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Docusign Envelope ID: EFBAE12B-2D33-4288-BDF3-3F19BEEB5A9F <br />CITY OF SANTA ANA <br />XI. RECORDS AND REPORTS <br />A. Contractor shall maintain a record of each inspection, test, certification, maintenance, and repair. <br />Copies of records must be submitted to the Project Manager or designee within five (5) days after <br />completion of Services. Report shall include the following at minimum: <br />Date of Service incident; <br />Location of equipment; <br />Equipment type; <br />Description of Service(s)/repair(s), including frequency if applicable (if monthly, annual, <br />etc.) <br />Service needed or completed; <br />Action taken to restore equipment to Service; <br />Complaint that initiated the call-out or if regularly scheduled Service; and <br />Suggested date of next inspection (if applicable). <br />B. Contractor shall establish and maintain a complete Service history profile for each City location <br />Serviced for the duration of the resulting Agreement(s). Files shall contain the following: <br />1. Listing of all equipment Serviced in each building and structure by nomenclature and <br />manufacturer's model number; <br />2. Copy of all completed Service call work authorizations; <br />3. Maintenance Checklists; <br />4. Service type and frequency schedule for all equipment located at each site; and <br />5. Any other information relevant to work performed on video surveillance system and related <br />equipment. <br />C. Any floor plans, specifications, estimates, maps, and other relevant documents required to be <br />prepared by Contractor for Services under the resulting Agreement(s) shall be the property of the <br />City. <br />D. Contractor shall maintain a current record of equipment inventory, including type of equipment, <br />quantity of equipment, site name, and site address which shall be made available to the City upon <br />request and provided annually to the Project Manager. <br />E. Contractor shall provide City access to reports and records upon City's request. All records and <br />copies of reports shall be provided to the City upon its request and within five (5) calendar days <br />after Contract expiration and at any time during the term of this contract as per request of City. <br />F. All records and reports shall be available in electronic (including Excel, Word, and PDF Format) <br />and hard copy format at all times during the term of the contract. <br />Xll. PARTS AND MATERIALS <br />A. All parts and materials shall be new and meet or exceed the original equipment manufacturer's <br />specifications and have a warranty of no less than one (1) year. <br />RFP 25-1 09A City of Santa Ana Page 25 of 51