Sensitive_Security_Information_Acknowledgement_Form.docx

This is a Sensitive Security Information Acknowledgement Form issued by the City of Phoenix Aviation Department for a civil case management system procurement. The form serves as a template requiring authorized representatives from bidding companies to acknowledge receipt of and agree to comply with security protocols governing sensitive documents related to the project. The solicitation seeks a comprehensive cloud-based civil case management solution to replace the current ProLaw system and support approximately 90 users within the Civil Division of the Phoenix Law Department. The seven-year base contract commences on or about November 1, 2026, with three optional one-year extensions. The system must deliver integrated functionality across eight core modules (Contacts, Matters, Events, Files, Transactions, Journals, Ledger, and Reports) with calendaring, docketing, advanced search capabilities, time entry and billing, and document automation features. A non-mandatory pre-offer conference is scheduled for April 10, 2026 at 9:00 AM via WebEx. Written inquiries must be submitted by April 17, 2026 at 2:00 PM, and sealed proposals are due May 7, 2026 at 2:00 PM through the City's Procurement Portal.

Evaluation will be weighted across twelve criteria totaling 1,000 points, with price comprising 200 points (20 percent). Minimum qualifications require five years of experience developing and implementing legal case management systems for government entities and successful completion of at least two large-scale implementations within the past five years for U.S. municipal governments. Contractors must obtain FedRAMP Moderate certification or equivalent security framework compliance and provide onshore U.S. hosting with no remote access for non-U.S. personnel. The RFP does not specify an incumbent vendor or total contract value range. Required insurance includes commercial general liability of $2,000,000 general aggregate, technology errors and omissions liability of $1,000,000, network security and privacy liability of $1,000,000, and workers' compensation insurance. Pricing shall be firm and fixed for the initial two years, with annual price increase requests permitted thereafter upon 60 days' written notice with supporting documentation. Payment is due within 45 days of invoice receipt or final acceptance, whichever is later, with no advance payments authorized. The contract incorporates Federal Transit Administration certifications, Disadvantaged Business Enterprise (DBE) compliance requirements under 49 C.F.R. Part 26, nondiscrimination provisions, and Immigration Reform and Control Act compliance requirements.