Electronic Key Management System

This is NOT a solicitation or request for quote (RFQ). This is NOT a request for proposal (RFP). This is NOT a job advertisement for hiring employees. The VA is seeking QUALIFIED VENDORS to provide a very brief response to this notice including only just what is asked for in this notice below. This is sources sought notice to industry and the only information is posted on Contract Opportunities web page at SAM.gov. Sources sought means seeking qualified vendors. The attachments included on the Contract Opportunities page do not include any additional information. If your company is interested, please read this notice entirely and submit the required information, as requested herein. Electronic Key Management System Salt Lake City (VAHCS), Utah BRIEF SCOPE OF WORK (This is for information Only) Scope of Work The contractor shall provide all labor, materials, equipment, and supervision necessary to perform the following: Qty 1 - Electronic Key Management System (EKMS) 180 Locked Key Positions EKMS must be expandable into a networked system for campus wide key management future needs System must secure key rings with metal-on-metal connection for durability and tamper resistance no plastic material will be acceptable EKMS must incorporate a glass or polycarbonate door for security and visual verification and audit of key positions Must be able to hold minimally 40,000 users per system Must have a minimum 7 capacitive touch screen for highly visible, accurate input 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. 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. EKMS software must be capable of fully integrating into the existing Gallagher Security access control system software. EKMS must be supplied with Locking Steel Cable Seals and Plastic Identification Tags numbered to represent/correlate their position within the EKMS. 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 EKMS must be installed by a certified installation team certified by the EKMS manufacturer. 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. 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. 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 Manufacturer/Distributor shall have three years documented experience in similar project supply and management, installation and servicing of Federal/State/Local government accounts. Contractor must have warranty/service support available (local or via phone) within normal working hours of VA Sheridan Health Care System operations. 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. Two-year standard warranty on all materials The product will be delivered to the following location: Department of Veterans Affairs Sheridan VAMC 1898 Fort Road Sheridan, WY 82801 Please communicate via e-mail to Charles.Morton@va.gov by 10:00 MST on May 21, 2026 as to your company s ability to perform service per this brief Scope of Work. If interested, please provide the following: Provide company s capability statement describing ability to provide equipment that meets or conforms to the salient characteristics listed above *include specification or brochure documents for confirmation of equivalent products* Company s business size in relation to NAICS 561621 and socio-economic category (SDVOSB/VOSB/WOSB/Large Business): SAM UEI: FSS/GSA contract # (if applicable): Estimated lead time: Where are the products manufactured/COO: Only written responses, to items 1 through 6 above, will be accepted at this stage. Information is being gathered for market research purposes only. Industry exchanges and vendor teleconferences are at the discretion of the Contract Specialist. This is not a request for quotes. DISCLAIMER: This is a Request for Information (RFI) from industry in accordance with Federal Acquisition Regulation (FAR) 15.201(e) and on the requirement, that exists for the VA Medical Center(s) identified in this RFI. This is not a request for quote and not a contract. This announcement is not a request for proposals; therefore, responses to the RFI are not considered offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this RFI. No classified information should be included in the RFI response. Should you have concerns regarding this RFI you may request to contact the Contracting Office that will be assigned this requirement by emailing the sender of this RFI. Questions must be addressed in writing to the Contract Specialist. Requests for VA-business sensitive information, to include VA budget information, VA acquisition planning information, acquisition methods, strategies and set-asides must be addressed via the VA FOIA process: https://www.va.gov/foia/ Thank you for your interest in doing business with the VA. To learn more about the VA Mission, Vision, Core Values & Goals visit https://www.va.gov/about_va/mission.asp To understand the latest updates on the Veterans First Contracting Program visit https://www.va.gov/osdbu/verification/veterans_first_contracting_program_adjustments_to_reflect_the_supreme_court_kingdomware_decision.asp To find out how to do business with the VA visit https://www.va.gov/osdbu/library/dbwva.asp