Sensitive_Security_Information_Acknowledgement_Form.docx

This is a Sensitive Security Information Acknowledgement Form prepared by the City of Phoenix Aviation Department for use in connection with the Lutron Lighting Systems contract opportunity. The form establishes compliance requirements for handling controlled security information under 49 C.F.R. Parts 15 and 1520, requiring authorized representatives to acknowledge that project documents contain sensitive security information accessible only to personnel with a demonstrated need to know. The City of Phoenix is soliciting sealed offers for a five-year Lutron lighting systems contract for the Phoenix Convention Center, commencing on or about March 1, 2026. The procurement includes a non-mandatory pre-offer conference and site visit scheduled for November 19, 2025, with written inquiries due by December 5, 2025, and sealed offers due by December 19, 2025. The contract encompasses comprehensive lighting system support services including preventive and corrective maintenance, remote and onsite diagnostics, system optimization, parts replacement, technical consultation, and emergency response. Contract award is contingent upon City Council approval and execution by the City Clerk's department, with termination possible at the end of the term or through specific agreement provisions.

Bidders must be authorized Lutron Services providers with factory support and maintain at least two certified technicians on Lutron Quantum systems, demonstrated through current Lutron distributor status confirmation. The pricing proposal structure utilizes an as-needed basis with two primary line items: technician hourly rates and parts discount rates based on catalog pricing. The solicitation includes significant Disadvantaged Business Enterprise (DBE) and small business participation requirements, mandating contractors demonstrate good faith efforts to promote DBE firm involvement and submit monthly documentation of DBE and small business participation through the City's Certification and Compliance System, along with an annual Small Business Participation Plan. Contractors must maintain comprehensive insurance coverage including commercial general liability and workers' compensation, with the City of Phoenix named as additional insured, and comply with background screening, safety protocols, and non-discrimination policies. Authorized representatives acknowledging this form must agree to destroy all documents upon project completion or by the contract end date in compliance with federal security regulations, with unauthorized release potentially resulting in civil penalties.