Sensitive_Security_Information_Acknowledgement_Form.docx

This is a Sensitive Security Information Acknowledgement Form issued by the City of Phoenix Aviation Department for use in conjunction with the Lutron Lighting Systems contract solicitation. The form establishes compliance requirements for all parties receiving controlled security information related to the five-year Lutron lighting systems contract for the Phoenix Convention Center, which commences on or about March 1, 2026. The procurement process 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, including preventive and corrective maintenance, remote and onsite diagnostics, system optimization, parts replacement, technical consultation, and emergency response. Award will be made by City Council, with the effective date upon signature and recording by the City Clerk's department as required by Phoenix City Code, and the contract will terminate upon the earliest occurrence of reaching the end of the term or termination pursuant to agreement provisions.

The acknowledgement form requires all authorized representatives of bidding companies to certify their understanding that project documents contain Sensitive Security Information controlled under 49 C.F.R. Parts 15 and 1520, accessible only to those with requisite need to know. Signatories agree to destroy all controlled documents upon the earlier of their company's completion of document review or use, or no later than the contract end date. Unauthorized disclosure may result in civil penalty or other action. Bidders must be authorized Lutron Services providers with factory support and maintain at least two certified technicians on Lutron Quantum systems, demonstrated through a current distributor status letter from Lutron. The pricing proposal structure is based on an as-needed basis with two primary line items: technician hourly rates and parts discount rates based on catalog pricing. The contract mandates significant Disadvantaged Business Enterprise and small business participation with monthly documentation requirements, comprehensive insurance coverage including commercial general liability and workers' compensation with the City named as additional insured, background screenings, safety protocol compliance, and non-discrimination policies.