CONTRACT INFORMATION

INTRUDER/PA ALARM SYSTEM


MAINTENANCE SCHEDULE

Description of Works

 

To carry out service and maintenance of an intruder or PA alarm system, including call-outs and advice to keep the system fully operational.

 

All servicing shall be carried out as per manufacturers specifications, BS8243:2010 and PD6662:2010, NSI Codes of Practice and ISQS101 for planning, installation and maintenance of intruder alarm systems.

 

2 months notice shall be required by either party for cancellation of an existing Maintenance and/or Monitoring contract

 

Preventative Maintenance

 

A preventative maintenance visit should be made during the initial 12 months of the Contract and at each 12 monthly period thereafter, except where systems incorporate remote signalling facilities in which instance visits shall be 6 monthly.

 

At each visit, details should be provided of any problems experienced with the system since the last preventative maintenance visit.  The system documentation kept by the property will also be examined to see whether there have been any service calls or incidents since the last maintenance visit.

 

Any other requests to attend are considered Corrective Maintenance Visits.

 

Inspection

 

During each visit, inspection of the following, with all necessary tests and those rectifications which are practical at the time, should be carried out.  Where premises are occupied, the Customer may reappoint for further checks out of hours but this may incur additional cost.

 

Check the installation, location and siting of all equipment against Zone List

 

Check satisfactory operation of detection devices including deliberately operated devices.

 

Inspect all flexible connections, i.e. door loops etc.

 

Check mains and stand-by power supplies including correct charging rates.

 

Check control unit for correct operation.

 

Check remote signalling if applicable (intelligibility to be ascertained).

 

Test (where possible) remote signalling equipment to ARC

 

Check all audible warning and alarm devices for correct operation.

 

Check the alarm system is fully operational.

 

Emergency Service

 

An emergency service shall be available at all times.  The site representative will be kept informed of the address and telephone numbers of the emergency facility.

 

The emergency service facility shall be so located and organised that under exceptional circumstances the duty engineer shall respond within 4 hours of a request to attend.

 

Corrective Maintenance

 

For the period of the Maintenance Contract, the Customer shall be entitled to call upon the Company for service (corrective maintenance) at any time but the Company shall be entitled to charge the Customer on a time and materials basis where a visit occurs for any reason other than an inherent defect in the system.  Contract cover shall not include for any items which may be considered ‘consumables’ such as batteries, bulbs, fuses, etc. and a nominal labour charge may be made for visits to replace such items.  For information, expected life of sensor batteries is 2-3 years.

 

Furthermore, where the contract is provided on a ‘takeover’ basis and has not been covered by another contract for a period of time, parts shall not be covered for the first six months of any new contract. 

 

The contract does not include cover on first fix cabling carried out by others during any building works, nor for equipment which fails and has become obsolete due to changes in Legislation, a requirement for compliance with new Standards or withdrawal of equipment due to industry advancements.

 

Throughout the duration of the Contract, the Customer shall not nor shall he allow any person other than a Servant or Agent to repair, service, adjust or in any way interfere with the system.

 

The Company shall in no way be liable at any time for the cost of any work, repair and renewals resulting from vandalism or damage, or for damage by fire, storm, flood, neglect or misuse, including possible cable damage.  In addition, the Company shall not be liable for any reset/call charges or parts resulting from activations due to user error, environmental or electrical/mains interference, nor for any costs which may be incurred by the Customer or their keyholder in responding to system activations.

 

South East Security do not accept responsibility for any callouts or costs related to third

party services (i.e. broadband speeds & services, client routers, IP addresses, telecom

services, etc.) and any visits due to loss or low performance of these services in the future

may be subject to a standard call out charge. 

 

Where wireless systems are installed, signals will be tested at the time of survey to

establish satisfactory operation but it should be noted that in some instances, the fabric of

the building may subsequently reduce wireless transmission distances and/or re-meshing

of devices which is not something that can be determined at the time survey

 

For clarity, it should also be noted that a minimum of 5MB per second broadband upload

speed is required for remote access to CCTV system images.  Customers should also be

aware that if they make any changes to third party services which may affect their security

system or are in any doubt as to the level of cover provided by the Maintenance Contract,

they should contact us first to ensure clarity. 

 

Where additional works are identified as being required, either as a result of a Preventative Maintenance Visit or a Request to Attend, and these do not fall within the scope of the Maintenance Contract, recommendations will be made and, where possible, a Quotation will be submitted for such works.

 

 

Records

 

A system of records for the system shall be established, retained and maintained and these records should be protected from unauthorised access.

 

System Record

 

This shall be kept up-to-date and shall be available to maintenance engineers as required.

 

Historical Record

 

An historical record of the date of every visit, every fault found and the action taken shall be kept.  Details of every fault reported shall be retained together with details of any action taken and, if known, the cause.

 

The information shall be kept for at least 2 years after the last event to which it refers.

 

Maintenance Record

 

The results of a preventative maintenance inspection shall be entered on an electronic visit report and the signature of the client or his representative obtained on the report.  A copy of the report is available to the client on request.

 

This information shall be kept for at least 15 months after the inspection to which it refers.

 

Corrective Maintenance Record

 

There shall be a record of the date and time of each request for service, together with the date and time of completion of corrective maintenance and the necessary action(s) carried out.

 

The results of a corrective maintenance inspection shall be entered on an electronic visit report and the signature of the client or his representative obtained on the report.  A copy of the report is available to the client on request.

 

This information shall be kept for at least 15 months after the inspection to which it refers.



CCTV SYSTEMS


MAINTENANCE SCHEDULE

Description of Works

 

To carry out service and maintenance of the CCTV system including call-outs and advice to keep the system fully operational.

 

All servicing shall be carried out as per manufacturers specifications and NACOSS Code of Practice for planning, installation and maintenance of CCTV systems 1990.

Preventative Maintenance

 

A preventative maintenance visit should be made during the latter part of the initial Contract and Contract renewal offered for each 12 month period thereafter.

 

At each visit, details should be provided of any problems experienced with the CCTV system since the last preventative maintenance visit.  The system documentation kept by the property will also be examined to see whether there have been any service calls or incidents since the last maintenance visit.

 

Any other requests to attend are considered Corrective Maintenance Visits and will be chargeable on a time and materials basis but at “maintained customer” discounted rates.

Inspection

 

During each visit, inspection of the following, with all necessary test and those rectifications which are practical at the time, should be carried out.

 

  • Cables connecting to cameras or control equipment to be checked to ensure all cabling has been correctly terminated at cameras, junction boxes, monitors and associated control equipment.

 

  • Supply voltages at cameras and PTZ units to be checked to ensure they are within manufacturers ratings.

 

  • Operating voltage to be checked at each camera.

 

  • Correct connection of any UPS or battery back-up power supplies to be checked ensure that current drawn under mains fail conditions does not exceed specified back-up times.

 

  • Correct fuse ratings at mains spur to be checked.

 

  • Equipment Operation: Correct camera type and lens confirmed for each position.

 

  • Check that external flexible cables are properly supported and undamaged.

 

  • Examine towers and brackets for signs of corrosion and integrity of fixings.

 

  • Check all seals and glands on external equipment.

 

Inspection (cont.)

 

  • Remove covers and housings and clean interiors where necessary.

 

  • Check for correct operation of auto irises under varying light levels. Check to ensure that focusing has been optimised for all lighting conditions, including IR lighting.

 

  • Correct operation of PTZ units (where fitted) without snagging cables to be checked and ability to pan and tilt with freedom.

 

  • Angles of pan and tilt limits should enable the specified viewing areas.

 

  • Suitable warning notices should be placed on or near equipment liable to sudden movement.

 

  • Video telemetry switching/multiplexer – all units shall perform to the manufacturers and installation specifications within the tolerances defined in both.

 

  • Where digital multiplexing equipment is in use, all functions shall be fully tested to ensure satisfactory operation.

 

Emergency Service

 

An emergency service shall be available at all times.  The site representative will be kept informed of the address and telephone numbers of the emergency facility.

 

The emergency out of hours service facility shall be so located and organised that apart from exceptional circumstances the duty engineer shall reach the protected premises within 4 hours of a request to attend.

 

Any emergency callout shall be chargeable at the current standard reduced rate for ‘maintained customers’.

 

Corrective Maintenance

 

Where remedial works are identified as being required, either as a result of a Preventative Maintenance Visit or a Request to Attend, a Quotation will be submitted for such works.

 

Where remedial works are identified as being essential, or can be undertaken at an advantageous price by being carried out instantly, the person in charge of the premises shall be contacted with a view to obtaining immediate authority to proceed.

 

Where remote access is set up at the time of install, any loss of remote viewing due to customer error, change of IP address or hardware failure will be a chargeable on a time and materials basis.

 

South East Security do not accept responsibility for any callouts or costs related to third

party services (i.e. broadband speeds & services, client routers, IP addresses, telecom

services, etc.) and any visits due to loss or low performance of these services in the future

may be subject to a standard call out charge. 

 

For clarity, it should be noted that a minimum of 5MB per second broadband upload speed

is required for remote access to CCTV system images.  Customers should also be aware

that if they make any changes to third party services which may affect their security

system or are in any doubt as to the level of cover provided by the Maintenance Contract,

they should contact us first to ensure clarity. 

 

Records

 

A system of records for the system shall be established, retained and maintained and these records should be protected from unauthorised access.


System Record

 

This shall be kept up-to-date and shall be available to maintenance engineers as required.

 

Historical Record

 

An historical record of the date of every visit, every fault found and the action taken shall be kept.  Details of every fault reported shall be retained together with details of any action taken and, if known, the cause.

 

The information shall be kept for at least 2 years after the last event to which it refers.

 

Preventative Maintenance Record

 

The results of a preventative maintenance inspection shall be entered on a visit report and the signature of the client or his representative obtained on the report.  A copy of the report shall be given to the client.

 

This information shall be kept for at least 15 months after the inspection to which it refers.

 

Corrective Maintenance Record

 

There shall be a record of the date and time of each request for service, together with the date and time of completion of corrective maintenance and the necessary action(s) carried out.

 

The results of a corrective maintenance inspection shall be entered on a visit report and the signature of the client or his representative obtained on the report.  A copy of the report shall be given to the client.

 

This information shall be kept for at least 15 months after the inspection to which it refers.



ACCESS CONTROL

MAINTENANCE SCHEDULE

Description of Works

 

To carry out service and maintenance of a door entry and/or proximity access control system on expiry of any existing contract or a defects and warranty period following installation, including call-outs and advice to keep the system fully operational.

 

All servicing shall be carried out as per manufacturers specifications and NACOSS Codes of Practice for planning, installation and maintenance of Access Control systems.

 

It is stressed that customers should carry out REGULAR CHECKS of system operation

between the service visits undertaken by the company.

 

 

Preventative Maintenance

 

A preventative maintenance visit should be made as follows:

 

Door Entry:                  towards the end of the 12 month period

 

Access Control:            during the initial 6 months of the Contract and at 6 monthly intervals thereafter

 

At the time of the visit, details should be provided of any problems experienced with the system since the last preventative maintenance visit.  The system documentation kept by the property will also be examined to see whether there have been any service calls or incidents since the last maintenance visit.

 

Any other requests to attend are considered Corrective Maintenance Visits and may be chargeable on a time and materials basis, subject to system type and terms of cover.  In general this is as follows:

 

Door Entry:                  fully comprehensive contract except for existing locks, video entry

control parts and where main controls become obsolete

 

Access Control:                        preventative only contract which includes 2 visits per annum and

an emergency callout service

 

In all instances, any call out requests due to operator error, misuse, vandalism or damage to the system, or as a result of environmental factors such as electrical interference or corruption, fire, storm or flood will be subject to our standard call out charge and are not covered under the Maintenance Contract.

 

Inspection

 

During each visit, inspection of the system shall take place in the following areas and those rectifications which are practical at the time, should be carried out.


 

Checks for Access Controlled Doors

 

Check correct operation of locks, readers and release units on each access controlled door

Inspect all flexible connections and check secure fixing of all units

Check all controlling equipment

Check satisfactory operation of any power supplies and back-up batteries

Check operation of any switches or isolation switches

Check satisfactory operation of any electronic keypads.

Check clarity of conversation on audio units.

Check satisfactory picture on video units.

Check handset(s) for correct operation.

Check correct operation of any LED indicators on readers, door porters, etc.

Check overall satisfactory operation of the system

 

 

Checks for Access Controlled Barriers & Gates

 

Check correct operation of all locks, readers and release units on each access controlled

barrier/gate.

Inspect all flexible connections and check secure fixing of all units

Check all controlling equipment

Check satisfactory operation of any power supplies and back-up batteries

Check for satisfactory open/close operation of each barrier/gate.

Check barrier arm balance and alignment where applicable and adjust as required.

Check safety circuits are operating correctly. 

Oil motorised parts as per manufacturers instructions.

Grease hinge points.

Grease motor pivot point.

Check hydraulic fluid where applicable.

 

Emergency Service

 

An emergency service shall be available at all times.  The site representative will be kept informed of the address and telephone numbers of the emergency facility. 

 

The emergency service facility shall be so located and organised that under exceptional circumstances the duty engineer shall reach the protected premises within 4 hours of a request to attend.  However, where lock works are required, it should be noted that we do not operate a 24 hour locksmith service and any requests to attend the same working day shall be subject to sufficient notice being supplied

 

Corrective Maintenance

 

Where remedial works are identified as being required as a result of a Preventative Maintenance Visit.or a Request to Attend and do not fall within the scope of the Maintenance Contract, a quotation shall be provided for consideration.

 

Where remedial works are identified as being essential, or can be undertaken at an advantageous price by being carried out instantly, the person in charge of the premises shall be contacted with a view to obtaining immediate authority to proceed.

 

Records

 

A system of records for the system shall be established, retained and maintained and these records should be protected from unauthorised access.

 

System Record

 

This shall be kept up-to-date and shall be available to maintenance engineers as required.

 


Historical Record

 

An historical record of the date of every visit, every fault found and the action taken shall be kept.  Details of every fault reported shall be retained together with details of any action taken and, if known, the cause.

 

The information shall be kept for at least 2 years after the last event to which it refers.

Preventative Maintenance Record

 

The results of a preventative maintenance inspection shall be entered on a maintenance visit report and the signature of the client or his representative obtained on the report.  A copy of the report shall be given to the client.

 

This information shall be kept for at least 15 months after the inspection to which it refers.

 

Corrective Maintenance Record

 

There shall be a record of the date and time of each request for service, together with the date and time of completion of corrective maintenance and the necessary action(s) carried out.

 

The results of a corrective maintenance inspection shall be entered on a maintenance visit report and the signature of the client or his representative obtained on the report.  A copy of the report shall be given to the client.

 

This information shall be kept for at least 15 months after the inspection to which it refers

FIRE ALARM SYSTEMS


MAINTENANCE SCHEDULE

FIRE ALARM SYSTEM

Description of Works

To carry out service and maintenance of a fire alarm, including call-outs and advice to keep the system fully operational.

All servicing shall be carried out as per manufacturers specifications for planning, installation and maintenance of fire alarm systems.

The Fire Alarm System will be checked to ensure compliance with the appropriate Category, British Standard 5839 Part 1: 2002 currently in force, the requirements of the local Fire Officer and Building Controller and new Fire Regulations which come into effect from 1st October 2006.

Preventative Maintenance

A preventative maintenance visit should be made during the initial 6 months of the Contract and during or before each 6 monthly period thereafter.

At each visit, details should be provided of any problems experienced with the fire alarm system since the last preventative maintenance visit. The system documentation kept by the property will also be examined to see whether there have been any service calls or incidents since the last maintenance visit.

The fire alarm checks will comprise a first visit from one engineer to carry out a test of selected devices on each zoned area with a second visit to check each individual device.

During the second visit, it will be necessary for the customer to provide the services of a ‘competent’ person, familiar with operation of the Fire Alarm and regular testing, to assist the engineer at the main control panel location.

Any other requests to attend are considered Corrective Maintenance Visits.

 

Page 2 South East Security

Inspection

During each visit, inspection of the following, with all necessary test and those rectifications which are practical at the time, should be carried out during normal working hours, or outside of normal hours at additional cost.

• Check the installation, location and siting of all equipment and devices against the Specification.

• Visit 1 - check the satisfactory operation of one fire detection and call point device on each zone.

• Visit 2 - check the satisfactory operation of all fire detection and call point devices.

• Inspect all flexible connections.

• Check mains and stand-by power supplies including correct charging rates.

• Check control unit for correct operation.

• Check remote signalling if applicable (intelligibility to be ascertained).

• Test (where possible) remote signalling equipment to ARC

• Check all audible warning and alarm devices for correct operation.

• Check the fire alarm system is fully operational

Where any high level detection devices form part of the system, it will be necessary during

one routine visit for our engineer to be provided with assisted powered access for testing

purposes. If applicable, this access may be provided by the client or arranged by South

East Security at additional cost.

Where a ‘competent’ person is not available to assist engineering staff, a second engineer

will be scheduled to assist but this labour time will be chargeable to the Client.

It is recommended that all wiring be tested periodically to ensure compliance with BS7671

and that evidence shall be provided to verify regular tests have taken place, i.e. periodic

testing report for fixed wiring . Where not carried out, South East Security may provide

this service at additional cost and a Quotation will be submitted on request.

It is further recommended that systems are checked by users on a weekly basis by the

Client to ensure continued satisfactory operation of the system. Where not already

available, a Log Book shall be supplied for the purpose of recording all system tests and

engineer visits and should this document should be maintained to satisfy current

regulations.

Emergency Service

An emergency service shall be available at all times. The site representative will be kept informed of the address and telephone numbers of the emergency facility.

The emergency service facility shall be so located and organised that under exceptional circumstances the duty engineer shall respond within 4 hours of a request to attend.

Corrective Maintenance

For the period of the Maintenance Contract, the Customer shall be entitled to call upon the Company for service (corrective maintenance) at any time but the Company shall be entitled to charge the Customer on a time and materials basis for this service.

Throughout the duration of the Contract, the Customer shall not nor shall he allow any person other than a Servant or Agent to repair, service, adjust or in any way interfere with the system.

 

Page 3 South East Security

The Company shall in no way be liable at any time for the cost of any work, repair and renewals resulting from damage by fire, storm, flood, neglect or misuse. In addition, the Customer shall be liable for any reset/call charges resulting from activations due to environmental or mains interference.

Where additional works are identified as being required, either as a result of a Preventative Maintenance Visit or a Request to Attend, and these do not fall within the scope of the Maintenance Contract, a Quotation will be submitted for such works.

Records

A system of records for the system shall be established, retained and maintained and these records should be protected from unauthorised access.

System Record

This shall be kept up-to-date and shall be available to maintenance engineers as required.

Historical Record

An historical record of the date of every visit, every fault found and the action taken shall be kept. Details of every fault reported shall be retained together with details of any action taken and, if known, the cause.

The information shall be kept for at least 2 years after the last event to which it refers.

Preventative Maintenance Record

The results of a preventative maintenance inspection shall be entered on a visit report and the signature of the client or his representative obtained on the report. A copy of the report shall be given to the client.

This information shall be kept for at least 15 months after the inspection to which it refers.

Corrective Maintenance Record

There shall be a record of the date and time of each request for service, together with the date and time of completion of corrective maintenance and the necessary action(s) carried out.

The results of a corrective maintenance inspection shall be entered on a visit report and the signature of the client or his representative obtained on the report. A copy of the report shall be given to the client.

This information shall be kept for at least 15 months after the inspection to which it refers.