B02_Attachment_B_Statement_of_Work.docx

Statement of Work (SOW) for Key Management System

Statement of Work (SOW) for Key Management System

1. Introduction This Statement of Work (SOW) outlines the requirements and deliverables for the procurement and installation of a Key Management System (KMS) aimed at enhancing security and streamlining key management within the Stewart Lee Udall Building in Washington, DC.

2. Project Objectives The project entails the procurement and installation of a total of up to eight (8) key boxes at strategically selected locations throughout the building, to include three for the Office of Law Enforcement and Security (OLES) and four for the Office of Facilities and Administrative Services (OFAS). This will ensure effective key management and accessibility, enhancing security and operational efficiency within the facility.

3. Requirements for Key Box Installations

3.1 Key Box Description – OLES Boxes

3.1.1 Provide one (1) Small Footprint: Designed to securely hold up to 32 keys along with 32 fobs and key rings.

3.1.2 Provide one (1) Medium Footprint: Capable of securely storing up to 48 keys along with 48 fobs and key rings.

3.1.3 Provide one (1) Large Footprint: Capable of securely storing up to 96 keys along with 96 fobs and key rings.

3.1.4 Provide a selection of key boxes in various dimensions to accommodate the specific installation spaces and 150 extra fobs and keyrings.

3.1.5 Implement software that tracks, manages, and reports on key usage and user access, including the capability to generate various audit-type reports in a familiar format for ease of use.

3.1.6 (OPTIONAL) Provide up to two (2) Medium Footprint: Capable of storing up to 48 keys along with 48 fobs and key rings for each box. The contract line item numbers (CLIN)s associated with these items may be exercised one at a time or in full.

3.2 Key Box Description – OFAS Boxes

a. Each key box shall have slots for a minimum of 32 keys with extra space for future expansion.

b. Key fobs: Provide fobs or other access control hardware for all key box slots plus an additional 10 fobs as spares.

3.2.3 Key Box Unit: Supply and install one (1) security key box unit. The unit will be installed in a new location from the existing unit’s current location. Removal of existing key box units is required. Minimum key box capacity and functions include:

a. 16 slots for keys.

b. 6 secure (lockers) for EV keycards.

c. extra space for future expansion of keys and / or lockers for EV keycards.

d. 20 fobs w/ multiple color markings.

4. Scope of Work

4.1 Key Boxes Specifications

4.1.1 Key boxes will be constructed of durable material, ensuring tamper-resistance and weatherproofing.

4.1.2 Each box will have multiple compartments to accommodate various keys.

4.1.3 Boxes shall feature electronic locking mechanisms, including options for keypads or biometric access.

4.1.4 Key boxes and associated software must possess networking capabilities.

4.1.5 Each box will include a dedicated service access point, secured with high-security locks. No less than two (2) high-security keys will be provided to the COR upon project completion.

4.2 Access Control Features

4.2.1 Each key box unit shall integrate multiple access control measures, including biometric systems and/or Personal Identity Verification (PIV) card access to ensure secure entry.

4.2.2 The key box shall feature a touchscreen interface for navigation through various requests.

4.3 Keyrings

4.3.1 Keyrings shall be available in various sizes, designed for reusability and tamper-proofing.

4.3.2 Each keyring will incorporate a unique identification system for identifying individual rings and associated key groups.

4.3.3 The vendor shall supply the COR with the necessary tools for effective keyring securing.

4.3.4 Additionally, the Vendor shall supply the Contracting Officer’s Representative (COR) with 150 spare keyrings to ensure an adequate supply. The sizes of the keyrings will be determined by the COR. Each keyring shall consist of a ring and a securing mechanism designed to prevent tampering, ensuring the integrity and security of the keys.

4.3.5 The vendor is responsible for providing the Contracting Officer's Representative (COR) with any tools or equipment necessary to secure the keyrings, as well as for the proper removal of keys to add or replace them on the keyring.

4.4 Installation

4.4.1 The vendor shall provide the COR with a Project Plan that identifies the steps necessary to properly install the key boxes. The Project Plan shall include the following information:

a. Date material order

b. Expected delivery date (including lead-time for materials)

c. Mounting of key boxes

d. Software installation on Server (including setup)

e. Network connections

f. Testing

g. Completion date

4.4.2 The COR shall identify and confirm strategic locations for key box placement.

4.4.3 The Contractor shall have the option to either independently mount the key boxes or provide technical assistance during the installation process. If choosing to provide assistance, the Vendor will collaborate with the Contractor and relevant stakeholders to ensure proper installation, adherence to safety standards, and the effective functionality and accessibility of the key boxes.

4.4.4 The contractor shall comply with all local building codes and regulations during installation.

4.4.5 The contractor will coordinate with the DOI Network Team for connectivity configuration between the server and client interfaces.

4.4.6 All debris resulting from the installation shall be removed, and the surrounding area shall be returned to its original condition prior to installation.

4.4.7 Before the installation of the key boxes is deemed complete, the units must operate without incidents and fulfill the client's expectations. The Vendor shall ensure that all functional requirements are met, and that the installation adheres to the agreed-upon specifications and quality standards.

5. Software Suite

5.1 Specifications

5.1.1 The software must feature a user-friendly interface, ensuring ease of use for all personnel. It should provide intuitive navigation and clear functionalities while facilitating quick onboarding.

5.1.2 The software will be installed on a secure server and accessible via client workstations (no less than 10 workstations).

5.1.3 The system shall be designed to accommodate multiple workstations simultaneously, ensuring efficient performance and seamless operation across all connected units. This capability will facilitate concurrent user access and enhance overall productivity within the operational environment.

5.1.4 The contractor will collaborate with the DOI Server Team for software installation on designated servers, enabling multi-client access.

5.1.5 Key functionalities will include user management, key assignment, tracking, and the ability to monitor keys in real-time, documenting access history including timestamps of access events.

5.1.6 The system will allow distinct user groups to manage key boxes based on defined access levels, with restrictions on permission manipulation.

5.1.7 The Key Management System must achieve seamless integration with the Software House C*Cure 9000 Physical Access Control System. Additionally, the system must be certified for compatibility to ensure reliable operation and interoperability between the two systems, thereby enhancing security and access control functionality.

6. Reporting

6.1 The system must facilitate the generation of comprehensive audit reports, including but not limited to:

a. Real-time and historical time audits.

b. User Reports: Comprehensive audits of all users and events (User Access Logs).

c. Key Reports: Detailed records of key usage and access.

d. Transaction Reports: Comprehensive transaction records.

e. Alarm Reports: Documentation of all alarm events and responses.

f. Database Reports: Analysis of database activities and performance.

g. Note Reports: Summaries of user notes and comments.

h. Time-stamped event logs to enhance accountability.

i. Reports should be exportable in familiar formats such as PDF, Excel, and CSV.

7. Notification Requirements

7.1 The system shall have the capability to send real-time notifications to designated senior managers regarding users in possession of keys, including alerts for long-term checkouts, missing keys, and other relevant key management activities. This feature is essential for maintaining oversight and ensuring prompt action when necessary.

7.2 Notifications shall be delivered via email and/or text messages to ensure timely communication with designated recipients. This multi-channel approach will facilitate prompt awareness and response regarding key management activities.

8. User Training & Support

8.1 Provide training sessions for designated staff on software use and key management practices.

8.2 Offer continuous phone support and maintenance services throughout the duration of system ownership by the purchaser, eliminating the need for annual service contracts.

9. General Requirements and Site Specific Information

9.1 All equipment procured and installed as part of this requirement is to be Commercial-Off-The-Shelf (COTS).

9.2 Upon award (See Deliverable Table ATTACHMENT D) all technicians and other personnel assigned to the contract shall sign a "Code of Conduct" document post-award prior to initiating work (see ATTACHMENT 1).

9.3 Normal business hours are defined as 0700-1630.

9.4 The contractor shall hold a post-award "kick-off” meeting no later than ten (10) business days from notification of award.

9.5 If the contractor anticipates the use of a sub-contractor and/or a GSA Schedule teaming arrangement, all subcontractors shall be approved by the COR before start of work.

9.6 At the end of each workday, all tools are to be properly put away, materials are to be safely stored, and the work area is to be clean free of trash and debris kept neat and orderly.

9.7 The contractor shall obtain pre-approval from the COR in advance of any penetrations to DOI property. Notification of intent to make a penetration shall be given to the COR at a minimum of forty-eight (48) hours prior to the intended time. Email submission shall serve as sufficient notification. Any delays as a result of failing to notify the COR within this timeframe shall be the sole responsibility of the contractor. All penetrations in ceilings or walls shall be sealed to NEC code and be fire-rated where possible. Any existing fire-rated penetrations must be restored to pre-existing level upon completion of work affecting said penetration.

· Note: Due to the sensitivity of certain areas, unanticipated impediments, or work that is described as disruptive (such as drilling & hammering), may be required to take place after normal working hours (1630 – 0700), or weekends. All penetrations to DOI infrastructure (i.e., walls floors, etc.) must be approved by the Building Manager and/or COR prior to the work being performed.

10. Inspection and Approval

10.1 The Government reserves the right to conduct comprehensive inspections of the product and its installation at any stage of the project. Should any issues arise, the Government will provide findings to the Vendor for necessary remedial actions.

10.2 A final inspection will be conducted by the Government to evaluate the installation of the key boxes and verify the functionality of the software prior to granting final approval.

11. Product Warranty

11.1 The Key Management system, including installation, configuration, and initial training, is warranted against defects in materials and workmanship for a period of one (1) year from the date of installation. During this period, any defective components will be repaired or replaced at no charge. This warranty does not cover damage caused by misuse, abuse, or unauthorized modifications. All warranty claims must be accompanied by proof of purchase and installation.

12. Option

12.1 The Government reserves the right to purchase additional Key Management equipment and supplies under this contract throughout the period of performance (Base Year). This option may be exercised at any time during the Base Year by providing written notice to the Contractor. The Contractor shall provide the cost of new materials and any associated setup fees at the time of the request. The additional supplies will be provided at the same terms and conditions as the original contract, including pricing and delivery schedules.

12.2 This option shall be funded by a separate Contract Line Item Number (CLIN) specifically for the procurement of equipment, materials, and any associated fees.

13. Delivery Truck Specifications

13.1 The dimensions of delivery trucks utilized for deliveries to the site must not exceed the following specifications:

a. A maximum height of 13 feet.

b. A maximum length of 22 feet.

Compliance with these dimensions is essential to accommodate the limitations of the loading dock and ensure safe and efficient delivery operations.

Deliverable Table

ATTACHMENT 1

U.S. Department of the Interior

Office of Law Enforcement and Security/ Interior Complex Security Operations Washington, D.C. 20240 May 22, 2025

Code of Conduct

To promote ethical business relationships with the Department of the Interior, Vendors are:

•To perform his/her daily work in a manner that is not disruptive to the occupants and visitors •To furnish all required goods, materials, and services in a manner consistent with the underlying terms and conditions of their contract and applicable program solicitation •To leave the job site clean and orderly – on a daily basis.

•To show up on time, and when situations occur that would affect the arrival of the vendor, the COTR is to be notified immediately (i.e., phone call, email, etc.).

•To report to the designated COR each morning before work begins •To provide solutions/ options when running into difficult situations that may impact the period of performance or cost of the contract.

•Not to smoke within the buildings, courtyards, garages, or within 25 ft of entrances •Not to take instructions from anyone other than the designated COR •Not to damage or remove any artwork, historical artifact, and property of the Department of the Interior.

•To contact the COR for approval before any penetrations are made concerning the building.

•To arrange their own parking accommodations.

•To eat food only in designated areas such as Cafeteria, Kitchenettes, and outside parks •Not to fraternize with the occupants in a way that will interfere with their productive work performance •To show up at the site with a valid identification (i.e., Real ID driver’s license, passport, etc.)

•Not to engage in other conduct that violates the contract or this Contractor Standard of Conduct.

Conditions agreed to by: (Print) ___________________________________________

Signature and date: ________________________________________________________