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KEY ACCESS SYSTEM

UW-Madison users:   contact Facilities Planning and Management for installation (263-3333)

Non-UW-Madison users:  contact Vendor Representative

“D” F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED
“V” F.O.B. SERVICE/MAINTENANCE

Will notify ordering department within 2 working days hours of order/release.

 
All non-listed, related items from manufacturer's catalog or product list (i.e. parts, accessories, add-on units for expansion and consumables) are available at 22% discount.

The current price list is titled University of Wisconsin Key Tracer Price Book and is dated July 2013.

“D” F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED
“V” F.O.B. SERVICE/MAINTENANCE

Will notify ordering department within 2 working days hours of order/release.

All non-listed, related items from manufacturer's catalog or product list (i.e. parts, accessories, add-on units for expansion and consumables) are available at 23% discount.

The current price list is titled MorseWatchman Inc and is dated March 1, 2013.

SPECIFICATIONS

1.        Unit price for each “system” defined as the Contractor’s customary bundle of goods and services with at least the following unless exceptions are noted by Contractor.  UW reserves the right to purchase a smaller cabinet if installation requirements dictate:

• Contractor’s price to be based on UW trades employees doing the installation with support/instruction of Contractor, on-site if needed.
• System built on Contractor’s “large cabinet” if large and small are offered, such as a 96-key cabinet or multiple cabinets coordinated with each other to achieve a range of 90-100 capacity. 
• Cabinet to feature a door of some kind to restrict access to key stations to authorized users, not an un-covered panel.
• Cabinet equipped with sensors and ability to log and send alarms for possible tampering.
• Necessary software for running all features usable by at least 5 concurrent users.
• Station capacity at least 90 inventory items (keys).
• A supply of at least 3 times the capacity of the storage unit of key rings and related seals or authentication devices.
• A supply of any tools or access devices needed to manage the system.
• Battery backup power supply.

2.        Product Specifications Secure Storage and Access to Keys
There will be an unknown number of systems purchased, for use by distinct campus organizations with different ideas about how to manage keys.   For this bid, for each implementation, it is assumed that UW will provide electric power, LAN access, and tradespersons to install the hardware.  UW will require detailed instruction and assistance with procedures for installation and we require end user training in set-up strategies.  We require expert resources to consult with our software developers if they have questions.

Two examples are being provided for background and bidding purposes only – these implementations have already occurred but facets of each may be replicated or modified in future implementations.

Example one, simple installation. 

Partner with UW trades to install a system with power and LAN access.  Install key system management software for users as needed.  Train end users to credential keys, users, manage the software, and use the consumable key fobs or rings or other means of affixing keys to the system.  A no-frills implementation.

Example two, installation and integration with building automation plus data exchange with UW business applications. 

This example is based on the fleet operation but in many cases other UW departments will need to consume data from the key system or write data to the key system in order to synchronize other application data or achieve business process goals.  The fleet example is simply a stand-in for the concept of an implementation which will integrate into other complex systems.  Some very specific details are included below, it is important for bidders to understand they are for background and to illustrate the complex interaction that will be expected of an awarded contractor.  UW is seeking a supplier of both hardware and software that is open enough to allow for process and data integration with external systems.  The specific fleet example has already been implemented and has been performing well for years.

Begin example:

This daily rental operation wishes to have a method to dispense rental keys to customers after hours.  The cabinet will be installed inside a building equipped with an access control system.  The key dispenser will need a remote access credential method such as the ability to accept an HID card reader input.  UW can supply an external grade keypad which outputs the HID card access protocol communication signal.  A person can input their code credential into the keypad outdoors, signaling the key dispenser controller to evaluate the access.  The key dispenser has a door, the door must be opened upon recognition of user credentials.  The door actuation signal will be read by some device capable of relaying signal to the access control system.  One possible example is wiring a micro relay into the key dispenser door actuation circuit.  The relay signals the building access controller which in turn performs some programmed action such as unlocking an exterior door. 

UW will supply the building access control, the HID compatible keypad, and the communication hardware to the building access control.  The key dispenser Contractor will provide consulting for implementing hardware connections, grounding, safety, and necessary software programming.

In this example, the fleet customers will be expected to enter a six digit numeric PIN for access to ‘their key’.  The process would play out like this; the key dispenser should receive a valid credential, respond by beginning its native successful key deployment method, thereby firing a signal to the building access and begin timing out.  The building access signal will result in action to unlock the door and inform the person that they may enter.  Once the person is inside the building, the key cabinet needs to be attracting attention (via beeper, flasher, etc.).  Upon opening the cabinet, the user needs to be attracted to ‘their key’ (via illuminated light or other similar means).  Assuming the person plays along properly, they remove their key, close the cabinet and the process is ended.  If the user fails to open the cabinet it needs to time out.

Necessary system customizations will involve data being written to, modified, and deleted from the key management database to create user PIN’s and modify the attributes of in-cabinet key stations.  UW may write software interfaces to allow the fleet motor pool staff to populate the cabinet with the appropriate keys and PIN’s each night. 

In this example, some features the system must have are the ability to:

• grant and revoke access to certain keys and not others
• create and disable numeric access codes via software that interfaces with our other existing systems
• allow UW software developers to have access to or training in system protocols so that they may be integrated into our other systems
• provide date and time stamp records that can be reported out for which authorized user(s) used which keys at which times
• provide monitoring of the system and alarms for unauthorized use
• provide a user friendly software package to manage the key system as a stand-alone in addition to our in house developed software integration

3.        Computer Access

• Network compatible via TCP/IP or browser based and compatible with a Microsoft environment (for instance but not limited to Internet Explorer, SQL, ODBC).
• Systems located in physically distinct locations able to, via LAN control, work together to dispatch/return keys and user access/control able to be done remotely.
• Reporting user interface and database available to our reporting tools.
• Controlling user credentials and inventory, defining HID devices .
• Ability to control/manage key dispensing devices in multiple building from one workstation/database.  
• Ability to dispense/return keys to/from multiple dispenser locations using one workstation/database as management.

4.        Access for Software Development  
•      Open protocol for UW Madison to develop against, aka API (application programming interface) and/or:
•      Read/write access to key management system database
•      No cost manufacturer support for UW Developer/Database Admin/IT staff to maintain interfaces and data access.

5.        Device Attributes
•      Sturdy with a variety of optional configurations for key or other inventory density within secured storage
•      Controlled open/close for access to contents
•      Controlled access to individual and/or multiple items
•      User assistance lights to highlight which specific content items are accessible
•      Defined inventory of items, controlled by software, with two way communication to database
•      HID and/or RFID device access with technology that does not require electrical contacts
•      PIN access for users via numeric code
•      Ability to add biometric access
•      Item that is controlled (such as a key) must be locked down in the cabinet if the user returns the item to an incorrect position.

Revision History