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 is a sample in-house key procedure document issued by the City of Tucson Department of Procurement for the Facilities and Communications Maintenance (FCM) Division, establishing requirements and guidelines for contractor key management at municipal facilities. The document serves as an attachment to Service Agreement No. 245081 and provides a template for contractors to submit their own key handling procedures. The sample demonstrates the expected format and content, including contractor letterhead, addressee information, contract reference details, and a comprehensive explanation of how keys will be managed, stored, and controlled during service delivery. In the sample case referenced, Climatec, LLC requested three sets of keys for fire safety system inspection, testing, and maintenance services, with one set assigned to each of two primary technicians and a third set held at a 24/7 guard shack for after-hours emergency access. The procedure outlines accountability measures, including technician responsibility for key security, financial liability for lost keys, and mandatory reporting protocols requiring supervisors to be notified within 12 hours and the City within 24 hours of any key or badge loss.
The document establishes critical security and operational standards that contractors must follow when managing City property and facility access. Technicians are required to maintain badge access credentials in their possession at all times, and the contractor assumes full financial responsibility for key replacement and re-keying costs associated with lost or damaged keys. The key procedure template emphasizes security training, with technicians informed of replacement costs and re-keying expenses across all City locations prior to key issuance. The sample procedure provides contact information for compliance questions and demonstrates the City's systematic approach to managing contractor access to sensitive facilities and infrastructure, ensuring accountability while enabling essential maintenance and repair services for fuel tank systems and related municipal infrastructure.
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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
File details come from the government source that posted it. Updated .