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The publication, The Principles and practice of CCTV includes a
chapter on specifying CCTV systems, but this is from the perspective of
an installing company producing an offer to an end user. This article
is aimed at the end user and is guidance on avoiding some of the
pitfalls created by a poorly structured or ill thought-out
specification.
You should be aware of the distinction of the cheapest tender
or the best value for money. This is where an effective specification
can assist in making the correct selection from competitive tendering.
There are many products where the buyer is knowledgeable in
the requirements and can identify the precise product. Such as, buying
machine tools where the specification is precise as to the performance
against specific needs. Or buying computers where an IT manager knows
the exact needs of each department. Security systems, however, are
frequently a one off purchase with no previous experience on the part
of the buyer. For this reason they are vulnerable to pressure from
inexperienced salespersons offering the wrong solution based on their
company’s’ particular products. For instance, selling CCTV when an
intruder alarm or better physical security is a more effective answer.
Closed Circuit Television is not the panacea to all security and
safety problems that many people believe it to be. CCTV should only be
part of an integrated approach that considers all aspects of the
security problems being experienced.
There must be a starting point for preparing a specification so that
it will reflect the reason for producing it. Make a statement of the
problems that are to be resolved, such as:
- Vandalism in Town Centres.
- Shop theft.
- Industrial or commercial break-ins.
- The target for the intruder, is it material goods or information? I.e. industrial espionage.
- Danger to individuals from attack.
- Health and safety of individuals on the premises or site.
- To replace or reduce manned guarding.
- To supplement manned guarding, making them more efficient.
- To monitor persons entering and leaving the premises.
- To provide visual confirmation of intruders activating an alarm.
- To monitor a remote, unattended site.
The list is obviously endless in general terms, but for a particular
site, there must be finite reasons for considering CCTV. If they cannot
be listed, you probably don’t need it.
Having set out the problem to be resolved, the next consideration is
how a solution can be achieved. Some of the possibilities are:
- Better lighting, in itself a strong deterrent.
- Better fencing and gates around the perimeter.
- An intruder alarm.
- Perimeter protection by fencing movement detection.
- Perimeter protection by buried detectors.
- Improving physical security, better locks and doors, etc.
- CCTV
- Passive infrared beams.
- Active infrared beams.
- Access control, barriers.
- Manned guarding.
Again, the list will depend on the circumstances and requirements on
any particular site, but it is important to at least make a list and
consider all the possibilities.
Many of the items in the list will be impracticable and so you
should finish up with a short list of possibilities. The next thing is
to comment against each one the pros and cons. Quite often, the
solution will point to a need for integrating two or more types of
system. This Magazine and article are directed at CCTV solutions,
therefore it will be assumed that after all considerations, it has been
decided to pursue this avenue.
Now you can get down to specifying the system.
This raises several more considerations to be resolved. Two of
the most important are where and how will the system be monitored.
Quite often, how the system will be monitored, will dictate where it is
to be monitored. So, another list of possibilities to be considered.
Set down what you expect the system to achieve. This can be a
simple statement describing the aims of the system and will help in
designing the layout.
The overall objective could be the statement describing the aim of
the system. Then there are other objectives, for instance, for a Town
Centre system they could be:
- To provide a deterrent to crime and vandalism in the Town Centre.
- To enable 24 hour monitoring of all the designated areas.
- To enable clear identification of miscreants within the range of the cameras.
- To provide continuous recording of all cameras in the system.
- To enable rapid movement of any camera to pre-set positions of pan, tilt and zoom.
- To provide independent viewing of any camera at the police station.
- To enable live, real time recording of selected cameras.
Another example for a commercial premises could be:
- Main objectives:
- To detect intruders around the perimeter of the main building
and alert the security guards. To provide a permanent record of
activity from all cameras.
- Supplementary objectives:
- To provide security at the sub station and oil tanks.
- To provide identification of vehicles and persons at the side barrier.
- To identify callers using the intercom at the main entrance.
- To provide security for the directors car parking area.
- To monitor persons using the entrance doors to the computer areas.
- To alert security if a fire exit is opened and display the relevant camera.
- To provide general surveillance of the site without compromising overall security.
This would form the basis of the system design and in measuring performance when the installation is complete.
There are two possibilities, the first is that the end user knows
exactly where all the camera are to be fitted and the location and
operation of the control room. This is quite common in Town Centre
systems where the Local Authority, Police, and other parties have
determined the areas for surveillance and operation of the system. In
these cases, the next step is to prepare the specification.
The second possibility is that the end user knows the problems
to be tackled but does not have a clue how a solution can be achieved.
The common approach to this is to describe the problems to several
installation companies and obtain quotations. The problem with this is
that the customer will not have the knowledge to make an objective
assessment of the several different solutions and costs submitted. The
answer here would to employ the services of a competent consultant.
For the purposes of this article, it is assumed that the
customer is intending to prepare the specification and knows the camera
and control locations.
The form of the specification will depend on the technical knowledge
of the person producing it. This is an area where a little knowledge
can be very dangerous and costly. The concept of the specification
should be that is easy for tendering companies to understand exactly
what they are expected to price for without wading through reams of
documents. The more difficult it is to comprehend a specification, the
greater will be the variation in tender prices.
The first thing is to produce a general description of the
system. It needs to be succinct and could be along the following lines:
The system will consist of three fully
functional monochrome cameras at specified locations. The cameras will
be fitted in discrete domes and be capable of being directed to eight
pre-set positions of pan, tilt, and zoom. These will be connected back
to a control room at the Police Station. The controls will consist of a
multiplexer, time lapse VCR and telemetry controller. The system will
be monitored on one 17" and three 12" monochrome monitors. There will
be a real time VCR for recording events from the 17" monitor.
This can be followed by a description of how the system will be
operated. The next item would be a list of camera locations and how
they are to be mounted.
Part of the specification will be to produce a list of
equipment specifications, which allows for two options. The first is to
specify every item by manufacturer and model number. The advantage of
this is that a totally objective comparison of all tenders can be made.
The disadvantage is that there are many makes of camera, for instance,
that have identical performance characteristics. By specifying one
model you would giving advantage to the tendering company that has the
best buying terms with that manufacturer. There could be far better
terms available for alternative makes with a consequent reduction in
tender prices. Another disadvantage is that there could be better
products on the market of which you are unaware and thus eliminating
from consideration.
The answer to this is to produce a performance-related
specification where the generic description of a product is given. It
does mean that when assessing tenders, the specification of the
variations must be checked. Generally, a performance specification will
ensure the most competitive prices may be obtained.
A typical specification may be broken down into the following
headings. Suggestions are given for some specific items where these may
be overlooked as being part of the CCTV specification. Most companies
and Local Authorities produce impressive and sometimes massive tomes of
contract conditions. Even though it may mean some repetition, there
certain conditions specific to CCTV specifications that should form
part of the CCTV document. The objective is not have some well hidden
clause that forms legal protection for the customer, rather, to prevent
that clause being needed at all.
- Responsible authority:
- Introduction
- The following are the main objectives of the system:
- List the system objectives to convey to the tenderer what you want to achieve.
- List of drawings included with specification
- Performance specification (example)
- The specification is given as a performance related
specification for the system and equipment. It is the responsibility of
the Companies tendering to select the most appropriate equipment to
fulfil the objectives and requirements of the system. (Certain items
may be specified by manufacturer and model number where they have a
bearing on system performance specific to this project.) Part of the
tender evaluation process will to assess the quality, reliability, and
suitability of the equipment proposed. The Authority will not be bound
to accept the lowest or any tender.
- Future expansion
- State whether the system is likely to be extended in the future and the possible extent of this.
- Systems to be installed or connected
- Indicate whether there other systems that will be or possibly be connected to this system
- Operation of system
- Where the system will be operated from and who will operate it.
- Camera locations
- Transmission of video and telemetry
- Equipment specifications
- Cameras
- Lenses
- Distribution amplifiers
- Monitors
- Camera housings
- Pan, tilt units
- Equipment finish
- Video recorders
- Video tapes:
- Multiplexers
- Matrix switcher
- Telemetry receivers
- Quad units
- Video printer
- Tape de-gausser
- Console
- Monitor wall
- Matrix switcher general description
- Cabling
- Equipment summary
- The following equipment lists are to summarise the main
content of the systems and are not intended to be exhaustive. The
contractor is responsible for ensuring that a complete working system
is provided.
- Provisions by customer
- List any provisions that you will provide, such as storage facilities, power supplies, free issue equipment, etc.
- Installation
- Timing
- The likely time scale for placing a contract and the time for completion.
- Co-ordination
- State whether there is co-ordination required with other contractors, for instance, fibre optic cable installation.
- In-house manufactured equipment (example)
- All equipment, consoles, telemetry, switching and
multiplexing, etc. must be proprietary, generally available products.
This is to ensure that the future extensions to the system may be
carried out by any installing Company extending the controls by adding
cards, cages, etc. The use of specialised in-house manufactured
components will not be acceptable. This does not preclude the use of
'badged' products, providing the manufacturers are clearly stated and
the product has not been modified or customised in any way.
- Sub-contracting (example)
- No part of the contract may be sub-contracted to any other
company or individuals without the express written permission of the
Customer. Unless specified to the contrary, it is assumed that all work
will carried out by the contractor’s direct labour.
- If it is intended to sub-contract any part of the design or
installation, this must be made clear in the tender submission and the
name of the sub-contractor(s) must be provided. The Customer reserves
the right to accept or reject nominated sub-contractors.
- Access equipment (example)
- The contractor will be responsible for providing all access
equipment necessary to enable safe installation of all high level
equipment and cabling.
- Health and Safety on site: (example)
- The Contractor will be expected to comply with all health and
safety requirements issued by The customer. It is the Contractors'
responsibility to provide all access equipment required to complete the
installation in accordance with good safety practices
- Compliance with regulations: (example)
- The installation will comply with all relevant regulations,
the requirements of BS 7671 1992 (16th Edition 1991 Wiring Regulations
for Electrical Installations as issued by the Institute of Electrical
Engineers) "The Requirements for Electrical Installations".
- It will also comply with NACOSS NACP20 " Code of practice
for planning, installation and maintenance of Closed Circuit Television
Systems".
- Where mains wiring is included in the contract, this must be
installed by an suitably qualified electrician and an NICEIC
certificate will be issued on completion.
- COMPLIANCE with specification (example)
- All tenderers must include a statement that the system
proposed and priced complies with this specification. Variations and
suggestions for changing or improving the system should be listed and
priced separately.
- Indemnity and insurance (example)
- The Contractor shall indemnify and keep indemnified the
Customer against the injury to, or death of, any person, and loss of,
or damage to, any property arising out of or in consequence of the
Contractors obligations under the contract and against all actions,
claims, demands, proceedings, damages, costs, charges and expenses in
respect thereof. For all claims against which the Contractor is
required to insure, the insurance cover shall be a minimum of £1
million or such greater sum as the Contractor may choose in respect of
any one incident.
- The Contractor will be expected to produce evidence of
sufficient insurance cover to meet these requirements before any work
is carried on site.
- Modifications and variations (example)
- No modifications or variations to the contract will be permitted without the written consent of the …………………….. Manager.
- The Contractor shall notify the supervising Consultant
immediately if any unforeseen circumstances are encountered during the
course of the Contract which may require modifications or variation and
shall await instructions before proceeding with any part of the
Contract which may be affected.
- Pre-assembly and testing (example)
- All equipment is to be pre-built and tested at the
contractor's premises before being delivered to site. The telemetry
controls, control of multiplexers and central time/date generation to
VCRs is to be assembled and proved to the satisfaction of the client’s
representative before being delivered to site.
- Testing and commissioning
- Practical completion (example)
- When the contract is considered to be complete, Practical
Completion will be effective after fourteen consecutive days of
uninterrupted, fault free operation.
- Warranty period (example)
- The Contractor will repair, correct, or replace any defect of
any nature that may occur for a period of twelve months from the date
of the issue of the Certificate of Practical Completion. To this end,
the Contractor will attend site within xx hours/days of the fault being
reported. The defect will be corrected without undue delay. To this
end, the contractor will hold sufficient stock of spares to allow
speedy repair or replacement of equipment. Waiting for manufacturers to
replace or repair equipment will not be acceptable.
- The Contractor will provide the employer with details of telephone and fax facilities for reporting such defects. The warranty is to include for full maintenance of video recorders in accordance with the manufacturer’s’ recommendations.
- The contractor will have in operation a system whereby all
service visits are recorded on a multi-part form, a copy of which will
be left on site. The form will record the date and time of the fault
being reported, the nature of the reported fault, the date and time of
the visit and the actual fault together with the remedial work carried
out.
- Maintenance (example)
- The contractor is to submit a full schedule of maintenance to
be carried out on the system during the warranty period and under
subsequent maintenance contracts.
- Operating instructions (example)
- On completion of the contract, and before the issue of a
Certificate of Compliance, the Contractor will provide a full set of
manuals and operating instructions. This to include comprehensive
descriptive brochures and technical manuals for all equipment forming
part of the contract. It should include as-fitted wiring and schematic
diagrams.
- An A4 laminated sheet is to be provided with short form
operating instructions on one side, and a site diagram showing camera
locations and pre-set positions on the other.
- Training
- Specify what training will be required and over what period.
- Submissions required with tender
- Summary of tender prices required
- Options to be priced separately
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