Key boxes

Statement of Work

Facility Key Control (Key box) Acquisition

1. Requirements

Contractor shall provide all materials, tools, equipment, software, and training necessary to provide facility key control in accordance with the statement of work and schedule of services and price.

1. Background

Harry S. Truman Memorial Veterans’ Hospital requires Key Control for all services providing support for patient care in its main facility.

The facility stores and maintains a variety of key types that range in accessibility depending on their place in the hierarchy. An electronic key management system will enhance the facilities ability to create access profiles and set restrictions to ensure proper accountability, security and control.

Current manual key management practices are inadequate and lead to the mishandling or loss of keys and unauthorized access to restricted key sets.  The system shall provide secure storage, user-specific access control, and a detailed audit trail that improves oversight and mitigates liability. Its real-time alerts and automated logs streamline operations and support compliance while reducing the risk of unauthorized access. Implementing this system is a proactive measure to protect departmental assets and ensure operational integrity. 

1. Place of Performance

Contractor shall provide equipment, tools, and software to facilitate Key Control at the following location:

Harry S. Truman Memorial Veterans’ Hospital

800 Hospital Drive

Columbia, MO 65201

1. Acronyms and Definitions

CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.

CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.

CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

QA: Quality Assurance. Actions taken by the government to assure contracted services meet SOW requirements.

1. Performance Requirements

• Contractor shall provide key boxes that meet the following requirements:
  • Plunge style fobs that individually secure keys
  • Proximity card access (ideally using existing PIV cards)
    • There must also be a PIN code back up if card is unavailable
  • Photo taking when box is accessed
  • Key access restrictions based on user roles, date/time of withdrawal, etc.
  • Boxes must be wall mounted
  • Boxes must have backup power supply
  • Box cannot exceed 46” H x 27” W x 11”D in order to conform with space limitations
• Individual services need the following:
  • SCM – Requires one box capable of holding a minimum of 64 key sets.
  • FM – Needs two boxes.
    • Box one will hold minimum 32 keys
    • Box two will hold minimum of 96 keys or 60 sets
  • EMS – Needs two boxes. Each capable of holding a minimum of 128 key sets.
  • Police – Needs one box capable of holding a minimum of 96 key sets.
• Contractor will provide installation as well as all installation materials.
• All deliverables shall be received, and installation scheduled no later than 90 days after contract award.