Sensitive_Security_Information_Acknowledgement_Form.docx

This document is a Sensitive Security Information Acknowledgement Form for the City of Phoenix Aviation Department, designed to protect documents containing security information controlled under 49 C.F.R. Parts 15 and 1520. The form requires authorized representatives of bidding companies to acknowledge receipt of sensitive security materials related to the HVAC Filter Maintenance and Repair contract and commit to restricting disclosure to personnel with a legitimate need to know. The form serves as a compliance mechanism for the City of Phoenix Public Works Department's solicitation for full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities across multiple departments. The contract period commences September 1, 2026, for an initial three-year term with two optional one-year extension periods. Key response deadlines include a pre-offer conference on February 18, 2026, at 9:00 a.m. via Microsoft Teams; a written inquiry deadline of March 25, 2026, at 9:00 a.m.; and sealed offer submission due April 8, 2026, at 11:00 a.m. through the City's Procurement Portal.

The acknowledgement form requires contractors to pledge destruction of all sensitive security documents upon completion of their review and use or no later than the contract end date, in full compliance with federal regulations. All offerors must be in operation for a minimum of five years with demonstrated experience providing equivalent goods or services and must maintain all required licenses and certifications. The City of Phoenix has established Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements under 49 C.F.R. Part 26, mandating successful contractors to submit comprehensive initial and annual DBE participation plans and maintain documentation of good faith efforts to engage DBE-certified suppliers. Contractors must also comply with federal civil rights regulations, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, E-Verify employment eligibility verification, and City of Phoenix Equal Employment Opportunity requirements under Phoenix City Code Chapter 18. All offerors must register with both the City's Procurement Portal and the procurePHX Self-Registration System prior to contract execution and may be subject to background screening.