SALIENT CHARACTERISTICS FY26 Key System_Redacted.pdf

SALIENT CHARACTERISTICS

FOR

Dormitory Key

Control System

1.0. SCOPE OF WORK:

All proposed products shall meet or exceed the following minimum specifications outlined in this Salient Characteristics. All items shall be delivered to the 355 CES/CEIHD – FOB

DESTINATION

1.1. PRODUCT PERFORMANCE SPECIFICATION:

Dormitory Key Control System must meet the following minimum specifications:

SPECIFICATIONS

Dormitory Key Control System

Base Unit

Dimensions:

Floor standing with wheel cabinets. Ability to hold 2,500 keys.

Scope Unit

Dimensions:

Determined by company not to exceed Floor space: 8’ L x 6’ H x 3’W

Each drawer holds minimum of 240 QR coded key tags

Screen Size: 22”-32” touch screen with ability to have finger scanner attached

Weight: Determined by company

Warranty: Standard company warranty with yearly updates if required added to quote.

Features: • Base unit:

Able to hold 2,500 keys

Able to issue a key out and keep QR coded key FOB in drawer

Able to identify spare key and resident key within the system

Able to open with fingerprint and or password.

Quantity: 2,500 keys

Requirements

• Hold up to and identify 2,500 keys:

Manager able to issue resident key to resident for length of stay.

Able to input resident name in system as to who has the key

Stand by key able to be removed for a period of time.

This key for when a key is lost so resident can get back into room

System needs to be able to distinguish between issued key and stand by key

Able to label FOB as issued and spare

System only to be opened by mangers inputted in system

System metrics are fingerprint and or password.

No wall space to hang a system, must be able to be movable and floor capable. Floor space: 8’ L x 6’ H x 3’W

If system can be refurbished with acceptable replacement parts/equipment and added cabinets/drawers to meet requirements/unique requirements this is a good option to reduce price.

Description: Each drawer requested should hold 240 keys

Automatically record activity

Computerized locking steel drawer

Key tag technology to automatically track key transactions

Key easily removable from key tag

Able to issue a key to residents for period of stay.

Check out and return keys quickly and accurately

Only authorized individuals have access to keys, providing a secure living environment for military members.

Secure and track keys to rooms, stairwells, and common areas, ect.

Authenticate users with fingerprint reader, QR code login.

Unique

Requirements

GENERAL

PC Based Key Control System- Can be run completely stand-alone or networked. Constant connection to the internet (or “cloud”) is not required.

System must contain licensed, current version of Microsoft Windows11

Software that’s been built and tested to run the key management equipment

ONLY.

Must be accessible with multiple log-in methods like username/password and/or, biometric fingerprint readers, magnetic/barcode readers, TWIC card, CAC cards.

Due to space constraints, no wall-mounted solutions will be accepted. Drawer configuration optimizes space savings.

System must restrict access to assets based upon profile levels determined by client

System will automatically record key tag transaction information just by removing the tag, no additional steps required (like swiping a bar code or entering in data manually).

Incorporates multiple external backup options including CDRW, network or

Flash drive.

All backup data MUST be stored locally on CDRW or network drive and NOT in the “Cloud”.

System shall include multiple layers of access control, a 100% verifiable audit trail, on-demand reporting capabilities, customer access restriction, and enhanced security features.

Software must be able to be customized by user or profile – allows for saving

‘favorites’ and custom views

EQUIPMENT

System must contain lockable, stackable, steel drawers.

Must include a 22” color flat touch screen monitor or larger with option for attached or USB fingerprint for login.

System must have the ability to connect to multiple key tag drawers, lock down wall mounted key panels, lock down key drawers and/or locker modules.

Must offer a user-height pedestal for a single drawer or a secure cabinet for multiple drawers.

Must have metal lockable drawers. Able to disengage the drawers with a specialty key from the back incase of power outage.

WiFi or hardwire options are required.

Must include an option to use a Mobile Application on multiple platforms.

Mobile App must allow key tags to be transferred in the field, updating the system as to who holds the keys.

KEY TAG FEATURES

System must contain clear key tags which light up when requested.

Automatic system key tag identification shall be through the tag microchip only.

System must include QR coded key tags for easy and secure recognition of keys

WITHOUT having to mark key tags with unit numbers.

System must have the ability to track individual key(s) issue for long-term assignment and provide “due back” date/time.

System shall be capable of supporting multiple keys per tag.

OTHER CAPABILITIES

System must offer multiple licenses for remote access and ‘push reporting’.

System must be able to store maintenance records, key bit information, serial numbers, lock information.

System must be capable of tracking work orders.

System must be able to run diagnostics after a power outage to determine if any

QR coded tags have been removed during a power outage.

System must be capable of tracking vehicle mileage and vehicle status.

Includes the ability to automatically run standard/custom reports and distribute them via email or text message.

System must allow a user to issue a key off of the tag and record that individual’s user information, due back date/time.

Software must allow for ‘complete overwrite’ of residents/students – upon end of lease or semester

API Integration option required - Data must be able to be imported and exported securely through RIH using secure file transfer protocols (FTPES and SFTP) or within customer’s own secure internal network.

SUPPLIER REQUIREMENTS

Supplier will be responsible for providing all labor, parts, materials, delivery, freight and all related components to ensure that the system is fully operational for the keys specified.

Supplier shall provide all installation and training with company employees only.

Supplier shall be responsible for continuing support and maintenance on the system with approved support agreement. Support options must be 24/7/365.