FCM_Approved_In-House_Key_Procedure_-_Sample_Doc.pdf
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- Solicitation number
- 255140
- Issued by
- Pima County, Tucson City, Arizona
About this file
This is an in-house key procedure sample document issued by the City of Tucson Department of Procurement in support of Service Agreement No. 245081 for the Facilities and Communications Maintenance (FCM) Division. The document provides a template and requirements for contractors to establish and document their procedures for managing City-issued keys and access badges used during service delivery. The sample procedure outlined in the document addresses key management protocols for fire safety system inspection, testing, and maintenance services, specifying that contractors must submit their key procedures on company letterhead, addressed to the designated FCM Representative, and must reference the applicable contract title and number. The sample demonstrates proper key distribution methods, including assignment to identified technicians, backup storage at secured facilities, accountability measures, reporting procedures, and financial responsibility protocols for lost keys or badges.
The key procedure requirements establish that contractors must document how they will safeguard access credentials, assign responsibility to named technicians, maintain backup sets of keys at appropriate locations such as 24-hour guard facilities, implement loss-reporting timelines (12 hours to direct supervisor and 24 hours to the City), and assume financial liability for replacement costs and re-keying services. The document emphasizes that all technicians must be informed of associated costs and security protocols, and that badges must remain in technician possession at all times. This template procedure requirement applies to contractors seeking to work with the City of Tucson's FCM Division and represents a standard compliance measure for any contract involving access to City facilities and 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 .