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 connection with the HVAC Filter Maintenance and Repair contract solicitation. The form requires authorized representatives from bidding companies to acknowledge receipt of documents containing Sensitive Security Information controlled under 49 C.F.R. Parts 15 and 1520 and to certify their understanding of restrictions on disclosure and use. Signatories commit to destroying designated documents upon the earlier of project completion or the contract end date, in compliance with applicable federal regulations. The underlying contract solicitation 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 commences September 1, 2026, with two optional one-year extension periods. Specific deliverables include supply and installation of MERV 13 rated filters in various 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. A pre-offer conference is scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; the written inquiry deadline is 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.

Offerors must have been 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 for this contract 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. All offers must be firm and fixed for 180 calendar days from the solicitation opening date, and contractors must provide appropriate insurance coverage within 14 calendar days of notification of recommended award. Additional compliance requirements include 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, and Arizona legal worker requirements. Contract values and budget ranges are not disclosed in the solicitation documents; 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.