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Docusign Envelope ID: EFBAE12B-2D33-4288-BDF3-3F19BEEB5A9F DCITY OF SANTA ANA XI. RECORDS AND REPORTS A. Contractor shall maintain a record of each inspection, test, certification, maintenance, and repair. Copies of records must be submitted to the Project Manager or designee within five (5) days after completion of Services. Report shall include the following at minimum: 1. Date of Service incident; 2. Location of equipment; 3. Equipment type; 4. Description of Service(s)/repair(s), including frequency if applicable (if monthly, annual, etc.) 5. Service needed or completed; 6. Action taken to restore equipment to Service; 7. Complaint that initiated the call-out or if regularly scheduled Service; and 8. Suggested date of next inspection (if applicable). B. Contractor shall establish and maintain a complete Service history profile for each City location Serviced for the duration of the resulting Agreement(s). Files shall contain the following: 1. Listing of all equipment Serviced in each building and structure by nomenclature and manufacturer's model number; 2. Copy of all completed Service call work authorizations; 3. Maintenance Checklists; 4. Service type and frequency schedule for all equipment located at each site; and 5. Any other information relevant to work performed on video surveillance system and related equipment. C. Any floor plans, specifications, estimates, maps, and other relevant documents required to be prepared by Contractor for Services under the resulting Agreement(s) shall be the property of the City. D. Contractor shall maintain a current record of equipment inventory, including type of equipment, quantity of equipment, site name, and site address which shall be made available to the City upon request and provided annually to the Project Manager. E. Contractor shall provide City access to reports and records upon City's request. All records and copies of reports shall be provided to the City upon its request and within five (5) calendar days after Contract expiration and at any time during the term of this contract as per request of City. F. All records and reports shall be available in electronic (including Excel, Word, and PDF Format) and hard copy format at all times during the term of the contract, XII. PARTS AND MATERIALS A. All parts and materials shall be new and meet or exceed the original equipment manufacturer's specifications and have a warranty of no less than one (1) year. RFP 25-109A City of Santa Ana Page 25 of 51