FCM_Approved_In-House_Key_Procedure_-_Sample_Doc.pdf
PDF 211 KB Posted
- Solicitation number
- 255140
- Issued by
- Pima County, Tucson City, Arizona
About this file
This document is an attachment page from the City of Tucson Department of Procurement that provides a sample in-house key procedure template for contractors providing services to the City. The attachment outlines the requirements and format that contractors must follow when submitting their key management procedures. The sample document is referenced to Service Agreement No. 245081 and is directed to the Senior Contract Officer, Joseph Palacino. The document specifies that contractors' key procedures must be submitted on company letterhead, addressed to the Facilities and Contracts Manager (FCM) Representative, and must reference the contract title and number. The sample illustrates a key management protocol for a fire safety system inspection, testing, and maintenance contract, demonstrating how a contractor should document their procedures for securing, distributing, and safeguarding City keys among their technicians.
The sample key procedure describes a three-set key distribution model wherein one set is assigned to the lead technician, one to the secondary technician, and one is maintained at the 24/7 guard shack for after-hours access. The procedure establishes clear accountability measures, including technician responsibility for key security, financial liability for lost keys, and mandatory reporting protocols requiring internal notification within 12 hours and City notification within 24 hours of any key or badge loss. The document emphasizes that all badge access credentials must remain in the technician's possession at all times and that backup keys at the guard shack serve as contingency access when primary technicians are unavailable due to illness or vacation.
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Other files
| File | Type | Posted |
|---|---|---|
| HUD-SECTION_3_(FY26).pdf | ||
| HUD-5370-C2_(MWRD_>_$2,000).pdf | ||
| FTA_TERMS_AND_CONDITIONS.pdf | ||
| HUD-5369-B.pdf | ||
| HUD-MWRD_(FY25-26).pdf | ||
| COT_ARPA_Terms_and_Conditions.pdf | ||
| Offer_and_Acceptance.pdf | ||
| HUD-5370-C1_(MWRD_>_$250,000).pdf |
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Text version
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
P. O. BOX 27210, TUCSON, AZ 85726-7210
JOSEPH.PALACINO@TUCSONAZ.GOV
SERVICE AGREEMENT NO. 245081
ATTACHMENT PAGE
SENIOR CONTRACT OFFICER: JOSEPH PALACINO
PHONE: (520) 837-4126
Revised 05/18
ATTACHMENT -
FCM APPROVED IN-HOUSE KEY PROCEDURE - SAMPLE DOCUMENT
Requirements
• The Contractor’s In-House Key procedure must be on the Company’s letterhead
• It must be addressed to the FCM Representative
• It must reference the Contract Title and Number
SAMPLE:
John Doe, Facilities Project Coordinator City of Tucson 4004 S. Park Avenue Bldg. 2 Tucson, AZ 85726 John.Doe@tucsonaz.gov
RE: Climatec, LLC Key Procedure in Reference to RFP 151228 – Inspection, Testing, Maintenance (ITM) for Fire Safety System
Response to: Key Procedures
Dear Mr. Doe:
Below is an explanation of how the City of Tucson keys will be handled by our technicians providing service for RFP 151228 - Inspection, Testing, Maintenance (ITM) for Fire Safety System.
We request three sets of key to be provided to Climatec, LLC. One set will reside with our current lead fire alarm technician, Andy Stites. The second set will reside with our current fire sprinkler technician Robert Vaughn. Technicians will be responsible for ensuring the safety of these keys.
Technicians have been informed of the cost of replacing keys and the cost to re-key cylinders at all City locations. Climatec, LLC takes financial responsibility for the loss of key, should this occur.
We request the third set to be held at the 24/7 guard shack so that our on call technicians are able to pick up key after hours. Keys will be returned to the guard shack when the afterhours service call is complete. All badges issued to technicians for card access with be in the technician’s possession at all times.
If one of these technicians is sick or on vacation, we will utilize the third set of keys located at the guard shack. In the event the keys or a badge is lost technicians will report this to their direct supervisor within 12 hours and we will report to the City of Tucson within 24 hours.
Please contact Kate Randall, Krandall@climatec.com or 520-500.7973 if there are further questions or comments.
Sincerely, Kate Randall Climatec, LLC
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