Keytrack System

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

To procure a Dormitory Key Control System that meets specific salient characteristics for the 355 CES/CEIHD, with delivery FOB Destination.

• The system must be a Dormitory Key Control System.

• It must be floor-standing with wheel cabinets and capable of holding 2,500 keys.

• The system must be delivered to 355 CES/CEIHD, FOB Destination.

• Base Unit Specifications:

  • Floor standing with wheel cabinets.
  • Ability to hold 2,500 keys.
  • Dimensions not to exceed 8' L x 6' H x 3'W.
  • Standard company warranty with yearly updates.

• Features:

  • Ability to hold 2,500 keys.
  • Ability to issue keys and retain QR coded key FOBs in drawers.
  • Ability to identify spare keys and resident keys.
  • System access via fingerprint and/or password.

• Quantity: 2,500 keys.

• Key Management:

  • Ability to hold and identify 2,500 keys.
  • Manager function to issue resident keys for a specified length of stay, including inputting resident names.
  • "Stand by" keys available for residents when a key is lost.
  • System must distinguish between issued and stand-by keys.
  • FOBs must be labelable as issued or spare.
  • System access restricted to managers.
  • System metrics include fingerprint and/or password.
  • System must be movable and floor-capable, not wall-mounted.

• Drawer Specifications:

  • Each drawer must hold a minimum of 240 QR coded key tags.
  • Drawers must be lockable, stackable, steel.
  • Key tags must be easily removable and trackable via technology.
  • System must allow for long-term assignment and "due back" dates.

• Screen & Interface:

  • 22"-32" touch screen monitor with the option for attached or USB fingerprint scanner.

• Software & Connectivity:

  • PC Based Key Control System, capable of stand-alone or networked operation (constant internet connection not required).
  • Must use licensed, current version of Microsoft Windows 11.
  • Accessible via multiple login methods (username/password, biometrics, magnetic/barcode readers, TWIC, CAC cards).
  • Automatic key tag identification via microchip.
  • QR coded key tags for recognition.
  • Multiple external backup options (CDRW, network, Flash drive), stored locally, not in the cloud.
  • Multiple layers of access control and audit trail.
  • API integration required for secure data import/export.
  • Mobile Application option for key transfer in the field.

• Delivery to 355 CES/CEIHD – FOB DESTINATION.

• Responsible for all labor, parts, materials, delivery, freight, installation, and training.

• Must provide 24/7/365 support and maintenance under an approved agreement.

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

To provide, install, program, and configure a complete and turnkey electronic key management system (Keytrak) for the 355th Civil Engineering Squadron Dormitories at Davis-Monthan AFB. The system must be PC-based, stand-alone, and capable of securing, tracking, and auditing physical keys.

• Furnish all labor, parts, tools, equipment, transportation, personnel, management, and supervision.

• Deliver, install, and configure a complete Keytrak system meeting or exceeding specifications in the Salient Characteristics document.

• Install hardware including 10 lockable steel drawers (2,500 key capacity), rackmount server, touchscreen monitor with fingerprint reader, and a mobile, floor-standing pedestal.

• Install and configure licensed, current version of Microsoft Windows 11 and Keytrak management software for stand-alone operation.

• Integrate multiple user authentication methods (username/password, biometrics, CAC/TWIC readers).

• Configure system software for network or stand-alone operation with a functional API for secure data import/export (FTPS/SFTP).

• Provide comprehensive on-site training for system features and functions.

• Provide a one-year, 24/7/365 support and maintenance agreement upon acceptance.

• Provide two copies of all necessary maintenance manuals and warranty documents.

• System must meet or exceed specifications in the Salient Characteristics document.

• One-year support and maintenance agreement.

• Provide two copies of maintenance manuals and warranty documents.

• Not explicitly stated, but implies performance at Davis-Monthan AFB dormitory facilities.

• Work site preparation, including coordination, permits, and waste removal.

• Compliance with all applicable Federal, State, and local laws, regulations, and requirements regarding environmental protection.

• Compliance with DMAFB Fire Protection Program, Air Force Occupational Safety & Health (OSHA), and Fire Prevention and Health Program.

• Contractor employees must comply with traffic laws, undergo random searches, and are prohibited from possessing weapons, firearms, or ammunition on base.

• Contractor personnel must obtain identification badges for base access.

• Contractor must provide a listing of employees for security checks.

• Contractor must comply with DoD 5400.7-R regarding For Official Use Only (FOUO) material.

• Contractor must safeguard all Government property.

• Contractor must manage hazardous materials and waste according to regulations.

• Contractor must ensure vehicles used for HAZMAT transport carry spill containment kits.

• Contractor must adhere to the Davis-Monthan Air Force Base Contractor Environmental Guide and complete EMS Awareness Training.