Data_Destruction_Affidavit.pdf

This is a Data Destruction Affidavit from the City of Phoenix, City Clerk Department, Elections Division, related to the Print and Mail Election Materials contract opportunity. The affidavit serves as a certification document that contractors and their subcontractors must complete upon conclusion of election-related services, confirming the permanent deletion and return of all voter registration data provided by the city. The contractor receiving voter data must declare under penalty of perjury that all data has been completely removed from network systems, equipment, and electronic memory; that no copies have been retained; and that any physical media containing the data has been returned to the city. The form requires the responsible party's signature, printed name, title, company name, and address, along with acknowledgment by the City Clerk Department representative upon receipt of the affidavit.

This document is a mandatory compliance instrument for contractors bidding on the Print and Mail Election Materials contract (RFP GGS-26-0079), which runs from April 1, 2026, through March 31, 2031, with four optional one-year renewal periods. The affidavit emphasizes the confidential nature of voter registration data and restricts its use solely to contract performance. Contractors must understand that completion and submission of this affidavit is a contractual obligation tied to the election services engagement, establishing a mechanism by which the city verifies data protection compliance and ensures no unauthorized retention or repurposing of sensitive voter information occurs following project completion.