Sensitive_Security_Information_Acknowledgement_Form.docx

This is a Sensitive Security Information Acknowledgement Form issued by the City of Phoenix Aviation Department in conjunction with an HVAC Filter Maintenance and Repair contract solicitation. The form establishes requirements for contractors and authorized representatives who will have access to documents containing Sensitive Security Information controlled under 49 C.F.R. Parts 15 and 1520. The City of Phoenix Public Works Department is soliciting sealed bids for full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities across multiple city 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 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, maintain all required licenses and certifications, and provide appropriate insurance coverage within 14 calendar days of notification of recommended award. All offers must be firm and fixed for 180 calendar days from the solicitation opening date, with payment terms submitted by offerors and City payment efforts estimated within thirty to forty-five calendar days after receipt of correct invoices. 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 provide monthly reporting of all DBE and small business expenditures. 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, and City of Phoenix Equal Employment Opportunity requirements. Access to sensitive documents requires authorized representatives to sign the acknowledgement form and agree to destroy documents in compliance with federal regulations upon completion of their need to review and use such documents or no later than the contract end date.