Video Matrix/ Switcher Units

Check all functions operate correctly. Rectify where necessary .

6M

C34

Video Matrix/ Switcher Units

Check switcher within manufacturer's specification. Recalibrate where necessary.

6M

C35

Video Matrix/ Switcher Units

Check button operation. Rectify where necessary .

6M

C36

Monitors

Check video signal for level. Adjust where necessary.

6M

C37

Monitors

Inspect display tube. Replace where necessary.

6M

C38

Monitors

Check BNC connections. Remake or replace where necessary.

6M

C39

Monitors

Check condition of cables. Replace where necessary.

6M

C40

Monitors

Return monitors to manufacturer's specification.

6M

C41

VCR

Carry out manufacturer's 4000 hour or equivalent service including all replacement parts.

3M

C42

VCR

Carry out manufacturer's 8000 hour or equivalent service including all replacement parts.

6M

C43

VCR

Reset video to manufacturer's specification, checking all tolerances.

6M

C44

VCR

Check all control functions.

6M

C45

VCR

Check all BNC connections. Remake or replace where necessary .

6M

C46

VCR

Check all cables for damage. Replace where necessary.

6M

C47

VCR

Check VCR match to multiplexer. Set head switch to suit multiplexer operation. '

6M

C48

Multiplexer

Check all control functions.

6M

C49

Multiplexer

Check compatibility between multiplexer and VCR in both switch setting and EPROM software.

6M

C5O

Multiplexer

Check and adjust VCR tracking to suit multiplexer both record and playback.

6M

C5l

Multiplexer

Reset to manufacturer's specification.

6M

C52

Multiplexer

Check video loop through.

6M

CS3

Multiplexer

Check all BNC connections. Remake or replace where necessary .

6M

C54

Multiplexer

Check all cables for damage. Replace where necessary .

6M

C55

Video Printer

Check all control functions.

6M

C56

Video Printer

Carry out manufacturer's recommended service including all replacement parts.

6M

CS7

Video Printer

Check all BNC connections. Remake and replace where necessary.

6M

C58

Video Printer

Check all cables for damage. Replace where necessary.

6M

C59

Control System and Software.

Clean filters to PC fans.

6M

C60

Control System and Software

Clean PC.

6M

C61

Control System and Software

Clean matrix.

6M

C62

Control System and Software

Clean hard disks.

6M

C63

Control System and Software

Check security of cable connections.

6M

C64

Control System and Software

Calibrate touch screens.

6M

C65

Control System and Software

Software upgrades/checks.

6M

C66

Electrical Power Supplies at Camera Sites

Check operation of RCD and circuit breakers.

6M

C67

Electrical Power Supplies at Camera Sites

Check for ingress of moisture at distribution boards, plugs and sockets.

6M

C68

Electrical Power Supplies at Camera Sites

Check all cables for damage, continuity, etc. Replace where necessary .Check earth connections.

6M

C69

Electrical Power Supplies at Camera Sites

Fixed wiring inspection and test to BS 7671.

5Y

A2.2

Example of Service Schedule for Video Recorders

Video Maintenance Schedule 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27.

Supply Reel Disc Take Up Reel Disc Tension Arm Ball Brake (Supply) Brake (Take Up) Tension Band FP/RE Idler Arn1 Tilt Pole (Supply) Tilt Pole (Take Up) Guide Roller (Straight Supply) Guide Roller (Taper) Tape Up Tape Guide Impedance Roller Arm Erase Head Audio Control Head Sub Brake Capstan Motor Pinch Roller Belt Relay Pulley Video Head (Upper Cylinder) Cylinder Motor (Lower Cylinder) Brush Clutch Capstan Shaft Capstan Flywheel Casing

X = Cleaning + = Lubrication O = Replacement

3M

6M

+X +X +X +X X X X OX X OX Space O X X X X X X X X X X X X X X X X X X X OX X OX X OX X OX X X X X Space Space O O X OX + + X X X X

l2M O O OX OX O O X X X X X X X X X OX O OX OX X O O O OX O+ X X