Physical Key Management System

The issuing organization in Maine is seeking a vendor to provide a turnkey physical key management system. The scope includes hardware, configuration software, installation, system configuration, training, documentation, and warranty and support. The system must support a minimum secure capacity of 256 standardized key sets and 6 jumbo-sized key sets.

The requested solution must include strong security and access control features, including controlled sign-out and sign-in of keys or cards with user authentication at the cabinet and/or associated kiosk, with biometric authentication required at a minimum. The system must allow configurable permissions by user, role, and keyset, and provide audible and/or visual alarms for unauthorized door openings, overdue keys, forced access, and power or network disruptions.

The system must also provide automatic, tamper-evident audit logging of all transactions, including user identity, date and time, keyset ID, issuance and return activity, exceptions, and alarms. Administrative capabilities must include PC-based tools to add, delete, and identify keys, assign user permissions, create and modify key groups, configure alerts, and monitor users and key movements in real time through dashboard and search/filter functions.

The cabinet design must be modular, customizable, scalable, and expandable so that future capacity increases can be added through additional panels, columns, or modules without replacing the full system. Questions are due by August 5, 2026.