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 a civil case management system procurement. The form serves as a template requiring authorized representatives from bidding companies to acknowledge receipt of documents containing Sensitive Security Information governed by 49 C.F.R. Parts 15 and 1520, and to certify their understanding that such information may only be disclosed to personnel with requisite "need to know" and must be destroyed upon contract completion or a specified contract end date. The civil case management system procurement itself is a seven-year base contract with three optional one-year extensions commencing on or about November 1, 2026, for which sealed proposals are due May 7, 2026 at 2:00 PM through the City's Procurement Portal. A non-mandatory pre-offer conference is scheduled for April 10, 2026 at 9:00 AM via WebEx, and written inquiries must be submitted by April 17, 2026 at 2:00 PM. The system will support approximately 90 users within the Phoenix Law Department's Civil Division, which manages approximately 3,000 matters annually, and must integrate with Microsoft Office 365, Outlook, NetDocuments, SAP, TrialNet, Adobe Acrobat, and Westlaw, with API capabilities for third-party reporting tools.

Pricing is firm and fixed for the initial two years, with annual price increase requests permitted thereafter upon 60 days' written notice with supporting documentation. Contractors must maintain commercial general liability insurance of $2,000,000, technology errors and omissions liability of $1,000,000, network security and privacy liability of $1,000,000, and workers' compensation insurance. Minimum qualifications require five years of experience developing and implementing legal case management systems for government entities, successful completion of at least two large-scale implementations within the past five years for U.S. municipal governments, FedRAMP Moderate certification or equivalent security framework compliance, and onshore U.S. hosting with no remote access for non-U.S. personnel. The procurement incorporates Disadvantaged Business Enterprise (DBE) compliance requirements under 49 C.F.R. Part 26 with seven-day payment terms to subcontractors, and evaluation will be weighted across twelve criteria totaling 1,000 points, with price comprising 200 points (20 percent) and technical and qualifications criteria comprising the remainder. Payment is due within 45 days of invoice receipt or final acceptance, whichever is later, with no advance payments authorized.