DSCR Key Box Support

Solicitation / RFP / RFQ

This document is a solicitation (SP4703-26-Q-0017) for extended support warranty services for installed electronic Key Boxes located throughout the Defense Supply Center Richmond. The services include telephone support, e-mail technical support, software updates, and replacement parts for up to forty-one (41) installed electronic Key Boxes or Security Asset Managers (SAM).

• Extended support warranty services for electronic Key Boxes/SAMs.

• Services include telephone support, e-mail technical support, software updates, and replacement parts.

• Covers up to forty-one (41) installed units.

• Statement of Work (SOW) is attached for detailed requirements.

• Contract Type: Firm-Fixed Price.

• Period of Performance: Includes a Base Period (6/7/2026-6/6/2027) and two Option Periods.

• Estimated Value: Not explicitly stated in the provided pages, but NAICS code 561621 with a size standard of $25M is noted.

• Proposals must be submitted to Benjamin M. Maxwell at Benjamin.Maxwell@dla.mil.

• Proposal content requirements include: Title, RFQ number, Contractor name/address, CAGE Code, Point of Contact information, Company Capability Statement, and completed Section B: Schedule of Supplies/Services.

• Pricing must be firm-fixed and include adequate documentation for evaluation.

• Offerors must identify any assumptions pertaining to proposed prices.

• Evaluation criteria: Lowest price that meets technical requirements.

• Offer Due Date: March 5, 2026, 02:00 PM Local Time.

• The acquisition is set aside for Small Business.

• NAICS Code: 561621

• Small Business Size Standard: $25M

• The solicitation incorporates FAR clauses 52.212-1, 52.212-4, and 52.212-5 by reference.

• Payment will be made via Wide Area WorkFlow (WAWF).

• Department of Labor Service Contract Act Wage Determination No.: 2015-4331 / Revision No.: 32 applies.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide extended support warranty services for installed electronic Key Boxes and Security Asset Managers (SAM) at the Defense Supply Center Richmond.

• Provide telephone, e-mail, and internet technical support for SAM Key Boxes.

• Supply software and firmware updates for SAM Key Boxes.

• Cover replacement parts for Key Systems, Inc. products that fail during normal use (excluding consumables, catastrophe, and deliberate damage).

• Log and track all services provided and submit monthly progress updates.

• Respond to service notifications by telephone within one working day.

• Restore equipment to good operating condition within a reasonable period.

• Failure to restore equipment may result in contract cancellation and a pro-rata credit or refund.

• The contract covers a total of three (3) years of support services.

• Place of performance is the Defense Supply Center Richmond (DSCR), located at 6090 Strathmore Rd., Richmond, VA 23237.

• Contractor must provide proof of current IAT II or higher level certification per DoD 8570.01-M.

• Contractor must provide proof of a favorable IT-II or IT-I background investigation per DoD 5200.2-R.

• Compliance with applicable federal and local laws and regulations is required.

• Contractor must comply with all IA/IT requirements, including specific STIGs, NIST SPs, and other listed documents.

• Contractor personnel must meet specific security requirements, including background investigations and potential waivers.

• Contractor must comply with installation security requirements, including visitor passes, criminal history checks, and ID badge policies.

• Adherence to traffic laws and enforcement, including speed limits and seatbelt use, is mandatory.

• Truck deliveries must follow specific procedures, including notification and inspection.

• Contractor is responsible for safeguarding Government equipment and information.

• Compliance with safety and health requirements, including submission of an Occupational Safety and Health Plan (OSHP) for certain activities, is required.

• Environmental requirements, including compliance with all applicable laws and regulations, are mandatory.

• Section 508 compliance for electronic and information technology is required.

• Contractor must obtain all necessary permits and licenses.

• Invoicing and payment schedule requirements must be followed, with invoices submitted monthly.

• Contractor personnel must present a neat appearance and be easily recognized as contractor employees.

• Key control procedures must be established and implemented.

• The contract includes a twelve (12) month base period and two (2) twelve (12) month option periods.

• Normal hours of operation are Monday through Friday, 7:00 am - 5:00 pm, excluding federal holidays.

• Contractor is not required to provide services on federal holidays unless approved.

• Contractor must adhere to installation closure procedures.

• Technical correspondence should be addressed to the Contracting Officer, with an information copy to the COR/PM.

• Any door locks or hardware required must accept Best cores.

• All other correspondence, including invoices, waivers, deviations, or modifications, will be addressed to the COR/PM with an information copy to the Contracting Officer.

• Contractor must adhere to the Buy American Act.

• Contractor should conduct a site visit to verify measurements and identify interferences.

• Contractor must provide a back flow preventer for use on any hydrant and provide documentation of inspection.

• Contractor must maintain an adequate workforce for uninterrupted performance.

• Contractor must consider weather conditions and take necessary actions to prevent missile hazards.

• Camera security policy must be followed, including obtaining prior approval for photography.

• Attachment 1 provides a list of installed electronic keyboxes and SAMs.

• Attachment 2 outlines safety and health requirements.

• Attachment 3 details environmental requirements.

Solicitation / RFP / RFQ

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition for Electronic Key Box Support Service Contract with Warranty for the Defense Supply Center Richmond. The agency is procuring support services with warranty for the existing Security Asset Manager (SAM) Key Boxes, which utilize proprietary Key Systems Support Software.

• Support services for existing Security Asset Manager (SAM) Key Boxes.

• Support for the current Key Systems Support Software (Proprietary).

• This work will be performed under a fixed-price contract.

• The contract will cover a 12-month Base Period and two (2) 12-month Option Periods.

• The estimated cost is not explicitly stated but is referenced as an "estimated dollar amount."

• This document is a justification for sole-source acquisition, not a solicitation for proposals. Therefore, submission and evaluation criteria are not detailed here.

• The acquisition is being conducted under "Other Than Full and Open Competition" based on 10 U.S.C. 2304(c)(1) and FAR 6.302-1, citing "Only one Responsible Source and no other supplies or services will satisfy agency requirements."

• The justification highlights that the Key System Support Software is proprietary to Key Systems Inc. and brand name peculiar to Architectural Products of VA, making replacement not cost-effective and requiring manufacturer assistance.

• The vendor identified as capable of providing these services is Architectural Products of Virginia (APV).

• DLA is conducting ongoing reviews to ensure future full and open competition and surveying the market.

• Market research was conducted to estimate component and labor costs.