Sensitive_Security_Information_Acknowledgement_Form.docx

This is a Sensitive Security Information Acknowledgement Form issued by the City of Phoenix Aviation Department in connection with an HVAC Filter Maintenance and Repair contract solicitation. The form requires authorized representatives of bidding companies to acknowledge receipt of documents containing Sensitive Security Information controlled under 49 C.F.R. Parts 15 and 1520, and to agree to restrict disclosure to personnel with a legitimate need to know. Signatories commit to destroying the documents upon the earlier of contract completion or the specified contract end date. The related procurement is for full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities across multiple City of Phoenix departments, including fire stations, police precincts, public works buildings, libraries, and cultural institutions. The three-year initial contract is scheduled to commence September 1, 2026, with two optional one-year extension periods. A pre-offer conference is scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; written inquiries are due March 25, 2026, at 9:00 a.m.; and sealed offers are due April 8, 2026, at 11:00 a.m., submitted electronically through the City's Procurement Portal. Deliverables include supply and installation of MERV 13 rated filters in multiple configurations (1-inch, 2-inch, and 4-inch pleated panel filters, bag filters, and rigid box filters) at service intervals ranging from monthly to annual maintenance schedules.

Offerors must have a minimum of five years of operational experience, maintain all required licenses and certifications, and provide appropriate insurance coverage within 14 calendar days of award notification. All offers must be firm and fixed for 180 calendar days from the solicitation opening date. The City has established Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements in compliance with 49 C.F.R. Part 26, requiring successful contractors to submit comprehensive initial and annual DBE participation plans and maintain documentation of good faith efforts to engage DBE-certified suppliers through the Arizona UTRACS database. Contractors must 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, the Immigration Reform and Control Act, E-Verify employment eligibility verification, Arizona legal worker requirements, and City of Phoenix Equal Employment Opportunity requirements. Payment terms are to be submitted by offerors, with City payment efforts estimated within 30 to 45 calendar days after receipt of correct invoices. The City reserves the right to award contracts by individual line item, by group, or in any combination most advantageous to the City, and may award multiple contracts.