6350--Electronic Key Management System
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA) is conducting market research through a Sources Sought notice to identify qualified vendors capable of providing an Electronic Key Management System (EKMS) for the VA Sheridan VAMC in Sheridan, Wyoming. This is not a solicitation, but a Request for Information (RFI) to gather information on industry capabilities. Responses are specifically sought from Service-Disabled Veteran-Owned Small Businesses (SDVOSB). Responses are due by May 21, 2026, at 10:00 MST.
Scope of Work
The VA requires one EKMS unit with 180 locked key positions, expandable for future networked campus-wide key management. Key system features include:
- Hardware: Metal-on-metal key ring connections (no plastic), glass or polycarbonate door for visual verification, minimum 7" capacitive touch screen, and a card reader compatible with VA Sheridan Health Care System Access Cards.
- Capacity: Must hold minimally 40,000 users per system.
- Software: Web-based for accessibility, capable of managing data input, reporting, and user data, and fully integrating with the existing Gallagher Security access control system.
- Accessories: Locking steel cable seals and numbered plastic identification tags.
- Resilience: Must include battery backup for a minimum of 4 hours of operation during power loss.
Installation & Services
The contractor must provide a certified installation team for mounting, assembly, and on-premise software installation and integration. Professional services include a minimum of 2 hours of software training for the VA software administrator. All EKMS management software must be approved on the VA's OIT TRM Website.
Applicable Standards & Requirements
The system must adhere to ANSI/BHMA Grade 1 or equivalent hardware, industry-standard cybersecurity measures, federal/organizational security policies, and safety regulations. Acceptance criteria include precise key tracking, seamless integration with access control systems, automated alerts for overdue keys, and approval of all deliverables. Special considerations include defining emergency offline access, providing spare parts and failover protocols for 24/7 operation, and handling all system configurations and keys per security protocols.
Vendor Qualifications & Submission
Vendors must have three years of documented experience in similar government projects, provide local or phone warranty/service support during VA working hours, and offer a two-year standard warranty. Preference is given to products and services available on a GSA contract vehicle.
Interested companies must email the following to Charles.Morton@va.gov by May 21, 2026, 10:00 MST:
- Capability statement with specifications/brochures for products meeting salient characteristics.
- Company business size (NAICS 561621) and socio-economic category (SDVOSB/VOSB/WOSB/Large Business).
- SAM UEI.
- FSS/GSA contract number (if applicable).
- Estimated lead time.
- Product manufacturing location/COO.
Additional Notes
This is for market research and planning purposes only and does not constitute a request for quotes or proposals. Responses are not offers and will not form a binding contract.