Request for Information - Key Fob Management

Tender description

Between 2008-10, LMH carried out major improvements of all multi–tenanted buildings which had communal doors serving flats. As an alternative to the traditional mechanical key, LMH was to provide all customers with fobs which would be used by customers as an easy and reliable means of gaining access to communal areas. The majority of LMH housing blocks, residents enter through communal doors to reach their front door. Without key fob management we are unable to prevent unwanted access, so anyone could gain entry. This led to a number of problems, which affects both the quality of life of tenants and the building’s maintenance costs, these problems include Drug taking, vandalism and anti-social behaviour. The access control technology in the key fob required no batteries or physical contact with the reader; this helps assure that the key fobs are virtually wear-free and will provide years of service with no maintenance. Robust construction combined with a pre-programmed unique identification number without site codes, makes programming easy and copying almost impossible. Together with the access control system, the key fob enabled LMH to monitor customer’s movements and assist in protecting the building. Unfortunately there has been a splintered approach to key fob management with various providers managing, controlling and maintaining the process. LMH currently have a contractor providing Access Control, a separate contractor providing Fob Management, and another contractor providing Maintenance and Servicing of the Door Entry system. LMH are looking to invite interest from the market to provide one of the following options to help LMH meet its Objectives of: • Administering the door entry key fob service to tenants and leaseholders requesting and receiving key fobs. (LMH could potentially be completing this in – house, with a contractor providing the other services) • Contributing towards an effective key management system, this will include for key fob programming, monitoring and reporting (LMH could potentially be completing this in – house, with a contractor providing the other services) Currently in scope Fob Management System, hardware and database Existing PAC system installed Server Installation & Back-Up considerations Training on SYSTEM Purchasing of FOBS FOB issuance, cancellation and recording process Reporting (ASB, Incident reporting etc) Asset registration Procedure change(s) Communications Provide key fobs to internal staff, authorised persons and customers LMH are inviting interest through this Request for Information, to ascertain current Market conditions, market expertise and market interest in providing one or several of the services highlighted in this exercise. If your organisation is interested in providing one of, or several of the below services, please provide an overview of your company, the different solutions that you can provide as an organisation to help LMH meet their needs and indicative pricing for these solutions on an Annual Basis: 1. Fully Inclusive Services of: a. Access Control b. Fob Management c. Maintenance and Servicing 2. Partial Service consisting of one, or a combination of 2 out of 3 services: a. Access Control b. Fob Management c. Maintenance and Servicing LMH will use this information as part of its Market Research, and may consider one or several of these options when forming its options appraisal(s). To confirm, this is NOT a competitive exercise, the prices submitted will not be evaluated or binding, however, should be a best estimate based on LMH’s requirements so as to provide as accurate data as possible. If you have any questions regarding this provision, please raise these electronically via The Chest. Keywords: Electrical Servicing, PAC, Access Control, Key Fob, Fob Management