FCM_Approved_In-House_Key_Procedures,_Sample_Document.pdf
PDF 211 KB Posted
- Attached to
- HVAC Systems Cleaning Services
- Solicitation number
- 250017
- Issued by
- Pima County, Tucson City, Arizona
About this file
This document is an FCM (Facility Condition Management) Approved In-House Key Procedure sample document from the City of Tucson Department of Procurement for Service Agreement No. 245081, specifically addressing key handling procedures for Climatec, LLC's technicians performing Inspection, Testing, and Maintenance (ITM) for Fire Safety Systems. The document outlines a detailed key management protocol that involves three sets of keys: one set assigned to the lead fire alarm technician, another to the fire sprinkler technician, and a third set held at the 24/7 guard shack for after-hours access.
The key procedure emphasizes technician responsibility and accountability, requiring immediate reporting of lost keys or badges within specific timeframes (12 hours to direct supervisor, 24 hours to the City of Tucson). Climatec, LLC assumes financial responsibility for key replacement and potential re-keying of cylinders at City locations. The document serves as a template for contractors, providing specific guidelines on formatting the key procedure letter, including requirements such as using company letterhead, addressing the letter to the FCM Representative, and referencing the specific contract title and number.
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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 .