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 Contractors legal personal representatives,
successors, and permitted assigns.
The Purchaser shall mean the ..and shall include the Purchasers 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. Fujinon 10.5-147mm lens with kangaroo iris.

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