Physical Key Management System

The State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, is requesting quotations for a turnkey physical key management system for the Department of Corrections, with quotations due August 7, 2026 at 4:00 p.m. EST through the State of Maine e-Procurement system (Advantage/Vendor Self Service).

The system must securely store, issue, and track standard and large brass keys and credit cards for a correctional environment, maintain user sign-out logs, and connect to a standard PC on the State of Maine network. The system must accommodate a minimum of 256 standardized key positions, 6 jumbo-size key positions, and secure storage for 6 credit card-sized cards. The scope includes a base cabinet, controllers/terminals/readers, initial software licenses, installation and commissioning, training for administrators and end users, documentation, a 24-month warranty, and annual software maintenance. Bidders may propose optional add-on modules and optional extended maintenance for years 2 through 4.

Delivery is expected to the Maine Department of Corrections Storeroom in South Portland, Maine, and delivery dates factor into the bid award decision. Delivery terms are FOB-Destination with all shipping charges included in the quoted price. The State is exempt from federal, state, and local taxes and requests quotations excluding these taxes.

Questions may be submitted up to 48 hours prior to closure through the Q&A tab on the solicitation page. The State anticipates making one award, though it reserves the right to make multiple or no awards. All quotations must include pricing in the supplied Excel price sheet template without links or formulas, warranty information, and a bid cover page with responsible bidder certification. Payment terms are net 30 upon receipt of an accurate invoice. All submissions become public records under the Maine Freedom of Information Act following award announcement, unless marked confidential with legal authority support.