Statement of Work.docx

VA SHERIDAN HEALTH CARE SYSTEM

STATEMENT OF WORK

Electronic Key Management System

Scope of Work The contractor shall provide all labor, materials, equipment, and supervision necessary to perform the following:

A. Qty 1 - Electronic Key Management System (EKMS) – 180 Locked Key Positions

B. EKMS must be expandable into a networked system for campus wide key management future needs

C. System must secure key rings with metal-on-metal connection for durability and tamper resistance – no plastic material will be acceptable

D. EKMS must incorporate a glass or polycarbonate door for security and visual verification and audit of key positions

E. Must be able to hold minimally 40,000 users per system

F. Must have a minimum 7” capacitive touch screen for highly visible, accurate input

G. EKMS must be supplied with a Card Reader capable of reading the VA Sheridan Health Care System Access Cards for secure use in accessing the EKMS.

H. EKMS must be supplied with Software to manage all data input, reporting, user data, and other EKMS controls – software to be web-based for accessibility from any device.

I. EKMS software must be capable of fully integrating into the existing Gallagher Security access control system software.

J. EKMS must be supplied with Locking Steel Cable Seals and Plastic Identification Tags numbered to represent/correlate their position within the EKMS.

K. EKMS must be supplied with battery backup and be fully functional for a minimum of 4 hours if power is lost to the system.

Tasks and Deliverables A. EKMS must be installed by a certified installation team – certified by the EKMS manufacturer.

B. Professional services must include the mounting of the EKMS on the selected wall location, properly anchored for safety and durability and fully assembled to operating performance expectations specified above.

C. Professional Services must also include the installation of on-prem software, software set up and integration into the Gallagher PACS, and a minimum of 2 hours of software training for the VA Sheridan Health Care System software administrator.

D. All EKMS bidders must have EKMS management software approved on the VA’s OIT TRM Website.

All elements of the installation and professional services shall be coordinated through the awarded contractor’s project

Applicable Standards and Requirements

a. ANSI/BHMA Grade 1 or equivalent hardware for locks and cylinders

b. Industry-standard cybersecurity measures for system communications and data storage.

c. Compliance with any federal or organizational security policies related to physical access and audit logging.

d. Safety regulations for installation and operation of electronic cabinets.

Acceptance Criteria

a. EKMS must allow precise tracking of each key, including removal and return logs.

b. System must integrate seamlessly with access control systems and generate automated alerts for overdue keys.

c. All deliverables (hardware, software, documentation, and training) completed and approved by the organization.

Special Considerations

a. Emergency offline access procedures must be defined.

b. Spare parts and failover protocols must be included to maintain operation 24/7

c. All system configurations and keys are considered sensitive and handled per security protocols

d. Manufacturer/Distributor shall have three years documented experience in similar project supply and management, installation and servicing of Federal/State/Local government accounts.

e. Contractor must have warranty/service support available (local or via phone) within normal working hours of VA Sheridan Health Care System operations.

f. It is the preference of VA Sheridan Health Care System that the EKMS and supporting services be available on a GSA contract vehicle for ease of procurement and future expansion.

g. Two-year standard warranty on all materials